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SPACE CASE: MOVING FROM A PHYSICAL TO A VIRTUAL JOURNAL COLLECTION

Rhonda Glazier

Director of Collection Management

Kraemer Family Library

University of Colorado Colorado Springs

Stephanie Spratt

Electronic Resources and Serials Librarian

Kraemer Family Library

University of Colorado Colorado Springs

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ABOUT KRAEMER FAMILY LIBRARY

Serves over 406 faculty and 10,000+ studentsTechnical Services

Cataloging: 3 staff members Acquisitions: 1.5 staff members Electronic Resources: 2 staff members Collection

◦ 1,289,028 volumes (all formats)◦ 64,457 serials◦ 200 databases

◦ 35,000+ full-text journals/titles◦ 18,600 streaming videos◦ 93,000 e-books in catalog

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SERIALS BY THE NUMBERS

1953 – 14,000 titles (according to Ulrich’s Periodical Directory)

1985 – 5,750 US based journal titles

1999 – 9,000 journal titles online

2003 – 75%-83% of scholarly journals available online

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OPEN ACCESS MOVEMENT 1994

◦ Steven Harnad, Professor of Cognitive Science at Princeton University & University of South Hampton proposed scholars make unpublished, unrefereed preprints freely available

1998◦ Scholarly Publishing and Academic Resources Coalition (SPARC) was formed

2001◦ Journal of the Medical Library Association became open access

2004◦ Legislation was signed making NIH funded research freely available

◦ In 2005 – the NIH appointed Public Access Working Group reviewed the policy: Only 5% of NIH grantees were in compliance

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DIRECTORY OF OPEN ACCESS JOURNALS

10,546 Journals 1,903,286 Articles 6,337 searchable at Article level 134 Countries

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CURRENT JOURNAL PUBLISHING*

185,221 Active Titles

70,071 Online

112,478 Print

15,658 Open Access

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SERIALS IN ACADEMIC LIBRARIES

1970’s & 1980’s – ◦ Serial Pricing Crisis

◦ Extensive staff and money tied up in maintaining serials◦ Purchase of back files◦ Skyrocketing renewal costs◦ Replacement of lost issues◦ Manual check in of current titles◦ Binding costs

◦ Mid 1980’s◦ CD-Roms become prevalent in academic libraries

◦ moved from stand alone stations to local area networks

1990’s◦ Electronic journals prevalent in academic libraries◦ CD-Roms start being supplanted by the world wide web

1993◦ According to Library Journal survey, 99% of all academic libraries had electronic resources

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SERIALS IN ACADEMIC LIBRARIES

1995◦ Jstor◦ Project Muse

Late 1990’s ◦ Need to train staff on licensing agreements becomes apparent◦ Start of the “Big Deal”

◦ Cost based on historic spend with publisher

2000 - 2015◦ Full text online databases become prevalent◦ Move from text based to actual representation of articles◦ Considered preferred access to scholarly articles◦ Budget cuts result in cancellation of print journal titles

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THE CURRENT ENVIRONMENT

The debate begins“just in time” versus “just in case”

Access versus ownership

Serial costs continue to skyrocket – sustainability of the “big deal” now in question

Role of resource sharing takes center stage

Role of the library on campus shifts

Need for more collaborative spacesLibraries move bound copies of journals to offsite storageLibraries begin weeding bound periodicals

Decrease in use of print journals

Need to warehouse materials comes into question Libraries begin weeding bound periodicals

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ABOUT THE PROJECT

Student survey performed in 2013 confirmed that more collaborative study space was needed

UC-Denver library performed a journals weeding project in 2013

Library has increased purchases of online journal archives

Project was assigned to my predecessor, but was barely begun before she left the position

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KRAEMER FAMILY LIBRARY PROCESS

Review print usage

Evaluate Collecti

on

Gather Data

Analyze Data

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REVIEW PRINT USAGE

Track current periodical use• Manual Process

Track bound periodical/microform use• Manual Process

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EVALUATION CRITERIA Core Collection Considerations

◦ Current Subscription◦ High Use◦ Last Copy◦ Local Interest◦ Perpetual Online Access◦ Holdings in Storage Facility◦ Usability

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GATHERING DATAEntitlement lists from vendors

Serials Solutions holdings

Sierra check-in record holdings

Verify access

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ANALYZING DATA

Exceptions to criteria

• Dean determined that last copies would be maintained• Trumped librarian’s decision• “Talking point” to faculty and students

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HELPFUL FUNCTIONS IN EXCEL

Conditional formatting• Highlight duplicates

Merge data from multiple cells into one cell• &” “&

Remove characters from cells• RIGHT(LEN)

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EXCEL DEMONSTRATION One step in analyzing a collection prior to deselection is to prepare a document that allows decision makers to easily compare print and online holdings. Excel is an ideal tool for this document as you will see from this demonstration in which we will prepare a spreadsheet to compare JSTOR holdings with print holdings.

