Last Copies Initiative Permanent conservation of print collections in Canada Center for Research Libraries’ Print Archive Network (PAN) Forum ALA Annual Conference, Orlando FL June 24, 2016

Last Copies Initiative A national initiative within the Canadian library community Support long-term availability and rationalisation of publications Define responsibility for last copies Align and synchronize efforts With institutions With consortia With associations

Characteristics Visionary Comprehensive Inclusive Sustainable Collaborative Distributed Voluntary Accountable Transparent Standards-based Trust-based

What has been done so far 1.Recommendations of Canadian Association of Research Libraries (CARL) Permanent Conservation of Print Collections Working Group (2011) 2.Pan-Canadian Documentary Heritage Network – Analogue Collaboration Working Group: Six principles (2012) 3.Discussions about incorporating regionally-coordinated projects (2014)

Six principles 1.Communicate willingness to hold last copies of documentary heritage 2.Communicate to other participating institutions the documentary heritage they hold as last copies 3.Undertake to hold last copies in an appropriate preservation environment 4.Undertake to give reasonable access to last copies 5.Agree not to dispose of last copies without reasonable notice to other participating institutions 6.Undertake, if proceeding to dispose of last copies, to accommodate their transfer to another institution

Collection Storage Facility High Density Facility – Maximisation of space – Collection Management System Item-level physical control Error rate of 0.01% 5 year project, in 2 phases – Preparation: identification of 7.6 million items in AMICUS – Move: Over 3 million items placed in HD at the CSF Cost $38 million for the facility including over $7 million for the preparation and move of the collection

Community challenges Infrastructure Tools How to communicate who holds what?

Other big questions and challenges How to register last copies? How many copies to preserve? Compatibility of metadata Will need to build intelligent workflows

Working on – Collaborative effort to preserve and make accessible the published material held in Canada – Collaborative portal – Potential for a National Overlap Study

National Overlap Study Increase knowledge and understanding of the rich and diverse corpus of print material in Canada –Engage the library community –Optimize management of publications –Ensure the survival of critical heritage materials Extract and analyse datasets of collection databases of participating libraries –Phased approach over a year –Focus on preservation and circulation

Collaborative Portal