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No Substantial Penalty for Withdrawal
Investing in a Different Collaborative Model for the Shared Print Archive
Sharon Wiles-Young Director, Library Access Services, Lehigh University
John Barnett Scholarly Communications Librarian for the University Library
System, University of Pittsburgh
Outline for presentation
• Environmental scan – print journal volumes– Audience– Global to regional
• PALCI shared collaborative print archive model– Process, experiences, future
• Future of print • Questions??? and YOUR ideas
Environmental Scan: Ithaka Survey 2010
Insights from U.S. Academic Library Directors
• Most libraries have become comfortable with deaccessioning or moving offsite their print journal collections after they have reliable digital access to copies of these materials
• 91% have already done so or are planning to do so in the future
• This is not the case for books, at least not yet
Environmental Scan continued
• A minority of 35% said that their libraries have a formal plan for how to deaccession print journals that they have access to electronically
• 47% agreed with the statement: “I feel confident that I have all the information I need to make informed decisions about whether to retain or de-accession print journal collections after my library has access to digital copies.”
Weeding 101
• Webinars and best practices for weeding– LYRASIS Status Discard – the how and why of
weeding• Reports 2009 ITHAKA – What to Withdraw:
Print Collections Management in the Wake of Digitization
• Which titles need to be kept in print?• Backup archives – regional ?
Faculty Survey 2009: Key Strategic Insights for Libraries, Publishers, and Societies Ithaka Report: April 7, 2010
Authors: Roger C. Schonfeld (Manager of Research) & Ross Housewright (Analyst)
yay JSTOR!!! You saved my essay.
This is really bad folks -- I need a reference for a
paper that's due TODAY!!!
PLEASE COME BACK UP. I
DESPERATELY NEED YOU!
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Thank you lovely JSTOR people.
You've saved me hours (probably weeks) of rifling
through old journals :)
Fans, we're experiencing problems with some JSTOR servers. Our tech support team is on it, and we hope to have it fixed very quickly. We're very sorry for the inconvenience and will keep you posted!
JSTOR Haiku
JSTOR volumes wait Students don't visit the shelves
PDFs chuckle -anon
PALCI
• Academic and research library consortium• Serving PA, WV, and NJ• Resource-sharing focus (E-ZBorrow, RapidILL)• Electronic resource offers• Disaster preparedness• Cooperative collection development
• Small staff, reliance on member task forces• Historically-oriented, independent institutions,
geographically dispersed• PA: Many older collections, with deep journal
collections in humanities and sciences• No central or shared storage facility• Little budget beyond membership dues, grant
funding• CCD Task Force – in existence but . . .
PALCI Realities
Why Create a Shared Print Archive?
• One of many possible projects; short-term projects hold appeal
• Interest in responsible deaccession as well as preservation• Strong interest in reallocating lots of space (journal runs
vs. book collections)• Distributed archive = shared responsibility to diminish
local pressure• Cooperative storage facility costly, unlikely,
“unmanageable”• Urgency of deaccession became real driver
Why Us?
• Isn’t there another regional or national program underway that will take care of this?
• Isn’t JSTOR taking care of this?• Isn’t Portico or LOCKSS a suitable alternative?
Related Projects
• Orbis Cascade, other distributed archivesMost similar; PALCI agreement based on Orbis Cascade contract
• Triangle Research Library Network (TRLN) (North Carolina)
• Ontario Council of University Libraries (OCUL)
Other regional models• WEST Western Regional Storage Trust- Arizona to California Digital
Libraries to Getty to University of Washington to University of Oregon Orbis Cascade– distributed shared print repository
• Five College Library Depository– Single paper copy ACS, APS, APA, IOP, JSTOR, Project Muse– Serves 22 affliates – Bryn Mawr, Swarthmore and Haverford joined in
2011• JSTOR- Harvard and University of California• UKRR – United Kingdom Research Reserve- 8 participants
In collaboration with the British Library document supply
Philosophy behind the Project
• What will work for our varied membership?• Memo of understanding with flexible terms,
rather than a contractual agreement• Low cost to no cost, with minimal expenses
borne by participating libraries• “Ideal copy” of document• Enough security to encourage weeding• Tradition of resource-sharing
Candidates for PALCI Shared Print Archive
• Complete online archive back to volume 1 available, and widely subscribed
• Deep print runs widely held by PALCI members• Non-commercial/society publications only
Candidates for PALCI archive
• Illustrations could be an issue, particularly from early volumes
• Importance of titles – must provide optimal access
• Not duplicate major national print archive• Historical, potentially artifactual importance
(Chandler Brothers from Lehigh for example)
Selected Archives
More Questions . . .