1. Begin by exporting your ILS holdings data (title, call number, location, holdings, etc.) into an Excel spreadsheet

2. Download your JSTOR entitlement details by logging into your institution’s JSTOR administrative account at http://www.jstor.org

3. Visit the following website to begin the entitlement list download process http://www.jstor.org/action/showMyTitleDelimitedList

4. Open the downloaded .txt file in Excel

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EXCEL DEMONSTRATION CONTINUED

Next step: remove from the JSTOR entitlement list all JSTOR holdings for which you have no print overlap

1. Copy all the print ISSNs from your Excel export of ILS holdings that you want to compare to the JSTOR holdings

2. Paste them just below the last ISSN in the “print_identifier” column in the JSTOR entitlement list

3. Highlight the entire “print_identifier” column then navigate to Home Conditional Formatting Highlight Cells Rules Duplicate Values then click “OK”

4. Sort the spreadsheet by “print_identifier” column with highlighted cells at top

5. Delete all the rows that do not have a highlighted ISSN as well as the ISSNs you pasted in from step 2 above and you are left with just those JSTOR holdings for which you also have ILS holdings

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SLIDE 18 VISUAL

Pasted values from ILS holdings spreadsheet

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EXCEL DEMONSTRATION CONTINUED

Next step: remove leading “A”s, “An”s, and “The”s from titles to allow for proper alphabetizing of the list

1. Alphabetize the JSTOR entitlement list by “publication_title”

2. Insert a blank column just to the right of the “publication_title” column in the JSTOR entitlement list

3. In the empty cell just to the right of the first title that begins with “The” (for example, it could be cell A1575) enter the following formula =RIGHT(A1575,LEN(A1575)-4) and hit enter [cell reference should be to the cell that has the title with a leading “A”, “An”, or “The”]

4. Cell B1575 should now be a copy of the contents of cell A1575 without the leading “The”

5. Follow the same steps above for titles beginning with “A” but change the final digit in the formula to a “2” indicating to remove 2 characters. Use a final digit of “3” for titles beginning with “An”.

6. Copy the shortened titles and overlay (paste their values) over the unedited titles, delete column B

7. Realphabetize the list so that the titles are in the proper order

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SLIDE 20 VISUAL

=RIGHT(A1575,LEN(A1575)-4)

Drag the formula above through all titles with

leading “The”s

Then copy and paste the values of the edited titles into column A

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EXCEL DEMONSTRATION CONTINUED

Next step: merge together holdings dates and/or holdings volumes displayed in multiple cells so that they display in only one or two cells and add relevant text to make the data more readable

1. Insert two blank columns just to the left of the “date_first_issue_online” column in the JSTOR entitlement list

2. In cell E2, which should be the empty cell just to the left of the cell providing the “date_first_issue_online” data for the first title in the JSTOR list, enter the following character string

◦ ="v."&G2&" no."&H2&" ("&TEXT(F2,"mm/dd/yyyy")&") - v."&J2&" no."&K2&" ("&TEXT(I2,"mm/dd/yyyy")&")"

3. Hit enter – the displayed data in cell E2 should now be a concise, understandable holdings statement for the JSTOR online holdings

4. When merging data like this, ampersands surround cell references and quotes surround text, spaces and punctuation additions

6. The “TEXT” portion of the formula above tells Excel to keep the date information in the “mm/dd/yyyy” format

5. Drag the formula from cell E2 all the way down through the list of titles

6. Copy the data from column E and paste the values into empty column D

7. Perform any necessary data cleanup for those instances where the volumes, issues, and dates do not follow the standard format

8. Delete columns E through K

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SLIDE 22 VISUAL

="v."&G2&" no."&H2&" ("&TEXT(F2,"mm/dd/yyyy")&") - v."&J2&" no."&K2&" ("&TEXT(I2,"mm/dd/yyyy")&")"

Drag the formula through to all the titles, copy and paste the values into column D, perform data cleanup when data does not match standard format (i.e. cell F5 above), delete columns E through K

