Working at the Network Level to Transform Academic Research Libraries

1. Working at the Network Level to Transform Academic Research Libraries Ecosystems of Scholarly Information and the Future of the Library Tokyo, Japan 20 October 2011 Brian E. C. Schottlaender The Audrey Geisel University Librarian

2. Overview • University of California, UC San Diego, & The UCSD Libraries • Working at the Network Level • Systemwide Library Planning Task Force • Next-Generation Technical Services • Western Regional Storage Trust • HathiTrust • In Closing ESI Tokyo 2011

3. The University of California ESI Tokyo 2011

4. The University of California • Founded in 1868, with 10 faculty members and 38 students. • Today, the UC system includes more than 220,000 students and more than 170,000 faculty and staff, with more than 1.5 million alumni living and working around the world. • Ten campuses: Berkeley, Davis, Irvine, Los Angeles, Merced, Riverside, San Diego, San Francisco, Santa Barbara, and Santa Cruz. • Besides world-class classrooms and labs, UC has dozens of museums, concert halls, art galleries, botanical gardens, observatories, and marine centers. • UC’s five medical centers support the clinical teaching programs of the University's medical and health sciences schools and handle more than three million patient visits each year. ESI Tokyo 2011

5. UC San Diego ESI Tokyo 2011

6. UC San Diego • UC San Diego’s academic portfolio includes: • 6 undergraduate colleges, • 5 five academic divisions, and • 5 graduate and professional schools. • Current undergraduate enrollment is 23,143. • 34% of incoming freshmen are of the first generation in their family to attend college. • 37% do not speak English as their native language. • 44% are Asian. • Current graduate enrollment is 4,274 (15.6%). ESI Tokyo 2011

7. The UC San Diego Libraries ESI Tokyo 2011

8. The UC San Diego Libraries • The UC San Diego Libraries are ranked among the top 20 public academic libraries in the U.S. • The Libraries provide access to more than 7 million digital and print volumes, journals, and multimedia materials to meet the knowledge demands of scholars, students, and members of the public. • The UCSD Libraries—which are widely recognized as innovative leaders in the development, management, and delivery of digital resources—were the first library in the UC system to partner with Google in its efforts to build a global digital library. • Each day, more than 7,300 people enter our libraries. The Libraries’ resources and services are accessed more than 87,500 times each day via the UCSD Libraries' Web site. ESI Tokyo 2011

9. Working at the Network Level • Over the last 25 years, the UC libraries have employed a systemwide strategy that emphasizes both collaboration and application of new technologies to create a multi-campus library system with capabilities for coordination and sharing of resources that are unequalled by the libraries of comparable research universities. • Increasingly, this strategy has focused on developing and managing collectively an expanded portfolio of shared library services. ESI Tokyo 2011

10. UC Libraries Systemwide Structure ESI Tokyo 2011

11. UC Libraries Systemwide Structure ESI Tokyo 2011

12. Systemwide Library and Scholarly Information Advisory Committee (SLASIAC) ESI Tokyo 2011

13. Systemwide Library Planning Task Force • SLASIAC charged the Systemwide Library Planning Task Force in September 2010 with recommending to the Executive Vice President of the University, systemwide strategies that the UC libraries might pursue in responding, proactively, to the “challenges of adaptation to a complex and increasingly digital scholarly communication environment … [and] the acute issues arising from the financial circumstances of the State and the University” [and, indeed the world]. • The Task Force was also asked to advise on any new services that may be required of UC’s libraries and on strategies for supporting them in an era of flat or declining library budgets. • At the end of Spring 2011, in May, UC issued the “Interim Report” of the Systemwide Library Planning Task Force. ESI Tokyo 2011

14. SLPTF Strategies • In our “Interim Report,” the Task Force recommended four broad strategies that, taken together, give the UC campuses and their libraries essential tools that can help them, individually and collectively, to ensure that the library collections and services available to UC faculty and students remain as broad, diverse, and distinguished as possible. • Strategies for the expansion and management of shared services • Management of existing shared services • Management of proposed shared services • Those that provide direct cost savings • Those that provide space savings • Those that incur additional cost • Strategies that address pricing of academic publications • Faculty role • University role • Strategies to recover costs and enhance and diversify revenue • Strategies to improve the framework for planning, consultation, and decision making ESI Tokyo 2011

15. Next-Generation Technical Services ESI Tokyo 2011

16. Next-Generation Technical Services • Next-Generation Technical Services (NGTS) is an initiative launched by the University of California libraries to complement our strategic partnership with OCLC to develop a "Next-Generation Melvyl" intended to re-architect the systemwide OPAC and transform the user experience of search and retrieval. • NGTS will build on that work by redesigning technical services workflows across the full range of library materials formats in order to: • take advantage of new systemwide capabilities and tools, • minimize redundant activities, • improve efficiency, and • foster innovation in collection management. ESI Tokyo 2011

17. NGTS Organizational Structure • NGTS Management Team • Power-of-Three Groups: • POT 1 - Build the systemwide infrastructure for digital collections • POT 2 - Transform cataloging practices • POT 3 - Accelerate processing of archival and manuscript collections • POT 4 - Simplify the recharge process • POT 5 - Maximize the effectiveness of Shared Cataloging • POT 6 - Develop systemwide Collection Services staffing • POT 7 - Transform collection development practices ESI Tokyo 2011

