1. ALA Annual Conference Chicago, IL 2017
WEST Members Meeting
ALA Annual Conference
Chicago, IL
2017

2. Topics Introductions and Welcome, Alison Wohlers! WEST Program Update
New Service Explorations Update
Special Celebration – Brian Schottlaender farewell

3. WEST Program Update Archiving Progress and Collections Analysis Update
AGUA Systems Development Update
Membership Update
Future plans

4. Archive Cycles 6 and 7 Progress
Two cycles worth of archiving was identified during the 2015 collections analysis
Now: Wrapping up the end of disclosures for Cycle 6
31 disclosure files received; 5 more disclosure files expected
Archiving Progress
Journal Backfiles
Volumes (estimated)
Cycle 1
7,082
157,188
Cycle 2
2,962
114,064
Cycle 3
2,615
87,267
Cycle 4
2,068
86,212
Cycle 5
1,607
70,473
Cycle 6/7*
3,354
136,117
Total
19,688
651,321
Table Source: WEST Mellon Phase 2 Farther WEST grant final report v3.
Cycle 6/7 Statistics come from our BronzeSilverGold_tracking_2016 file. Tracking Commitments.
Total Journal Backfiles: 1,265 (Bronze) + 2,089 (Silver&Gold) = 3,354 (half: 1,672)
Total Estimated Volumes: 41,311 (Bronze) + 94,806 (Silver&Gold) = 136,117 (68,058)
NOTE: Cycle 1 figures and Cycle 5 estimated volumes figures are based on member exhibits.
Notes:
#1: Journal backfiles refer to journal families.
#2: Totals for Cycle 6/7 represent material committed to for both cycles. The totals actually retained for Cycle 6 will be available after we have completed the disclosure process and gather final statistics.
NEXT UP: Archive holders and builders will continue to work through Cycle 7 to complete their retention commitments and disclose their final commitments next June.
*Commitment figures for Cycles 6 and 7.

5. Collections Analysis for Cycles 8 and 9
Collections Analysis for Cycles 8 and 9 will begin in the Fall, 2017
WEST Members will be asked in October to provide fresh holdings files for unarchived journals
General Timeline:
October, 2017
Ingest of Unarchived Holdings
February, 2018
Group Analysis
April, 2018
Proposed Commitments Posted
May, 2018
Libraries Declare Commitments

6. AGUA Systems Enhancements and Release Update
Enhancement Description
Purpose
Development Complete
On Demand Collection Comparison Report
Support Serial Review and Overlap Analysis
Re-propose to Other Institutions
Strategically Propose Journals to Maximize Commitments
Download/Display Summary by Institution and Summary by Category Reports
Allow Non-Administrator WEST Member Users to Download Reports
ISSN Retrieval
Reveal Additional Holdings for Group Analysis
Additional Bibliographic Fields for Group Analysis
Additional Data to Determine Priority of Selections
All & Others Report for Collections Analysis
Analysis for Distribution of Member Holdings, Space Availability, and Last Copies
WEST Member Collection Management
AGUA is the information center for WEST retention decisions. It provides:
1. Group and local collections analysis
2. Support for Archive Holder retention decisions
3. Gap filling, archive creation and collection comparison reports for serials projects
The top three, blue bracketed entries are enhancements really focused toward the WEST members as users. Whereas, the lower three, orange-bracketed, entries are targeted towards “back-end” activities, thought their effects reach the members in significant ways.
COMPLETE! On Demand Collection Comparison Report: Will return to this momentarily in more details.
In Testing Phase! Re-Propose to Other Institutions: For archive holders and builders, now when you go into AGUA to commit to journal families for the WEST archive you will now be able to nuance your choices not to commit to material. You will have the choice to have that material re-proposed to you, or you can specify that the tool should re-propose a journal family to you in the future. We are excited that this enhancement will add another lay of intelligence to how proposals and re-proposals are made, but, of course (!), our hope is that archive holders and builders will commit to everything that is proposed!
COMPLETE! Download/Display Summary by Institution and Summary by Category Reports. This was previously only accessible to administrators on the analysis side of WEST. Now, these reports are available to all members – to track the scope of WEST unarchived material.
COMPLETE! ISSN Retrieval: An exciting addition to our group analysis capabilities, which I will go into in the next few slides.
In Testing Phase! For Additional Bibliographic Information Enhancement (EXAMPLE, refer to Functional Requirements for full details):
Data to incorporate into UC 13 pt. 2 reports, the All & Others report, and the GCA12 Lock and Exclude functionality:
Primary Language of Publication (Ulrich’s)
Country of Publication (Ulrich’s)
Status, i.e. publication status (Ulrich’s)
Frequency (Ulrich’s)
Local location
This is the ability to prefer (i.e. lock/protect) titles that have holdings in either a storage location or campus location.
This may be a lock scenario only, and not part of exclude criteria.
This data may be collected on a location code basis using the storage and exclusion mapping spreadsheet.
6. COMPLETE! All & Others Report for Collections/Space Analysis: This is a comprehensive report across the region that will allow WEST to do larger-scale analysis.
WEST
Back-End Collection Analysis

