Maine Shared Collections Strategy Project Team Meeting
December 7, 2011
2-4:15, Fogler Library Conference Room

Attending: Sara Amato (via phone), Jason Clarke, Valerie Glenn, Clem Guthro, James Jackson Sanborn, Barbara McDade, Deb Rollins

1. Updates:
   1. Website

Jason Clarke of Rainstorm Consulting walked the group through the project’s website. Some feedback was given (what would a secondary page look like with a smaller header? will there be a private space for project participants to communicate, post project documents, etc.?)  The feedback window is now open – project team members have until close of business on Wednesday, December 14th to communicate any recommended changes. Valerie will gather comments and send to Jason – if any major changes are being recommended, those comments should be sent to Valerie by Friday. Jason will communicate with James about access to the Maine InfoNet servers. If all goes smoothly, the site should launch on Thursday, December 16th.

Other website notes:

• need to include info on other, related projects such as WEST, UKRR, etc.
• Valerie will share the project’s Google calendar with the project team
• need to better define the partner login area – where does it go, what types of content/access abilities, etc.
• need to make a decision about the use of categories (for news items)
• Valerie will send Jason info on the project’s Twitter account and Google Analytics account

2. Reclamation

Sara informed the group that all records have been sent to OCLC. (2.1 million URSUS records, around .5 million each for Colby, Bates and Bowdoin). OCLC has started processing Colby’s records; there is one person at OCLC who is assigned to our project. Bowdoin and Bates have begun updating the WorldCat Knowledge Base.

Note: we will be able to review the delete list prior to record deletion by OCLC.

3. Collection Analysis System

Valerie reported that we do have access to WCA; she will begin exploring the data tomorrow. She will also be sending letters with authorization codes and passwords to each partner representative.

4. Print-on-Demand

Valerie updated the group on several print-on-demand services/options that she’s been investigating. She mentioned four libraries involved in providing this service: University of California Libraries, Cornell, University of Michigan, and the Western Ontario Libraries. She has also looked at Baker and Taylor’s TextStream service, as well as BookSurge (an Amazon company). Costs appear to be similar to those quoted by the UMaine printing services unit.

Most of the institutions investigated rely on the library to send the files for printing prior to any sale. Western Ontario is the only library relying on files that they did not digitize, offering Internet Archive materials for POD. Clem asked if they had loaded all of the Internet Archive records into their catalog, or just those for which they had the print equivalent?

Clem suggested additional companies/libraries to investigate:

• Lightning Source (Ingram)
• Bridgeport Bindery
• Harvard Bookstore (they have an Espresso Book Machine)
• University of Utah Libraries
• University of Pittsburgh/Pittsburgh University Press

5. Retention – decisions that need to be made

Given that there is an emerging standard for documenting retention decisions in the MARC 583 field, we will now have to determine what we will need to include in those fields/subfields, and where we will add this information (ie, WorldCat, MaineCat, local systems).

One major question whose answer could determine where this information is kept is: can a local holdings record be attached to a non-serial record in III, and will it display?

Other questions that will need to be answered:

• What are the minimum required elements? ie, committed to retain statement; date commitment made; date commitment expires; archiving program (MSCS?); location
• What kind of housing agreements? Distributed archive? Centralized archive? Hybrid?  [For OCLC, new institution symbols will need to be created for print archive holdings]
• Will items in an archive location be allowed to circulate?
• How thorough a review for journals? (for completeness, condition); for monographs (condition)?

Clem suggested that he, Deb, and Valerie meet with Sharon Fitzgerald to discuss possible scenarios / potential problems for coding in the 583.

2. Presentation on national digital initiatives and impact on the MSCS project
   1. Audience? All staff from the partner libraries will be invited to attend. We will stream and/or record the session for folks unable to attend.  (A separate, similar presentation may be scheduled for decision-makers such as Boards of Trustees, the State Library Commission, etc.)
   2. Where?  Clem has offered to host it at the Colby Alumni Center.
   3. When?  sometime in February; exact date tbd
   4. Speakers? each of the project team members will research a project and present on it. Topics and project team members are:
      1. Digital Public Library of America – Barbara
      2. Europeana – Clem
      3. Google Books – Deb
      4. HathiTrust – Valerie
      5. Internet Archive – James

3. Upcoming events:
   1. January 3rd, 2-3:30: Project Team meeting, Fogler Conference Room
   2. January 10th, 10-12: Collection Management meeting, Colby’s Miller Library Conference Room; followed by CRL webinar at 2: “”Preservation and Access: Light vs Dark Archives, Optimal Copies, and Impact on Shared Print Decisions”
4. Miscellaneous items
   1. a possible use of some of the money allocated for a programmer would be a way to assist the public libraries and the state library with the implementation of Shibboleth (if we decide to become members of HathiTrust)
   2. Clem mentioned that one of the Scandinavian countries is involved in a shared collections project – possibly Norway or Finland. Valerie will investigate.
   3. Valerie will send Clem a draft abstract for an IFLA presentation by the 16th.
   4. Valerie will contact the Advisory Board about scheduling our next conference call in late February/early March. She’ll ask Susan to send their stipends in late March/early April, to offset the costs of their travel to Orono in May.