EMPOWERING COMMUNITY THROUGH COLLABORATION

CNY Shared Print Trust Program

The CNY Shared Print Trust Program was approved in 2014.

Goal

The goal of the CNY Shared Print Trust Program is to preserve legacy print collections across the CNY member libraries and to provide new options for sharing the costs and efforts of long-term collection management. The Shared Print Trust consists of sets of print materials that have been identified by specific projects proposed and developed by CNY libraries that would be held in trust for a specified period of time determined by each project. The Program acknowledges the importance of local need and local decision-making among the membership, and at the same time promotes and actively supports the efficiencies of acting as a consortium, with the ultimate goal of improving all collections and expanding access to them for all users. All CNY member institutions are eligible to participate in any CNY shared print project as the projects develop.

Shared Print Trust Management Committee

The Shared Print Trust Management Committee manages and reports on the operations and projects of the CNY Shared Print Trust.

The CNY Shared Print Trust Management Committee will:

  • Assess the effectiveness of the Shared Print Trust Program;
  • Track developments and emerging trends in this field and share new ideas about best practices with the CNY community;
  • Coordinate and communicate retention and review decisions for each CNY Trust project;
  • Form sub-committees and/or project task forces as needed to work on specific project and functions related to the CNY Shared Print Trust.

Trust Project Process

Each project will create a set of governing rules, metrics and other criteria for materials to be included, retention commitments, and a subsequent review period, during which modifications may be made to the original retention period.

Materials that have been selected for retention in each project must be marked in the catalog records of the holding library, identifying both the item as being held in trust and the period of time held as pre-determined by the project.

Last Copy Guidelines Policy

Unless materials have been identified in a catalog record as Trust materials, they are not included in the Trust Collection. However, in the spirit of the Trust, when any CNY member library is withdrawing items, it should follow the Last Copy Guidelines (developed by the CNY SCS Working Group 4/13), which describe a process for dealing with the last remaining CNY copy of an item. The Last Copy Guidelines Policy can be found under the “Policies” tab here.

The Future

In the current archival, library and publishing environment, any print collection management program such as this one is necessarily provisional. To be useful to members and our users into the future, the Shared Print Trust Program must be clear in its purposes, poised to anticipate change, and prepared to implement changes that are in the best interest of the membership.

The Shared Print Trust Management Committee will ensure that the CNY membership remains informed about evolving regional and national efforts in the areas of digital publishing, open access programs, and others, with the intention of both leading and joining such initiatives.

Project History

The First Project: Pod 1

ConnectNY began efforts to create a light archive shared print trust of circulating monographs for the consortium in October 2012. There was no desire to build or locate an off-site storage facility for the consortium, so it was agreed that the archive would be a light one, with the retention commitments maintained at each owning library. Sustainable Collection Services (SCS) was selected to provide the data analysis, and twelve members of CNY agreed to participate.

Project Goal: To further our collaboration through greater mutual reliance on our respective circulating print book collections, and in the process relieving pressure on both library shelf space and storage space. To that end, the project will:

  1. Provide access to the maximum range of print resources while reducing the level of redundancy among low-use titles while carefully drawing down portions of our individual print collections.
  2. Equitably allocate the deselection and retention of titles.
  3. Identify uniquely held titles and establish a last copy policy for the consortium. (Note:The Last Copy Guideline Policy can be found under the “Policies” tab here.)

Project Participants (“Pod 1 Libraries”)

  • Adelphi University
  • Bard College
  • Canisius College
  • Cazenovia College (no longer a CNY member)
  • Colgate University
  • Hamilton College
  • Le Moyne College
  • Medaille College
  • Pace University
  • St. Lawrence University
  • Union College
  • Vassar College

Project Partner

Sustainable Collection Services: https://www.oclc.org/en/sustainable-collections.html

Criteria and Statistics

Criteria for titles included in the ConnectNY Shared Print Trust Project (Pod 1):

  • Focus on low use circulating monographs. It was agreed that two copies of each title would be retained for ten years with data driven review at some mid point.
  • Data set include:
    • Titles that are currently held by 3 or more institutions in the group
    • Published or added to the collection prior to 2000
    • Last circulation before 2007
    • Titles with 3 or fewer circulations