7. Highlights: On Demand Collection Comparison Report
Available to both full and supporting WEST members
The new On Demand Collection Comparison Report is built directly into AGUA and allows any user to upload a locally prepared list of journals to be compared against the WEST archives in the registry.
With deselection and digitization projects picking up, this tool will facilitate serial comparison and review anytime – for multiple projects.
This enhancement will be available to all WEST members (both full and supporting). This will be particularly significant for the inclusion of supporting members who are not part of the WEST collections analysis. Reports are generated on the fly (immediately following upload of the local list), and can be run as often as needed anytime throughout the year.
Reports generated on the fly inputting a locally-prepared file of title records.
Requires OCLC number or ISSN to match local lists to WEST’s registry of archived titles. Libraries can choose to include four additional columns of information from their holdings to be included in the resulting report.
The locally-prepared file of title records can contain all local journal holdings or a subset; the comparison only requires 1-2 identifiers (OCLC number or ISSN) to match your local list to WEST’s registry of archived titles.
The on demand report will help member libraries produce a comparison report whenever they need it and with the most recent archived holdings data available. The on demand report will also include contact information for the institution responsible for each archived backfile, allowing members to more easily offer volumes to fill gaps.
For the contact information: we are hoping to connect staff across the region to work together to gap-fill the archives and facilitate deselection projects.
Like the annual Collection Comparison Report, the On Demand report may produce multiple rows for a single journal. This is because some archives are held across multiple locations and holdings records. An example of this can be found on page six in the screenshot for Test File #4’s On Demand Collection Comparison Report.
CDL is planning to host a webinar as an orientation for anyone interested in using the tool. Stay tuned!
Webinar may be as early as July.
Resulting report includes contact information for the institution(s) responsible for each archived backfile allowing members to easily offer volumes for gap-filling

