mscs scs planning meeting rick lugg & andy breeding

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Maine Shared Collections Strategy Planning Meeting February 15, 2013

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Rick Lugg and Andy Breeding from SCS, February 15, 2013 at Colby College, Waterville, ME.

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Page 1: MSCS SCS Planning Meeting Rick Lugg & Andy Breeding

Maine Shared Collections StrategyPlanning Meeting

February 15, 2013

Page 2: MSCS SCS Planning Meeting Rick Lugg & Andy Breeding

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The SCS Team

Rick Lugg and Ruth Fischer• R2 Founders, principals

• Recognized as experts in:

– Selection-to-access workflows

– Integration of vendor and library systems

– Adapting library organizations for the 21st century

Andy Breeding • Focus on content-management, web and search solutions, user experience

• Most recently: User-Experience Team Manager at Harvard Business School

• 20+ years in special libraries

Eric Redman • Former Chief Architect and Director of IT at Blackwell North America

• Led Development of Blackwell’s Collection Manager 7 application

• Deep knowledge of bibliographic data, search, and information architecture

• 28 years IT experience

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Actionable Collection Intelligence℠

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The SCS Approach: Data-Driven Decisions

• Circulation and other local use data (in-house, reserves)

• Location

• Year of publication

• Year Acquired

• Holdings in other libraries (national, state, peer)

• Overlap within MSCS libraries

• Secure digital copy (Hathi)

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The SCS Approach: Project Success

• Partnership & collaboration

• M/SCS

• Flexibility

• New Ground– Internet Archive

– Academic/Public

– LC/DDC

– FRBR-on

• Custom MSCS Data Set

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Project Scope: Participating Libraries

• Colby College

• Bates College

• Bowdoin College

• Portland Public Library

• University of Maine/Orono (URSUS)

• University of Southern Maine (URSUS)

• Bangor Public Library (URSUS)

• Maine State Library (URSUS)

• [Bangor Theological Seminary]

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Project Scope: Material Types

• Circulating print monographs

• Reference books

• Special Collections monographs

• Out of Scope– eBooks

– Government Documents

– Non-print formats

– Maps, scores

– Journals7

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Project Scope: Key Questions

• What monographs should the eight partner libraries designate for long-term retention for the benefit of shared collections in the State of Maine?

• What is an equitable and/or common-sense distribution of retention responsibilities?

• What monographs held by the partners are candidates for incorporating into POD/EOD services by virtue of Hathi Trust or Internet Archive programs for public domain material?

• What monograph copies (by library) could optionally be deselected, once retention decisions have been finalized?

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Project Management

• Roles• Program Manager

• Project Team

• SCS: analyze & present data; facilitate discussions on data, interpretation, and policy options

• Decision-Making• Retention/Withdrawal Scenarios

• Title Protection rules, etc

• Communication• Listserv?

• Direct or via Program Manager?

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High-level project schedule

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Task Description Tentative Dates

Planning Meetings Key players discuss data extracts, anomalies, peers, etc. February 2013

Data Preparation Libraries prepare and deliver extracts to SCS. SCS validates, normalizes, matches, and performs holdings lookups.

March 2013

Group Collection Summary

Categorical overview of the group data set. Used to gauge opportunities and guide scenario development. April 2013

Scenario Development

Project leaders suggest preliminary withdrawal and preservation criteria. SCS iterates and revises.

Begin April 2013

Candidate Lists Detailed Excel spreadsheets for review, bases on finalized criteria for withdrawal. Modify as necessary. 2013

Discussions Facilitation

This will be needed at many points – but especially around scenario development, allocation, and policy development.

Through-out

Allocation Assignment of withdrawal opportunities and retention commitments – based on many factors. 2013

Production of Picklists and Keeplists

Once allocation decisions have been made, SCS will derive title/item lists for use by individual libraries. 2013

Ongoing Data Management

SCS will maintain (but will not update) the MSCS dataset for 2 years, which can be used for additional projects. …

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Collecting and preparing the libraries’ data• Bibliographic, item, circulation, and holdings data extracted,

transformed, and loaded to a MSCS database• Filter out-of scope bib records

(eBooks, maps, scores, DVDs, Gov Docs)

• Eliminate duplicate bib records

• Normalize call numbers

• Eliminate trailing spaces in control numbers

• Validate OCLC numbers

• Match bib records on OCLC number (with title-string check)

• LCCN/title-string lookups for records lacking OCLC#

• Identify and accommodate unusual implementations of MARC

• Map item-level data and interpret codes

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MSCS DataRecord Type Expected Current Working #

Bib Records 2,415,000 2,901,973

Item Records 3,000,000 4,950,549

Libraries 8 9 (BTS added)

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Opportunities for Local Data Remediation

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Bib Records Received 695,567

Bib Records included for analysis 683,545

Bib Records out-of-scope for analysis 12,022

Duplicate bib records received 388

Government docs 712 gpo nbr is not null or gov doc nbr is not null

Rec Type not equal to 'a' 11,010 non-language materials per MARC leader 06

Bib Level not equal to 'a' or 'm' 154 non-monograpic materials per MARC leader 07

Non-print resources 408 medium is not null (videos, electronic materials, sound recordings, etc.)

