Project Kick-Off Meeting
September 13, 2013
Today’s Objectives
• Who and what is SCS?
• Rethinking Library Resources
• Data-Driven Deselection
• Overview: SCS Processes
– Planning & Requirements Gathering
– Data Preparation
– GreenGlass (web-based collection analysis application)
– Group Collection Summary
2
Today’s Objectives
• VIVA Project Goals
• VIVA Project Scope
• Proposed Project Schedule & Dependencies
• Project Roles and Communication
• Review Initial Tasks
– Questions: Data
– Questions: Collections
• Clarify everything we can!
3
Your Objectives?
• Introductions
• What do you and your colleagues hope to
achieve with this project?
• What would a successful outcome look like?
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Who and what is SCS?
• Founded in February 2011
• Principals
– Chief Analytics Officer [Andy Breeding]
– Chief Technical Officer [Eric Redman]
– Chief Operations Officer [Ruth Fischer]
– Chief Executive Officer [Rick Lugg]
– OCLC [Strategic Partner]
• 100+ projects to date
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SCS Mission
To help libraries manage and share print
monographs
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Actionable Collection Intelligence℠
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Deselection: Defined Broadly
• ‘Deselection' can encompass a number of
different goals:
• Transfer to offsite storage, automated storage &
retrieval systems (ASRS) or compact shelving
• Shared Print Archiving
• Retention and Preservation
• Digitization
• Weeding or Withdrawal
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Broader Collection Analytics
• Identifying & protecting scarcely-held titles
• Gap analysis
• Overlap analysis
• Exact edition vs. Any edition
• Print/E-Book overlap [not quite there yet]
• Using historical data to influence ongoing
collection development
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Good Decisions Require Data
• How many holdings/copies?
• Where are they?
• Is the title securely archived?
• Can the title be accessed quickly? Can the title be reobtained if needed?
• Collection strengths
• What options are available for each title?
• What will the data support?
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SCS Group Projects to date
• Michigan Shared Print Initiative (MI-SPI)
• California State University System
• Connect New York
• Maine Shared Collections Strategy
• VIVA Videos
• Central Iowa Collaborative Collections Initiative (CICCI)
• Washington Research Library Consortium (WRLC)
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RETHINKING LIBRARY RESOURCES
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Evolution of the Library
Paradigm
Reader-centered: from monastic scriptorium and library;
dominated by light and reading tables
Book-centered: collection growth;
unrelenting need for more shelving
Learning-centered: digital content; information commons;
learning spaces; information literacy
Source: Scott Bennett, Libraries and Learning:
A History of Paradigm Change (2003)
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The Problem
•
•
•
•
•
•
•
Stacks are overcrowded
Use of print books is low and declining
Library space is wanted for other purposes
Print redundancy is significant
The cost of keeping books on shelves is high
Alternatives exist, but data is scattered
Traditional approaches to deselection are costly
and time-consuming
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Stacks are crowded and empty
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Circulation in Academic Libraries Continues to Decline
37%
Decline
17
Space Requirements: Monographs
Volumes
100,000
250,000
500,000
1,000,000
2,700,000
Square Feet
20,000
45,000
80,000
150,000
405,000
Source: Stephen R. Lawrence, Lynn Silipigni
Connaway, and Keith H. Brigham, “Life Cycle
Costs of Library Collections” College &
Research Libraries, November 2001, p. 546.
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Library space is wanted
for other purposes…
“The crowding out of readers
by reading materials is one
of the most common and
disturbing ironies in library
space planning.”
--Scott Bennett
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Lifecycle Costs: Monographs
• CLIR, June 2010
• Courant & Nielsen
• Estimated Annual Costs
 $4.26/ volume annually in
central stacks
 $0.86/volume in highdensity facility
20
Print redundancy is significant…
Potential for shared print
And local reductions
21
Two functions of library print collections
• Preservation function
• “Dispensing” function
Source: Michael Buckland, Redesigning Library
Services: A Manifesto (Chicago: American
Library Association, 1992).
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Strong preferences: print, self-sufficiency
Hathi Trust or
other digital
surrogate
Print in
Collective
Collection
Print in state
Print within
group
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‘Archive’ copies
• Print Archives
• Failsafe for technological or natural disaster
• New digital surrogates or re-digitization
• Dark, dim, or light?
