1. Empire Shared collection program update
IDS Project Conference
July 26, 2018
Nicole Colello-Klubek & Christopher Keough

2. Empire Shared Collection Program
Brief Overview:
A cost effective method to manage and preserve legacy print serials while assuring the ready and perpetual access of these items for scholars and researchers
Allow for space gains for all participating libraries
Expand institutional collections with shared ownership
Provide efficient document delivery service to your users
Automate (utilizing IDS Logic tools) labor-intensive ILL Borrowing activities
The initiative for this program was to create a sustainable and collaborative print retention program.
A working group of representatives from UB, Buffalo State, Brockport, BECPL, and WNLYRC was formed to create a strategy for the program
In we began testing the strategy; focused on sharing serial runs that are currently housed in the UB libraries high-density storage Annex.

3. Empire Shared Collection Program
The Empire Shared Collection is comprised of:
32,288 titles
676,662 items
This was largely achieved by sharing most of the existing print serials housed at the University at Buffalo’s Libraries Annex
Member institutions have filled gaps in the print serials runs of the collection
Members can de-duplicate their holdings, if they so choose, based on shared ownership
Annex is at capacity so we are currently unable to accept gap fills

4. Empire Shared Collection Program Update
There are benefits to being both an ESCP Member and an IDS Project Member
-Utilizing IDS Logic Tools already established, members can:
-have their ISSN’s and years for all incoming borrowing requests normalized
-have all of their incoming borrowing requests that are held in the Empire Shared Collection automatically sent to OCLC:BUFSP without staff mediation
Benefits of normalizing the data….
Allows for easier data analysis
Reduces human errors
How does the automated vetting work…
AS a member of the program, all requests for materials held in the collection are automatically vetted to the BUFSP ILLiad client for fulfillment.
Think of the Empire Shared Collection as a ‘branch’ library – seamless to your users

7. Why Have the ESCP in High Density Storage?
The Cost of Keeping a Book:
High density storage is significantly cheaper and provides more efficient use of space.
In a study conducted by Courant and Nielsen in 2010, they suggest that a book can be stored in an off-site, high-density facility at a fifth of the cost and 15 times the density of onsite, open shelving.
By sharing the collection, each member not only lowers their cost of storage, they also gain space while still maintaining access and ownership for their users.
About the UB Annex:
It has been in operation since July of 2006
There is currently more than 30 linear miles of shelving in the Annex!
Source: Courant, Paul and Neilsen, Matthew, “On the Cost of Keeping a Book”, The Idea of Order: Transforming Research Collections for 21st Century Scholarship. pp.91. CLIR Pub#147. June 2010: Education Advisory Board interviews and Analysis

8. Excludes requests by UB patrons
As more members join, requests/fills will increase
In order to ensure turn-around times we have purchased additional scanners and added additional student workers – these costs are added to the operating costs shared by the member institutions

9. We monitor turn around times to ensure they meet standards of processing requests within 1 business day. As you see, we exceed this by actually delivering materials within a few hours of receiving the request.
We’ve also added Sunday operational-only hours

10. Empire Shared Collection Program Update
Excludes UB requests as they do not filter through IDS logic
The data represents shared title level (not volume/item)
Requests from ESCP members that were automatically vetted to BUFSP – could have potentially been filled as a lending request from the listed institutions
-Reduces labor costs of processing/filling lending requests

11. Empire Shared Collection Program Update
Governance:
The Steering Committee consists of one representative from each member library
The charge of this committee is to maintain the policies, agreement, and procedures for the establishment and maintenance of the collection
A Memorandum of Understanding (MOU) is signed by all the members and will be reviewed periodically by the Steering Committee

12. Empire Shared Collection Program Update
COST OF MEMBERSHIP
The cost of membership is determined by using the total materials expenditures of all of members libraries.
All expenditures are added together to form an aggregate number
Each libraries' percentage of the aggregate expenditures is the percentage each will pay towards the operating costs of the program.
Operating costs include a percentage of personnel costs, hardware, software, and supplies which are used to maintain the collection as well as deliver requested materials.
The operating costs for last year were roughly $65,000.
Example:
Total materials expenditures includes all materials regardless of format (includes electronic databases, etc…)
Of course, as additional members join, the cost to maintain and delver the collection may also rise – these costs will be added to the operational costs and shared by the membership at large.

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17. Empire Shared Collection Program Update
Membership
With the approval of the current members of the ESCP, other institutions may join if they agree to the terms of the MOU and the policies for the operation of the collection
New members may join on January 1st of each year
For more information or to join the program please contact CJ Keough at or