Unable to obtain OCLC number 226

Bib Title/Author mismatch with OCLC 233

Multiple OCLC numbers per record 0

Local holding not set in WorldCat 99,437

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External matches

• WorldCat – US Holdings

• WorldCat – Maine Holdings

• WorldCat – Comparator Library Holdings

• FRBR-off / FRBR-on*

• HathiTrust (Public Domain)

• HathiTrust (In Copyright)

• [Internet Archive]

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Additional Factors

• Comparator Libraries

• Title Protection Rules

• Subject Analysis

• Authoritative Title Lists

• Today’s task: make sure that decision factors are represented in the data before we begin

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GROUP-WIDE COLLECTION SUMMARY

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By “titles” we can mean two different things

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1. Title Set

Dominguez Fullerton Long Beach Los Angeles Northridge Pomona

2. Title Holding

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Each “Title-Holding” has different characteristics

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Fullerton Long Beach Los Angeles Northridge PomonaDominguez Hills

0 circs 19 circs 16 circs 12 circs 13 circs 8 circs

Total Circulations

-none- 11/30/11 12/16/08 5/30/07 4/27/07 3/11/08

Last Circulation Date

6/27/02 4/23/02 9/21/01 5/03/00 11/11/02 8/11/00

Date added to Collection

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Pilot Group Holdings and Avg Total Charges by LC

A B C D E F G H J K L M N P Q R S T U V Z -

100,000 200,000 300,000 400,000 500,000 600,000 700,000 800,000

HOLDINGS

A B C D E F G H J K L M N P Q R S T U V Z0.01.02.03.04.05.06.07.08.09.0

AVG CHARGES

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Average number of CNY library holdings per title by publication year

19001906191219181924193019361942194819541960196619721978198419901996200220080

0.5

1

1.5

2

2.5

3Av

erag

e #

ofIn

situti

ons H

oldi

ng

1965 = 2.39 (peak value)2012 = 1.75

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Circulation Counts

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Sample Library Title-Holding Counts All Libraries Percent

1 All Title Holdings - Filtered 3,575,321 100%

2 Total Charges = 0 (all available circ data) 1,161,359 32%

3 Total Charges = 1 to 3 (all available circ data) 1,071,029 30%

4 Total Charges = 4 to 9 (all available circ data) 699,350 20%

5 Total Charges = 10+ (all available circ data) 643,583 18%

6 Last charge after 2010 501,890 14%

7 Last charge after 2007 914,325 26%

8 Last charge after 2005 1,157,845 32%

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WorldCat™ Counts

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Sample Library Title-Holding Counts All Libraries Percent

1 All Title Holdings - Filtered 3,575,321 100%

9 0-9 Holdings in USA 122,092 3%

10 10-19 Holdings in USA 73,656 2%

11 20-49 Holdings in USA 234,822 7%

12 50-99 Holdings in USA 405,321 11%

13 100-199 Holdings In USA 752,079 21%

14 200+ Holdings in USA 1,987,329 56%

15 0-9 Holdings in California 426,536 12%

16 10-49 Holdings in California 1,858,850 52%

17 50+ Holdings in California 1,289,913 36%

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Overlap within Group of 6 Libraries

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Sample Library Title-Holding Counts All Libraries Percent

1 All Title Holdings - Filtered 3,575,321 100%

18 Title-holdings present in 1 library 978,728 27%

19 Title-holdings present in 2 libraries 717,012 20%

20 Titles-holdings present in > 2 libraries 1,879,581 53%

21 Title-holdings present in 3 libraries 630,176 18%

22 Title-holdings present in 4 libraries 556,887 16%

23 Title-holdings present in 5 libraries 445,660 12%

24 Title-holdings present in 6 libraries 246,858 7%

Think MSCS

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Date Related Counts

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Sample Library Title-Holding Counts All Libraries Percent

1 All Title Holdings - Filtered 3,575,321 100%

30 Publication Year before 2005 3,356,176 94%

31 Publication Year before 2000 3,102,731 87%

32 Publication Year before 1990 2,600,033 73%

33 Last Item Add-Date before 2005 3,257,574 91%

Page 25: MSCS SCS Planning Meeting Rick Lugg & Andy Breeding

Hathi Trust Matches

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Sample Library Title-Holding Counts All Libraries Percent

