Wider Perspectives: Collaboration on Storage and eScience Content Catherine Nicholson SCURL Developm

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Wider PerspectivesCollaboration on Storage and
e-Science ContentCatherine NicholsonSCURL
Development Director
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CASS Project Timescale Aim

• November 2001 to April 2002
• Carnegie Trust for the Universities of Scotland
  SCURL
• Aimed to determine the optimal model for a
  collaborative storage and delivery service for
  valuable but lower-use materials research
  materials held in Scottish University libraries

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Local Background

• 1950s Scottish Central Library considers
  de-duplicated central reserve proposal
  abandoned
• 1996 University of Paisley Study for West of
  Scotland HEIs - inconclusive
• 2001 SPIS Shared Preservation in Scotlandfinal
  report - strong recommendation for store

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Wider Background

• Anderson Follett Reports
• BL/HE Task Force Study of Collaborative Storage
  of Library Resources 2001
• RSLP Report Barriers to Resource Sharing Among
  Higher Education Libraries 2002
• RSLG Final Report 2003
• SCURL collections work Conspectus, RCO, CAIRNS,
  SCONE, SALSER

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Space the final frontier?

• Continuing growth in print output
• Acquisitions exceed discard
• IT facilities machines support
• Teaching Learning space
• Study space
• Social space

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Space Pressures

• Little capital investment in new library
  buildings
• Creation of local stores
• Environmental conditions
• Duplication of lesser-used materials
• Increased costs
• No overall collection strategy for this type of
  material

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We are not alone

• International collaborative storage facilities
• Australia CARM Centre
• US many examples eg WRLC, Boston, California
• UK HEFCW HELP Project
• UK English Regions eg West Midlands
• IFLA- National Repository Library of Finland
  Conference of Repository or Storage Libraries 1999

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Model that would...

• Reduce costs at local level
• Free valuable space
• Enhance access through joint ownership
• Reduce costs at national level through
  de-duplication and joint maintenance
• Provide safe storage
• Provide optimum conditions for preservation
• Share costs beyond HE through cross-sectoral/cross
  -domain co-operation
• Introduce monitoring mechanisms to determine
  ongoing value

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Requirement
Costs
Collaborative Storage Issues
Ownership
Selection Deduplication
Security Insurance
Collection Management
Storage type and Environmental conditions
Retrieval Access
SLA
Staffing Facility Management
Location
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CASS Outcomes 1 -Library Community

• Ownership and management by separate body
• Ownership - ceded subject to legal compliance-
  should be the norm
• De-duplication - agreement with need for care in
  initial stages
• Cataloguing - material must be catalogued for
  inclusion and catalogue must be CAIRNS-compliant
• Inter-Lending - available to CASS members
  initially
• Location - no general agreement though need for
  good infrastructure essential

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CASS Outcomes 2 -Library Community

• Onsite consulation facilities
• Delivery methods - electronic/fax/physical
• Delivery - 24 hour except weekends and public
  holidays
• Physical condition of materials
• Environmental conditions - close to BS 54542000
• Service Level Agreement - flexible realistic
  targets

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Library Space Requirement
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Research Community Survey

• Attitude to remote storage
• Acceptable - 57
• Inconvenient - 36
• Delivery times
• 24 hours - 55
• 48 hours - 41
• E-Delivery
• Desirable - 53
• Essential - 36

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Archival Requirements

• Interest expressed from SCURL in storage for
  archives and records led to issue of
  questionnaire
• Space required for archives and non-current
  records
• Secure areas
• Joint disposal
• Temporary holding facility
• Not as suited to a collaborative approach
• Continuing discussion through SUSCAG on
  requirement

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CASS Post Project Developments

• Final Report June 2002 http// scurl.ac.uk/
• SHEFC bid under Strategic Change Grant
  Initiative November 2002
• Unsuccessful outcome - not convinced that the
  proposal adds significantly to the range of
  services currently offered by the BL and NLS

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CASS Model to SHEFC

• Partnership proposal with National Library of
  Scotland
• Capital for new build to house CASS and NLS
  Inter-Library Services 3.5 m
• Joint funding from SHEFC and SEED
• Building available FY 2004-05

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CASS Financial Model to SHEFC

• 10 Year period
• SHEFC capital funding to allow initial two year
  rent-free period for contributors
• Two-tier membership to allow maximum
  participation
• Recurrent funding Year 3 from institutional
  subscriptions based on FTEs, block grant
  storage requirements

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CASS Cost Elements

• Inclusive rate per linear metre to cover
• 15,000 lm of compact storage with expansion room
• Maintenance, utilities and running costs
• Two full-time staff members
• Communications charges and postage for letters
• Fixed rate for five years with capped increases
  thereafter up to ten years

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CASS Uncosted Elements

• Not covered in inclusive rate
• Cataloguing and inventory systems hardware,
  software
• Support and maintenance for above
• Cataloguing costs
• Costs of selection for storage/de-accessioning/dis
  posal
• Costs of initial delivery to store
• Postage/courier costs for packets

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CASS The Way Forward

• New National Librarian
• Continuing discussion with National Library of
  Scotland
• New service and estates strategy
• CASS written into these
• Original needs assessment reviewed
• Ongoing support from members

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CASS The Pilot Study 2003

• Based in NLS Causewayside building
• Initial 2,500 lm space available now
• Room for short-term expansion
• Benefits- determination of the true costs
• - resolution of issues
• - paves way for full facility
• - deep resource sharing in practice

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CASS The Pilot Project

• Initial Library Members
• Edinburgh University
• St Andrews University
• Paisley University
• Stirling University
• Glasgow Caledonian University
• Royal Scottish Academy of Music and Drama

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Pilot Project Next steps

• Meeting of stakeholders to discuss
• Timetable
• Project Management
• Service Level Agreements with NLS
• Contracts
• Feasibility of implementing CASS Project outcomes
  eg de-duplication, collective ownership
• Exit strategy

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It seems to me clear that a book which is worth
keeping at all ought to be kept accessible that
is, where it can be found, on demand, with a
reasonable expenditure of time and labor. The
problem, then, is to devise a mode of storing
disused books, so that they may be kept safe and
accessible, and yet at a low cost for shelter and
annual care. Charles William Eliot (1902)
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SISWGScience Information Strategy Working Group
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Purpose

• Investigate widening access to scientific
  material through national licensing for all the
  sectors in Scotland
• Members
• SCURL
• SLIC
• NLS

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Triggers Influences

• Jan 2001 Science Strategy for Scotland
• July 2001 - 1m boost for science in Scotland
• Dec 2001 Closure of the NLS Scottish Science
  Library
• National initiatives especially FinELib

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The Plan

• Consultation process with
• Publishers
• Aggregators
• Potential Stakeholders
• Scientific community
• Aim to approach Scottish Executive with package
  for funding during 2003/04

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Benefits

• Widening access to scientific content
• Reduced costs and administration through
  centralised approach
• Potential contribution to education, research and
  industry in Scotland
• Outcome?
• Watch this space!

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Thank you! For further information on
SCURL please look at our web site http//scurl.ac.
uk/