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
• 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.”
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
• This is not the case for books, at least not yet
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)
Thank you lovely
JSTOR people.
You've saved me
hours (probably
weeks) of rifling
through old
journals :)
Baby, I need your
lovin', please come
back ♥
yay JSTOR!!! You
saved my essay.
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
This is really bad
will keep you posted!
folks -- I need a
reference for a
paper that's due
TODAY!!!
PLEASE COME
BACK UP. I
DESPERATELY
NEED YOU!
JSTOR Haiku
JSTOR volumes wait
Students don't visit the shelves
PDFs chuckle
-anon
PALCI
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Academic and research library consortium
Serving PA, WV, and NJ
Resource-sharing focus (E-ZBorrow, RapidILL)
Electronic resource offers
Disaster preparedness
Cooperative collection development
PALCI Realities
• 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 . . .
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 archives
Most 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 . . .
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•
•
•
•
•
Interest in shared archive?
What to archive?
For how long?
Dark archives and light archives?
How many copies?
Lending light archives?
Archive Construction
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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:
Library 2:
ACS, APS
ACS, AIP, APS
Library 3:
ACS, APS
Distribution within archive
Library 4-6
Library 7-8
Library 1:
Library 2:
ACS, APS
ACS, AIP, APS
Library 3:
ACS, APS
Library 9-11
Archive Primary Roles
Each participating institution responsible for one or more
complete print runs from one or more of the scholarly societies
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
2nd Light Archives
Titles distributed among the following institutions:
 Bucknell
 Carnegie Mellon
 Dickinson
 Duquesne
 Haverford
 Lafayette
 Lehigh
 University of Pennsylvania
 St. Joseph’s
 Swarthmore
 Temple
 Villanova
 West Virginia University
Who has what?
Compare holdings – Institutions report holdings
TITLE
Publishers holdings Bucknell
PBU
Dickinson
DKC
Duquesne
DUQ
Haverford
HVC
Lafayette
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 Stacks
v.1- , 1968-
Analytical Chemistry
v.19, 1947-
v.19-80 (1947-2008) v. 19-74, 1947-2002 (Storage-Microfiche)
v.19-77, 1947-2005 Stacks
v.32-79, 1960-2007 v.19-75, 1947-2003
Analytical Chemistry:(prev. title) I&EC Analytical
v.1-18, 1929-1946
Edition v.1-17 (1929-1945) v. 1-18, 1929-1946 (Storage)
e-journal
None
v.16-35, 1983-2002
None
Biochemistry
v.1, 1962-
v.1-47 (1962-2008) 1964-1975 (Storage) v. 15-41 1976-2002
v.1-44,(Microfiche)
1962-2005 Stacks
v.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.1-103, 1924-2003
v.1- , 1924-
xISSN History Visualization Tool (Web service)
As Time Passes by
• AIP changes digital archive subscription
package
• Slow decision process about participation
• Time to identify what titles each institution
will hold
• 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
• Holding institution inventory issue by issue
• 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
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
Applied Physics Letters
Institution
Bucknell
Contact
Informatio
n
Title Holdings History
Desired Holdings
Reported Holdings
v.1,1962-
v.1-80 1962-2000
v.1-92 (1962-2008)
Applied Physics Letters
Duquesne
v.1-78:5, 1962-2001 Stacks
Journal of Applied Physics
Lafayette
v.8,1937-
v.8-91 1937-2000
v.8-65, 1937-1989*
Journal of Applied Physics
University of Pennsylvania
Journal of applied physics:(Prev.Title) - Physics
Lafayette
Journal of applied physics:(Prev.Title) - Physics
Journal of Chemical Physics
University of Pennsylvania
Lafayette
v.8 (1937)-v.94 (2003)
v.1-7,1931-1936
v.1-7,1931-1936
v.1-7, 1931-1936
v.1 (1931)-v.7 (1936) MICROFORM*
v.1,1933-
v.1-116 1933-2000-
v.1-125, 1933-2006
Journal of Chemical Physics
Duquesne
v.1-(109)-(112)-114:2, 1933-2001 Stacks
Journal 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, 1948-2008
Physics Today
Duquesne
v.1-59, 1948-2006 Stacks
Review of Scientific Instruments
Duquesne
v.1,1930-
v.1-71 1930-2000
v.1-54, 1930-1983 Stacks*
Review of Scientific Instruments
Swarthmore
Review of Scientific Instruments
v.54-74 (1983-2003)
PALCI contract, all volumes kept
permanently
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, costs
• 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:
Journal of Chemical
Education - 1939
FUTURE Outlook
• New publication software :
– http://pushpoppress.com/about/
– GIS applications based on data files in journal
publications
– New software to use journal information or
images in visualization applications or other ways.
Will we need the print to rescan or reuse in the
future?