CMCAB June Meeting

The Jisc Collection Management Community Advisory Board met on June 21st 2018.  A summary of discussions is provided below:

Board membership: Dawn Holland from the University of Hull is stepping down from the Board.  Her colleague from Hull, Chris Awre, will be joining the Board at the next meeting.

The University of Sydney have reported on their pilot project using CCM Tools.  Some interesting areas of overlap in East Asian collections was identified but the sample size (1000 records) was relatively small.  The pilot was a useful proof of concept but a larger scale collaboration would be needed to investigate the feasibility of any international service offering. The Board agreed that it was sensible to keep options open and to pursue this further when resources allow.

Service Updates: CCM Tools service enhancements are currently paused as we work towards the launch of NBK services and incorporate requirements into the Jisc TLSS UX development work.  However, the team have been busy with events and will be testing NBK data with the CCM Tools interface in the autumn.  Copac is in a stable state with some new data loads and reloads still taking place.  Activity is merging into NBK workflows as the project progresses so will not be reported on separately at future meetings.

Community Engagement: The team have been busy with a full calendar of CCM and NBK events since the last meeting.  As well as promoting the NBK and collection management services, the events provide valuable insight and feedback from the community.  This has included insights into NBK use cases for post 1992 institutions around acquisitions and managing e-book collections.  There has also been much valuable activity in Wales resulting in discussions with WHELF about supporting some specific metadata projects for the consortium and plans for CCM Tools training.  The CM@Edinburgh event took place on 29th June and was a great success with over 50 delegates attending.

National Bibliographic Knowledgebase:

The Board were shown some prototype data visualisations using elastic search and NBK data.  These show the potential to deliver new functionality and data analysis tools to support data quality and collection management workflows and are an excellent practical demonstration of the services which the NBK could deliver.  It was noted that it would be very useful to show this to the wider community to give insight into the potential for strategic analysis and delivery of new tools.  The Jisc team will be doing so at forthcoming events.

Data loading has slowed recently, often due to local issues getting in the way of progress rather than a lack of awareness or support.  In response to this we are engaging with individual institutions with support from Jisc account managers. While data loading remains a priority we are also putting an emphasis on communicating benefits to institutions, libraries and end users to drive engagement.

Serials data: work is progressing to incorporate expertise from the SUNCAT team into the development of appropriate functionality into NBK services.  This will support serials data workflows, including the UKRR.

Data ownership: a consultancy has been procured to look into the issues of data ownership and re-use which the NBK has highlighted to date.  This will include dialogue with data suppliers, libraries and the NBK team to provide an analysis of the data supply market place and business models, in the hope of finding a way forward to enable sharing of data.  It will conclude by mid-October and will also involve the creation of a small community working group to provide a discussion forum for the duration of the work.

Participant framework: a draft document was circulated detailing all NBK service components potentially on offer and the access points for different categories of participants (such as Jisc members, non-members etc.) for comment.  The Board supported the broad thrust of its principles but suggested some changes to the structure to improve clarity.  These will be incorporated before a public version of the document is released.

Community Data Groups: details of the four groups have been posted to this blog.  The groups developed a survey about bibliographic data in libraries which was open to the community for completion during June.  Analysis of the results is now taking place and the Groups will be meeting again on 26th July to discuss these and decide on recommendations and next steps.

Dates of CMCAB meetings for the 18/19 session will be confirmed as soon as possible.

Collections Management @ Bodleian Libraries Book Storage Facility

On Thursday 30th March, Michael Williams and his team opened the doors of the Bodleian Libraries Book Storage Facility in Swindon, having given members of the Collection Management community a rare opportunity to visit.  Anne Worden, who visited from the University of Portsmouth, kindly agreed to us posting her report on our blog:

Visit to Bodleian Libraries Book Storage Facility, Swindon, 30/3/17

Oxford opened this facility in October 2010 as a replacement for multiple other stores, including a salt mine in Cheshire, which were becoming very expensive. It is in one corner of a 17 acre site which the university bought and they will be expanding the current warehouse over the next 4 years at the same time as building a store for the Oxford University museums.

The current capacity is 13 million items with 8.9m being stored, so about three quarters full. They “ingest” (accession) about 7,000 new items per week, making just under 400,000 each year. The conditions meet BS5454 and PD5454, with the temperature being 17.5°C (+ or – 1°C) and the humidity 52% (+ or – 5) – 15,000 sprinkler heads are in place in case of fire. Items are stored in acid free, archival quality, strong cardboard box trays.

