arlis 2010 rlg partnership round table
DESCRIPTION
An update to the art library community about OCLC Research activities, including: Streamlining the Sharing of Special Collections Undue Diligence Cloud Library Museum Data ExchangeTRANSCRIPT
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
Not Enough O’s in Smooth: Streamlining the Sharing of Special Collections
Dennis MassieOCLC ResearchARLIS Boston 2010
Programs & Research RLG Roundtable April 24th 2010Waibel & Massie ARLIS
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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.
Programs & Research RLG Roundtable April 24th 2010Waibel & Massie ARLIS
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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)
Programs & Research RLG Roundtable April 24th 2010Waibel & Massie ARLIS
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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%)
Programs & Research RLG Roundtable April 24th 2010Waibel & Massie ARLIS
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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”
Programs & Research RLG Roundtable April 24th 2010Waibel & Massie ARLIS
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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.
Programs & Research RLG Roundtable April 24th 2010Waibel & Massie ARLIS
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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
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
0
100,000
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Jun-09Jul-0
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Title
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Line
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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
Data current as of February 2010
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
Data current as of February 2010
0
100,000200,000
300,000
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ARL lib titles in Hathi... & Storage Partner A Libraries
Optimizing resource distribution
~90% of our ARL lib titles in Hathi held in sample Shared Storage Libraries
Data current as of February 2010
0100,000
200,000300,000
400,000500,000
600,000700,000
800,000
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ARL lib titles in Hathi
ARL lib titles in Hathi &Shared Storage libraries
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
Programs & Research RLG Roundtable April 24th 2010Waibel & Massie ARLIS
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Research Aggregation
9 Museums
887,572 Records
Programs & Research RLG Roundtable April 24th 2010Waibel & Massie ARLIS
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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%
Programs & Research RLG Roundtable April 24th 2010Waibel & Massie ARLIS
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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
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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!