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No Substantial Penalty for WithdrawalInvesting in a Different Collaborative Model for the Shared Print Archive Sharon Wiles-Young Director, Library Access Services, Lehigh University John Barnett Scholarly Communications Librarian for the University Library System, University of Pittsburgh
Outline for presentation • Environmental scan – print journal volumes • Audience • Global to regional • PALCI shared collaborative print archive model • Process, experiences, future • Future of print • Questions??? and YOUR ideas
Environmental Scan: Ithaka Survey 2010Insights from U.S. Academic Library Directors • Most libraries have become comfortable with deaccessioningor moving offsite their print journal collections after they have reliable digital access to copies of these materials • 91% have already done so or are planning to do so in the future • This is not the case for books, at least not yet
Environmental Scan continued • A minority of 35% said that their libraries have a formal plan for how to deaccession print journals that they have access to electronically • 47% agreed with the statement: “I feel confident that I have all the information I need to make informed decisions about whether to retain or de-accession print journal collections after my library has access to digital copies.”
Weeding 101 • Webinars and best practices for weeding • LYRASIS Status Discard – the how and why of weeding • Reports 2009 ITHAKA – What to Withdraw: Print Collections Management in the Wake of Digitization • Which titles need to be kept in print? • Backup archives – regional ?
Faculty Survey 2009: Key Strategic Insights for Libraries, Publishers, and Societies Ithaka Report: April 7, 2010 Authors: Roger C. Schonfeld (Manager of Research) & Ross Housewright(Analyst)
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JSTOR Haiku JSTOR volumes wait Students don't visit the shelves PDFs chuckle -anon
PALCI • Academic and research library consortium • Serving PA, WV, and NJ • Resource-sharing focus (E-ZBorrow, RapidILL) • Electronic resource offers • Disaster preparedness • Cooperative collection development
PALCI Realities • Small staff, reliance on member task forces • Historically-oriented, independent institutions, geographically dispersed • PA: Many older collections, with deep journal collections in humanities and sciences • No central or shared storage facility • Little budget beyond membership dues, grant funding • CCD Task Force – in existence but . . .
Why Create a Shared Print Archive? • One of many possible projects; short-term projects hold appeal • Interest in responsible deaccession as well as preservation • Strong interest in reallocating lots of space (journal runs vs. book collections) • Distributed archive = shared responsibility to diminish local pressure • Cooperative storage facility costly, unlikely, “unmanageable” • Urgency of deaccession became real driver
Why Us? • Isn’t there another regional or national program underway that will take care of this? • Isn’t JSTOR taking care of this? • Isn’t Portico or LOCKSS a suitable alternative?
Related Projects • Orbis Cascade, other distributed archives Most similar; PALCI agreement based on Orbis Cascade contract • Triangle Research Library Network (TRLN) (North Carolina) • Ontario Council of University Libraries (OCUL)
Other regional models • WEST Western Regional Storage Trust- Arizona to California Digital Libraries to Getty to University of Washington to University of Oregon Orbis Cascade • distributed shared print repository • Five College Library Depository • Single paper copy ACS, APS, APA, IOP, JSTOR, Project Muse • Serves 22 affliates – Bryn Mawr, Swarthmore and Haverford joined in 2011 • JSTOR- Harvard and University of California • UKRR – United Kingdom Research Reserve- 8 participants In collaboration with the British Library document supply
Philosophy behind the Project • What will work for our varied membership? • Memo of understanding with flexible terms, rather than a contractual agreement • Low cost to no cost, with minimal expenses borne by participating libraries • “Ideal copy” of document • Enough security to encourage weeding • Tradition of resource-sharing
Candidates for PALCI Shared Print Archive • Complete online archive back to volume 1 available, and widely subscribed • Deep print runs widely held by PALCI members • Non-commercial/society publications only
Candidates for PALCI archive • Illustrations could be an issue, particularly from early volumes • Importance of titles – must provide optimal access • Not duplicate major national print archive • Historical, potentially artifactual importance (Chandler Brothers from Lehigh for example)
More Questions . . . • Interest in shared archive? • What to archive? • For how long? • Dark archives and light archives? • How many copies? • Lending light archives?
Archive Construction • How many copies? – 1 dark, 2 light • Dark and light archives defined • End date: 2000 • Environmental conditions • Lending policies/procedures • Inventory – issue-level reporting • Length of contract –10 years, review in 5 years • Representing holdings • Include supplementary materials (any format)
Agreement Obligations • Based on Orbis Cascade agreement—but only so much • Shorter agreement period • Less emphasis on environmental controls • Less emphasis on ownership • Accommodates variety of institutional legal/status needs • Flexible terms • Flexibility in providing information about holdings in Local and national catalogs
Start of Distribution Library 1: ACS, AIP, APS Library 2: ACS, APS Library 3: ACS, APS
Distribution within archive Library 4-6 Library 7-8 Library 1: ACS, AIP, APS Library 2: ACS, APS Library 3: ACS, APS Library 9-11
Archive Primary Roles Each participating institution responsible for one or more complete print runs from one or more of the scholarly societies Penn State – sole dark archive for all titles Temple – 1st light archive for American Physical Society West Virginia – 1st light archive for American Institute of Physics Lehigh – 1st light archive for American Chemical Society
2nd Light Archives Titles distributed among the following institutions: • Bucknell • Carnegie Mellon • Dickinson • Duquesne • Haverford • Lafayette • Lehigh • University of Pennsylvania • St. Joseph’s • Swarthmore • Temple • Villanova • West Virginia University
Who has what? Compare holdings – Institutions report holdings
Titles and Holdings • Once spreadsheet was collected then titles change and difference in holdings reported were rectified • Other institutions expressed interest in project-potential for another dark archive • Collections development committee started to identify titles for each institution • Goal to have each library interested hold several titles other than the dark archive which held all titles.
As Time Passes by • AIP changes digital archive subscription package • ACS package changes • Slow decision process about participation • Institutional legal processes take time
As Time Passes by • Space problems – 2 institutions dropped out, collections withdrawn • Difficulties in replacing participants – volumes already being deaccessioned • Lehigh had withdrawal project of journals to create space for shift of overcrowded monograph collection—AIP and APS journals were pulled
Project Continues • Compare holdings and inventories- report gaps in holdings • Find certain institutions missing more issues/volumes than reported earlier • Other institutions provide volumes and issues • Send to other institutions- transfer materials will become property of the member library
Current Status of Project • Memos of agreement signed • Volume exchange for Light Archive completed • Record and provide information about holdings in local online library systems • Following spreadsheet available on PALCI website:
Statistics • 1521 linear feet for total collections in this project • About 13,000 volumes could be withdrawn for institutional holdings • More than one dark archive because larger institutions have storage facilities for most of these journal titles already
Lessons Learned • Collection development librarians – need more communication with individual libraries and consortium task force • Interest in project- what happens in the time from interest to completion • withdrawing of collections, loss of space, renovations of storage facilities • Understanding of shipping volumes to other institutions- processing • Everything takes longer than you could possibly imagine!
Next Steps • ILL agreement • Additional PALCI journal collections- next collection • RSC, rare humanities journals, American Psychological Assn? • Participation in national/international level projects– e.g., CRL • Time is growing short for these decisions!
Future • Keep print for visual, cultural or artifactual, exhibits, rescans, or other scholarly research use • Case in point remember the Chandler brothers: http://pubs.acs.org/toc/jceda8/16/6 • Overlay content with GIS applications • Other innovations uses of print to digital content —Push Pop Press: http://www.ted.com/talks/mike_matas.html