Northeast Regional Library Print Management Project Planning Meeting Thursday July 17, 2014

1. Northeast RegionalLibrary Print Management Project Planning MeetingThursday July 17, 2014

2. Agenda

3. 3 Overview of the Project An 18-month planning activity to identify detailed strategies and business models for developing and managing regional print collections of monographs (and, along the way, other library print materials) and to document willingness of libraries to participate in one or more of the models, funded by an Officer’s Grant from The Andrew W. Mellon Foundation with matching contributions (for travel and staffing). Website: https://www.fivecolleges.edu/libraries/regionalproject

4. 4 Project Team

5. 5 Project Timeline

6. 6 Working Groups Three working groups were defined based on interest at July 2013 meeting

7. Recommendations for a Northeast Regional Shared Print Program The proposals and policies that follow are recommendations from the working groups, Summarizing Panel, and Steering Committee described in the “Northeast Regional Library Shared Print Management Program Summary” (May 2014).

8. 8 Program Goals • Share stewardship of library print holdings to ensure preservation of the scholarly record while recognizing that some individual institutions may need to take steps to alleviate space pressures; • Provide access and delivery to meet the needs of scholars, teachers and their students; and • Provide information to support libraries’ needs for separate contracted offsite shelving for local collections. Suggested Program NameEastern Academic Scholars’ Trust (EAST)

9. 9 • Libraries need offsite shelving for their own library materials, often long-term and sometimes for a fairly small quantity and/or for a temporary period of time. • EAST will create an “Offsite Shelving Information Clearinghouse” containing information such as 1. factors to consider when planning for contracted offsite shelving; 2. characteristics of potential offsite shelving providers; 3. a list or database of regional (or national) commercial and non-commercial offsite shelving providers; and 4. links to other resources related to offsite shelving. • EAST partners may use this service for non-shared holdings. EAST Clearinghouse for Contracted Offsite Shelving

10. 10 • Both monographs and journals. • Monographs will be identified through collection analysis and related decision-making, expected to include both widely-held and rarely-held monographs, single-volume monographs and monographic series, and circulating and non-circulating monographs. • Journals initially will be included by approaches such as library-volunteered or publisher-based titles. Collection analysis of journal holdings may be explored later. • Will not include federal depository government documents. Selection of Materials

11. 11 • Distributed collection with volumes maintained at the owning libraries. • Participating libraries will maintain ownership of their own materials. Location and Ownership

12. 12 • Holders agree to retain committed volumes for a minimum of 15 years (both monographs and journals). • At least two copies will be retained among the libraries participating in the program (or more than two depending on other factors (e.g., number of participants, geographic distribution). • Governing body will revisit retention commitments at least every five years, and again two years before the end of the initial agreement, to determine if circumstances warrant changing retention period (increase or decrease). Retention

13. 13 • EAST will not specifically require validation of metadata or physical condition at this time. • Procedures and guidelines to add validation and condition information will be defined for any libraries that wish to do so. • The owning library will be expected to follow established procedures for replacing damaged or lost volumes that have retention commitments. Validation

14. 14 • What defines a unique monograph? • Bibliographic uniqueness (e.g., different editions) • Physical uniqueness (e.g., marginalia) • Some factors defining bibliographic uniqueness can be determined during collection analysis (how to define a match?). • It will be very difficult to account for physical uniqueness as it would require a validation level that is impractical. • Recommendation is to consider “uniqueness” further during the collection analysis. Question about Uniqueness

15. 15 • Accessible light archive (with limitations for unique or rare volumes). • Existing structures and systems for discovery, e.g., OCLC WorldCAT and CRL’s PAPR registry. • Preferred delivery through scanning and digital delivery, with physical delivery where required. • Journal volumes restricted to in-library use at the borrowing library. • Members will agree to fulfill requests for EAST materials through ILL at no charge to other EAST members. Access, Discovery, and Delivery

