“Selecting for Sustainability”
Maine Shared Collections Strategy
Clem Guthro, Director of the Colby College Libraries
Co- PI, Maine Shared Collections Strategy
OCLC/CIC - Regional Print Management Symposium, March 27, 2014
www.maineinfonet.org/mscs/
Why Print Retention in Maine?
 Multi-type library collaboration is the norm in Maine
 Larger Libraries Group – 9 largest libraries with ¾ of
the total print collection. 100 years of collaboration
 Colby, Bates and Bowdoin are consciously building a
shared collection of new print materials and eresources
 MaineCat union catalog facilitates resource sharing
between more than 100 libraries
 State-wide delivery – 1.25 millions items/year
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www.maineinfonet.org/mscs
Project Background
 Originated with the Larger Libraries Group in 2010
 Partner libraries were running our of space and
unlikely to get additional storage
 Wanted a shared long-term approach to managing
legacy print collections
 Looking to be leaders in the print collection space
 $821K IMLS National Leadership Grant to support
the work.
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www.maineinfonet.org/mscs
Grant Focus
 Focus is monographs and journals (Government
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documents are excluded)
Focus is on retention rather than weeding- keeping
the scholarly and cultural record that meets our
needs.
Focus on shared stewardship
Focus on a sustainable model for participation by
other libraries once the initial grant period is
complete
Focus on being part of the national conversation
and emerging infrastructure for shared print
www.maineinfonet.org/mscs
Project Partners
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www.maineinfonet.org/mscs
Project Management
 Project Team: Program Manager, Technology Director,
Project PIs & Systems Librarian
 Directors’ Council
 Collection Development Committee
 Technical Services Committee
 National Advisory Board
 Lizanne Payne – nationally known Shared Print Consultant
 Constance Malpas – Program Officer, OCLC Office of Research
 Robert Keift – College Librarian, Occidental College and collection development guru
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MSCS Project Goals
 Create a collection analysis system to analyze the
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collections
Develop a strategy to make retention decisions at
scale
Examine the presence of large scale digital
collections (HathiTrust and Internet Archive) as a
determiner of what to commit to retain in print
Integrate Print-On-Demand E- on-Demand for large
scale digital collections
Expose our retention decisions to the world and to
Maine libraries
www.maineinfonet.org/mscs
Questions we wanted to answer
 Which monographs should be designated for long-
term retention?
 What is an equitable and/or common-sense
distribution of retention responsibilities?
 What effect do large scale digital collections such as
Hathi Trust or Internet Archive have on retention
decisions?
 Can monograph retention decisions be made at
scale in a way that will make sense for the
participating libraries?
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Governance and Business Model
 A Memorandum Of Understanding has been
developed to guide the ongoing work
 15 year retention commitment
 MOU and commitments reviewed every 5 years
 Executive Committee will provide governance
 Collections and Operations Committee will determine
retention, holding disclosure, and access/delivery
 Different levels of membership
 Collection Holders
 Collection Builders
 Supporting Members
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Data – Data Starting Points
 How many copies of a particular work are owned by
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partner libraries?
How many of those are circulating copies?
How often has the title circulated? What was the last
circulation date?
How many titles/copies are uniquely held in the group?
In Maine? In WorldCat?
How do subject strengths compare across the group?
Which titles are represented in HathiTrust, Internet
Archive?
Overlap between general and special collections
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Our Data
 OCLC reclamation done for all libraries except 1
 Cleaned up holdings, corrected OCLC numbers and
facilitated record match across partners
 Bibliographic and item records extracted from 6
catalogs – all the same ILS (Innovative Interfaces)
 Exported data include the complete MARC record
and item record (Call number, location, use counts,
last checkin, circ status, etc.)
