ASERL Documents Disposition Database And Gap Analysis Tool Judith C. Russell Print Archiving Network (PAN) Meeting Seattle, January 25, 2013

Background The Association of Southeastern Research Libraries (ASERL) has a major initiative to improve the management of Federal Depository Library Program (FDLP) collections in the Southeast (http://tinyurl.com/aala4lv) The initiative began with and IMLS grant to establish a model Collaborative Federal Depository Program http://tinyurl.com/aw5lpjr

Background, continued Initial focus on improved management of print collections to improve public access and develop at least two distributed comprehensive print collections in the region Support for and participation in initiatives to create a comprehensive digital collection in the public domain included “…the best means of providing broad public access to these collections is through online access to digital and digitized copies”

Background, continued The Implementation Plan covers 12 States and 3 Territories: Alabama, Delaware, Florida, Georgia, Kentucky, Louisiana, Maryland, Mississippi, North Carolina, South Carolina, Tennessee, Virginia, the District of Columbia, Puerto Rico and the U.S. Virgin Islands 13 of the 47 Regional Depository Libraries (27.7 7%) 304 of the 1,201 Selective Depository Libraries (26.3%)

Objectives “Improved management of the tangible collections [through] consensus on policies and best practices for disposition of federal documents that will simplify and streamline the process and address collection management throughout the Southeast Region, while remaining in compliance with 44 U.S.C. Chapter 19, the statute governing the FDLP.”

Centers of Excellence Primary methodology for managing print collections is through Centers of Excellence (CoE) Commit to permanent retention of documents from specific agencies or on specific topics Commit to active retrospective collecting, cataloging and service Digitization optional but encouraged List of CoE: http://tinyurl.com/bbwry9g Best Practices LibGuide: http://tinyurl.com/bkalte2

Essential Tools Once common disposition rules were accepted, UF offered to develop two tools to facilitate implementation The ASERL Documents Disposition Database The ASERL Center of Excellence (COE) Database [Gap Analysis Tool] Both are open source software, available for modification and use by others GPO is evaluating the Disposition Database for national use

Disposition Database Launched in December 2010 to support “Offers” (titles for discard): 253,735 offers with 16,581 currently active 8,695 individual documents and 915 documents from multi-item sets claimed 7,811 offers canceled (withdrawn) 220,651 offers expired (after 45 days) allowing discard

CoE Database Began with simple tool developed by ASERL under the IMLS grant UF tool launched in June 2012 to support comparison of print holdings and identify gaps Enhanced in January 2013 to support comparison of print holdings with available digital copies Detailed LibGuide available at: http://guides.uflib.ufl.edu/ASERL-COEDB

CoE Database, continued Initial Purpose to compare print holdings at two more libraries to help Centers of Excellence (CoE) identify items held (cataloged) by other libraries that are NOT included in their own cataloged holdings Generate lists of missing items for import into the Needs List in the ASERL Documents Disposition Database Facilitate inventory of local holdings and use of existing cataloging records (copy cataloging)

CoE Database, continued New Purpose: Use print holdings at multiple libraries to determine (to the extent possible) what constitutes a “comprehensive” collection of documents Compares cataloging records, so uncataloged documents will not be identified Then, compare print holdings with trusted digital public domain copies to identify documents that need to be digitized

CoE Database, continued Coming soon, if the test using records for State Department documents is successful, a modification to the ASERL Documents Disposition Database to match Offers (discards) after the 45 day review period with Needs for print copies to be digitized Discarded documents that have not yet been digitized can be collected and queued for digitization

CoE Database, continued Participation in the State Department project is not limited to libraries in the Southeast All interested libraries will be invited to submit cataloging data from their FDLP collections  ASERL and HathiTrust are drafting specifications for the data loading for release in February PAN members will be notified when the specifications are completed

Additional Information: Judy Russell, University of Florida jcrussell@ufl.edu; 352-273-2505 John Burger, ASERL Executive Director jburger@ASERL.org; (919) 681-2531 Website: http://aserl.org/