Summary of Project Team Meeting, February 14, 2012

Maine Shared Collections Strategy Project Team Meeting
February 14, 2012
2-4:20, Fogler Library Conference Room

Attending: Valerie Glenn, Clem Guthro, James Jackson Sanborn, Barbara McDade, Deb Rollins

Updates:

    1. Reclamation

Sara was unable to attend the meeting, but sent an update:

Reclamation:

  • Colby – Done except for cleanup projects
  • Bowdoin – Still reviewing 1st Scan/Delete report
  • Bates – Has gone through several iterations of sending records and reviewing new Scan/Delete reports.  Feel they are getting close.
  • Maine State Library – finished (OCLC running their live scan/delete report)
  • UMaine Machias – finished (OCLC running their live scan/delete report)

Remainder of UMaine schools are in various stages of reviewing reports.  OCLC seems to be in a holding pattern with us, as they haven’t processed any of the records sent in the last few weeks.  I’m asking that they do them all this week and run another scan/delete for us  over the weekend.   I’m hopeful we’ve found all the big problems and the next report will be easier.  (A few examples of things we’ve found are records where the 010 is repeated in the 001, and 001s that start with the string ‘Z39.50’ !)

Also there are still several outstanding questions with OCLC regarding the unresolved records, the largest group of these being gov doc maps from Orono.

WorldCat Knowledge Base:

The task of getting ‘purchased and owned’ journal  material into the Knowledge Base is going to be challenging.   Valerie is working on getting info from Serials Solutions as to what the options are for transfer of data. OCLC encourages the use of PubGet, which is tedious to set up, but seems to work. The large monographic sets do appear to be easily loaded, though some do not yet have complete record sets.  OCLC says they are aware of this and it will be a several months before that is fixed. I’ve tried turning on EEBO for Bowdoin, and it was very straightforward.

During the discussion following the update, Barbara indicated that there were many uncataloged (older) periodicals in the Last Copy Center. (They are reflected in the Maine Union List of Serials, which is no longer updated). The group decided that it would be very helpful if these holdings (~100 titles) were in URSUS.

Valerie mentioned that the WorldCat Knowledge Base does have open access collections (HathiTrust and Internet Archive) that can be turned on. This could aid the collection analysis.

    1. Collection Analysis

After talking to Kathryn Harnish at OCLC, the development of their analytics product is on a longer schedule than we’d previously heard. A partnership is still a possibility, and she will send paperwork to Valerie next week.

Regarding the collection analysis activities, Valerie indicated that the collection management subcommittee discussed the development of a formula for decision-making. We know that we need to break out areas of the collection for review, just haven’t figured out a way to do it. Clem suggested that one way to lop off some content would be to not subject titles held by 2 or fewer libraries to the analysis. (Retention decisions could be made by the holding libraries.) It was suggested that the remaining content (held by 3 or more partner libraries) be analyzed on a discipline basis, then by year.

During the discussion it was suggested that a possible role for the Last Copy Center would be to house reference titles for circulation throughout the state.

When discussing the number of copies to be retained, Clem suggested that we need to ask the partners (both collection management representatives and directors) the following questions:

      • What is the minimum number of copies of a title (among partners; in the state) you feel is enough for areas that support the mission of your institution?
      • Does an accessible digital edition count as 1 copy?
  1. Documenting Retention Decisions

At the Shared Print meeting during ALA, Dennis Massie from OCLC gave an update on their pilot project involving the 583. They were hoping to do batch loading at the end of January, and test the impact of the 583 note on resource sharing by February 17th, with a report on the pilot to be released by the end of April.

The group indicated that it would be helpful to see what the records looked like in OCLC. Valerie will find examples and send.

  1. Print-on-Demand / E-on-Demand

Nothing major to report; Valerie shared a Google doc on her POD investigations with the group.