• Interest in shared archive?• What to archive?• For how long?• Dark archives and light archives?• How many copies?• Lending light archives?
Archive Construction
• How many copies? – 1 dark, 2 light• Dark and light archives defined• End date: 2000• Environmental conditions• Lending policies/procedures• Inventory – issue-level reporting• Length of contract –10 years, review in 5 years• Representing holdings• Include supplementary materials (any format)
Agreement Obligations• Based on Orbis Cascade agreement—but only
so much• Shorter agreement period• Less emphasis on environmental controls• Less emphasis on ownership• Accommodates variety of institutional
legal/status needs• Flexible terms• Flexibility in providing information about
holdings in Local and national catalogs
Start of Distribution
Library 1:
ACS, AIP, APS
Library 2:ACS, APS
Library 3:
ACS, APS
Distribution within archive
Library 1:
ACS, AIP, APS
Library 2:ACS, APS
Library 3:
ACS, APS
Library 4-6
Library 7-8
Library 9-11
Archive Primary Roles
Penn State – sole dark archive for all titles
Temple – 1st light archive for American Physical Society
West Virginia – 1st light archive for American Institute of Physics
Lehigh – 1st light archive for American Chemical Society
Each participating institution responsible for one or more complete print runs from one or more of the scholarly societies
2nd Light Archives
Bucknell Carnegie Mellon Dickinson Duquesne Haverford Lafayette Lehigh
University of Pennsylvania St. Joseph’s Swarthmore Temple Villanova West Virginia University
Titles distributed among the following institutions:
Who has what?Compare holdings – Institutions report holdings
TITLE Publishers holdings Bucknell Dickinson Duquesne Haverford LafayettePBU DKC DUQ HVC LAF
Accounts of Chemical Research v.1, 1968- v.1-41 (1968-2008) v. 1-14, 16, 24-37, 1968-2004 (Storage)v.1-38, 1968-2005 Stacksv.1- , 1968- v.16-35, 1983-2002
Analytical Chemistry v.19, 1947- v.19-80 (1947-2008) v. 19-74, 1947-2002 (Storage-Microfiche)v.19-77, 1947-2005 Stacksv.32-79, 1960-2007 v.19-75, 1947-2003
Analytical Chemistry:(prev. title) I&EC Analytical Edition v.1-18, 1929-1946 v.1-17 (1929-1945) v. 1-18, 1929-1946 (Storage) e-journal None None
Biochemistry v.1, 1962- v.1-47 (1962-2008) 1964-1975 (Storage) v. 15-41 1976-2002 (Microfiche)v.1-44, 1962-2005 Stacksv.35- , 1996- v.1-42, 1962-2003
Chemical Reviews v.1,1924- v.1-108 (1924-2008) v. 76-102, 1976-2002 (Microfiche) e-journal v.1- , 1924- v.1-103, 1924-2003
xISSN History Visualization Tool (Web service)
Titles and Holdings
• Once spreadsheet was collected then titles change and difference in holdings reported were rectified
• Other institutions expressed interest in project-potential for another dark archive
• Collections development committee started to identify titles for each institution
• Goal to have each library interested hold several titles other than the dark archive which held all titles.
