Maine Shared Collections Strategy Project Team Meeting
June 15, 2011, Fogler Library Conference Room
2 pm Eastern

Attending: Valerie Glenn, Clem Guthro, James Jackson-Sanborn, Barbara McDade, Deb Rollins

The primary topic of discussion was the Collection Analysis System

The meeting began with a discussion of what we’d need to do in order to build our own system – scope, etc.  At some point during the discussion we turned to the possibility of subscribing to OCLC’s WorldCat Collection Analysis. Below are Valerie’s notes from the overall discussion.

Assumption: we will be pulling data from individual catalogs; inputting whole record (bib); from item record we will need: everything.

Decision: we will pull everything from the system on the date we’re ready to load records, and get a snapshot. Will then determine how/what to exclude.

What would we run reports on? (How do we match records? OCLC #?)
How deep do we need to go re: locations? (ie, do we need to know which branch of a library, or just the overall library holdings?)

Deb will talk to Sharon F. about the existence of UMaine records that do not include OCLC numbers.

Do we need to begin an OCLC reclamation project before beginning analysis? Barbara recalled a project in the 1990’s – we will need to check with OCLC to see if one was done.

Valerie will ask Venice (InfoNet) about establishing parameters for each system administrator to run a list & see how many records in their systems do not have include OCLC numbers. This should include both serials and monographs.

James will look into clearing ytd check-ins every year. (Can it be done globally, or does this have to be done in an individual institution?)

Does everybody have a load table & the ability to export full item information?  Are load profiles different for different libraries?

Need to determine match heuristic. Can we match on OCLC# and 245 (w/in x characters?) and also 002 isbn?

The contract systems person should have access to each catalog (5 systems) in order to extract data.

Talk to Patrick at OCLC re: Collection Analysis – presentation for us? Also ask about reclamation. Possible visit on July 5th?  (He will be at ALA.)  (Clarify that we can add circulation data – and ask about granularity of item record data.)

First step: print. Duplication? how to determine?   2nd step: electronic availability.

Need data on the number of libraries that hold an item; Number of copies; circulation data for each item.

Valerie: Talk to Lizanne P. (CRL, grant Advisory Board) how others are interfacing with OCLC for print retention? Note: there will be a presentation on the OCLC pilot project to disclose print archives at the Shared Print discussion at ALA. (Kathryn Harnish will be presenting; she lives in Houlton, ME)

Other topics of discussion:

Advisory Board meeting:  Valerie: while at ALA, talk to Lizanne and Bob about a conference call in September and a visit in the spring, possibly coinciding with a state summit on collections.

Directors’ Council: need to set up first meeting for sometime in August. Send Doodle poll re: availability. Meeting can be held at Colby. Topics for discussion: overview of grant; update on national activities (possible report from ALA meeting); need to better determine the role of the Directors’ Council – and a timeline, which should give them a better idea of when they’ll need to be more/less involved.

Project listserves: should have a separate list for Directors, providing project/website updates but not as much of the ‘detail’ information.

Other communication tools: think about setting up a project Twitter account, once there is more to report (ie, publications, presentations, project updates, etc.)

Possible conferences for presentation proposals:

• Charleston Conference
• ACRL New England
• NERCOMP (North East Regional Computing Program)
• PLA conference (2012)
• ACRL conference (2013)
• Maine Library Association
• ALA

We will also want to give an update/overview for the Maine Library Commission, possibly at the September meeting.