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UK Research Reserve Protecting the UK’s research collection Anne Bell and Ruth Thornton

UK Research Reserve Protecting the UK’s research collection Anne Bell and Ruth Thornton. The UKRR is a collaborative, co-ordinated and sustainable approach to securing the long term retention, storage and access to low-use printed research journals. The UKRR concept. To enable:.

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UK Research Reserve Protecting the UK’s research collection Anne Bell and Ruth Thornton

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  1. UK Research ReserveProtecting the UK’s research collectionAnne Bell and Ruth Thornton

  2. The UKRR is a collaborative, co-ordinated and sustainable approach to securing the long term retention, storage and access to low-use printed research journals. The UKRR concept

  3. To enable: • Co-ordinated retention of printed journals • Quick and easy access to research material • Collaborative storage of printed journals

  4. Libraries understand the need to: • Preserve printed research journals • Maintain access to printed material

  5. Low-use printed journals under pressure • Space and cost pressures faced by libraries • Creates a risk of ad hoc disposal of low-use print journals • Loss of important research material • Preservation and access to research material left to chance

  6. The UKRR is designed to protect and make accessible, low use, but still important research material, in the most cost effective way.

  7. The UKRR has three goals • Protecting the long term future of printed research journals • Enabling quick and easy access to research material • Ensuring efficient use of resources

  8. Protecting the long term future of printed research journals • Co-ordinated retention of low-use printed research journals • Ensure “last copies” are not inadvertently discarded • One copy at the British Library • Two copies within HE library network • Distributed holding of research journals

  9. Enabling quick and easy access to research material • Access for all researchers, regardless of location or institutional affiliation • Fast, convenient access, building on the existing strengths of BL DSC • Print or electronic copy • Desk top delivery the norm

  10. Ensuring efficient use of resources • Co-ordinated retention and storage of low-use print journals • Reducing duplicate storage of the same low-use journal titles • Significant space gains within HE libraries • Re-purpose space for new opportunities

  11. Features of the UKRR • Based on the holdings of higher education libraries, with the BL at its core • The BL will store and maintain copies of printed journals • The BL will provide access services via document supply service • Two copies will be held within the HE library network, in addition to the BL copy

  12. Models and mechanisms to enable the co-ordinated retention • SCONUL to act as co-ordinating body • Investigate the most appropriate library to retain a print copy • Liaise with libraries and secure agreement • Ensure that responsibility is shared fairly • UKRR and SCONUL will design and test a retention agreement and management process

  13. Building on the BL’s existing research infrastructure • To develop the storage and access services • BL will take in, process and store “last copies” • Provide access to material within the UKRR • Service level agreed with library and research stakeholders • New subscription based pricing model, including fixed element for storage and retention of material • Sustainable future for storage and document supply

  14. The UKRR project • Two phases • Phase 1 funded by UK HE Funding Councils • £709,164 • January 2007 to June 2008.

  15. Phase 1 Project Partners • University of Birmingham • The British Library • Cardiff University • Imperial College London, lead institution • University of Liverpool • University of St Andrews • University of Southampton

  16. UKRR Project: Phase 1 • Develop a pilot UKRR • Test an operational service for researchers • Evaluate the pilot • Use the knowledge and experience gained to develop Phase 2

  17. Phase 2 • Build on Phase 1 • Open the UKRR to all research libraries wishing to participate • Possibly extend the scheme to include monographs • Dependent on receiving additional funding

  18. Cardiff University’s involvement with the UKRR project

  19. The motivation (1) • The Schools supported by Trevithick Library (Engineering, Computer Science and Physics) have shown a commitment to moving to e-only journal subscriptions wherever possible. • These Schools were perceived to be less likely to be concerned by the idea of access to, rather than holding, all their material.

  20. The motivation (2) • Refurbishment plans for two of Cardiff’s libraries involving more study spaces and less space devoted to paper copies of journals and abstracts – we need to find space in Store fast!

  21. Preliminaries • Identified material in Cardiff University’s 2 stores belonging to the 3 selected Schools. • Used the SCONUL formula of an average of 18 volumes to a linear metre to estimate the amount of potential material. • 1200 metres

  22. Preliminaries (2) • Identified duplicates acquired through a history of institutional mergers. • Identified journals with no current subscription or alignment with current Schools. • Identified journals covered by electronic journal subscriptions / purchases.

  23. Getting agreement • School of Physics and Astronomy • Apart from some historical runs, the rep wanted us to dispose of all but the last 3 years. We wouldn’t let them! • School of Computer Science • Agreed with all our suggestions as much of their older material is available electronically or is now obsolete. Very little of their material held in Store is used at all. • School of Engineering • In principle, agreed, but there were significant delays because of the need for consultation and also a bit of procrastination. Concerns over access rather than holding material – would it cost more?

  24. Team members • 2 Subject librarians / 1 Library Operations Manager – ad hoc • 1 Library assistant (full time) • 4+ Library assistants (part time, ad hoc)

  25. Measuring and checking • All items had to be physically measured and checked in Store • Estimates too low! Involve other Schools and identify other material in Store • Entry onto UKRR Excel forms: ISSNs, alternative titles, SUNCAT for other holdings • Keeping track of timings – average of 10-12 minutes a title for all checks

  26. The results • Eventually identified and located 1100m of older, little used material • Over 900 individual titles • An example of great team work!

  27. Next stages….. • British Library are currently checking our holdings against theirs • Creation of lists suitable for Cataloguing and Store staff • Cardiff University catalogue amendments • Removal and disposal of items • Consolidate space gained in Store

  28. If we did it again tomorrow…. • We were perhaps over optimistic on issues such as • Initial estimates of how many journals we could include • Amount of time needed to dedicate to processes such advocacy and locating material in Store • Amount of time needed for “Suncatting” and ISSN checking • Dedicate staff to the project as early as possible. • Ensure that all staff in the Schools are aware of the project. • Be prepared that a number of staff will be required for a period of time. We found we needed to rely on the goodwill of other staff to keep day to day operations going.

  29. UK Research ReserveProtecting the UK’s research collectionAnne Bell and Ruth Thornton

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