Post on 16-Dec-2015
transcript
Remembering the Printed Page: Collection Management and Print Repositories
Sara A. Bushong – sbushon@bgsu.eduDean, University Libraries
Bowling Green State UniversityILF Annual Conference - November 17, 2014,
Making it Work: The Nuts and Bolts of
Policies and Maintenance
OverviewOhioLINK and the five regional depositoriesTimeline 2009 through 2014Organizational structurePolicies and proceduresPilot programs to inform policy/proceduresShared catalog – OHDEPElsevier De-duplication projectConclusions and next steps
OhioLINK90 college and university libraries, plus the
State Library of OhioCollaboratively purchase about $40 million of
digital contentEvery $1M spent as a group saves us $3-4M
Share more than 50 million print itemsExpert negotiators – lower prices than others
OhioLINK ResourcesElectronic Journal CenterOhioLINK Central CatalogElectronic Book CenterElectronic Theses and Dissertations CenterOhioLINK Music CenterDigital Resource CommonsDiscovery Layer Resources
Northwest Ohio Regional DepositoryHoldings of Bowling Green S U; U of Toledo
Central Ohio Regional Depository
Holdings of Ohio State University
Northeast Ohio Regional DepositoryHoldings of U of Akron;Cleveland S U; Kent S U; NEOUCOM;Youngstown S U
Southeast Ohio Regional DepositoryHoldings of Ohio University
Southwest Ohio Regional DepositoryHoldings of
Central S U, U Cincinnati, Miami U, Wright S U
Regional Depositories Administrative CouncilFive Deans/Directors
Bowling Green State University
Miami UniversityNorthwest Ohio
Medical UniversityThe Ohio State
UniversityOhio University
Major responsibilitiesOversight of
depositories Budget Facilities Capital Projects Staffing
Members of the larger governing council
2009 2010 2011 2012 2013
Coordinator Appointed -Articulate Scope of Project -Determine Opportunities -Identify Challenges -Make Recommendations
Time in searching across multiple catalogsVariety cataloging traditionsInconsistent enumerationWorkload limitations and location
Create Governance StructureCommon OPAC for depositoriesPilot of 27 reference serial titles
Serial Sets
Regional Depositories Governing CouncilBGSUCentral StateCleveland StateKent StateMiami UniversityNEOMEDOSU
Ohio UniversityUniversity of AkronUniversity of
CincinnatiUniversity of ToledoWright State
UniversityYoungstown StateOhioLINK assistanceFormed in 2010, charge annually
revisedhttps://www.ohiolink.edu/content/regional_depositories_home_page
2009 2010 2011 2012 2013
De-duplication Pilot Completed -27 Reference Serial Titles -Superseded Electronically -Detailed Process Articulated -Recommendations Additional Temporary Staffing Standardizing Circulation Ongoing Archiving
Purchased Dedicated III OPAC
2009 2010 2011 2012 2013
Serials Preservation Policy Approved -Last Copy Defined as One Copy of Each Title be Maintained -Last Copy Volumes Must Circulate
Second Pilot De-Duping JSTOR A&S IV Initiated
Policy Limiting Duplicate Submission Approved
Record Migration to Depository OPAC
Policy Depository OPAC Circulation & ILLOAN
“Maintain one copy of the longest run of each serial title across all five depositories. The most complete run may be stored in one or more depositories.”
Preservation Policy for Serials Contained in the Ohio Regional Library Depositories, 2011
Shared Catalog - OHDEPNortheast Depository Shared Catalog
Implementation ProjectOHDEP Cataloging/Serials Working GroupOHDEP Circulation/ILL Working Group
Additional of Northwest, then Wright StateCentral Catalog – OhioLINKConsultations with OhioLINK Committees –
CIRM, DMS, ICS
Elsevier De-Duplication ProjectConcentrating on titles that have large
number of volumes and are in all 4 depositories
101 titles completed; 7,296 linear feet released – as of September 22, 2014 – average of 72 linear feet per title
List of titles shared with OhioLINK membership regularly
Have completed all the “large” titlesDecided to move to another publisher
De-Duplication ProceduresOne title at a timeIdentify keeper copies
Includes a detailed coding documentWithdraw non-keeper copiesDiscards at the keeper levelOngoing maintenance of de-duped titles
Policy – Handling of new journal volumes sent to depositories – 10/31/11, revised 8/22/12First check Central Catalog for total number
held state-wideIf two copies, do not send to the depositoryKeep locally or recycleException
Elsevier Titles – OSU participating in the CIC depository. Dedup among the remaining four depositories.
Policy – Bound Journal Circulation – 2/13/12OhioLINK InterCampus Services Committee
Depository journals – low useAll bound journals in OHDEP (shared catalog)
circulate for 3 weeks, 4 renewalsEliminated inconsistent loan periods
2009 2010 2011 2012 2013
Print Serials De-duping Guidelines – February 2013One print copy held; fullest run maintainedRetained copy counted as local holdings by all
who owned a de-duped copyRetained items identified as de-duped and
retainedRetention statement in OCLC recordCirculate – same loan as OhioLINK booksCirculate – via regular ILL to non-OhioLINKException
Agreement February 2014: to keep one copy of the print journal titles until June 30, 2036
2009 2010 2011 2012 2013
2013 – 5 years of effort- Highly functioning governing system- Major policies in place- Shared catalog – OHDEP- Policy preventing duplicates- Routine – de-duping 2 titles weekly
2009 2010 2011 2012 2013
-Number of Volumes -Cataloging Traditions -Coding Practices -Shared OPAC -Labor
Challenges Because of …
Working together to develop a monograph pilot - 2014
-Number of Partners -Centralized Governance -Policies on Retention (Last Copy) -Policies to Standardize Services -Practices to Standardize Processes -Loss of Autonomy
Working together regionallyNorthwest – BGSU
and University of Toledo
Fundamental principles
General operating assumptions
Day-to-day projectsRegional projectsState-wide projects