Stock is stored on 11m high, German-engineered (no leaning forward!!), metal shelves which are 70m long with 31 narrow aisles between them. Three aisles contain a huge run of map cabinets spread over 5 floors. All other items are stored by size and most have a barcode stuck on the top left hand corner to aid quick retrieval – those that don’t have the barcode stuck onto them have the barcode on a slip of paper sticking out the top but this isn’t ideal as the barcodes get mixed up when people borrow several items like this at the same time. Six forklift trucks are used to enable 8 retrievals of stock a day between 7am and 10pm, Monday to Friday – seeing the pod of the forklift rise up 10m to get something then move forward at that height to the next retrieval was quite a sight!

They get approximately 19,500 requests each month, a figure which has increased year on year. They think the increase is due to the speed and reliability of the service – vans deliver to libraries around Oxford twice a day and if you order by 10.30am in the morning, you can have the book the same day. Unexpectedly, medium use stock has been stored there as well as low use stock, as librarians have discovered that putting copies into the store actually makes them more accessible to users in different libraries around Oxford because of the frequent delivery service.

In addition to the delivery service, they also provide a scanning service and scan about 50-60 items per week in term. The reader gets a link to a server and then has 2 weeks to access the article/chapter. The scan stays on their system for a term just in case of retrieval problems, then gets deleted. They have just dropped the price of scans from £4 to £2 in order to encourage more use of this service.

There are 22 staff working in shifts and the key contact is Michael Williams, Head of Storage and Logistics. Because they will have spare capacity for the foreseeable future, they are keen to encourage other universities to use the facility – Cambridge are currently storing their newer legal deposit collection there whilst they wait for their own store to be built. Stock for other institutions is stored on separate aisles so can’t get mixed up with the Oxford stock. Michael said that he is happy to provide price estimates based on exact requirements.

Jenny Yaacob and I came away extremely impressed by the scale and efficiency of the whole set-up. If we were to consider off-site storage for legacy items, I would certainly recommend investigating what they could offer us, as nothing we could do ourselves would match their skilled operation.

AW 31/3/17

 

Manchester Event Presentations

We held another ‘Introduction to CCM Tools’ event in Manchester on 15th November. Thanks to the Library at the University of Manchester for hosting us.

We were again very fortunate to have some fascinating presentations from colleagues about their use of CCM Tools and the speakers have kindly agreed to make their slides available, or to to write them up as case studies in new year.

Artists Books Benchmarking Using CCM Tools: Jane Daniels, Cardiff Metropolitan University.

CCM Tools at the University of Hull: Dawn Holland will be contributing a case study covering her ‘user story’ in the new year.

Collection development & profiling: Andrew Paton, University of Manchester Library.

Thanks once again to our speakers and our lively participants who contributed to an engaging and enlightening session.

Introductory events held in July

The CCM Tools team recently ran two ‘Introduction to CCM Tools’ events: the first hosted by the University of Nottingham and the second by SOAS, University of London.  Both events were well attended and provided those new to CCM Tools with an overview of different use cases for the Tools with supporting case studies.  This was followed by some user stories from colleagues who spoke about their early experiences using the Tools in their institutions.

Our thanks go to Amy Seal, Sarah Davies, Chloe Barnes and Paul Wearing for speaking at the events: these contributions from practitioners really help to bring the value of the Tools to life for participants. The speakers have kindly agreed to make their slides available below:

Amy Seal, University of Leicester

Paul Wearing, Cardiff Metropolitan University

Chloe Barnes, University of Sussex

Sarah Davies, University of Nottingham

Following the presentations (and tea and biscuits) there was an opportunity for participants to get practical with a hands-on exercise providing an introduction to the Tools.  Unfortunately technical problems at SOAS made this difficult at the second event, but everyone took the exercise away to use back at the office.  It’s also available here for anyone to use.

Another event has been scheduled at the University of Manchester on 15th November. Bookings will be opening on the lis-collection-mgmt email list shortly.

CCM Tools Community Events July 2014

Following on from last summer’s successful CCM Introductory Events, we ran two more community events in Manchester and London this July.  The purpose of the events was to give both new and more experienced CCM users an opportunity to share experience, discuss the broader national context in which the Tools operate and to engage in the ongoing development of the Tools as we move into a new phase of development.

Each event began with a series of case studies from users covering a broad range of experience from getting started to complex ongoing evaluation work.  Each of the presenters has kindly agreed to us making their slides available below:

Helen Faulds, University of St Andrews

Jane Podmore, University of Manchester

Gary Ward, University of Sheffield

Ruth Elder, University of York

Melanie Wood, University of Newcastle

Laura Macpherson, University of Edinburgh

Jennifer Prada, presenting on behalf of David Clover, Senate House Library

Following on from this, Ben Showers from Jisc spoke about the National Monographs Strategy: identifying CCM as a vital piece of the strategic jigsaw in this broader context.  The Strategy looks at developing a national approach to the lifecycle of monographs, and Ben provided an update on the background, methodology, ideas and next steps for this area of work.

