Maine Shared Collections Strategy Project Team Meeting
August 9, 2011
2 pm Eastern

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

1. WorldCat Collection Analysis (WCA) Demo

Meghan Hopkins from OCLC walked us through a live demo of WCA; Sara Amato joined in from Oregon.

Demo site, including passwords: http://www.oclc.org/collectionanalysis/onlinedemo.htm

More info, including documentation: http://www.oclc.org/collectionanalysis/

Notes:

Different types of subscriptions:

Individual subscribers:

• My library Comparisons: allows you to see your collections
• WorldCat Comparisons: allows you to see your collections against all of WorldCat
• One to One Comparisons: your library plus another library’s holdings allows you to compare to another library’s holdings in WorldCat
• Peer Groups: compare your holdings to as many as ten other libraries.
• Authoritative Lists: http://www.oclc.org/us/en/support/documentation/collectionanalysis/authlists.html
• Predefined Groups: http://www.oclc.org/us/en/support/documentation/collectionanalysis/predefinedgroups.html
• Circulation Analysis: allows you to analyze your circulation statistics (up to 5 years worth of data. Future version of WCA will not have a limit.)
• ILL Analysis: allows you to analyze your WorldCat Resource Sharing statistics

Group Subscribers:

• Group library Comparison: allows you to see your group’s collection
• Peer Comparisons within the group: compare individual collections to other members of the group
• Sub-group Comparisons: create comparison subgroups of group members
• Aggregate Group Comparisons: create comparisons of the group’s aggregate collection to all predefined groups, authoritative lists, and WorldCat
• Does not include circulation analysis.

Q’s:

• What fields are the dates (for limits) being pulled from?  Formats?  (Meghan will investigate and send this info to Valerie.)
• Is there a way to separate serials from monographs in results lists before exporting? (Yes; select “Change Analysis” and limit by format)
• Is there a way to retrieve titles of items by circulation data?  (Yes – under the Circ. Ratio tab.)
• Can we move directly from overlap/uniqueness information to circulation data?  (No. This will be a feature in the future version of WCA.)

2. Print Archiving Pilot – questions for Kathryn/OCLC?
3. MSCS Website Update – Valerie

The sole source justification for website design was denied; currently waiting on quotes from two other web development providers before we can move forward with the process.

4. Upcoming Meetings:

1. August 24th, 10 am: Directors’ Council (Colby)
2. September 8th, 1 pm: Advisory Board Conference call (Orono)
3. September 12th, 10 am: Technical Services/Systems Representatives (Colby)
4. September 13th, 2 pm: Project Team (Orono)

5. Other:
   Clem introduced the possibility of using the 561 field to document retention agreements, rather than the 583.
   1. 561 – OWNERSHIP AND CUSTODIAL HISTORY (R)
      Indicators
      First – Privacy
      # – No information provided
      0 – Private
      1 – Not private
      Second – Undefined
      # – Undefined
      Subfield Codes
      $a – History (NR)
      $b – Time of collation (NR) [OBSOLETE]
      $0 – Uniform Resource Identifier (R)
      $3 – Materials specified (NR)
      $5 – Institution to which field applies (NR)
      $6 – Linkage (NR)
      $8 – Field link and sequence number (R)
   2. 583 – ACTION NOTE (R)
      Indicators
      First – Privacy
      # – No information provided
      0 – Private
      1 – Not private
      Second – Undefined
      # – Undefined
      Subfield Codes
      $a – Action (NR)
      $b – Action identification (R)
      $c – Time/date of action (R)
      $d – Action interval (R)
      $e – Contingency for action (R)
      $f – Authorization (R)
      $h – Jurisdiction (R)
      $i – Method of action (R)
      $j – Site of action (R)
      $k – Action agent (R)
      $l – Status (R)
      $n – Extent (R)
      $o – Type of unit (R)
      $u – Uniform Resource Identifier (R)
      $x – Nonpublic note (R)
      $z – Public note (R)
      $2 – Source of term (NR)
      $3 – Materials specified (NR)
      $5 – Institution to which field applies (NR)
      $6 – Linkage (NR)
      $8 – Field link and sequence number (R)
   3. Both of the above copied from http://www.loc.gov/marc/bibliographic/ecbdlist.html

Discussion turned to intent of the grant; develop our own system vs. co-opt part/all of WCA; do we need to maintain an ongoing collection analysis system?  Decided that we need to determine what reports we will want to run in any collection analysis system; what answers we are looking for.  Decisions could have implications for the grant budget.

Action Item: Project Team members will review the grant narrative and send their questions to Valerie by the close of business on Friday, August 19th.  She will compile them and have a document in place for the meeting of the Directors’ Council on 8/24.