• People trust print
• Digital Archives
• Secure, high-quality
• Hathi Trust, Portico
• CRL certification
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‘Service’ copies
• Once content is securely archived, ‘dispensing’
function can be managed with fewer copies
• Focus on distribution, convenience, speed of
delivery
• Borrow or re-purchase; print, electronic
(including PDA, DDA, Short-term Loan); POD
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Surplus copies
• Archiving requirements satisfied
• Sufficient service copies to meet anticipated
demand
• How many holdings/copies remain?
• Are all of them needed?
• Share? Store? Withdraw?
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The Case of Bertrand Russell…
Alternatives exist, but the data is scattered…
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Shared Collections?
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Shared Benefit?
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Independent action in a collective context
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Deselection Metadata
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Collaborative Analysis
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Collective Decisions Based on Data
2,000,000
1,800,000
0 Circs
491,866
1,600,000
1-3 Circs
1,400,000
4+ Circs
1,200,000
725,379
1,000,000
800,000
600,000
145,121
331,091
108,695
400,000
200,000
214,067
645,194
442,308
240,846
-
1
2
3-12
OVERVIEW: SCS PROCESSES
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Project Segments
• Planning & requirements gathering
• Getting usable catalog extracts
• Data preparation and review
=====================================================
• Group collection summary
• Scenario development
• Iterations
• Candidate lists
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Planning & Requirements Gathering
1. Project goals and strategies
2. Collections and analytical strategies
3. Cataloging practices and data extracts
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Project Goals and Strategies
• Take time to understand member needs and
perspectives:
– Where does collection assessment fit in the hierarchy of goals?
– Differing levels of urgency? Space pressures?
– Differing philosophies related to shared print?
– Agreement on what constitutes a successful outcome?
• Equity issues should be discussed (very large versus very
small collections)
• Is everyone in a position to make retention commitments?
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Project Goals and Strategies
• How does a collection analysis project relate to
the development of a Memorandum of
Understanding, last-copy policy, and other shared
print initiatives?
– Timing
– Membership
– Duration of commitments
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Collections and Analytical Strategies
• Ensure a shared understanding of the scope of
the project
• Most productive focus: circulating print
monographs
• Which libraries, which branches?
• What comparisons will the group’s data
support?
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Collections and Analytical Strategies
• Define comparator groups
– VIVA pilot group
– Other VIVA libraries*
– Other groups or individual libraries (TBD)*
– Other libraries in the state (standard)*
– US libraries (standard)*
– Global libraries (standard)*
* Based on WorldCat holdings
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Comparator library groups
Library
UNI
UI
ISU
University of Northern Iowa
NIU
University of Iowa
NUI
Iowa State University
IWA
Ashford University
Loras College
Briar Cliff University
Luther College
Buena Vista University
Maharishi University of Management
Clarke University
Mercy College of Health Sciences
Coe College
Morningside College
Cornell College
Mount Mercy College
Des Moines University
Northwestern College
Divine Word College
Palmer College of Chiropractic
Dordt College
St. Ambrose University
Graceland College
University of Dubuque
Iowa Wesleyan
Upper Iowa University
Waldorf College
Wartburg College
Wartburg Theological Seminary
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William Penn University
Other IPAL
IO9
IOB
IOE
IOC
ION
IMV
IWO
DIV
IOT
IOF
IOI
IOL
IOH
MIU
Y4Q
IOM
UIW
IOO
PWT
IOJ
IOV
IOY
IX5
IOW
IWT
IOX
Collections and Analytical Strategies
• Define group-wide local interest materials – to
be protected from withdrawal? For retention
commitments?
• Local title protection rules – for individual
member libraries?
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Collections and Analytical Strategies
• External comparisons
– WorldCat Holdings
– Hathi Trust In-Copyright
– Hathi Trust Public Domain
– Internet Archive
– CHOICE
– CHOICE Outstanding Academic Titles
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Collections and Analytical Strategies
• Will subject analysis be wanted?
• What will the goals of the subject analysis be?
• Dewey to LC cross-walk needed? Other cataloging
schemas ?
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How to deal with uneven depths of data?
Library
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Total Charges
Earliest Last Charge Date
Library 1
20 years
6/29/1993
Library 2
11 years
6/26/2002
Library 3
7 years
1/20/2005
Library 4
23 years
7/23/1990
Library 5
15 years
9/22/1998
Extensive item data will be collected
• item call number
• location code*
• volume
• item type code*
• last reserve date
• note field*
• copy #
• opac message*
• in-house uses
• item status code*
• barcode
• total checkouts
• last check-in date
• item record number
• last check-out date
• item create date
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Getting usable catalog extracts
• SCS will specify the desired data
• Data call(s) with system librarians and catalogers
• As needed, we can arrange for assistance
• SCS will set-up an FTP area for extract delivery
• SCS will review test extracts and request changes
if necessary
• SCS will confirm successful delivery of all extracts
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SCS normalizes the data from each library
Bibliographic, item, circulation, and holdings data extracted, transformed,
and loaded to an SCS Postgres database
• Filter out-of scope bib records (eBooks, maps, DVDs, Gov Docs)
• Eliminate duplicate bib records
• Normalize call numbers
• Eliminate trailing spaces in control numbers
• Validate OCLC numbers
• LCCN/title-string lookups for records lacking an OCLC number
• Identify and accommodate unusual implementations of MARC
• Identify bibs without items and items with multiple bib records
• Map item-level data and interpret codes
• Assign LC (and/or Dewey) Classes to records
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Data counts that we will want you to validate
• Bib record counts, filtered and unfiltered
• Bib records filtered out by cause
• Circulation / internal use counts
• Title/item counts by location
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Bib records filtered out by cause: example
Bib Records filtered out
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21,675
Government docs
1,880
Non-language materials
2,821
Non-monographic materials
1,880
Non-print resources
13,725
Unable to obtain OCLC number
3,461
Bib Title/Author mismatch with OCLC
279
Multiple OCLC numbers per record
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Individual Library Data Loaded to GreenGlass
• Visualize your library’s collection
• Run queries against your library’s collection
• See your collection on the context of
• Usage
• Age
• Overlap
• Understand your collection in new ways
• See GreenGlass videos on the SCS website
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Data Remediation Lists
Available in GreenGlass
• OCLC numbers assigned by SCS
• Records without OCLC numbers
• Holdings not set in WorldCat
• WorldCat Title/Author Risk
• Multiple OCLC numbers
• Other
• Hathi Public Domain titles
• Hathi/ Internet Archive URLs
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GreenGlass Caveats
• Aside from taking advantage of catalog
remediation lists, it is important that no
action be taken based on individual
GreenGlass modeling, etc.
• Group level analysis will be provided offline.
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GROUP COLLECTION SUMMARY
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Recorded Uses
Title-Holding Counts
1
All Title Holdings - Filtered
All Libraries
%
1,048,251
100%
Recorded Use Counts
60
2
Total Recorded Uses = 0
448,173
43%
3
Total Recorded Uses = 1
208,568
20%
4
Total Recorded Uses = 2
119,039
11%
5
Total Recorded Uses = 3
73,754
7%
6
Total Recorded Uses 4-9
150,156
14%
7
Total Recorded Uses > 10
48,651
5%
14
Last charge after 2010
104,933
10%
15
Last charge after 2007
211,842
20%
16
Last charge after 2005
272,626
26%
WorldCat™ Counts – US
WorldCat Counts - US - Specific Edition
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Title Holdings
%
2
Unique in the US
2,804
0%
4
2-4 Holdings in the US
7,327
1%
6
5-9 Holdings in US
10,822
1%
8
10-19 Holdings in US
19,452
2%
10
20+ Holdings In US
1,007,213
96%
12
50+ Holdings in US
953,539
91%
14
100+ Holdings in the US
875,579
84%
16
200+ Holdings in the US
728,019
69%
Overlap based on SCS Matching – for a 5 Library Group
Overlap within the 5 participating libraries
Title Holdings
%
2
Unique in group
526,526
50%
3
Title-holdings in 2 libraries
280,360
27%
4
Titles-holdings in 3 libraries
154,351
15%
5
Titles-holdings in 4 libraries
68,681
7%
6
Titles-holdings in all 5 libraries
18,333
2%
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Overlap with a Peer Group
Overlap with other IPAL libraries – specific editions
63
Title Holdings
%
29
WorldCat holding set in 1 other IPAL Library
170,962
16%
30
WorldCat holding set in 2-4 other IPAL libraries
293,053
28%
32
WorldCat holding set in 5-9 other IPAL libraries
155,259
15%
34
WorldCat holding set in 10+ other IPAL libraries
33,678
3%
Title-Holdings by Publication Year
25,000
20,000
15,000
10,000
5,000
0
1900 1910 1920 1930 1940 1950 1960 1970 1980 1990 2000 2010
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Title Holdings by LC Class
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Holdings and Usage Levels Compared
Number of
Title
Holdings
Average
Uses per
Title-Holding
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Hathi Trust and Internet Archive
SCS Matches
9
67
Hathi Trust Public Domain Match
Title Holdings
%
53,595
5%
10 Hathi Trust In-Copyright Match
455,250
43%
11 Internet Archive Match
158,754
15%
12 In Internet Archive not in Hathi
60,875
6%
13 In Hathi not in Internet Archive
425,414
41%
After the Group Summary has been delivered …
Ask additional questions!