Retention commitment

10 years; through January 1, 2024

Facts about the participating libraries:

Total number of circulating print books 3,364,553
# published prior to 2000 2,512,126
# unique copies within the group 924,962

Project data:

Number of allocable titles which will be retained 852,995
Number of titles which can potentially be withdrawn. Each library determines local criteria for their withdrawal process. 632,352



Project 2: Collaboration with EAST

The Eastern Academic Scholars Trust (EAST), https://eastlibraries.org, began its work in 2015-2016, and CNY became a collaborator in the initial development of the print retention partnership. EAST provided another avenue for CNY members to become involved in shared print retention. Five of the 12 Pod 1 libraries are retention partners with EAST: Adelphi, Bard, Hamilton, Union, and Vassar. Their CNY retention commitment data is incorporated into the analysis for the EAST shared print archive. These five libraries will maintain their commitments to CNY, and will retain titles for EAST for a period of 15 years (through August, 2031). There will be no reduction in commitment to CNY based on the EAST data. CNY paid a fee to include this data in the analysis.

Siena and Skidmore were not part of Pod 1; CNY provided a small subsidy for the analysis of their holdings for the EAST project. As EAST retention partners, they will be adhering to all guidelines set up by EAST regarding retention. These commitments will not be incorporated into CNY’s shared print trust program.

CNY E-book Program

All CNY members participate in the E-book program. This program began as a pilot in 2010, and has evolved to now include a subscription product and two demand driven acquisition products. The program is managed by the E-book Committee (http://connectny.org/committeesandworkinggroups/).

For members wishing to access statistics or receive more detailed information about the program, please contact Sarah Probst at sprobst@connectny.org.

For information about the history of the programs, see the articles listed under the Past Platforms section.

Summary of Platforms

Current Platforms (2017-2018)

Academic Complete Subscription: Fall 2015 –

  • Company: ProQuest
  • Status: Active
  • DRM: Yes
  • Subscription-based product; no titles purchased
  • Simultaneous users: Unlimited at no additional cost
  • Number of loans within an annual cycle: Unlimited
  • Available on platform after end of project: No
  • Annual platform fee: N/A
  • Available on Portico: N/A

ProQuest Access to Own (ATO), Fall 2017 –

  • Company: ProQuest
  • Status: Active
  • DRM: Yes
  • Short Term Loans: 1st use of book incurs a cost at a % of list price, book is not purchased
  • Purchased Titles:
    • 2nd use triggers a purchase
    • Number of loans within an annual cycle: 14, 7-day loans available in one year before a 2nd purchase is triggered
  • Simultaneous users: Unlimited, but each use triggers a cost
  • Available on platform after end of project: Yes
  • Annual platform fee: None
  • Available on Portico: No

JSTOR Evidence Based Acquisition (EBA), July 2017 –

  • Company: JSTOR
  • Status: Active
  • DRM: No
  • Short Term Loans: None – All books are available for access at no additional charge while the program is active
  • Purchased Titles:
    • At the end of the fiscal year, titles will be selected for purchase. The cost of the titles selected will add up to the value of the project’s initial investment. Titles not selected for purchase will no longer be accessible, unless the project is continued.
  • Simultaneous users: Unlimited
  • Available on platform after end of project: Yes, if purchased
  • Annual platform fee: No platform fee as long as the individual library remains a JSTOR customer after CNY cancellation
  • Available on Portico: Yes
Past Platforms

For information about the beginning phase of the E-book program, see the following articles:

Bart Harloe, Pat Hults & Adam Traub (2015). What’s the Use of Use? : Return on
Investment Strategies for Consortial DDA, Journal of Library Administration, 55:3, 249-259, DOI: 10.1080/01930826.2015.1034055
To link to this article: http://dx.doi.org/10.1080/01930826.2015.1034055

Bart Harloe & Patricia Hults (2012). ConnectNY E-Book Project and Update, ENY/ACRL Newsletter, Spring 2012, 3.
To link to this article: http://www.enyacrl.org/site/docs/Newsletters/2012Spring.pdf

Bart Harloe & Patricia Hults (2011). ConnectNY E-Book Project, ENY/ACRL Newsletter, Spring 2011, 3.
To link to this article: http://www.enyacrl.org/site/docs/Newsletters/2011Spring.pdf

