Libraries from multiple library sectors in Western New York have worked together to develop a regional collaborative “last copy” print repository – the Empire Shared Collection Repository (ESCR) – that provides continuing access to a shared collection of seldom-used serial-type materials.  In this session, learn how the University at Buffalo, Buffalo and Erie County Public Library, SUNY Buffalo State, and The College at Brockport have collaborated to develop the tools, standards, services, costs and policies that are needed to create and sustain a collaborative print repository

Colello, Nicole

Murray, Jennifer L

English

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University of North FloridaUNF Digital CommonsLibrary Faculty Presentations & Publications Thomas G. Carpenter Library6-6-2014Empire Shared Collection Program: Preservinglegacy print collections togetherNicole ColelloJennifer L. MurrayUniversity of North Florida, jennifer.murray@unf.eduFollow this and additional works at: https://digitalcommons.unf.edu/library_facpubPart of the Library and Information Science CommonsThis Presentation is brought to you for free and open access by the ThomasG. Carpenter Library at UNF Digital Commons. It has been accepted forinclusion in Library Faculty Presentations & Publications by an authorizedadministrator of UNF Digital Commons. For more information, pleasecontact Digital Projects.© 6-6-2014 All Rights ReservedRecommended CitationColello, Nicole and Murray, Jennifer L., "Empire Shared Collection Program: Preserving legacy print collections together" (2014).Library Faculty Presentations & Publications. 64.https://digitalcommons.unf.edu/library_facpub/64Empire Shared CollectionPreserving legacy print collectionsNicole Colello & Jennifer MurrayGrants2012-13: Focused on planningDevelop an implementation strategy for the establishment of a collaborative print depository in Western New York. 2013-14: Phase 1 ImplementationTest the merits of the implementation strategy and create a collection management program that enables member libraries to assess the uniqueness, overlap, and distribution of the participating libraries’ aggregate collection. 2014-15: Aggregate Serials Collection Analysis The continuing success of the Program hinges upon having the resources to assess the aggregate collection. Working GroupGoalsPromote cost-effective management and preservation of low-use legacy print collections, while assuring ready and perpetual access to scholars and researchers in Western New YorkAllow for space gains for member librariesDevelop a sustainable model capable of growthSingle Copy RepositoryNo duplication of titles allowed within the repositoryConsidered the designated “last copy” for the membersStarting with the University at Buffalo Libraries Annex; plans exist to transition to a distributed model as space and use dictateHigh Density StorageVideo tour of UB Libraries Annex• http://library.buffalo.edu/annex/annex-video.htmlWho makes decisions?Steering Committee consisting of one representative from each Participating LibraryCharge:Maintain policies, agreements, and procedures for the establishment and maintenance of the CollectionMemorandum of Understanding (MOU) will be signed by participating members and will be reviewed periodically With the approval of all Participating Libraries, other institutions may participate if they agree to the terms of the MOU and the policies for the operation of the collection.Who owns the material?All participating members own the materialsMaterials are here forever unless Steering Committee approves withdrawals.As we move to a distributed model, publically accessible shelving is acceptable storage space.Participating libraries that include currently received periodicals in the Empire Shared Collection are not under any obligation to continue to subscribe to those titles.Cost of MembershipThe planning group determined that the fairest and most scalable way to determine the cost of membership was to use the total materials expenditures budgets of all member libraries. All budgets are added together to create on aggregate number. Each library’s percentage of the aggregate amount is the percentage each will pay toward the Operating Cost of the program.Membership CostSo, for example let’s say for FY12/13:• Operating Costs of Annex = $58,000• UB’s total materials expenditures budget = $8.5 million• All other participating libraries total expenditures budgets = $8.5 million• UB would pay 50% of the Operating Costs, which would equal $29,000This Business Plan is scalable: the more participants in the program, the smaller the cost to each institution!Estimated Annex Operational Costs FY 2012/13 for Shared CollectionCurrent membersWhat’s Going On Now?Collection Analysis - stagesIdentify – UB Annex serial holdings and member holdingsPrepare – manipulate data for needsOrganize – all data using Access database Verify – UB Annex serial holdings: complete runs, gapsReport – provide overlap reports/forms to members via websiteStarting with the most Annex Serials Overlap and moving on from there: http://libweb1.lib.buffalo.edu/esc/index.aspFirst up: Buffalo and Erie County Public Library!Collection Analysis - toolsAleph reportsExcelOCLC collection analysisAccessSharePointReports websiteCollection Analysis – challengesLimited resourcesComplexity/Quality of dataNumerous toolsLabor intensiveScalabilityShared collection – current25,000 – 30,000 serial titles held in the Annex11,000+ titles analyzed (237,000+ items)New OCLC symbol (BUFSP)~4,000 Empire Shared Collection holdings (starting with “dead” publication status as test load)OCLC Shared Print ManagementOCLC's Shared Print Program and their Print Archive Metadata Guidelines were created to support the shift from locally-owned print inventory to jointly managed print.Some of the other OCLC Shared Print Program members include the Western Regional Storage Trust (WEST),  the Committee on Institutional Cooperation (CIC), and the Maine Shared Collections program.Who does Cataloging?The cataloging of records for materials included in the Shared collection will be the responsibility of the depositing library. This includes:• Since the initial collection will be the 25,000 – 30,000 serial titles currently stored at the Annex. UB will be responsible for adding those records to the BUFSP symbol.• Updating OCLC LHRs using the metadata guidelines of OCLC’s Shared Print Collection Program.Discovery MethodsLocal catalogs: load records of shared materials into local catalogs – ease of discovery, yet labor intensive to maintain records in local systems.Discovery layers: We feel the ideal option would be the ability to automate loading records into discovery layers of member libraries. This would make the discovery of materials easier for library patrons; less  time spent maintaining records; and efficient processing of delivery requests.Delivery of Shared MaterialsDelivery of materials to end users will follow established Document Delivery Best-Practices:One business day for journal articlesDirect Request with ILLIAD, turning on ISO and circumventing OCLCFuture Plans:Phase II: Shared MonographsDigitization supportPrint-on-demand services for member librariesAny other ideas...?How to JoinContact:Nicole ColelloCoordinator, Information Access and Delivery Projects716-645-5114ncolello@buffalo.eduhttp://empiresharedcollection.org/

