North American Storage Trust Discussion Group June 25, 2007 OCLC Blue

North American Storage Trust Discussion Group June 25, 2007 OCLC Blue Suite 2:00-3:00 pm Agenda Welcome, Introductions Update from RLG Programs (Malpas) Update on service infrastructure and pilot implementation (Carney) Questions / Open discussion

RLG Programs North American Storage Trust: Update and Next Steps Constance Malpas Program Officer RLG Programs ALA Annual Meeting ‘07 Washington, DC 25 June 2007

North American Storage Trust A collaborative approach to print preservation that leverages Existing institutional infrastructure 55 offsite storage repositories in North America Prevailing (tacit) retention commitments Weeding offsite collections is cost-prohibitive Longstanding resource-sharing agreements Robust network of inter-lending partnerships Networked information environment Long-term investments in cooperative cataloging data that can be mined for new purposes to reduce redundancy, build system-wide capacity and create new economies of scale ALA Annual Meeting, 25 June 2007 RLG Programs 3 North American Storage Trust Update

Moving collection management to the network level creates new efficiencies and increases system-wide capacity Direct to patron Borrowing System Priority loans ILL Storage Storage Facilities Facilities Transfers Participating Participating Library Participating Library Libraries Withdrawals Commitments and Policies Global Directory Holdings data Collection analysis reports Storage Registry Nonparticipating Nonparticipating Libraries Nonparticipating Libraries Libraries Collection analysis reports Withdrawals ALA Annual Meeting, 25 June 2007 RLG Programs 4 North American Storage Trust Update

Who is currently involved? Long-term discussants: Vanderbilt University Library of Congress Harvard Depository WRLC Ohio State University University of California Center for Research Libraries ReCAP “ASERL Nine” Duke University Tulane University University of Alabama University of Georgia University of North Carolina University of South Carolina University of Virginia Vanderbilt University Virginia Tech Who’s interested? Most research institutions we’ve spoken with, within and beyond North America ALA Annual Meeting, 25 June 2007 RLG Programs 5 North American Storage Trust Update

North American Storage Trust – Timeline ASERL “virtual shared storage” (Willis, Gherman) community consultation; OCLC teambuilding OCLC / Vanderbilt “last copies” study ASERL study: avg. storage need 300K vols by 2005 ACRL forum C&RL “last copies” CRL DPA pilot 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 ARL Spec Kit Off-site CLIR Report 5 Colleges CLIR Report Print Repos. ARL Spec Kit Remote Shelv. OCLC / RLG OCLC survey OCLC ASERL 9 Storage title overlap study 49 ARL facilities 55 ARL facilities D. Kelsey (U Minn.) off-site library storage collections will "never be weeded“ (ARL/OCLC Forum on Future Library Architecture) ALA Annual Meeting, 25 June 2007 RLG Programs 6 North American Storage Trust Update

Since January Situating NAST within RLG Programs work agenda Consultation with 30 Program Partners in North America, the UK and Australia Review of existing policy frameworks Coordination with OCLC Business Development & New Initiatives Bill Carney leading product development process Last copies analysis White paper on cooperative and networked library storage ALA Annual Meeting, 25 June 2007 RLG Programs 7 North American Storage Trust Update

I. RLG Programs 10 FTE based in Mountain View, CA; 150 premier research institutions Shared Print Collections Optimizing collection management for the networked environment N. Am. Storage Trust Networked coll’n mgt Deep resource sharing Data-mining for business intelligence ALA Annual Meeting, 25 June 2007 RLG Programs 8 North American Storage Trust Update

II. Networked Print Management Models Physical consolidation regional & national stores ReCAP, PASCAL, UC, CASS, CARM Virtual consolidation distributed print repositories CRL initiative, Orbis Cascade, CIRLA North American Storage Trust Prospective rationalization collaborative acquisitions last and single-copy initiatives Past work by CLIR, CRL, ARL starting point for NAST efforts ASERL CDL CIC Columbia University Duke University Frick Art Reference Five Colleges, MA Harvard University University of Alberta University of California University of Edinburgh Greatest of near-term University Glasgow growth opportunity University of Melbourne University of Minnesota University of Sydney University of Washington Yale University Imperial College London Leeds University MoMA NYPL Ohio State University Princeton University Swarthmore SUNY Libraries ALA Annual Meeting, 25 June 2007 RLG Programs 9 North American Storage Trust Update

III. Policy Frameworks for Shared Print Networked Trust collections: a “club good” maximize institutional interests in contributing to and supporting Trust network by increasing individual dependence on collective assets University of California regional library storage facilities Persistence policy (’06): if depositing library is unwilling or unable to maintain persistence guarantee (prohibition on permanent withdrawal), RLF is empowered to return the item to depositor and replace it with duplicate material from another campus Penalty for non-participation increased opportunity costs Institutional autonomy is retained Balance institutional interests, collective benefit 5 Colleges Affiliate Program: access, but no storage Johns Hopkins University enforces “zero growth” policy ALA Annual Meeting, 25 June 2007 RLG Programs 10 North American Storage Trust Update

III. Policy Frameworks – add’l models CRL Distributed Print Archive program Model agreement addresses long-term retention, storage conditions, access privileges Modified for use by Orbis Cascade Last/single copy policies Workflows for identifying and assessing last-copy status UC, 5 Colleges OH, Tri-Universities Group, CARLI, etc. Managing diminishing reserves ALA Annual Meeting, 25 June 2007 RLG Programs 11 North American Storage Trust Update

IV. Library Off-site Storage: State of Play Authoritative synthesis of existing knowledge about transfer and management of library print collections in off-site storage facilities Concise, substantive report intended for audience of library administrators Actionable intelligence, expert guidance Lizanne Payne, Washington Research Library Consortium Anticipated completion: early autumn ALA Annual Meeting, 25 June 2007 RLG Programs 12 North American Storage Trust Update

V. System-wide Holdings: Characteristics ASERL study (Burger, Gherman, Wilson - ACRL ‘05) Little redundancy in existing storage collections Results consistent with subsequent analyses of aggregate holdings (TRLN, CIC, Google 5, ARL/OCLC Global Resources report) Vanderbilt study (Connaway,O’Neill, Prabha - C&RL ‘06) 23K (of 1.5M) titles held by Vanderbilt alone Cataloging issues; last manifestations; last expressions Current analysis (O’Neill, Lavoie, Malpas) Est. 40% of monographic holdings in WorldCat are held by just one member of the OCLC cooperative Identifying “truly unique” content – a priority in collaborative print management Anticipate completion by end of summer 2007, paper to follow ALA Annual Meeting, 25 June 2007 RLG Programs 13 North American Storage Trust Update

Assessing system-wide distribution – the big picture 900 M volumes held in US academic libraries - how many are in off-site storage facilities? - how many unique holdings, last copies? ALA Annual Meeting, 25 June 2007 RLG Programs 14 North American Storage Trust Update

(est) 10 – 12% of total academic holdings represented in storage collections – is this enough? Need better tools to assess system-wide distribution of preservation holdings -- Title and copy-specific condition data -- Facility characteristics -- Institutional policies District of Columbia 10M volumes in ac. libraries 1M in WRLC storage California 82M volumes in ac. libraries 10M volumes in UC RLF storage ALA Annual Meeting, 25 June 2007 RLG Programs 15 North American Storage Trust Update