 Data given to Sustainable Collection Services (SCS)
for analysis
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www.maineinfonet.org/mscs
Data – SCS Actions
 Additional data cleaning—normalizing, de-duping,
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and filling in missing data
Matched titles on OCLC #
Compared titles to WorldCat (U.S. and State
Holdings), HathiTrust Public Domain and InCopyright items, and Internet Archive
Extensive data reports
Consulting support
www.maineinfonet.org/mscs
High Level View of the Monograph Data
Bib records
2,920,014
(circulating titles
2,719,754)
Item records
Libraries
3,374,574
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Unique Titles
1,754,598
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By “titles" we can mean two different
things
1. Title Set
Bates
Bowdoin
Colby
Maine SL
Portland PL UM-Orono
2. Title Holding
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USM
Title Holdings Overlap
Title-holdings in 1 library
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1,118,151
38%
Title-holdings in 2 libraries
684,395
23%
Title-holdings in 3 libraries
462,446
16%
Title-holdings in 4 libraries
325,959
11%
Title-holdings in 5 libraries
190,215
7%
Title-holdings in 6 libraries
82,224
3%
Title-holdings in 7 libraries
40,179
1%
Title-holdings in 8 libraries
15,550
1%
www.maineinfonet.org/mscs
99 titles are held by all 9 MSCS Institutions
Pub
Year
MSCS
Total Circs
Nickel and dimed : on (not) getting by in America / Barbara Ehrenreich.
2001
1,906
Gilead / Marilynne Robinson.
2004
1,582
The diary of a young girl : the definitive edition / Anne Frank ; edited by Otto H.
Frank and Mirjam Pressler ; translated by Susan Massotty.
1995
1,064
Seed of Sarah : memoirs of a survivor / Judith Magyar Isaacson.
1990
859
The lobster gangs of Maine / James M. Acheson.
1988
713
In the hands of Providence : Joshua L. Chamberlain and the American Civil War
/ by Alice Rains Trulock.
1992
657
Bowling alone : the collapse and revival of American community / Robert D.
Putnam.
2000
655
A distant mirror : the calamitous 14th century / Barbara W. Tuchman.
1978
570
Liberty men and great proprietors : the revolutionary settlement on the Maine
frontier, 1760-1820 / Alan Taylor.
1990
552
www.maineinfonet.org/mscs
1988
515
Title/Author
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Collected works / Flannery O'Connor.
Circulation Counts – Circulating Titles
MCSC Title-Holding Counts
ALLCIRCULATING TITLE HOLDINGS
All Libraries
%
2,719,754 100%
Circulation Counts
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Total Circs= 0
845,939
31%
Total Circs = 1
466,371
17%
Total Circs = 2
303,588
11%
Total Circs = 3
206,610
8%
Total Circs = 4 to 9
511,040
19%
Total Circs= 10+
386,206
14%
Last Circ after 2010
357,660
13%
Last Circ after 2007
671,815
25%
Last Circ after 2005
841,009
31%
www.maineinfonet.org/mscs
MSCS Title Holdings Compared to
WorldCat US Holdings
WorldCat Counts
0-9 Holdings in USA
%
145,296
5%
10-19 Holdings in USA
94,162
3%
20-49 Holdings in USA
213,827
7%
50-99 Holdings in USA
290,443
10%
100-199 Holdings In USA
507,552
17%
1,668,732
57%
200+ Holdings in USA
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# Title Holdings
www.maineinfonet.org/mscs
MSCS Circulating Title-Holdings by
Holding Level – Circulation Levels
1,200,000
1,000,000
800,000
374,062
600,000
400,000
200,000
341,231
Zero
Circulations
1-3
Circulations
4 plus
Circulations
204,219
267,658
403,284
232,054
295,425
393,391
208,430
1
2
Number of MSCS Libraries Holding Titles
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3+
www.maineinfonet.org/mscs
Step 1 –Titles Held by 1 or 2 Libraries
 1,655,421 Title Holdings
 Removed title holdings with a publication date ≥
2003
 Commit To Retain (CTR)– if :
 Any circulation, internal, or reserve use OR
 “local interest” (Maine related) title-sets OR
 Special Collections items OR
 Specific edition held in 9 or fewer libraries in the U.S.