Empire Shared Collection Program: Preserving legacy print collections together

University of North FloridaUNF Digital CommonsLibrary Faculty Presentations & Publications Thomas G. Carpenter Library3-20-2015Empire Shared Collection Program: Preservinglegacy print collections togetherNicole ColelloJennifer L. MurrayUniversity of North Florida, jennifer.murray@unf.eduFollow this and additional works at: https://digitalcommons.unf.edu/library_facpubPart of the Library and Information Science CommonsThis Presentation is brought to you for free and open access by the ThomasG. Carpenter Library at UNF Digital Commons. It has been accepted forinclusion in Library Faculty Presentations & Publications by an authorizedadministrator of UNF Digital Commons. For more information, pleasecontact Digital Projects.© 3-20-2015 All Rights ReservedRecommended CitationColello, Nicole and Murray, Jennifer L., "Empire Shared Collection Program: Preserving legacy print collections together" (2015).Library Faculty Presentations & Publications. 65.https://digitalcommons.unf.edu/library_facpub/65Empire Shared CollectionPreserving legacy print collectionsNicole Colello & Jennifer MurrayUniversity at BuffaloGrants• Western New York Library Resources Council - RBDB Grants• 2012-13: Focused on planning - Develop an implementation strategy for the establishment of a collaborative print depository in Western New York. • Working Group:Goals of the ProgramPromote cost-effective management and preservation of low-use legacy print collections, while assuring ready and perpetual access to scholars and researchers in Western New YorkDevelop a sustainable model capable of growthAllow for space gains for all member librariesGrants (continued)Western New York Library Resources Council - RBDB Grants2013-14: Phase 1 ImplementationTest the merits of the implementation strategy and create a collection management program that enables member libraries to assess the uniqueness, overlap, and distribution of the participating libraries’ aggregate collection. 2014-15: Aggregate Serials Collection Analysis The continuing success of the Program hinges upon having the resources to assess the aggregate collection. Collection Analysis – ChallengesComplexity/Quality of dataLabor intensiveScalabilityNumerous ToolsCollection Analysis - IdentifyIdentify UB Annex serial holdings and member holdings using:Aleph reportsOCLC Collection Analysis ToolCollection Analysis – Prepare & OrganizeManipulate data using ExcelOrganize all data using Access database Overlap between Annex and membersBy publication status for analysisVerify – UB Annex serial holdings: complete runs, gapsCollection Analysis – VerifyReports website: Member overlap reports Serial gaps form SharePoint - share information with membersCollection Analysis – ReportShared Collection – current~34,000 serial titles held in the Annex30,000+ titles have been analyzed for gaps26,000 Empire Shared Collection holdingsNew OCLC symbol (BUFSP)Discovery and Delivery of the Shared CollectionFirstSearch/WorldShareDiscovery MethodsLocal catalogs: load records of shared materials into local catalogs – ease of discovery, yet labor intensive to maintain records in local systems.Discovery layers: currently EDS and SummonCustom catalogs – quarterly updatesDiscovery of materials easy for library patrons; less  time spent maintaining records; and efficient processing of delivery requests.EDS DiscoveryEDS DiscoveryDelivery of Shared MaterialsDelivery of materials to end users will follow established Document Delivery Best-Practices:One business day for journal articlesRequest can be sent via OCLC (BUFSP in borrowing string)Direct Request via ISO protocols (circumventing OCLC)Via a webform for those without an ILL systemRequests filled at AnnexDelivery turnaround time – BUFSP clientThe Empire Shared Collection ProgramWho makes decisions?Steering Committee consists of one representative from each member libraryCharge:Maintain policies, agreements, and procedures for the establishment and maintenance of the CollectionMemorandum of Understanding (MOU) is signed by all members and will be reviewed periodically by the Steering CommitteeWith the approval of current members, other institutions may participate if they agree to the terms of the MOU and the policies for the operation of the collection.The Collection – A Single Copy RepositoryNo duplication of titles allowed within the repositoryConsidered the designated “last copy” for the membersStarting with the University at Buffalo Libraries Annex; plans exist to transition to a distributed model as space and use dictateHigh Density StorageAbout the UB Libraries AnnexWhy High Density Storage?Who owns the material?All participating members own the materialsMaterials are here forever unless Steering Committee approves withdrawals.As we move to a distributed model, publically accessible shelving is acceptable storage space.Who does Cataloging?The cataloging of records for materials included in the Shared collection will be the responsibility of the depositing library. This includes:• Since the initial collection consists of the ~34,000 serial titles currently stored at the Annex. UB will be responsible for adding those records to the BUFSP symbol.• Updating OCLC LHRs occur on a quarterly basis.Cost of MembershipThe planning group determined that the fairest and most scalable way to determine the cost of membership was to use the total materials expenditures budgets of all member libraries. All budgets are added together to create an aggregate number. Each library’s percentage of the aggregate amount is the percentage each will pay toward the Operating Cost of the program.Membership CostSo, for example let’s say for FY13/14:• Operating Costs of Annex = $58,000• UB’s total materials expenditures budget = $8.5 million• The aggregate total of all participating libraries total expenditures budgets = $17 million• 8.5 million is 50% of 17 million• UB would pay 50% of the Operating Costs, which would equal $29,000This Business Plan is scalable: the more participants in the program, the smaller the cost to each institution!Annex Operational Costs FY 2013/14 for Shared CollectionFuture Plans:Phase II: Shared MonographsThe Steering Committee will determine the scope of a shared monograph collection (unique vs shared materials)Distributed shared print serials collectionDigitization supportPrint-on-demand services for member librariesAny other ideas...?Current membersWNLRC workshop attendees–Collection OverlapSome Collection overlap analysis – Shared serial titlesCollection overlap analysis –Shared monograph titlesHow to JoinContact:Nicole ColelloCoordinator, Information Access and Delivery Projects716-645-7983ncolello@buffalo.eduhttp://empiresharedcollection.org/

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Empire Shared Collection Program: Preserving legacy print collections together

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