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

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 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.”

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)

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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 archives Most 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 Physics Lehigh – 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

2 nd Light Archives Bucknell Carnegie Mellon Dickinson Duquesne Haverford Lafayette Lehigh University of Pennsylvania St. Joseph’s Swarthmore Temple Villanova West Virginia University Titles distributed among the following institutions :

Who has what? Compare holdings – Institutions report holdings

xISSN History Visualization Tool (Web service)

Titles and Holdings Once spreadsheet was collected then titles change and difference in holdings reported were rectified Other institutions expressed interest in project- potential for another dark archive Collections development committee started to identify titles for each institution Goal to have each library interested hold several titles other than the dark archive which held all titles.

As Time Passes by AIP changes digital archive subscription package ACS package changes Slow decision process about participation 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 Compare holdings and inventories- report gaps in holdings 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

PALCI contract, all volumes kept permanently

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/AIPInstitution Contact Informatio nTitle Holdings HistoryDesired HoldingsReported Holdings Applied Physics Letters Bucknell v.1,1962-v v.1-92 ( ) Applied Physics Letters Duquesne v.1-78:5, Stacks Journal of Applied Physics Lafayette v.8,1937-v v.8-65, * Journal of Applied Physics University of Pennsylvania v.8 (1937)-v.94 (2003) Journal of applied physics:(Prev.Title) - PhysicsLafayette v.1-7, 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 v.1-125, Journal of Chemical Physics Duquesne v.1-(109)-(112)-114:2, Stacks Journal of Mathematical Physics Lafayette v.1,1960-v v.1-34, * Journal of Mathematical Physics University of Pennsylvania v.1 (1960)-44(2003) Physics of Fluids CMU v.6,1994-v v.6-20 ( ) Physics of Fluids Swarthmore v.6-15 ( ) Physics of Fluids A (previous title of Physics of Fluids) CMU v.1-5, v v.1-5 ( ) Physics of Fluids A (previous title of Physics of Fluids) Swarthmore v.1-5 ( ) Physics of Fluids B (previous title of Physics of Fluids) CMU v.1-5, v v.1-5 ( ) Physics of Fluids B (previous title of Physics of Fluids) Swarthmore v.1-5 ( ) Physics of Fluids (1958) (previous title of Physics of Fluids A&B) CMU v.1-31 ( )v v ( ) Physics of Fluids (1958) (previous title of Physics of Fluids A&B) Swarthmore v.1-31 ( ) Physics of Plasmas Lehigh v.1,1994-v.1-7, v.1-15 ( ) Physics of Plasmas Swarthmore v.1-10 ( ) Physics Today Dickinson v.1,1948-v v. 1-4, 12-Present, Physics Today Duquesne v.1-59, Stacks Review of Scientific Instruments Duquesne v.1,1930-v v.1-54, Stacks* Review of Scientific Instruments Swarthmore v ( ) Review of Scientific Instruments University of Pennsylvania v.1 (1930)-v.74 (2003)

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 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: – Overlay content with GIS applications Other innovations uses of print to digital content —Push Pop Press: