Copac Collection Management Tools – Plans for Phase 2

1. Copac Collection Management Tools – Plans for Phase 2 Michael Emly University of Leeds

2. Summary of where we are • 6 theoretical use cases developed • Identifying last copies as part of stock withdrawal process • Identifying collection strengths • Decision-making around conservation • Reviewing a collection at the shelves • Prioritisation for digitisation • Around collection development and marketing • Significant work on 2 use cases already within White Rose Consortium libraries

3. Priorities for phase 2 • Understanding how research libraries might wish to deploy and use the tools • Developing the user interface • Enhancing searching and deduplication of results • Further development of the tools to support collection management • Exploring how Copac can indicate preservation / retention status and support collaboration • Develop business models for a service beyond the current pilot project

4. Understanding needs and workflows • Understand needs which the tools can support and workflows in which they will be embedded • Develop case studies based on the use cases • Explore further use cases • Feed this into interface and functionality development • Consider needs of different libraries • Contributors of all holdings to Copac • Contributors of selected holdings • Non-contributors (?)

5. Interface development • Develop easy-to-use and robust web interface • Link in to other Copac functionality • Ensure that it aligns with the needs and processes of library workflows – with helpful, context-sensitive default settings • Personalisation (institutional and potentially individual user) • Real life testing

6. Functionality • Flexible de-duplication of results • Provide appropriate and flexible tools for searching • Access to the required search types (known item, subject, author, etc.) • Flexibility in limiting the results set e.g. by region, consortium, etc. • Search expansion to identify and include related records, where desired • Identify and implement further functionality • Real life testing

7. Identifying retention status Should Copac hold and expose information about retention and preservation status of holdings to support coordination of provision for the UK research community? And if so, how? • Explore the policy issues – through a national workshop • Consider technical possibilities for implementation via Copac • Explore how the tools might support the transfer of stock between libraries (cf. CoFoR Project for Russian & E. European materials)

8. Business models Needed to secure continuing development and support beyond July 2012 • Understand how the tools might be used within the community • Consider various options for a sustainable service and recommend a way forward

9. What we need • Ideas!! • How could the tools support your library in collection management? • Do the existing use cases reflect your situation? Which ones? • What are the obstacles? • What more could you do given the right tools? • Input regarding retention / preservation status – future workshop planned specifically around this • Additional libraries for testing, etc. – more about this at end of today

10. Any questions?

11. Break-out groups • Generate ideas and discussion to help us develop tools which meet your requirements • No formal agenda • Sheet of questions and comments to get you started – but do feel free to ignore! • Each group has a facilitator • Each group will be asked to report back key points from the discussion after lunch