16. 16 Summary of Operating Policies

17. 17 Membership and Governance and Business Model

18. 18 • Open to academic and research libraries in the East/Northeast United States who are committed to the long-term preservation and access of print collections. • Retention Partners: Libraries willing to steward parts of their print collections over the long term. They may be willing to accept and ingest materials from other libraries as well. • Supporting Partners:Libraries that are willing to participate in EAST by supporting Retention Partners in their commitment to long-term stewardship of print collections, in return for guaranteed access to those collections. Partnership in EAST

19. 19 • Executive Committee: balancing need for representation and access with the need for organizational effectiveness • Executive Committee will be comprised of: • Number of members equal to 10% of the number of partner libraries subject to the range specified below; • No less than 5 and no more than 12 members; • A mix of public and private, two- and four-year institutions; and • 60% of the representation should be from Retention Partners. • Consortium representation? EAST Governance

20. 20 • An existing consortium or institution will serve as the administrator of the EAST program. • Administrator will provide services such as: • Employer to EAST staff members or contractors; • Receive and manage grants; • Handle all financial transactions; and • Support a website and other communications. • EAST planners will seek interested organizations later in the process. EAST Administration

21. 21 Questions about Membership and Governance? • Role of consortia? • Relationship to other programs like Maine Shared Collections Strategy, Five Colleges, ConnectNY, …

22. 22 EAST Business Model: What are the costs and who supports them? Member fees and grant funding Absorbed by EAST libraries * Recommendation is not to compensate Retention Partners

23. 23 • Program management costs are expected to include: • Staff members (program manager (.5 to 1 FTE), collection analyst or systems librarian (.5 to 1 FTE)); • Administrative support (fees or staff support by the administrator for accounting, billing, payroll, etc.); • Meetings and travel for program participants; and • Website for the program and the information clearinghouse, other communications costs. • Ballpark budget estimate for program management: $200,000 - $300,000 annually. • Cost-sharing: Current recommendation is to use a formula based primarily on each library’s materials budget. Program management costs and cost-sharing

24. 24 Periodic collection analysis every few years. Costs usually based on number and collection size of participants. Separate collection analysis budget and cost-sharing agreement will be prepared for each new collection analysis. Ballpark budget: $75,000 or more depending on participants, as needed (periodic, every few years). Cost-sharing formula to be determined. Collection analysis costs and cost-sharing

25. Next Steps: Two Projects

26. Primary Next Steps July – October 2014

27. What Does Program Participation Mean? • Participate in development of an MOU (January – February 2015). • Participate in collection analysis for monographs (April – July 2015): • Provide or provide access to bibliographic, holdings, and circulation records, using your library’s resources and staffing; • Participate in design of collection analysis methodology, review and analyze reports provided by vendor, and participate in selection and retention decisions for the EAST program; and • Contribute to collection analysis costs based on formula TBD (dependent on fund-raising success). • Participate in development of policies (March – December 2015). • Provide financial support to the EAST program beginning in 2015.

28. Identify Program Participants EAST seeks additional participants for the first cohort by September 12. This would not require a final commitment to join EAST.

29. 29 VERY PRELIMINARY EAST Budget Estimates • Please note these are very preliminary estimates. Final costs and cost-sharing amounts will be determined and provided before libraries make firm commitments to the program.

30. 30 VERY PRELIMINARY EAST Cost-Sharing Fees • Working assumptions are: • Costs to be shared = ~$150,000 • Number of participants = ~25 • Goal = $4,000 to $8,000 each for 2015 • Please note these are very preliminary estimates. Final costs and cost-sharing amounts will be determined and provided before libraries make a firm commitment to the program.

31. 31 Requested Action: Volunteer to participate in initial EAST implementationSend message by September 12 toNeal Abraham nabraham@fivecolleges.eduor Mary Behrlemary.a.behrle@comcast.net

32. 32 Thank you