8. Highlights: ISSN Retrieval and Improved Matching
Detects ISSNs in record fields beyond 022
Uses OCLC numbers, if they are available, to retrieve and/or correct ISSNs in submitted records
Based on testing…
55,248 Added Holdings with Journal Family ID Matches
7,110 Unique Titles within the Added Holdings
1,956 Unique Journal Family IDs Assigned
When we identify journals for archiving in WEST we depend on ISSNs to match titles to an Ulrich’s Journal Family ID. Previously, the AGUA tool looked for an ISSN in only the 022 field, which excluded some WEST library records because they lack an ISSN in that field.
Fields searched for the ISSN include: 022$a$l, 780$x, 785$x.
A match on OCLC number using the OCLC WorldCat API will populate the ISSN fields where data is available.
Testing: We returned complex data, but… Re-running 2015 ingested records with the new tool; comparing against 2015 results.
Calculations for the table:
Journal Family IDs Assigned (non-unique): 1,003, ,492 = 55,248 added holdings (the number of additional records assigned a JID) IMPACT
Unique Titles Assigned a Journal Family ID: 146, ,215 = 7,110 unique titles within the added holdings QUALITY OF ARCHIVE
Unique Journal Family IDs Assigned: 83, ,436 = 1,956 unique journal family IDs assigned within the added holdings QUALITY OF ARCHIVE
55,248 Added Holdings: 55,248 records that had previously not been able to match to a JID and therefore were not included in the analysis, were matched with the tool. This means added impact throughout the WEST program – more overlap identified that can fuel deselection processes.
7,110 Unique Titles: Of those 55,248 records, 7,110 of them represented unique titles (as determined by OCLC number de-duplication).
1,956 Unique JIDs: Within those 55,248 added records, there were 1,956 unique JIDs. Now, these JIDs are likely composed of a combination completely new ones for the archive and probably more that exist within the archive, but now have added holdings connected to them through the ISSN retrieval process.
We think we've been able to match up another 55k holdings records for analysis...within those...that west archive stands to gain 7K unique titles and 2K JIDs.
Biggest impact: understanding of overlap...but it will also contribute to collection growth in archive.
Additionally, what else did we learn?...our metadata analyst has begged us to send a message that the more we can update OCLC...the more we can connect...we don't need you to do large-scale record remediation (in terms of ISSNs), we can work with records now using OCLC.

9. Sustainability this year!
WEST Membership Update
Members and Services
Budget and Fees
Sustainability this year!

10. WEST Members • Direct Member • Consortium Member
69 institutions west of the Mississippi
Membership changes (July 2016-June 2017)
New members
California State University, East Bay
California State University, Dominguez Hills
Terminating members
University of Hawaii
U New Mexico
Loma Linda U (SCELC)
• Direct Member
• Consortium Member

11. Shared Responsibility WEST Archiver Holders
< 100 volumes
101-1,000 volumes
1,001 – 3,000 volumes
3,000 – 10,000 volumes
10,001 + volumes
Green = Archive Builders (storage) Orange = Archive Holders (open stacks)

12. Budget and Fees Budget Services supported
2017 will be the last year of fee increases to replace grant funding (planned 28%)
Base program budget approx. $770,000
3% fee increases thereafter
Services supported
Decision-support service: AGUA and JRNL systems, Archive Holder and Collections Officer engagement
Active Archive Creation Silver/Gold titles, 6 storage facilities
Program and membership administration

13. Member Types and Services
Benefits
Access to archived titles
AGUA On-Demand collection comparison reports
Can nominate titles
Full Members
Use AGUA and JRNL to expose and fill gaps
Collections Analysis eligible
Archive Holder eligible
Archive Builders receive subsidies

14. What’s next? Past, Present, Future
Implementation
3 archive cycles
Establish program
Mellon/Member supported
Sustainability
2 archive cycles
System enhancements
Program assessment P1&P2
Strategic Planning for sustainability
Future
Biennial collections analyses
Program adjustments
New service explorations
Fully member supported

15. Cumulative Archive Growth 2011-2016
Print Titles with E-Availability
Print Only Titles (with Limited/No Full Text)
Although we have 6 title categories, they can broadly be divided into two groups: print titles with electronic availability, and print only titles with limited/no full text. Here we see the growth of the WEST archives over the past 5 years, from cycle 1 through to cycle 5. Interestingly, after an initial burst of activity – archive growth for print titles with electronic availability has steadily declined (and this is due to our progress on Portico, CLOCKSS and JSTOR titles, completion of which is a goal for WEST.
Growth for our print only archives has increased since cycle 1 – in cycles 3-5, we archived $300,000 worth. And starting in cycle 6, we’ll be archiving $250,000 worth of print only titles each cycle.

16. Total WEST Archives by LC Class
WEST does not take a subject-specific approach in selecting print backlines to archive. Since the onset, journal publications on water resources and latin american studies has been preferred – as general collection strengths of the region – but besides this, archive selection has been subject neutral.
We haven’t really taken a look at the breakdown of our disclosed archives by LC class before – for archives completed in cycle 1 through to our most recent disclosures for cycle 5, the top 8 LC classifications are…
Top 8 Classifications
Q – Science
H – Social Science
R – Medicine
T - Technology
P – Language & Literature
B – Philosophy, Psychology, Religion
D – World History
L – Education
If WEST were to begin selecting by subject – knowing this might inform how and where we start.

