No Substantial Penalty for Withdrawal

Investing 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 2010

Insights from U.S. Academic Library Directors

• Most libraries have become comfortable with deaccessioning or 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

• 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.”

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

• This is not the case for books, at least not yet

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)

Fans, we're experiencing problems with some JSTOR servers. Our tech support team is on it, and we hope to have it fixed very quickly. We're very sorry for the inconvenience and will keep you posted!

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

• 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 . . .

PALCI Realities

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 archivesMost 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)

Selected Archives

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 1:

ACS, AIP, APS

Library 2:ACS, APS

Library 3:

ACS, APS

Library 4-6

Library 7-8

Library 9-11

Archive Primary Roles

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 PhysicsLehigh – 1st light archive for American Chemical

Society

Each participating institution responsible for one or more complete print runs from one or more of the scholarly societies

2nd Light ArchivesTitles distributed among the following institutions:

Who has what?Compare holdings – Institutions report holdings

TITLE Publishers holdings Bucknell Dickinson Duquesne Haverford LafayettePBU DKC DUQ HVC LAF

Accounts of Chemical Research v.1, 1968- v.1-41 (1968-2008) v. 1-14, 16, 24-37, 1968-2004 (Storage)v.1-38, 1968-2005 Stacksv.1- , 1968- v.16-35, 1983-2002

Analytical Chemistry v.19, 1947- v.19-80 (1947-2008) v. 19-74, 1947-2002 (Storage-Microfiche)v.19-77, 1947-2005 Stacksv.32-79, 1960-2007 v.19-75, 1947-2003

Analytical Chemistry:(prev. title) I&EC Analytical Edition v.1-18, 1929-1946 v.1-17 (1929-1945) v. 1-18, 1929-1946 (Storage) e-journal None None

Biochemistry v.1, 1962- v.1-47 (1962-2008) 1964-1975 (Storage) v. 15-41 1976-2002 (Microfiche)v.1-44, 1962-2005 Stacksv.35- , 1996- v.1-42, 1962-2003

Chemical Reviews v.1,1924- v.1-108 (1924-2008) v. 76-102, 1976-2002 (Microfiche) e-journal v.1- , 1924- v.1-103, 1924-2003

xISSN History Visualization Tool (Web service)

As Time Passes by

• AIP changes digital archive subscription package

• Slow decision process about participation• Time to identify what titles each institution

will hold• 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

• Holding institution inventory issue by issue• 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:

TITLE/AIP Institution

Contact Information Title Holdings History Desired Holdings Reported Holdings

Applied Physics LettersBucknell v.1,1962- v.1-80 1962-2000 v.1-92 (1962-2008)

Applied Physics LettersDuquesne v.1-78:5, 1962-2001 Stacks

Journal of Applied PhysicsLafayette v.8,1937- v.8-91 1937-2000 v.8-65, 1937-1989*

Journal of Applied PhysicsUniversity of Pennsylvania v.8 (1937)-v.94 (2003)

Journal of applied physics:(Prev.Title) - Physics Lafayette v.1-7,1931-1936 v.1-7,1931-1936 v.1-7, 1931-1936

Journal of applied physics:(Prev.Title) - Physics University of Pennsylvania v.1 (1931)-v.7 (1936) MICROFORM*Journal of Chemical Physics

Lafayette v.1,1933- v.1-116 1933-2000- v.1-125, 1933-2006Journal of Chemical Physics

Duquesne v.1-(109)-(112)-114:2, 1933-2001 StacksJournal of Mathematical Physics

Lafayette v.1,1960- v.1-41 1960-2000 v.1-34, 1960-1993*Journal of Mathematical Physics

University of Pennsylvania v.1 (1960)-44(2003)Physics of Fluids

CMU v.6,1994- v.6-12 1994-2000 v.6-20 (1994-2008)Physics of Fluids

Swarthmore v.6-15 (1994-2003)Physics of Fluids A (previous title of Physics of Fluids)

CMU v.1-5,1989-1993 v.1-5 1989-1993 v.1-5 (1989-1993)Physics of Fluids A (previous title of Physics of Fluids)

Swarthmore v.1-5 (1989-1993)Physics of Fluids B (previous title of Physics of Fluids)

CMU v.1-5,1989-1993 v.1-5 1989-1993 v.1-5 (1989-1993)Physics of Fluids B (previous title of Physics of Fluids)

Swarthmore v.1-5 (1989-1993)Physics of Fluids (1958) (previous title of Physics of Fluids A&B)

CMU v.1-31 (1958-1988) v.1-31 1958-1988 v. 1-31 (1958-1988)Physics of Fluids (1958) (previous title of Physics of Fluids A&B)

Swarthmore v.1-31 (1958-1988)Physics of Plasmas

Lehigh v.1,1994- v.1-7, 1994-2000 v.1-15 (1994-2008)Physics of Plasmas

Swarthmore v.1-10 (1994-2003)Physics Today

Dickinson v.1,1948- v.1-53 1948-2000 v. 1-4, 12-Present, 1948-2008Physics Today

Duquesne v.1-59, 1948-2006 StacksReview of Scientific Instruments

Duquesne v.1,1930- v.1-71 1930-2000 v.1-54, 1930-1983 Stacks*Review of Scientific Instruments

Swarthmore v.54-74 (1983-2003)Review of Scientific Instruments

University of Pennsylvania v.1 (1930)-v.74 (2003)

PALCI contract, all volumes kept permanently

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, costs

• 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:

Journal of Chemical Education - 1939

FUTURE Outlook

• New publication software :– http://pushpoppress.com/about/– GIS applications based on data files in journal

publications– New software to use journal information or

images in visualization applications or other ways.

Will we need the print to rescan or reuse in the future?