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EXCEL DEMONSTRATION CONTINUED

Final step: paste the print holdings and other relevant data (such as call number) from your ILS into the corresponding rows on the JSTOR entitlements list

1. Make a copy of your ILS holdings spreadsheet

2. Follow the same steps in slide 18 but, this time, copy all the “print_identifier”s from the JSTOR entitlement list and paste them into the ISSN column in your ILS holdings spreadsheet and perform the Duplicate Values highlighting steps in your ILS spreadsheet

3. Delete all the non-duplicate values as well as the cells pasted in from the JSTOR entitlement list

4. Sort the remaining titles by ISSN

5. Sort the JSTOR entitlement list by ISSN, then insert empty rows wherever you would like the ILS holdings and call number data to display in the JSTOR entitlement list

6. Copy the data from the ILS spreadsheet and paste it into the JSTOR entitlement list

7. You are now ready to share the online and print comparison data with the deselection decision makers

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SLIDE 24 VISUAL

Remove non-JSTOR content from ILS holdings list, sort JSTOR list and ILS holdings list by ISSN, insert columns into JSTOR list, copy ILS holdings and call number data and paste into JSTOR entitlement list

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REMOVAL PROCESS Catalog Updates

Physical Items

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CATALOG/LINK RESOLVER/OCLC UPDATESDelete Check in record?

• Not if any holdings remain

Delete item record?• Not if any holdings remain

Delete order record?• Not if within 3 most recent fiscal years

Delete bib record?• Not if any attached records remain

Code for mass deletion• Remove print database record

Link resolver update• Remove holdings

OCLC update

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IT TAKES A CAMPUS

Discussed removal of journals with Chancellor• Analysis of journals to be withdrawn was

already done

Worked with the Sustainability Office on a recycling plan• One library member was liaison with

Sustainability Office and recycling company

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AND A LIBRARYOrdered new (larger) book trucks to use for the project

Circulation staff marked journals that were to be weeded

Second staff member verified that the journals marked were correct

Faculty members interested in taking the journals had a specific date to pick up their titles

Circulation students removed remaining journals and put them in large recycle dumpsters

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PROJECT BY THE NUMBERS

1,640 titles

reviewed

1,031 titles

completely removed

37,225 volumes

recycled/donated

3 months from start to finish

1 call for elevator

repair

7 recycling dumpsters

filled

50+ tons of

materials recycled

815 linear feet of

shelving emptied

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WHAT WE LEARNEDCatalog:

Latest entry records

MARC 008

Entry convention = 1, record is a latest entry record

Government documents in bound periodicals area needed special processing

Check-in records to find all the periodical/microform records didn’t work

30 bibliographic records did not have check-in records attached

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MORE LESSONS LEARNED

Collection Statistics

•Determine how to calculate before starting project•Verify counts are correct before starting the removal process•Determine new base count at the end of the project

Acknowledge Curiosity

•Make sure faculty are aware of the project•Share information with students•Create an effective communication channel at the beginning of the process

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KRAEMER FAMILY LIBRARY BEFORE

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AFTER

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THANK YOU!

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QUESTIONS?

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CONTACT INFORMATION Rhonda Glazier Director of Collections Management rglazier@uccs.edu 719-255-3291

Stephanie Spratt Electronic Resources and Serials Librarian sspratt@uccs.edu 719-255-3199

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REFERENCESDirectory of open access journals. Accessed May 18, 2015. https://doaj.org/

Edlin, Aaron S. and Daniel L. Rubinfeld. “Exclusion or Efficient Pricing? The ‘Big Deal’ Bundling of Academic Journals.” Antitrust Law Journal 1 (2004). Lexis Nexis (accessed May 13, 2015).

Miller, Ruth H. “Electronic Resources and Academic Libraries, 1980-2000: A Historical Perspective.” Library Trends 48, no. 4 (Spring 2000): 645-670.

Schloman, Barbaar F. “Open Access: The Dust Hasn’t Settled Yet.” Online Journal of Issues in Nursing 12, no. 1 (January 2007): 3. Academic Search Premier, EBSCOhost (accessed May 18, 2015).

Tenopir, Carol, and Donald W. King. “The Growth of Journals Publishing.” in The Future of the Academic Journal, eds. Bill Cope and Angus Phillips, 105-123. Oxford: Chandos Publishing, 2009.

Ulrichsweb Global Serials Directory. Accessed May 12, 2015. http://ulrichsweb.com