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

Northwest Ohio Regional Book Depository

Order Picker - Eleanor

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

2009 2010 2011 2012 2013

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

OhioLINK OCLC Depository Duplication Study

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

ConclusionsGather appropriate stakeholdersAgree on overall goal; agree to disagree at

timesSet initial objectives and draft policy

documentsReview those annually and change them as

the greater library environment changesCommunicate often with constituents and

stakeholders