Voluntary Unnecessary Duplicate Threshold of 3 copies Pilot project for 2011

1. Voluntary Unnecessary Duplicate Threshold of 3 copies Pilot project for 2011 Alliance-CDMC January 2011

2. Q: Why set a threshold for the maximum number of copies of a title purchased by Orbis Cascade Libraries? A: To free funds to purchase materials that will increase the depth and breadth of the Orbis Cascade Alliance collection

3. Savings from reducing duplications • The average book costs $76.58 in FY10 according to YBP • YBP listed122,211 books in FY10 • Orbis Cascade Alliance Libraries acquired 54,224 titles • The number of books that were 4th or greater copy was 11,045. • If half of the books over 4 copies (5,522) were not purchased, it would theoretically have freed $423,000 for other purchases.

4. Q: Why is the program voluntary? A: Serving our library users is our first priority. Some titles need to be duplicated beyond 3 copies within the consortial libraries to meet local needs. This pilot addresses the purchase of monographs where duplication is not necessary if another copy is available in the consortia.

5. Q: Why was a maximum of three copies selected? A: OhioLink has a threshold of 3 to 8 copies depending on subject area. They have 600,000 FTE and 90 institutions. Orbis Cascade Alliance has 200,000 FTE and 36 institutions. The next two slides will show how we arrived at 3 copies as a maximum threshold for this pilot.

6. Approximately 91% of titles purchased from YBP in 2008-June 2010 were four or fewer copies; • Only 9% of the books purchased had five or more copies Analysis of YBP purchasing Conclusion From Alliance-cdmc status report to Council on June 10, 2010

7. There is another way to look at this data

8. Summary • 50% of the titles purchased were not duplicated; About 72% were two or fewer copies • Average duplication is 2.2 • Libraries already avoid duplication. • A maximum threshold of 3, will lower the amount of duplication • This is not to be interpreted that we need three copies of every book! We need to keep the purchase of a title to 1 or 2 copies about 72% of the time as we are now.

9. How do I know if other members purchased the title already? View from YBP GOBI. Five books have been purchased by Orbis Cascade members and three slip have been sent.

10. GobiTween details The Approval Plan Books column, the Orders Open and Filled columns and Series column have been totaled to determine the number of books ordered. Selected titles are not included in the total purchased because they have not been ordered. Notice that the total copies acquired is also at the bottom of that screen. If three or more copies have been purchased already, strongly consider not purchasing unless it is necessary.

11. Action plan • Ask selectors to begin applying a maximum threshold of three in January 2011 • In October 2011, we will calculate the average duplication and survey the resource sharing and selectors to evaluate any problems that came up. Let’s see if we can stretch the monograph budgets by this grass roots efforts to purchase more unique titles in the consortia.