17. What’s Next? 18,000 unarchived backfiles (580,000 vols.)
70% are print only
Upcoming policy decisions in our region
Distribution of print only proposals
Adjustments to collections model (# copies or amount of active archive creation)
Last or scarce copy policy to ensure preservation; relationships with storage facilities
Blindspots in our analyses
Serials without ISSNS
Scope of print only titles not held by 6 Builders

18. Q&A

19. New Service Explorations Update+

20. +
86% of WEST members want to continue to explore digitization of Gold (print only) backfiles
WEST adds about 700 Gold titles annually to its collections, some may be candidates for digitization
Goals:
Improve access to print only titles
Explore models for shared print program collaboration with a trusted digitization service
Explore models for ascertaining rights status and engaging rights holders
Observe increase in use as digital version becomes available
Explore
Royalty free standard license, types of publishers likely to agree to a standard
Rubric for ascertaining rights status
Observe increase in usage as digital version becomes available

21. WEST and JSTOR exploring interest with the Arcadia Foundation (UK)+
WEST and JSTOR exploring interest with the Arcadia Foundation (UK)
Initial demonstration project
Mid-sized, society, academic, trade publishers or titles with no known rights holder
Ceased publications
Open access availability and digital preservation
Explore
Royalty free standard license, types of publishers likely to agree to a standard
Rubric for ascertaining rights status
Observe increase in usage as digital version becomes available

22. Collaboration with other programs An alliance of shared print journal programs
FLorida Academic REpository

23. Common vision
To ensure the preservation and availability of print journal literature.
To collaboratively develop, manage and coordinate the identification, retention, registration, discovery of and access to a shared, distributed collection of print journals in the United States.

24. Strategic Directions and RoadMap
Collection Growth
Shared Policies/Guidelines
Engagement with other programs and service providers
RoadMap for implementation

25. Strategic Direction: Collection Growth
Collection Growth (5 years)
3 copies of print journals
100,000 new print journals
Last Copy Initiative

26. Share information, expertise with other programs
Develop a participation model
Eventually engage other groups
Support Sustainable Collection Services as they explore and develop decision-support services and tools for journals
AGUA and JRNL transfer of expertise
Metadata and holdings sharing
Business modeling
Strategic Direction: Engagement with other programs and service providers

27. Current activities Branding, website, email lists
Establish governance (endorsed yesterday)
Executive Committee and Operations Committee
Representatives from participating programs
Responsible for guiding collective efforts among regions, consortia and member libraries and with other organizations
Next Steps
Define basis for measuring progress: new titles vs added copies
Develop access guidelines
Last copy initiative
Explore decision-support services with SCS
Next Steps
Create a presence and communications infrastructure
Develop a RoadMAP
Establish program governance

28. Explore Analytics and Decision-Support for Journals
Knowledge exchange
and relationships
Spring 2017
CDL – AGUA -WEST
JRNL (delayed)
CRL ETL service provider?
OCLC KB provider
Service and Business Model Definition
Summer/Fall 2017
Define scope of service
Develop Business Model options
Rosemont Shared Print Alliance helps to refine scope
Engagement with WEST OCC? Members? Webinars?
OCLC EMT approval
RoadMap for phased development
OCLC Budget request (December-February 2018)

29. Service Elements Under Consideration
ETL
Depth Estimation
Risk Ranking
Retention Proposals
Registration
Deselection
Needs & Offers
CRL
GreenGlass-like tool for journals
OCLC WorldCat
GreenGlass-like tool
CRL PAPR
Rules defined by shared print program

30. Q&A

31. Thank you! http://www.cdlib.org/west Emily Stambaugh
WEST Program Manager
Alison Wohlers
WEST Operations and Collections Analyst

32. Congratulations, Brian Schottlaender!