 Needs Further Examination( NFE)– if:
 Zero circulations
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www.maineinfonet.org/mscs
Step One – Needs Further Examination / Commit to Retain
1,800,000
Not Widely Held Titles
1,600,000
Published After 2003
(removed from Step 1) 186K
1,400,000
Step 1
Needs Further Examination
392,382
1,200,000
1,000,000
Widely Held Titles
800,000
600,000
Step 1
1,655,421
Commit to Retain
1,076,188
Step 2
1,117,468
1-2
3+
400,000
200,000
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www.maineinfonet.org/mscs
Number of MSCS Libraries Holding Title
Step 1 - Total Commitments & Needs
Further Examination
LIBRARY
COMMITMENT TO RETAIN
Titles
Bangor Public Library
Titles
Items
147,490
177,195
40,582
43,182
9,688
18,095
9,536
11,921
Bates
129,168
142,603
53,403
57,043
Bowdoin
161,498
202,550
95,497
108,888
Colby
124,178
142,617
49,005
53,516
Maine State Library
43,532
53,726
6,458
7,782
Portland Public Library
78,065
97,133
3,678
4,316
University of Maine Orono
276,784
307,202
119,793
130,218
University of Southern Maine
105,785
117,074
14,430
15,392
Bangor Theological Seminary
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Items
NEEDS FURTHER EXAMINATION
ALL ELIGIBLE TITLES
1,258,195
392,382
www.maineinfonet.org/mscs
1,076,188
432,258
“Local Interest” Rules Applied
Rule 1: General: ‘Maine’ will be searched in title, author, series, and all subject fields
Rule 2: Published in Maine: Search bib records for indication of Maine as place of
publication
Rule 3: Maine Author or Artists: Location code meaut in a Maine State Library
record, Authors, American—Maine in a subject field, Artists, American—Maine in a subject
field
Rule 4: Maine Local History: Title is classed in: F 16-30 (Maine History), 917.41 &
974.1 & meanx
Rule 5: Major Colleges & Universities: Keywords/phrases searched e.g. Bowdoin
College
Rule 6: Industries: Keywords/phrases searched (combined with Maine) e.g. Paper
Industry
Rule 7: Marine & coastal studies: Keywords/phrases & classifications e.g. QH 92-92.2
Marine Biology (Atlantic Coast)
Rule 8: Native Americans: Keywords/phrases e.g. Abenaki
Rule 9: Places/Populations: Keywords/phrases e.g. Acadia
Rule 10: Religious groups: Keywords/phrases e.g. Free Will Baptists
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www.maineinfonet.org/mscs
Step 1 - Needs Further Examination”
 Titles held by 1 or 2 MSCS libraries
 0 Circs
 37% in copyright in Hathi
 6% public domain in Hathi
 6 % digitized in Internet Archive (no Hathi overlap)
 51% not digitized
 Decision “No Commitment to Retain CTR”
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www.maineinfonet.org/mscs
Step 2 –Titles Held by 3 or more Libraries
 1,117,468 Title Holdings
 53,000 title holdings with a publication date ≥ 2003
were excluded.
 746,949 in Scope
 1 or more circs
 317,384 Needs Further Examination
 Hathi Trust Public Domain
 Special Collections
 0 Aggregate circs
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Step 2 – Widely Held Titles
1,800,000
1,600,000
1,400,000
1,200,000
Held by 1 or 2 Libraries
Published After 2003
(removed from Step 1) 186K
No CTR
421,713
Held by 3 or More Libraries
53K published after 2003
1,000,000
800,000
600,000
Needs Further Examination
317,384
Step 1
1,655,421
Commit to Retain
1,046,857
400,000
1,064,333
Step
2
In Scope
746,949
200,000
-
1-2
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3+
Step 2 Questions
 Do we need to retain a minimum or maximum number
of title-holdings per title-set?
 How should responsibility for retention be allocated?
 Circulation policies
 Library type
 Subject strengths
 CTRs made in Step 1
 Do our decisions in Step 2 need to parallel Step 1 or
can we make different decisions.