JSTOR DDA (2015 – 2017)

  • Company: JSTOR
  • Status: Inactive
  • DRM: No
  • Short Term Loans: None, use directly triggered title purchase
  • Purchased Titles:
    • Trigger: 91 chapter views or 55 chapter downloads
    • Simultaneous users: Unlimited
    • Number of loans within an annual cycle: Unlimited
  • Available on platform after end of project: Yes
  • Annual platform fee: No platform fee as long as the individual library remains a JSTOR customer after CNY cancellation
  • Available on Portico: Yes
  • Total number of titles purchased: 336

EBL – Limited Loan, NovaNet model (Fall 2015 – Fall 2017)

  • Company: ProQuest
  • Status: Inactive
  • DRM: Yes
  • Short Term Loan: Use triggered eventual purchase of title (actual number of short term loans controlled by CNY, changed from 4th to the 5th loan)
  • Short Term Loans:
    • Trigger: Use of content outside TOC, index, or cover page for more than 5 minutes per day; printing; downloading
    • Simultaneous Users: No limit on number of users who can access the book at the same time, but each user triggered a loan
    • Price: A % of list price for each short term loan, varied by publisher
    • Loan Period: 1 day
  • Purchased Titles:
    • First copy of title:
      • Trigger: Number of short term loans, set by CNY, 4th-5th use
      • Price: List
      • Simultaneous Users: No limit on number of users who can access the book at the same time, but each user generates a loan
      • Number of loans within an annual cycle: 98 loans to be taken as 14, 7-day loans. Loans refreshed annually; if all loans used within a year purchase of another copy is triggered
    • Subsequent copies of title:
      • Trigger: Use of all loans available to the title within the annual cycle (number of loans available incremented with each copy purchase)
    • Number of loans within an annual cycle: 98 loans to be taken as 14, 7-day loans X the number of copies. Loans refreshed annually; if all loans used within a year purchase of another copy is triggered
  • Available on platform after end of project: Yes
  • Annual platform fee: None
  • Available on Portico: No
  • Total number of titles purchased: 953

EBL – Multiplier Model (Fall 2012 – Fall 2015)

  • Company: EBL – Ebook Library; subsequently purchased by ProQuest
  • Status: Inactive
  • DRM: Yes
  • Short Term Loan: Use triggered eventual purchase of the title (actual number of short term loans controlled by CNY, moved from 4th use to 5th use to adjust ratio of purchases/short term loan expenses
  • Short Term Loans:
    • Trigger: Use of content outside TOC, index, or cover page for more than 5 minutes per day; printing; downloading
    • Simultaneous Users: No limit on number of users who can access the book at the same time, but each user triggered a loan
  • Purchased Titles:
    • Trigger: Number of short term loans, set by CNY, varied from 4th use to 5th use
    • Simultaneous Users: No limit on number of users who can access the book at the same time, but each user used a loan
    • Number of loans within an annual cycle: 325 X 3 (multiplier) = 975 divided by loan period (loan period set by CNY); loans refreshed annually to original 975; if all loans used within a year, access denied until start of new cycle or another copy could be purchased
  • Available on platform after end of project: Yes
  • Annual platform fee: None
  • Available on Portico: Unknown
  • Total number of titles purchased: 965

Coutts MyILibrary Pilot (2010 – 2011)

  • Company: Ingram Coutts
  • Status: Inactive
  • DRM: Yes
  • Short Term Loans: None, use directly triggered title purchase
  • Purchased Title:
    • Trigger: 2 uses triggered a purchase,
      increased to 3 uses during second half of pilot
    • Definition of use: Use of the book, except TOC, cover, descriptive metadata.
      Book could be searched without triggering a use.
    • Simultaneous users: Purchased titles initially had unlimited use; subsequently decreased to 3 concurrent users
  • Available on platform after end of project: For a limited time
  • Annual platform fee: Yes
  • Total number of titles purchased: 643

Note: Due to high cost of platform access fee, CNY did not retain access to titles. Coutts was subsequently purchased by ProQuest. Coutts purchased titles will be available on the ProQuest platform in 2018.