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Fruits of Our Labor: Managing Services and
           Space in an Era of Contracting Print
                                   Collections

     Maine Shared Collections Strategy




Clem Guthro, Director of Libraries, Colby College
   Academic Libraries
    ◦ University of Maine, University of Southern Maine,
      and 5 small campuses
    ◦ Colby, Bates and Bowdoin
    ◦ University of New England
    ◦ 7 Community Colleges
    ◦ Small private colleges (Unity, Thomas, St.
      Josephs, College of the Atlantic, Maine Maritime
      Academy, Maine College of Art, Husson, Beal,
      Kaplan)
   Public Libraries
    ◦ 265 public libraries
    ◦ 2 flagship publics –Bangor and Portland
    ◦ 150 with collections smaller than 20,000 vols
   Maine State Library
   Maine Law and Legislative Reference Library
   Special Libraries
    ◦ 23 hospital libraries
    ◦ 2 Independent Labs (Jackson and Bigelow)
   Maine InfoNet
    ◦ MaineCat – Statewide catalog
    ◦ Marvel – Statewide databases
    ◦ MACON – statewide database of archival collections
   Larger Libraries
    ◦ 9 largest libraries in Maine
    ◦ Directors meet twice a year
   CBB (Colby, Bates, Bowdoin)
    ◦ Cooperative Collection Development
    ◦ Common Loan periods
    ◦ 6 day a week delivery
   State-wide delivery -1.25 million items/year
   Originated with the Larger Libraries Group
   Long tradition of collaboration and trust
   Most libraries were running out of space and
    unlikely to get additional space
   Wanted a shared approach to managing
    legacy print collections for the long term
   Looking to be leaders in the print collection
    space
   Colby College
   Bates College
   Bowdoin College
   University of Maine
   University of Southern Maine
   Maine State Library
   Bangor Public Library
   Portland Public Library
   Maine InfoNet
   $827,000 three year grant to create a shared
    print collections strategy
   Create a collection analysis system to analyze the
    collections
   Examine the presence of large scale digital
    collections (Hathi Trust and Internet Archive) as a
    determiner of what to keep in print
   Integrate Print on Demand for large scale digital
    collections where local print copies are
    unavailable
   Integrate Electronic on Demand for large scale
    digital collections
   Focus is monographs and journals
    (Government docs are excluded)
   The goal is to determine which volumes
    should be retained long term and by whom
   Libraries may discard materials or not once
    retention decisions are made (downsizing is
    not the predominant focus)
   Provide a framework for other libraries to
    participate once the initial grant period is
    complete
   Expose our retention decisions to the world
   OCLC reclamation
    ◦ All participating libraries did an OCLC reclamation
      to ensure that their holdings were accurate.
   OCLC Collection Analysis or Not
   Retention decisions
    ◦ The recommended retention commitment is 15
      years with a reexamination of that commitment
      every 5 years.
   Metadata
    ◦ MARC 583 – Action Note is being explored as an
      option for encoding retention decisions.
   A Memorandum of Understanding is being
    drafted to guide the ongoing work.
   An Executive Committee formed from the
    Maine InfoNet Board will provide governance.
   A Collections and Operations committee will
    determine retention, holdings disclosure, and
    access/delivery
   Membership fee set by Executive Committee
   Collection Holders
   Collection Builders
   Supporting Members

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Fruits of our Labor: Managing Services and Space in an Era of Contracting Print Collections

  • 1. Fruits of Our Labor: Managing Services and Space in an Era of Contracting Print Collections Maine Shared Collections Strategy Clem Guthro, Director of Libraries, Colby College
  • 2. Academic Libraries ◦ University of Maine, University of Southern Maine, and 5 small campuses ◦ Colby, Bates and Bowdoin ◦ University of New England ◦ 7 Community Colleges ◦ Small private colleges (Unity, Thomas, St. Josephs, College of the Atlantic, Maine Maritime Academy, Maine College of Art, Husson, Beal, Kaplan)
  • 3. Public Libraries ◦ 265 public libraries ◦ 2 flagship publics –Bangor and Portland ◦ 150 with collections smaller than 20,000 vols  Maine State Library  Maine Law and Legislative Reference Library  Special Libraries ◦ 23 hospital libraries ◦ 2 Independent Labs (Jackson and Bigelow)
  • 4. Maine InfoNet ◦ MaineCat – Statewide catalog ◦ Marvel – Statewide databases ◦ MACON – statewide database of archival collections  Larger Libraries ◦ 9 largest libraries in Maine ◦ Directors meet twice a year  CBB (Colby, Bates, Bowdoin) ◦ Cooperative Collection Development ◦ Common Loan periods ◦ 6 day a week delivery  State-wide delivery -1.25 million items/year
  • 5. Originated with the Larger Libraries Group  Long tradition of collaboration and trust  Most libraries were running out of space and unlikely to get additional space  Wanted a shared approach to managing legacy print collections for the long term  Looking to be leaders in the print collection space
  • 6. Colby College  Bates College  Bowdoin College  University of Maine  University of Southern Maine  Maine State Library  Bangor Public Library  Portland Public Library  Maine InfoNet
  • 7. $827,000 three year grant to create a shared print collections strategy  Create a collection analysis system to analyze the collections  Examine the presence of large scale digital collections (Hathi Trust and Internet Archive) as a determiner of what to keep in print  Integrate Print on Demand for large scale digital collections where local print copies are unavailable  Integrate Electronic on Demand for large scale digital collections
  • 8. Focus is monographs and journals (Government docs are excluded)  The goal is to determine which volumes should be retained long term and by whom  Libraries may discard materials or not once retention decisions are made (downsizing is not the predominant focus)  Provide a framework for other libraries to participate once the initial grant period is complete  Expose our retention decisions to the world
  • 9. OCLC reclamation ◦ All participating libraries did an OCLC reclamation to ensure that their holdings were accurate.  OCLC Collection Analysis or Not  Retention decisions ◦ The recommended retention commitment is 15 years with a reexamination of that commitment every 5 years.  Metadata ◦ MARC 583 – Action Note is being explored as an option for encoding retention decisions.
  • 10. A Memorandum of Understanding is being drafted to guide the ongoing work.  An Executive Committee formed from the Maine InfoNet Board will provide governance.  A Collections and Operations committee will determine retention, holdings disclosure, and access/delivery  Membership fee set by Executive Committee  Collection Holders  Collection Builders  Supporting Members