1 All Title Holdings - Filtered 3,575,321 100%

34 Hathi Trust Public Domain Match 101,822 3%

35 Hathi Trust In-Copyright Match 1,626,447 45%

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SAMPLE SCENARIOS: CALCULATING THE OPPORTUNITY

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1 2 3-6 -

200,000

400,000

600,000

800,000

1,000,000

1,200,000

1,400,000

1,600,000

1,800,000

2,000,000

978,728

717,012

1,879,581

Sample Pilot Group - Title-Holdings by Holdings Level

# of Pilot Group Libraries Holding Title

Commonly Held Titles

Uniquely Held Titles

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1 2 3-6 -

200,000

400,000

600,000

800,000

1,000,000

1,200,000

1,400,000

1,600,000

1,800,000

2,000,000

362,050 239,202

560,107

311,240

220,071

539,718 305,438

257,739

779,756

Sample Pilot Group - Title-Holdings by Holdings Level

4+ circs

1-3 Circs

0 circs

# of Pilot Group Libraries Holding Title

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0 Circulations

1 or fewer circulations

3 or fewer circulations

Keep 1 Title-holding 623,382 850,392 1,077,845

Keep 2 Title-holdings 408,135 534,642 648,965

Keep 3 Title-holdings 238,548 299,848 348,723

Titles Published and Acquired before 2000 Shared Withdrawal Scenarios within the Sample Pilot Group

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Picklists, Keeplists, Remediation Lists … Delivered in Excel

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Post-Summary Outputs

• Iterations of Retention Scenarios

• Single group-wide retention list

• Allocation of retention commitments & withdrawal opportunities

• Allocation database

• 2-year access to MSCS data set

• Things we probably haven’t anticipated

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Page 35: MSCS SCS Planning Meeting Rick Lugg & Andy Breeding

MSCS LIBRARY QUESTIONNAIRE

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Please describe your library’s retention priorities.

Do you have any remote storage or compact shelving?

Do you plan to reduce the size of your local print collection or stacks? If so, do you have a goal in mind?

Are any libraries under the significant space pressure?

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How many circulating print monographs are there in your collection?

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How many juvenile books?

How can SCS identify/segregate these parts of your collection?

How many reference books?

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Your OCLC symbol? Symbols?

What is the local practice with regard to setting holdings?

Recent OCLC reclamation project?

Include or exclude titles where the holding has not been set?

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Classification

What is your library’s primary classification scheme?

Secondary classification scheme? Are these segregated by location?

Where are local call numbers stored?

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Call Numbers in Bibliographic Records Call numbers in Item Records

LC Dewey Local LC Local Dewey Local

MARC Field 050 082 090 092 095 945$a 945$b

Bates 181,930 252,824 2,639 758

Bowdoin 189,187 298,047 43,960 23,390

Colby 316,514 230,399 174,718 11,189 233

Portland Public Library (PPL) - - 183,707 260,196 24,226

URSUS 888,772 875,282 607,032 399,111 3,100,433 1,952,982

BTS 23,981 22,590 - 2 62,181 5,442

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How many years of circulation data is available?

Total charges

Last charge date

Are there any internal processes that routinely “charge” items?

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In-House Usage

Re-shelving counts?

Any other systematic tallies?

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Are item add dates available?

Date accessioned?

If yes, how many years of add/acq data is available?

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How does the library handle multiple copies?

What is the best way for SCS to differentiate

multiple copies from a multi-volume set?

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MSCS COLLECTION ANALYSIS: DISCUSSION POINTS

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Discussion & Decisions Needed

• Comparator Libraries

• Title Protection Rules

• Data Presentation: LC, DDC, combined?

• Internet Archive: how much to invest

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Page 49: MSCS SCS Planning Meeting Rick Lugg & Andy Breeding

Scenario Building: Issues to Consider

• Archive copies vs. Service copies

• Dispersion of title-holdings / delivery times

• MSCS ‘unique’ titles: how to handle

• Preservation commitments (in what context?)

• Role/relationship with other regional libraries?

• Physical condition

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Page 50: MSCS SCS Planning Meeting Rick Lugg & Andy Breeding

Think about…

• Think about the questions you want to ask

• Think about which data points (and combinations of points) can help answer those questions

• Think about the MSCS’s 2.9 million title-holdings as if it were 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?50

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Comparator libraries

• SCS can support three groups with a maximum of 20 OCLC symbols each

• These are in addition to US Holdings, State Holdings, Groupwide Holdings, HathiTrust, and Internet Archive

• Not of primary interest to MSCS?

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Local Interest Rules

• Categories to be taken off the table

• Retained regardless of circulation/use

• Examples: Maine, Atlantic Coast

• Rules consist of keywords and classification ranges, e.g. Local Maine History

• DDC 974.1

• LC F16-30

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Subject Analysis

• LC

• DDC

• Augmented DDC/LC

• Conspectus

• Can we learn what is needed by looking through one lens?

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Internet Archive

• Because the Internet Archive API is not designed for large-scale batch queries, SCS must obtain the full set of Open Library data (of which IA is a subset).

• SCS must parse the Open Library records to identify the IA titles. These are large files, e.g., the Open Library Editions file contains 25 million lines. About 6.8 million of these appear to have OCLC numbers. As of 1/2/13, the IA “Texts” division contains 3.7 million items, not all of which are books. It will require some digging to verify the various relationships and the quality of the data. We believe that the actual number of full-text books in IA is between 2.2 and 2.5 million.

• SCS must identify items which appear both in IA and in HathiTrust to minimize duplication of counts.

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