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www.maineinfonet.org/mscs
Title-Holding Counts by Title-Set Usage Levels (uses per title-holding)
250,000
IN-SCOPE TITLE SETS
Publication year < 2003
Three plus libraries holding
Circulating titles only
No special collections
No Hathi public domain
10+ US holdings
216,401 (28%)
200,000
150,000
136,711 (18%)
Title-Holdings
132,924 (17%)
Title-Sets
100,000
81,336 (10%)
70,691 (9%)
58,316
50,000
38,353
54,911 (7%)
53,871 (7%)
34,653
32,349 (4%)
20,728
9,836
17,679
13,504
13,662
7-10
10-15
> 15
Zero
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0-1
1-3
3-5
5-7
Uses per Title-Holding per Title-Set (SCS calculation)
www.maineinfonet.org/mscs
Step 2 – Basic Decisions
 One title-holding for each Commit To Retain (CTR) title
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set with 0-3 uses
Two title-holdings for each CTR title-set with 4 or more
uses.
Two title-holdings of all local protected category titlesets.
All title-holdings where the specific edition is held in
nine or fewer libraries in the U.S. (according to OCLC).
Titles sets with zero aggregate circs were not
committed to retain
www.maineinfonet.org/mscs
Step 2- Allocation of Retention Commitments
 If Colby holds a title, it will be CTR
 If Bates or Bowdoin own and Colby does not then at
least one CTR will go to a Bates or Bowdoin copy
 Remaining Commit-to-Retain (CTR) allocations will
be equitably distributed, where equity is a constant
ratio of CTR allocations to not commitment to retain
allocations among libraries.
 ALL Maine State Library’s local protected titleholdings are marked CTR
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MSCS Final Commitment Numbers
Step 1 Commitments Step 2 Commitments All commitments
Bangor PL
138,962
20,400
159,362
9,688
1,331
11,019
Bates
128,514
55,997
184,511
Bowdoin
162,478
56,149
218,627
Colby
128,841
138,440
267,281
MSL
40,540
22,142
62,682
Portland PL
72,113
23,536
95,649
UM-Orono
265,261
46,316
311,577
USM
101,462
26,456
127,918
Total
1,047,859
Bangor Theological
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390,747
1,438,606
www.maineinfonet.org/mscs
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From Scale to Reality
 Decisions were made at scale. When you go to the
shelf - Some commitments seemed objectionable
 No inventories were done
 No attempt to validate for condition
 A “list of publishers” that mainly publish textbooks,
items which are often updated/replaced, and
consumables was developed. We removed 29,231
titles from the original CTRs in Step 1.
 The “list of publishers” was used to remove titles
before CTRs were made in Step 2.
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From Scale to Reality (continued)
 Operations committee to deal with reality
 Replace lost copies
 Pass retention off to others
 Dealing with editions
 Damaged or ephemera
 Focus on content over edition
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Disclosing Retention Decisions
 Encoding MARC 583 at the item level
 Disclosed at three levels
 OCLC WorldCat – LHRs with OCLC Shared Print Symbo
 Local Catalog – Data from MARC 583
 MaineCat Statewide catalog- Java script to pull data
from OCLC.
 In OCLC – National shared print initiative
 In Local Catalog – local workflow
 In MaineCat – for Maine libraries, most of which are
not OCLC members
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Lessons Learned
 Clean data helps
 Things won’t go as planned
 Making retention decisions at scale has an error
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factor that you need to live with
Takes significant human resources
Need for a dedicated project manager position
Public libraries are different!
Libraries can cooperate
www.maineinfonet.org/mscs
PAN- MSCS Event at Midwinter
 Looking to the Future of Shared Print – Day Long
preconference at ALA sponsored by MSCS and the
Center for Research Libraries
 Join us on June 27, 2014| 10:00 am – 3:00 pm
(following a PAN forum update from 9:00 – 9:45
am), Las Vegas, Nevada
 No cost, but Registration is requested
 http://www.maineinfonet.net/mscs/ALA2014/
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Thank you!
cpguthro@colby.edu
www.maineinfonet.org/mscs/
Follow us on Twitter
@MESharedColls
Some slides from presentation by Deb Rollins and Becky
Albitz at Charleston, 2013
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© 2014 Clem Guthro. This work is licensed under a Creative
Commons Attribution 3.0 Unported License. Suggested attribution:
“This work uses content from “’Selecting for Sustainability’ Maine
Shared Collections Strategy” © Clem Guthro, used under a Creative
Commons Attribution license:
http://creativecommons.org/licenses/by/3.0/”
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