  1. Website

Subcommittee pages have been created, containing committee member names, links to meeting summaries, etc. Valerie is planning to add content updates roughly once/week.  In the past month, the site has had 564 visits, including a high of 316 on January 18th (coinciding with our email campaign.)

Budget

Due to several decisions (not to purchase an Espresso Book Machine; not to build our own collection analysis system), we need to submit a revised budget to IMLS that indicates our expected expenditures.  The major areas we need to revise are the partner match, given that we no longer are purchasing the EBM, and in sponsor costs the money allocated for a programmer, costs associated with delivery and installation of the EBM, and “computer services.”

Suggestions: UMaine is investigating membership in HathiTrust; if additional partners join as well, this along with the subscription costs for will take care of the partner match.

How much will OCLC charge for the batchloading of LHRs (583 retention decisions)? The computer services money could be used for this. Valerie will contact OCLC and report back.

It was suggested that we contact OCLC re: using some of our programmer monies to advance the development of the analytics product. Valerie will contact Kathryn Harnish and report back.

Most of the discussion surrounded the funds targeted for EBM delivery, installation and training. Possibilities: Could we use the money to underwrite some scan-on-demand services at UMaine? Related: How can we add a request option for EOD to MaineCat? All partners would be asked to identify their pre-1923 records, then add an 856 link that led to EOD request. Is it possible to include a generic link, that would then grab relevant bibliograhic data to submit with the request?  James will investigate creating an EOD 856.  Deb will gather UMaine ILL request data for pre-1923 items.

Planning for presentation on large-scale digital initiatives

The presentation will be held at Colby on 2/24. Attendees should RSVP, so that Clem knows how many seats will be needed.  Valerie will send a note to Directors asking them to send the estimated number of attendees from their institutions. The session will be recorded and the audio plus slides will be posted on the project website.

Valerie will provide an introduction; projects will be presented in alphabetical order.

Deb circulated an outline that she’s been working on, so that we can have common elements in our presentations. She also agreed to compile a comparison slide; she will send questions to the group and we will send our responses to her by Wednesday.

All draft slides should be sent to the group by Wednesday.

Planning for Advisory Board in-person visit

The Advisory Board will be visiting Maine on May 21st, which happens to be during the Maine Libraries United conference.  We had previously asked them about giving a presentation (open to all, not just conference attendees) and they graciously agreed.

Discussion surrounded the feasibility of having the Advisory Board give a presentation that was not part of the conference during a conference time. The following was decided:  Barbara (one of the conference organizers) will suggest that other academic library programs be scheduled for the 21st, and that a half-day fee be charged (including lunch). The project team will meet with the Advisory Board at 8 am, followed by their presentation at 10 am. A catered lunch will follow, and members of the Directors Council will invited to attend. That will allow Advisory Board members to fly out that afternoon, as opposed to the next day.

Suggested presentation topics: overview of shared print activities; overlap between HathiTrust and academic (possibly public) libraries; collaborative collection development trends.

Valerie will send a proposal to Barbara before Friday (the next meeting of the conference planning committee)

Agenda for Directors Council meeting, Advisory Board conference call

Agenda items for DC meeting: budget; updates on reclamation, collection analysis, HathiTrust membership; EOD/POD incorporation into catalogs

Agenda items for AB conference call: collection analysis criteria/formula activities; documenting retention commitments for monographs; update on in-person meeting

Upcoming events:

    1. February 24, 10-12: Directors’ Council meeting, Colby’s Miller Library Conference Room
    2. February 24, 1-3:30: Presentation on large-scale digital initiatives
    3. February 28, 1-3: Technical Services/Systems Subcommittee meeting, Colby’s Miller Library Conference Room
    4. March 5, 1-2: Advisory Board Conference Call, Fogler Library Conference Room
    5. March 8, 10-12: Collection Management Subcommittee meeting, Colby’s Miller Library Conference Room
    6. March 13, 2-3:30: Project Team Meeting, Fogler Library Conference Room