Emerging Regional Efforts for Shared Print Management Lizanne Payne Print Archives Consultant

Driving the Shared Print Movement Shift in publication patterns from print to digital: low-use retrospective print collections are perceived to deliver less library value Changing cost/benefit for legacy print: Operating costs increase, libraries externalize print operations to shared repositories Competing demands for library space: teaching, learning, collaboration vs. “warehouse of books” Diversity of missions: Among academic libraries, a shrinking pool of institutions with mandate and capacity to support print preservation

A Multitude of Shared Print Programs in the U.S. Shared Storage Copy UC RLFsOhioLINKPASCALWRLCMinnesota MLAC Library- Nominated Titles TRLN ASERL Journal Retention By Publisher UC Libraries Orbis-Cascade Alliance PALCI Five Colleges (MA) CIC Shared Print Repository By Format CRL International Newspaper Directory (IMLS) CIC Gov Docs Other WEST risk- management categories CRL domain- based archives (IMLS) Maine Shared Collections Strategy (TBD) Hathi Trust print management (TBD) examples

WEST New England ASERL CIC Potential Mega-Regional Shared Print Initiatives Mid- Atlantic RECAP

Shared Print Archives: Getting to Scale Library Collections Print Archives Digital Collections “The shared infrastructure needed to support a broad-based externalization of legacy print management functions is unlikely to emerge without directed action and decision-making by leaders in the academic library community.” Constance Malpas.“Cloud-Sourcing Research Collections: Managing Print in the Mass-Digitized Library Environment”, p.11.

Information Infrastructure Community Forum Priorities Standards & Best Practices Resource- Sharing Archives Registry & Decision Support Planning for National Infrastructure

Center for Research Libraries Shared Print Community Forum Print Archives Network (PAN) listserv hosted by CRL CRL’s new Global Resources Forum A benefit of membership for current CRL libraries, non- CRL libraries may join GRF for nominal fees Participate in community discussions of print archiving standards, norms and best practices Access to online data, analysis, and assessments of print and digital archives

Information Infrastructure: Collection Analysis and Disclosure Print archiving institutions need:  Decision support to identify titles and volumes suitable for archiving  A mechanism to record and disclose archiving commitments at title and volume level Non-archiving institutions need:  Decision support to identify titles and volumes suitable for withdrawal and/or donation (to fill gaps in archive)

Library Catalogs Print Archives Preservation Registry (PAPR) WorldCat OCLC symbol, Local Holding Records (LHRs) OCLC Disclosure and Resource-Sharing CRL Collection Analysis and Decision Support Complementary Information Infrastructure Projects CRL OCLC Holdings for comparison

OCLC Disclosure and Resource-Sharing OCLC pilot project to define and implement metadata standards Pilot project to test the approach summer – fall 2011 Library Catalogs WorldCat OCLC symbol, Local Holding Records (LHRs) Resource- Sharing OCLC symbol, Lender string OCLC

CRL Print Archives Preservation Registry (PAPR) CRL is partnering with California Digital Library to design and develop PAPR. Ithaka S+R is advising CRL on the project. PAPR Phase 1 will include holdings of WEST, CRL, and others (available mid-2012) Digital Archives, Other Decision- Support Data Archiving Library OPACs Titles, holdings Library Holdings Overlap Data Archived titles, holdings Print Archives Preservation Registry CRL

Operating Plan (how it works) Administrative Plan (how it is managed) Planning Regional Shared Print Programs SelectionLocationValidationDisclosureAccess OwnershipRetentionBusiness ModelGovernance

Shared Print Programs: Operating Plan Retrospective vs prospective By publisher, format, other Selection Criteria Centralized, decentralized Storage facility Campus libraries Location Review for completeness and condition Volume, issue, page, none Validation Standards How & where are print archive holdings displayed Disclosure Who can borrow Delivery methods (digital, physical) Access/delivery services

Shared Print Programs: Administrative Plan Original library (most) or archiving group? Ownership Perpetual, 25 years, 10 years, unspecified? Retention What costs are covered Who pays How divided Business Model How are decisions made Who handles costs and fees Governance

WESTCIC-SPRASERL Archive facilitiesLibraries and storage facilities Indiana U. storage facility Libraries and storage facilities Members~ SelectionBy risk profileSTM from Elsevier, Springer, Wiley Library-nominated OwnershipArchive HolderOriginal Owner Retention25 years (to 2035)25 years25 years (to 2035) AccessDigital preferred; physical in-library only [TBD]At owning library’s discretion Business ModelShare upfront costs of archive creation (validation) Share upfront costs of archive creation AND ongoing retention No cost sharing, libraries absorb own costs Key Features of Major Shared Print Programs

Ownership and Retention In almost all programs, original owner (or archive holder) retains ownership, commits to long-term retention Effect on volume counts?  No longer part of public ARL member index, one factor in decision about new members  Starting in , ARL calculates Library Investment Index using library expenditures and staffing – emphasizes resources Length of retention period: tension between “long” for benefit of deselecting libraries and “short” to reduce constraints on archiving libraries

Access: Who has access and in what form? Dark or light archives?  Almost all current programs are “light”  PALCI and OhioLink plans include dark and light, Minnesota planning a dark archive Members have privileged access, or not? WEST: no special WEST borrowing privileges, low use not worth added complexity Decided not to worry about “free riders” Nonmembers have access, or not?  Almost all provide access outside the membership via ILL for nonreturnables … and often for returnables

Business Models: Who supports which costs? Overhead Fixed Costs Activity Costs (Providers) Activity Costs (Contributors, Borrowers) Project Mgt Administration Space Systems Accessions Validation Delivery Transport Deaccessioning Member fees? Transaction fees? Absorbed?

Approaches to Shared Print Business Models Potluck No money changes hands, Members cover own costs Members contribute to shared costs Co-op

Examples of Cost-Sharing Business Models Five Colleges Library Depository, WRLC, ReCAP, PASCAL Members share operating costs of a shared facility according to a formula WEST Members share aggregate costs of accessions, validation, collection analysis, project management Indirect support for Archive Holders’ space via fee discount Advantage: front-loaded, minimizes long-term costs, facilitates financial sustainability CIC Shared Print Repository Members provide financial support to Indiana U for accessions (up front) and space (ongoing) Advantage: Encourages participation by archivers

“Disappearance of print will be like falling off a cliff, not gradual” Tim O’Reilly National Digital Stewardship Alliance Partners Meeting July 19, 2011

Let us create the safety net. WEST New England ASERL CICMid- Atlantic RECAP

Thank you.