1. Maine Shared Collections Strategy: Print Archive Network Update
Dr. Clem Guthro,
Director of the Colby College Libraries
MSCS Project Co-PI

2. The Library Context in Maine
Academic Libraries
University of Maine, University of Southern Maine, and 5 small campuses
Colby, Bates and Bowdoin
University of New England
7 Community Colleges
Small private colleges (Unity, Thomas, St. Josephs, College of the Atlantic, Maine Maritime Academy, Maine College of Art, Husson, Beal, Kaplan)
Two large publics
Five medium
150 less thatn 20K

3. The Library Context in Maine
Public Libraries
265 public libraries
2 flagship publics –Bangor and Portland
150 with collections smaller than 20,000 vols
Maine State Library
Maine Law and Legislative Reference Library
Special Libraries
23 hospital libraries
2 Independent Labs (Jackson and Bigelow)
Maine ranks 39th in terms of size, 41st in terms of population

4. The Library Context in Maine
Maine InfoNet
MaineCat – Statewide catalog
Marvel – Statewide databases
Larger Libraries
9 largest libraries in Maine
Directors meet twice a year
Annual staff development day
CBB (Colby, Bates, Bowdoin)
Cooperative collection development
Common loan periods & 6 day a week delivery
State-wide delivery million items/year
Maine InfoNet is a collaborative of academic, public, school, and special libraries that provides leadership in resource sharing, promotes cost effective solutions for quality library information services, and supports the cultural, educational, and economic development of Maine.
MaineCat Statewide Catalog combines and links more than 100 library collections contained in 10 large online library systems.  A single search scans more than 3,400,000 unique titles and nearly 7.6 million items

5. IMLS Grant background Larger Libraries Group- 9 largest collections
Long tradition of collaboration and trust (100 years)
Most libraries were running out of space and unlikely to get additional space
The collections of the Larger Libraries Group represent ¾ of the print collections in Maine
Wanted a shared approach to managing legacy print collections for the long term
Looking to be leaders in the print collection space

6. IMLS Grant & Project Partners
2 public universities, 3 private colleges, state library, 2 public libraries, 1 state-wide library consortium

7. IMLS Grant – The original
$821,000 three year grant to create a shared print collections strategy
Create a collection analysis system to analyze the collections and assist in decision making
Examine the presence of large scale digital collections (Hathi Trust and Internet Archive) as a determiner of what to keep in print
Integrate Print on Demand for large scale digital collections where local print copies are unavailable
Integrate Electronic on Demand for large scale digital collections

8. Grant focus
Focus is monographs and journals (Government document are excluded)
The goal is to determine which volumes should be retained long term and by whom
Develop a method to make retention decisions at scale
Libraries may discard materials or not once retention decisions are made (downsizing is not the predominant focus)
Provide a framework for other libraries to participate once the initial grant period is complete
Expose our retention decisions to the world
Be part of the emerging national conversation

9. Political Goals Build on the collaboration that is a norm in Maine
Help faculty and the public to think of our libraries as collaborative partners in building and preserving collections
We wanted the emphasis to be on print retention and not on weeding. Our message to our community is that we are preserving the print heritage in Maine.
We wanted to capitalize on the robust physical delivery system and tradition of sharing to help us

10. Governance and Business
Wanted a sustainable business model
Wanted a formal Memorandum of Understanding to guide the ongoing work.
Wanted a governance and operational structure that was “light weight” but workable
1.5 Collection Holders: Collection Holders are those members who agree to retain materials as part of
the MSCC.
1.6 Collection Builders: Collection Builders are those Collection Holders who agree to ingest and
validate retained materials.
1.7 Supporting Members: Supporting members will pay membership fees in exchange for ensured
access to retained materials.

11. Project Management Project Team Contracted Systems Librarian
Director’s Council
Collections Committee
Technical Services and Systems Committee
National Advisory Board
The reason for the grant was for the people

12. Data Wrangling OCLC reclamation OCLC WorldCat Collection Analysis
Sustainable Collections Services
2.9 Million records

14. Scenario 1- Commit to Retain
Held by 1 or 2 libraries (1,076,188 titles/1,258,195 items)
Retain copies if any circulation or reserve activity
Retain “protected” category copies even if no circulation (Maine and/or institution specific items)
Retain Special Collections/Archives copies even if no circulation
Retain unique in OCLC (only 0‐9 copies in OCLC) even if no circulation
Compare remaining 0 circulation copies with both HathiTrust and Internet Archive – “Needs further examination”

15. Scenario 1- Further refinements
Scenario 1 titles split into two groups
Titles with a single item record per bib record approximately 900,000 items (about 91% of the titles and 78% of the items) (Commit to retain)
Titles with multiple item records per bib record approximately 100,000 items (about 9% of the titles and 22% of the items) – “Needs further examination”
Divide these further into multi‐volume sets and multiple copies and add to “Needs further examination”

16. Next Steps Get MOU’s signed
Add 583 Commitments in our local catalogs and create LHRs to load these holdings to OCLC – about 900,000 titles ready to go.
Integrate retention commitments into MaineCat

18. Next Steps… Examine the “Needs further examination group”
Develop criteria for the remaining part of the collection that has 3+ holdings.
Join the Hathi Trust
Integrate Print on Demand and E on Demand Work on journals
See how our project plays with the newly evolving North East Regional Print Library Management Project