Matthew Revitt, Maine Shared Collections Strategy Program Manager
Using data in collaboration: Experiences from the Maine Shared Collections
Strategy
Matthew Revitt, MSCS Program Manager www.maineinfonet.net/mscs/
9 Maine Shared Collections Strategy (MSCS) partners come together in an effort to create a strategy for the shared management of print collections in the State.
Collaborate to make decisions about the storage, retention, and preservation of print materials (both books and journals) as well as looking for ways to integrate digital editions into a state-wide catalog.
IMLS supported project
MSCS 101
Matthew Revitt, MSCS Program Manager www.maineinfonet.net/mscs/
Project objectives
Workable strategy for stewardship of the major print collections in Maine Analyze print monographs for duplication & usage Identify digital surrogates and provide access in union catalog Identify long-term retention commitments from libraries
Implementation of on-demand services Electronic- and print-on-demand options in catalogs
Define sustainable business model for beyond grant & partners Financial model Governance structure Memorandum Of Understanding
Matthew Revitt, MSCS Program Manager www.maineinfonet.net/mscs/
Top level: What monographs should be designated for long-term retention? What is an equitable and/or common-sense distribution of
retention responsibilities? What monographs are candidates for incorporating into
POD/EOD services (via local or shared catalogs) by virtue of HathiTrust or Internet Archive public domain material?
What monograph copies (by library) could optionally be deselected, once retention decisions have been finalized?
What do we want to lear n from the data?
Matthew Revitt, MSCS Program Manager www.maineinfonet.net/mscs/
Specifically: How many copies of a particular work are owned by 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 collections and special collections Others to be determined from the group’s combined data set
What do we want to lear n from the data?
Matthew Revitt, MSCS Program Manager www.maineinfonet.net/mscs/
Data elements:
Data required for analysis
Matthew Revitt, MSCS Program Manager www.maineinfonet.net/mscs/
Item record number Created date Barcode Itype (value in the item that
defines how it circulates) Volume and copy Item call number Location Total checkout and total renewal Year to date circulation Last year circulation Last checkin
Out date Last out date Reserve notes Internal use count Icode2 (Contributed to union
catalog) Circulation Status
Dirty data issue – required OCLC reclamation before can accurately compare Approximately 3.9 million records sent More involved process than originally thought, but successfully
cleaned up libraries’ records
OCLC circulation data report – data inconsistencies
Constant change – Ongoing library withdrawals & introduction of ninth library
Issues with the data set
Matthew Revitt, MSCS Program Manager www.maineinfonet.net/mscs/
Importance of collections analysis tools for heavy lifting -Journey from DIY, via WCA to SCS/DIY DIY: Not feasible to develop local collection analysis system OCLC WorldCat Collections Analysis Tool - unable to meet
MSCS needs & delays in analytics product Investigate other products Sustainable Collections Services (SCS) only could meet
MSCS requirements -Tailored reports & consulting support
Help, we can’t do this alone!
Matthew Revitt, MSCS Program Manager www.maineinfonet.net/mscs/
Using the MSCS record set SCS: Filtered out-of scope bibliographic records including: Government Documents, non-monographic
material, Non-language material, non-print resources, records missing OCLC numbers, Bibliographic/author mismatches with OCLC and multiple OCLC numbers per record
Eliminated duplicate bibliographic records Normalized call numbers Eliminated trailing spaces in control numbers Validated OCLC numbers Matched bibliographic records on OCLC numbers (with title string check) LCCN/title-string lookups for records lacking OCLC numbers Identified and accommodated unusual implementations of MARC Mapped item-level data and interpret codes Provided Dewey Decimal numbers for records that lacked them
SCS matched titles to external data sources - OCLC WorldCat (US and State Holdings), HathiTrust Public Domain and In-Copyright items and Internet Archive (a first for SCS)
SCS data
Matthew Revitt, MSCS Program Manager www.maineinfonet.net/mscs/
M S C S G r o u p C o l l e c t i o n S u m m a r y : C o l l e c t i o n u s a g e
M S C S G r o u p C o l l e c t i o n S u m m a r y : O C L C Wo r l d C a t
c o u n t s
M S C S G r o u p C o l l e c t i o n S u m m a r y : M S C S g r o u p
o v e r l a p
M S C S G r o u p C o l l e c t i o n S u m m a r y : L o c a l
p r o t e c t i o n r u l e s
M S C S G r o u p C o l l e c t i o n S u m m a r y : H a t h i Tr u s t &
I n t e r n e t A r c h i v e o v e r l a p
M S C S G r o u p C o l l e c t i o n S u m m a r y : S u b j e c t s
What to do with all this data Danger of drowning in data!
Importance of focusing on a subset of the data
295,425 208,430
393,391
341,231
232,054
403,284
374,062
204,219
267,658
-
200,000
400,000
600,000
800,000
1,000,000
1,200,000
1 2 3+Number of MSCS Libraries Holding Title
ZeroCirculations1-3 Circulations
Begin with titles held by only 1-2 partners. The following criteria for making decisions on these titles were developed:
Analyze and take action only on pre-2003 copies
Retain the copies if any circulation or internal use
Retain material that falls into local protection categories (Specific Maine items) even if no circulation
Retain Special Collections/Archives copies even if no circulation
Retain materials on course reserves even if no circulation
Retain unique in OCLC (only 0-9 copies in OCLC) even if no circulation
Compare remaining 0 circulation copies with both HathiTrust and Internet Archive
MSCS retention criteria
Matthew Revitt, MSCS Program Manager www.maineinfonet.net/mscs/
MSCS scenar io one
MSCS scenar io one
What to do about the remaining 50% of items - those held by 3 or more libraries
Requires more in-depth collections analysis looking at factors including: Circulation rates
Available storage space Subject strengths Loan periods
Future scenario development
Matthew Revitt, MSCS Program Manager www.maineinfonet.net/mscs/
Disclosing retention decisions in OCLC & locally
DIY to expand to smaller libraries
Matthew Revitt, MSCS Program Manager www.maineinfonet.net/mscs/
Matthew Revitt
MSCS Program Manger
www.maineinfonet.net/mscs/
@MESharedColls
Thank you!
Matthew Revitt, MSCS Program Manager www.maineinfonet.net/mscs/