• What surprises?
• What do we still not know? What additional
information should we ask for?
• How can we use the data to inform cooperative
collection development agendas?
• How can we use the data to inform potential
deselection projects?
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Project Segments
• Planning & requirements gathering
• Getting usable catalog extracts
• Data preparation and review
=====================================================
• Group collection summary
• Scenario development
• Iterations
• Candidate lists
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QUESTIONS
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Today’s Objectives (2)
• VIVA Project Goals
• VIVA Project Scope
• Proposed Project Schedule & Dependencies
• Project Roles and Communication
• Initial Tasks
• Clarify everything we can
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VIVA PROJECT GOALS
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VIVA Project Goals
• Pilot a coordinated, consortial approach to collection
assessment.
• Use the data and analysis to inform future,
collaborative collection development.
• Identify scarcely-held titles in need of protection.
• Begin a discussion about the possibility of reducing
unnecessary duplication and saving local space
through strategic weeding.
• Provide remediated and enhanced records back to
the participating schools.
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VIVA Project Scope
• 10 data sets representing a range of ILS and
institution types
– Public doctoral
– Public Four-year
– Public Two-year
– Private
• Compare pilot library holdings with rest of VIVA (via
WorldCat holdings)
• Can this scale to include all of VIVA?
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VIVA Project Scope
• Circulating Print Monographs (est. 5.8 million)
• English-language only
• Main libraries only (excludes Law, Health Sciences
other specialized libraries)
• LC libraries only
• Out of Scope:
• Reference
• Government Documents
• Special Collections
• eBooks
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Task
Description
Dates
High-level
project schedule/dependenies
Planning Meetings
Key players discuss data extracts, anomalies, peers, etc.
You Are Here
Sept
2013
Comparators, local interest rules, scoping refinements
Sept-Oct
2013
Data Preparation
Libraries prepare and deliver extracts to SCS. SCS validates,
normalizes, matches, and performs holdings lookups.
Sept-Dec
2013?
Group Collection
Summary
Categorical overview of the group data set. Used to gauge
opportunities and guide scenario development.
Early
2014?
Collections Decisions
Scenario
Development
Project leaders suggest preliminary assessment criteria. SCS iterates
and revises scenarios.
Jan-April
2014
Candidate Lists
Detailed Excel spreadsheets for review, bases on finalized criteria for
retention and withdrawal. Modify as necessary.
April-June
2014
Discussions
Facilitation
This will be needed at many points – but especially around scenario
development, allocation, and policy development.
Throughout
Allocation
Assignment of withdrawal opportunities and retention commitments
– based on many factors.
TBD
List Production
Once allocation decisions have been made, SCS will derive title/item
lists for use by individual libraries.
TBD
Ongoing Data
SCS will maintain (but will not update) the VIVA dataset for 2 years,
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Management
which can be used for additional76projects.
…
Project Roles & Communication
• VIVA Staff
• Project Coordination
• Communication
• Libraries
• Local Operational Context
• Input on Criteria, Policies
• Local Data/Collections Perspective
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Project Roles & Communication
• SCS
• Data Management/Consolidation/Augmentation
• Comparative Intelligence
• GreenGlass
• Framing & Facilitation
• Functional Departments
• Systems/Data
• Technical Services
• Collection Development
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Project Roles & Communication
• Collections & Resources for Users Committee
• Pilot Group local project managers
• Steering Committee
• Library Directors?
