ARLIS 2010 RLG Partnership Round Table

RLG Partnership

ARLIS Roundtableedition 2010

Günter WaibelDennis Massie

Program Officers, OCLC Research

Programs & Research RLG Roundtable April 24th 2010Waibel & Massie ARLIS

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Welcome!

Agenda1. Not Enough O’s in Smooth Streamlining the Sharing of Special Collections (Dennis)2. An attitude make-over for your emotional entanglement

Undue Diligence (Günter, Dennis & Kathleen Salomon, GRI)3 “Sky’s the Limit” or “Sky is Falling”

Will the Real “Cloud Library” Please Stand Up? (Dennis)

4. Still Learning how to ShareMuseum Data Exchange (Günter)

Special Guest: Jason Lee (Metadata Coordinator, WorldCat Digital Content, OCLC) on the Digital Collection Gateway

Round Robin Round Up (Amy Lucker, better known as our President)

eating

talking

marveling

You


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A Word from our Sponsor…

2010 Annual RLG Partnership Meeting ChicagoWednesday and Thursday, 9-10 June 2010

“When the Books Leave the Building: The Future of Research Libraries, Collections and Services”Symposium at the Newberry Library, Friday, 11 June 2010http://www.oclc.org/research/events/2010-06-09.htm

Collaboration ForumCreated by the RLG Partnership, hosted by the SmithsonianMonday and Tuesday, 20-21 Septemberhttp://www.oclc.org/research/events/2010-09-20.htm

http://www.oclc.org/research/events/2010-06-09.htm

http://www.oclc.org/research/events/2010-09-20.htm

Not Enough O’s in Smooth: Streamlining the Sharing of Special Collections

Dennis MassieOCLC ResearchARLIS Boston 2010


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Archives and Special collections work from 10,000 feet

• Survey on Special Collections and Archives

• Streamlining Photography and Scanning

• Sharing Special Collections


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Special collections survey

275 institutions (some in multiple consortia)

• ARL (124 U.S. and Canadian research libraries)• CARL (30 Canadian academic/research libraries)• IRLA (20 independent research libraries)• Oberlin (80 liberal arts colleges)• RLG Partnership (85 university libraries, independent

research libraries, museums, historical societies, et al. in U.S. and Canada)

180 responses (67%) … and counting.


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Are special collections accessible?Backlogs

• 60% have decreased for printed volumes• 44% have decreased for other formats

Online catalog records• 84% of printed volumes (ARL ‘98: 73%)• 57% of archives/manuscripts (ARL ‘98: 46%)

Archival management• 45% of finding aids online (ARL ‘98: 16%)• 65% use EAD• 55% do some minimal processing (MPLP)


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Are they being used?

Use has increased across the board• 90% for archives/manuscripts• 75% for visual materials• 50% for other formats

Public services policies enable use• Digital camera use is permitted (86%)• Uncataloged materials can be used (92% for

archives)• Institutional blogs are popular (46%)• Flickr, Facebook, Wikipedia links heighten visibility• Some offer research fellowships (32%)


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Streamlining photography and scanningAddressing labor intensive “digitization on demand”• Shift work: allow cameras in the reading roomPublished report: “Capture and Release: Digital

Cameras in the Reading Room”

• Guidelines and best practices for creating efficiencies when an institution does digitize

Forthcoming report: “Scan and Deliver: License to Just Get the Job Done”


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“Treasures on Trucks”: ILL of special collections

• Follow on to “Share the Wealth” in 2002• ILL practitioners, special collections staff• Renewed interest due to increased discoverability

of collections

• Working group activities• Webinars • Getting on the same page: create a glossary• Streamline work flows• How to establish trust• Making the case that sharing is essential


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• What we talk about when we talk about…

• Sharing: making material accessible to users external to your institution, whether by placing it on the Web, sending a digital or physical surrogate, or lending the physical item itself.• Special: any material held in a special

collection or archive.• Collections: any material to which your

library’s patrons have access via affiliation with your institution, whether via ownership, subscription, or cooperative agreement.


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Barking Our Shins: Not Enough O’s in Ouch?• Work flow issues

• Who fields requests?

• Who decides?• How many sets of

hands?• Can one size fit all?• Do requesters

understand what they’re asking for?

• Trust issues• Personal knowledge

necessary?• Facilities checklist?• What’s the tipping

point?• How best to

document trust for community?

• Role for trusted intermediaries?