As Time Passes by
• AIP changes digital archive subscription package
• ACS package changes• Slow decision process about participation• Institutional legal processes take time
As Time Passes by
• Space problems – 2 institutions dropped out, collections withdrawn
• Difficulties in replacing participants – volumes already being deaccessioned
• Lehigh had withdrawal project of journals to create space for shift of overcrowded monograph collection—AIP and APS journals were pulled
Project Continues
• Compare holdings and inventories- report gaps in holdings
• Find certain institutions missing more issues/volumes than reported earlier
• Other institutions provide volumes and issues– Send to other institutions- transfer materials will
become property of the member library
PALCI contract, all volumes kept permanently
Current Status of Project
• Memos of agreement signed • Volume exchange for Light Archive completed• Record and provide information about
holdings in local online library systems• Following spreadsheet available on PALCI
website:
TITLE/AIP Institution
Contact Information Title Holdings History Desired Holdings Reported Holdings
Applied Physics LettersBucknell v.1,1962- v.1-80 1962-2000 v.1-92 (1962-2008)
Applied Physics LettersDuquesne v.1-78:5, 1962-2001 Stacks
Journal of Applied PhysicsLafayette v.8,1937- v.8-91 1937-2000 v.8-65, 1937-1989*
Journal of Applied PhysicsUniversity of Pennsylvania v.8 (1937)-v.94 (2003)
Journal of applied physics:(Prev.Title) - Physics Lafayette v.1-7,1931-1936 v.1-7,1931-1936 v.1-7, 1931-1936
Journal of applied physics:(Prev.Title) - Physics University of Pennsylvania v.1 (1931)-v.7 (1936) MICROFORM*Journal of Chemical Physics
Lafayette v.1,1933- v.1-116 1933-2000- v.1-125, 1933-2006Journal of Chemical Physics
Duquesne v.1-(109)-(112)-114:2, 1933-2001 StacksJournal of Mathematical Physics
Lafayette v.1,1960- v.1-41 1960-2000 v.1-34, 1960-1993*Journal of Mathematical Physics
University of Pennsylvania v.1 (1960)-44(2003)Physics of Fluids
CMU v.6,1994- v.6-12 1994-2000 v.6-20 (1994-2008)Physics of Fluids
Swarthmore v.6-15 (1994-2003)Physics of Fluids A (previous title of Physics of Fluids)
CMU v.1-5,1989-1993 v.1-5 1989-1993 v.1-5 (1989-1993)Physics of Fluids A (previous title of Physics of Fluids)
Swarthmore v.1-5 (1989-1993)Physics of Fluids B (previous title of Physics of Fluids)
CMU v.1-5,1989-1993 v.1-5 1989-1993 v.1-5 (1989-1993)Physics of Fluids B (previous title of Physics of Fluids)
Swarthmore v.1-5 (1989-1993)Physics of Fluids (1958) (previous title of Physics of Fluids A&B)
CMU v.1-31 (1958-1988) v.1-31 1958-1988 v. 1-31 (1958-1988)Physics of Fluids (1958) (previous title of Physics of Fluids A&B)
Swarthmore v.1-31 (1958-1988)Physics of Plasmas
Lehigh v.1,1994- v.1-7, 1994-2000 v.1-15 (1994-2008)Physics of Plasmas
Swarthmore v.1-10 (1994-2003)Physics Today
Dickinson v.1,1948- v.1-53 1948-2000 v. 1-4, 12-Present, 1948-2008Physics Today
Duquesne v.1-59, 1948-2006 StacksReview of Scientific Instruments
Duquesne v.1,1930- v.1-71 1930-2000 v.1-54, 1930-1983 Stacks*Review of Scientific Instruments
Swarthmore v.54-74 (1983-2003)Review of Scientific Instruments
University of Pennsylvania v.1 (1930)-v.74 (2003)
Statistics
• 1521 linear feet for total collections in this project
• About 13,000 volumes could be withdrawn for institutional holdings
• More than one dark archive because larger institutions have storage facilities for most of these journal titles already
Lessons Learned• Collection development librarians – need more
communication with individual libraries and consortium task force
• Interest in project- what happens in the time from interest to completion– withdrawing of collections, loss of space,
renovations of storage facilities• Understanding of shipping volumes to other
institutions- processing• Everything takes longer than you could
possibly imagine!
Next Steps
• ILL agreement• Additional PALCI journal collections- next
collection– RSC, rare humanities journals, American
Psychological Assn?• Participation in national/international level
projects– e.g., CRL• Time is growing short for these decisions!
Future
• Keep print for visual, cultural or artifactual, exhibits, rescans, or other scholarly research use– Case in point remember the Chandler brothers:http://pubs.acs.org/toc/jceda8/16/6– Overlay content with GIS applications
• Other innovations uses of print to digital content—Push Pop Press: http
://www.ted.com/talks/mike_matas.html