A stimulating group discussion followed this, looking at the broader questions identified in Ben’s session, specifically how we can develop a ‘trust infrastructure’ to ensure that institutions can  trust the Tools and each other to work towards enabling robust national agreements and policies for monographs.

After lunch Shirley Cousins, Copac Service Manager gave an update on the new Copac database and how the enhancements will impact on CCM Tools, including a glimpse of the new Copac user interface which was warmly welcomed!

This was followed by a chance for hands-on use of the Tools, either with an CCM-intro-handson-0714 for new users or an opportunity to look into CCM-dedup-hands-on-0714 in more depth.  Delegates also contributed to a focus group, and were asked to contribute their comments, feedback and suggestions on how we can improve the CCM Tools.  We also asked for their ideas for enhanced support features which would help users to get started with using the Tools and continue to support ongoing use to enable them to become embedded in institutional workflows.  The CCM team found the content of these discussions invaluable to inform our future plans.

Thanks to everyone who contributed to and participated in the events, for engaging so positively in all the sessions.  We hope by keeping in touch with each other, delegates will become part of a supportive community of CCM Tools users as they go from strength to strength.

 

CCM Beta Trial Introductory Events

We recently held events in Manchester and London for members of RLUK to introduce the CCM tools Beta interface and provide some context to those trialling the interface. These included real world case studies, as well as an opportunity for hands on experimentation.

The presentations generated wide ranging discussion about the national context for the CCM tools as well as potential applications. Ideas were flowing as delegates started working with the tools and thinking about how they might be applied within their own local context, with excitement about the opportunities beyond the obvious ones relating to making space on the shelves. This was also an opportunity for us to get initial feedback as delegates began to work with the facilities.

The main elements of the programme are given below; there are links to the presentations as well as background material; hands-on examples are now included on the CCM forum for RLUK members involved in the Beta trial.

The limited scope of current activity means the Beta trial is restricted to RLUK members only, but we will be looking at ways of broadening access as we gather feedback towards the end of the year.

CCM tools Beta Trial: Introductory Event Programme

The National Context

London: Dr. Mike Mertens, Deputy Executive Director and Data Services Manager, RLUK.
Manchester: Michael Emly, Head of Collection Services, University of Leeds Library.

This presentation provided the broader context within which the CCM tools are being used, looking at the changing national landscape as well as the changing role of RLUK.

CCM tools ‘The Bigger Picture’ Slides

Group discussion:

How local decisions can affect the wider national context for collection management. (See Leeds Case study extract).

Case Study 1: Sheffield University

Gary Ward, Head of Capacity Management, University of Sheffield Library.

Gary discussed the way the CCM Tools were used in an actual withdrawal of stock procedure at Sheffield during 2012. The CCM Tools were used to identify last copies amongst titles considered for withdrawal and to identify copies held in eight or more other libraries besides Sheffield, which were then considered candidates for withdrawal. This supported the withdrawal of over 1100 items, freeing significant shelf space, whilst taking into consideration the continued availability of materials for researchers. The presentation covers the background to the case study, the case study itself, the findings and finally some recent developments that have occurred since the case study.

University of Sheffield case study slides

Case Study 2: York University

Ruth Elder, Collection Space Management Co-ordinator, University of York Library.

Ruth addressed the way the CCM tools have been used to support “business as usual” practice at York in the context of creating a “Collection Profile.”  This pulls together a wide range of relevant information into one accessible location in a graphic manner, which can shared with those who it is most relevant to inform their decision making – such as subject librarians, senior library managers and academic departments. The presentation discusses the work flow involved. The Collection Profiles have received a positive reception at York and are now embedded as part of the 5 year Content strategy.  They are encouraging and facilitating discussions between the library and academic departments in regard to evaluating stock selection and use, contributing to more positive collaborative relationships.

University of York case study slides

A more detailed description of the Case Study is also available “Identifying titles for potential purchase using the Copac Collection Management tool

Copac Data: an introduction

Shirley Cousins, Copac Manager, Mimas, University of Manchester.

The way the Copac deduplication is carried out has some implications for the CCM search. This is summarised on the CCM forum for RLUK members. In addition, as a union catalogue Copac is dependent on updates from our contributing libraries, which in turn affects the currency of the picture you see within CCM. Update frequency varies from weekly or monthly for most large institutions, through to historic collections which are and largely unchanging so may only provide an annual refresh. You can check the currency of the data from any institution at:

http://copac.ac.uk/about/library-update/

This page also shows where a library has changed their library system and we are awaiting a reload, so the catalogue has not been updated as recently as would normally be the case.

Hands-on

The hands-on provided an opportunity to follow some structured exercises, plus time for unstructured experimentation. A hands-on worksheet is available to CCM users on the User forum.

Action Planning

There was an opportunity to prepare an Action Plan to take away. You can download a copy of the Action Plan Template for CCM tools.