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Sharing Special Collections Advisory Group• Creating

• Aimee Lind, Getty• Barbara Coopey,

Penn State• Elizabeth Nielsen,

Oregon State• Laura Carroll,

Emory• Jennifer Block,

Princeton• Sandra Stelts, Penn

State• Scott Britton, U of

Miami

• Reviewing• Cristina Favretto, U

of Miami• Eleanor Brown,

Cornell• Margaret Ellingon,

Emory• Paul Constantine, U

of Washington• Shannon Supple,

UC Berkeley• Sue Hallgren, U of

Minnesota


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• How to make a sharing special collections smoothie• Survey on current work flow (May)

• What’s working• What’s rocking• What’s smelling slightly unfresh

• Analyze results (June)• Develop recommendations (Summer)• Issue a report (Fall)• Working closely with the RBMS task force


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Undue Diligence

Sharon Farb (UCLA), Rebekah Irwin (Yale), Maggie Dickson (North Carolina State U), Aprille McKay (U of Michigan), Peter Hirtle (Cornell) & Georgia Harper (U of Texas)

“…on a tightrope balancing

precaution and production”

“Fair use is a tough wagon to get a ride on”

“if privacy torts were a stock, their performance

over the last century would not be deemed

impressive.”

An event:March 11th 2010, San Mateo CAStudio-audience plus WebcastTwitter:

A manifesto:

http://www.oclc.org/research/activities/rights/practice.pdf

The result constrains research and limits what should be entering the scholarly record.

Librarians and archivists often make extremely conservative assumptions about the risk involved in copying unpublished materials.Many institutions have time-

consuming, overly-cautious

procedures to ensure vigorous

compliance with copyright law—

sometimes without a full

understanding of the law or of the

negative impact their procedures

have on achieving their mission.

If access is the goal, then any unnecessary restriction is counterproductive.

The digital age has induced still more caution, creating the

ironic situation where, just when users ought to be getting

improved access, they're not even getting as good access as

they could through interlibrary loan, in-person visits, and analog copying.


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The Manifesto

• Select Collections Wisely• E.g. Assess strength and weaknesses of relying on fair

use• Use archival approaches to make decisions

• E.g. Identify the appropriate level at which to assess rights and privacy (collection / series)

• Include take-down policy statements and disclaimers• [language suggested in the document]

• Prospectively, work with donors• E.g. ask donor to transfer copyright to the institution,

licence under CC, or release materials into public domain


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Here to witness:

• Dennis Massie• Kathleen Salomon, Getty Research Institute

“Sky’s the Limit” or “Sky is Falling”

Will the Real “Cloud Library” Please Stand Up?

Dennis MassieProgram [email protected]

RLG Round Table

24 April 2010

mailto:[email protected]

Moving Collections to the Cloud

• Premise: emergence of large scale shared print and digital repositories creates opportunity for strategic externalization* of core library operations

• Reduce costs of preserving scholarly record• Enable reallocation of institutional resources• Model new business relationships among libraries

* increased reliance on external infrastructure and service platforms in response to economic imperative (lower transaction costs)

25 years+70M vols.

0101010101010101010101010101010101010101010101010101010101010101010101010101010101010101010

15 months +5M vols.

Shared Infrastructure: Books & BitsShared Infrastructure: Books & Bits

Will this intersection create new operational efficiencies? For which libraries? Under what conditions? How soon and with what impact?

HathiTrust

Academic off-site storage

What’s in the cloud?What’s in the cloud?

Based on analysis of titles in Hathi archive:• 5.3 million volumes; 3.2 million titles

97% books; 3% serials 88% of titles in copyright; 12% public domain 50% English (389 languages represented)

• 70% of titles archived in Hathi are also held in print form by at least one large-scale shared print repository

• 48% of archived titles are held by fewer than 25 libraries

* * * *

Key Findings

• Scope of mass-digitized corpus in Hathi is already sufficient to replace at least 20-30% of most academic print collections• Ratio of replaceable inventory independent of collection size

• Most content also held in trusted print repositories with preservation and access services (CRL, UC Regional Library Facilities, ReCAP, Library of Congress)• Distribution of resource still suboptimal for shared service model

• If limited to titles in the public domain, shared service offering may not be sufficient to mobilize significant resources• Fewer titles, smaller audience: demand is low

Scope of opportunity

~700K titles in sample ARL Lib replicated in Hathi

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ARL lib titles in HathiPublic domain

Data current as of February 2010

<10% in public domain

Shared print provision

~25% of ARL lib titles in Hathi also in sample Storage

~2% are public domain


SharedStorage

ARL lib titles in Hathi

… & in Shared Storage

… & public domain

Beyond shared storage

~75% of ARL lib titles in Hathi also held in Storage “Partner A” Libraries


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Optimizing resource distribution

~90% of our ARL lib titles in Hathi held in sample Shared Storage Libraries


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How much change is needed?