• Technical and domain experts
• Other VIVA libraries?
• Deadlines?
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Project Roles & Decision-Making
• Collections Decisions
• Data Decisions
• Decision-Making: How will decisions be made,
validated, communicated? How will discussions be
conducted?
• Project Management: Representation
• Communication: Listserv?
• What happens when participants disagree?
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Role of Task Force/Project Managers
• Task force (the local project managers) empowered to finetune the scope of the analysis , as long as the number of
records will not increase.
• Task force will determine the peer groups to be used as
comparisons. (Since the remainder of VIVA will take up
around 70 OCLC symbols, there might not be a lot of options.)
• The group will be required to document and justify their
choices, report to Steering Committee.
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INITIAL TASKS
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Initial Tasks: Data-related
• Prepare Data Extracts
• Data Mapping Documentation
• Item/Status/Location Codes
• Circulation Data Elements
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VIVA Data Extracts: 10 Sources, 12 Libraries
Institution
ILS
OCLC Symbol
Estimated Records*
George Mason
Notes
Voyager
VGM
[750,000]
Old Dominion
III Sierra
VOD
713,995
University of Virginia
SirsiDynix
Symphony
VA@
Virginia Commonwealth
Alma
VRC
884,649
Virginia Tech
Millennium
VPI
660,000
James Madison
Millennium
VMC
[460,443]
Radford
Millennium
VRA
233,809
Germanna CC
Aleph
PZJ
31,730
CC Libraries share a system,
so the three pilot libraries
count as a single data extract
J. Sargeant Reynolds CC
Aleph
PZL
66,062
See above
Mountain Empire CC
Aleph
PZP
37,205
See above
University of Richmond
Voyager
VRU
382,228
Washington & Lee
Millennium
VLW
405,409
Also in WRLC. Re-use
extract for VIVA.
1,240,421
Est. Total Records to be
Processed**
5,800,000
Est. Total Records to be paid
In Pilot***
4,600,000
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Extract already paid
via JMU-specific project
Cataloging Practices and Data Extracts
• 6 local systems
• 10 approaches to cataloging
• Extent and form of item data – will be unique for
each library
• Some item data will be delivered in 945 sub-fields
of the MARC record. Some will be delivered in
delimited files.
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Extensive item data will be collected
• item call number
• location code*
• volume
• item type code*
• last reserve date
• note field*
• copy #
• opac message*
• in-house uses
• item status code*
• barcode
• total checkouts
• last check-in date
• item record number
• last check-out date
• item create date
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Initial Tasks: Collections-Related
• Confirm scope of analysis
• Define Comparator groups
• Discuss/Define Local Interest Rules
• CHOICE?
• ALL REVIEWS?
• OUTSTANDING ACADEMIC TITLES
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VIVA Comparator Groups?
• SCS Limit: up to 100 OCLC holdings symbols in up to
5 groups. (VIVA: 70+ symbols)
• Geographic peers?
• Resource-sharing partners?
• Institutional peers?
• Consider: are you interested in archival security of
content? Access for users?
• Are external comparators useful?: VIVA may already
be self-sufficient
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Strong preferences: print, self-sufficiency
Hathi Trust or
other digital
surrogate
Print in
Collective
Collection
Print in state
Print within
group
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Local Interest Rules
• Categories of material to protect regardless of
circulation levels
• Remember, we are focused on circulating print
monographs
• These must be systematically identifiable;
consistent data must be available
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Local Interest: Examples
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What do you want to know/learn?
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DISCUSSION AND NEXT STEPS
93
In preparation for next steps
• Think about the questions you want to ask. Does it
matter? Is it actionable?
• Think about which data points (and combinations of
points) can help answer those questions
• Think about VIVA’s 5.8 million title-holdings as a
single distributed collection (this is only an exercise)
• Think first about titles that have never circulated and
are held by multiple libraries
• Think about storage, retention, and withdrawal
• Ask: what is the worst-case scenario?
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Additional considerations
• Retention commitments
– Equity across group – balancing withdrawal and
retention
– Duration of retention commitment (5-10-25?)
• Conservative vs aggressive libraries
• Ongoing or one & done?
• Complexity vs understandability…
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Contact Info
http://sustainablecollections.com
rick@sustainablecollections.com
andy@sustainablecollections.com
ruth@sustainablecollections.com
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