18. NGTS Activities Underway • POT 2: Transform cataloging practices • Formulate and propose a plan for implementing a systemwide, vended shelf-ready program. • Define and implement a systemwide Bibliographic Standard Record. • POT 3: Accelerate processing of archival and manuscript collections • Deploy Archivists’ Toolkit systemwide. • Define minimal collection-level record specification. • Implement MPLP practices UC-wide. • POT 4: Simplify the recharge process • Develop a workable deposit account system for CDL co-investments. • Develop a secure website to view and track CDL recharge activity in real time. ESI Tokyo 2011

19. NGTS Activities Underway • POT 5: Maximize effectiveness of Shared Cataloging • Assess Shared Cataloging Program (SCP) record distribution system. • Assess SCP decision-making structure and cataloging priorities. • POT 6: Develop systemwide Collections Services Operations • Define and pilot systemwide technical services projects, including assessing staff support models, tool readiness, and backlogs. • POT 7: Transform collection development practices • Develop a proposal to redefine the roles and responsibilities of UC bibliographers ESI Tokyo 2011

20. The Western Regional Storage Trust ESI Tokyo 2011

21. The Western Regional Storage Trust • In 2009, research libraries, college and university libraries, and library consortia in the western region of the United States joined together, with support from the Andrew W. Mellon Foundation, to launch a shared print archiving program known as the Western Regional Storage Trust, or WEST. • WEST is a collaborative, sustainable journal archiving program that will transform the manner in which legacy print journal collections are housed and managed. • WEST goals: • Preserve the scholarly print record • Create opportunities to reallocate physical space • Provide access to archived materials • WEST membership: 44 libraries; 2 consortia; 1 system (UC) ESI Tokyo 2011

22. WEST Key Features • Distributed journal archives held in multiple storage facilities and libraries • Annual collection analysis to identify widely duplicated titles, prioritized by risk categories • Ownership by Archive Holder, transferred via gifts process • Generous access guidelines pending review of actual usage • Access for all WEST members; to others by local policy • Document delivery preferred; physical volumes for in-library use only • Upfront costs of archive creation are shared, not ongoing costs of retention • Retention period 25 years (to 2035) ESI Tokyo 2011

23. WEST Titles and Archives ESI Tokyo 2011

24. The HathiTrust ESI Tokyo 2011

25. The HathiTrust • HathiTrust is a partnership of major research institutions and libraries working together to ensure that the cultural record is preserved and accessible, long into the future. • HathiTrust was created by the University of Michigan, Indiana University, the University of California, and the Committee on Institutional Cooperation. Now it includes more than sixty partner institutions in HathiTrust, with membership open to institutions worldwide.  • The mission of HathiTrust is to contribute to the common good by collecting, organizing, preserving, communicating, and sharing the record of human knowledge. ESI Tokyo 2011

26. HathiTrust Goals • To build a reliable and increasingly comprehensive digital archive of library materials converted from print that is co-owned and managed by a number of academic institutions. • To dramatically improve access to these materials in ways that, first and foremost, meet the needs of the co-owning institutions. • To help preserve these important human records by creating reliable and accessible electronic representations. • To stimulate redoubled efforts to coordinate shared storage strategies among libraries, thus reducing long-term capital and operating costs of libraries associated with the storage and care of print collections. • To create and sustain this “public good” in a way that mitigates the problem of free-riders. • To create a technical framework that is simultaneously responsive to members through the centralized creation of functionality and sufficiently open to the creation of tools and services not created by the central organization. ESI Tokyo 2011

27. HathiTrust Governance and Future • Current governance: • Executive Committee • Strategic Advisory Board • Working Groups • Constitutional Convention 2011 • Future: • New Governance structure: • Executive Committee • Board of Governors • ….. • Revised goals • New projects: • Distributed, shared print monograph archive • U.S. Federal publications ESI Tokyo 2011

28. In Closing “We can observe two trends. First, there is a trend towards externalisation: libraries are looking to collaboratively source activities or to outsource them to third parties. Think of collaborative activities around managing down print collections here … or the growth of shared library systems … Think of the growing interest in cloud-based sourcing of systems and services. ESI Tokyo 2011

29. In Closing Second, there is a trend to ‘move up’ in the network, by doing more things at group level within consortia or public contexts … or by leveraging network-level services … The current economic environment further encourages these trends. Institutions look for economies of scale through collaboration. And they also want to focus attention on high value areas …” —Lorcan Dempsey Lorcan Dempsey's Weblog, May 19, 2011 ESI Tokyo 2011

30. For Further Reference • SLPTF Interim Report http://libraries.universityofcalifornia.edu/planning/ taskforce/interim_report_package_2011-05-09.pdf • Next-Generation Technical Services http://libraries.universityofcalifornia.edu/about/uls/ngts/ • Western Regional Storage Trust http://www.cdlib.org/west • HathiTrust http://www.hathitrust.org/ ESI Tokyo 2011

31. QUESTIONS?