• If library space savings are the primary objective, a shared print solution for public domain titles can enable a modest reduction in redundant inventory at very low risk

• Impact will be local; operational change minimal• If optimization of regional print holdings is the end-game, shared

storage collections will need to be rationalized and the service model revised to support a broader range of consumers (beyond our ARL library)

• Economy of scale will require new business model• If a significant renovation of the academic library service portfolio

is desired, a more aggressive externalization of collection management functions will be needed; disruptive re-organization of library system• Mobilize collective resources; maximize reliance on shared

infrastructure

Art and Architecture in Hathi

• As of February 2010:• 4% of Hathi consists of titles on art and architecture

(122K)• 5% of these are in the public domain (6,676)

• Lower than overall Hathi average• More print redundancy needed for these titles?

• On the other hand…• 32% of A&A titles in Hathi held by >100 libraries

• Enough redundancy to enable some reduction in holdings?

• Any obvious candidates for print archiving institutions for art and architecture?


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Museum Data Exchange

Create ToolsExtract CDWA Lite XMLPublish via OAI-PMH

Harvest DataTest toolsCreate Research Aggregation

Analyze DataStandards compliance?Interoperability?

What now?

Harvard University Art MuseumsMetropolitan Museum of ArtNational Gallery of ArtPrinceton University Art MuseumYale University Art GalleryCleveland Museum of ArtVictoria & Albert Museum (UK)National Gallery of Canada (CA)Minneapolis Institute of Artfunded by Andrew W. Mellon

Foundation


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Research Aggregation

9 Museums

887,572 Records


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Conformance to CDWA Lite

Required/Highly recommended elements

Rec

ord

s90% consistency

for 7 of 17 elements


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Controlled Vocabularies

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

838 577 232

ULAN AAT AAT

nameCreator objectWorkType roleCreator

Mat

ches

preferred non-preferred

match rates< 42%


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Data Values correlated to records

Top 100<objectWorkType>

All the Institution’s 100K+ Records

AAT Match27

No AAT Match

73 73%

99%


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publishing your collections


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reachinghigher

education


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sharing infrastructure


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Museum Data Exchange Resources

Thanks also to my colleagues and collaborators Bruce Washburn and Ralph LeVan.

MDE OutcomesIn full:

http://www.oclc.org/research/publications/library/2010/2010-02.pdfIn somewhat briefer:

http://www.dlib.org/dlib/march10/waibel/03waibel.html

OAICatMuseum 1.0http://www.oclc.org/research/activities/oaicatmuseum/default.htm

COBOAThttp://www.oclc.org/research/activities/coboat/default.htm

http://www.oclc.org/research/publications/library/2010/2010-02.pdf

http://www.dlib.org/dlib/march10/waibel/03waibel.html

http://www.oclc.org/research/activities/oaicatmuseum/default.htm

http://www.oclc.org/research/activities/coboat/default.htm

http://www.oclc.org/research/activities/coboat/default.htm


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Special Guest: Jason Lee

• Metadata Coordinator, WorldCat Digital Content


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Round Robin Round-up!

• With Amy Lucker, NYU

The RLG Round Robin Round Up – 2010 Season

WHO ARE YOU??

Museum/Collection: 20

Academic: 15

Other: 2

RLG MEMBER: 51%

NOT: 49%

Administrative changes

Loss of positions through attrition (11)Loss of positions through layoffs (11)Restructuring/reorgs (15)Changes in staff (9)

PROGRAMS

Only one mentioned doing less, 31 mentioned hugely active programs including: fellowships, internships, a radio program, many exhibitions, lectures, symposia, and publications.

FACILITIES

Mostly no changes; some space planning, small renovations.

TECHNOLOGY

ContentDMArchivists’ ToolkitSocial MediaWebsite renovations (16)Digitization projects (11)OPAC/System upgradesRecon

FUNDING

Cuts (26) Grants/Gifts (10)

Important Issues

Resource sharing (16)

All things digital (11)

Marketing/Strategic transformation (6)

See you next year!

Education

ARLIS 2010 RLG Partnership Round Table