As of May 2013, Maine Shared Collections Strategy (MSCS) have begun to make retention commitment decisions on print monographs. MSCS will analyze and take action only on print monograph title-sets published before 2003.
Below are the criteria and categories for Retention Scenario Step One which applies to titles owned by only 1 or 2 partner libraries.
Print monographs owned by only 1 or 2 partner libraries Committed to Retain titles published (or acquired) before 2003 that met these criteria:
- If any circulation or reserve activity*
- “Protected” category title-sets (Maine and/or institution specific items)
- “Unique” in OCLC (specific edition is held in nine or fewer libraries in the U.S.) title-sets
- Special Collections/Archives copies
* The circulation criteria was applied at the title-holding level. Thus, if a individual library’s title-holding has any circulations then all of its items fell into the “Committed to Retain” category. The “protected” category and “unique” in OCLC criteria were applied at the title-set level because it includes every holding of this title. The Special Collections/Archives designation is applied at the item level using the item location code.
The above criteria resulted in approximately 1 million title-holdings and 1.2 million items being “Committed to Retain” (shown in the table below). Some of these have multiple copies per title. However, libraries are only required to retain one copy of a CTR title, but that for ease of implementation, ALL copies will have retention commitments recorded in the 583 field. Therefore, libraries are free to decide in the future that they will only commit to retain a specific circulating copy (all special collection copies are CTR).
ALL Special Collections/Archives copies of multi-volume sets will be “Committed to Retain”, as will all circulating copies of multi-volume sets as decided at the Aug 29, 2013 Collection Development meeting. This means that all categories below will be “Committed to Retain”.
| LIBRARY | COMMIT TO RETAIN | ||||||
| Total Titles | Total Items | Single Copy Items | Multi- Copy Without Special Collections items |
Multi- Copy With Special Collections Items |
Multi- Volume Without Special Collections Items |
Mulit- Volume With Special Collections Items |
|
| Bangor Public Library | 147,490 | 177,195 | 125,160 | 45,492 | 1,238 | 1,524 | 3,781 |
| Bangor Theological Seminary | 9,688 | 18,095 | 6,389 | 11,663 | – | 1,976 | – |
| Bates | 129,168 | 142,603 | 123,381 | 3,421 | 1,029 | 12,018 | 2,754 |
| Bowdoin | 161,498 | 202,550 | 146,702 | 7,223 | 4,321 | 34,675 | 9,629 |
| Colby | 124,178 | 142,617 | 116,226 | 1,847 | 5,231 | 14,760 | 4,553 |
| Maine State Library | 43,532 | 53,726 | 37,390 | 6,116 | 6,767 | 2,124 | 1,329 |
| Portland Public Library | 78,065 | 97,133 | 66,289 | 24,495 | 2,149 | 3,208 | 992 |
| University of Maine Orono | 276,784 | 307,202 | 260,079 | 16,093 | 9,149 | 20,189 | 1,692 |
| University of Southern Maine | 105,785 | 117,074 | 98,951 | 7,022 | 2,023 | 8,239 | 839 |
| ALL ELIGIBLE TITLES** | 1,076,188 | 1,258,195 | 980,567* | 123,372 | 31,907 | 92,931 | 31,351 |
* 726,367 titles or 75% of the “single-item per bib” items are on the list solely due to circ/reserve activity. Approximately 40,000 of those are also public domain titles in HathiTrust.
**Note that these numbers are from the Sustainable Collection Services (SCS) retention lists (SCS Single Copy Items Lists | SCS Multi Copy / Volume Lists). Actual numbers may vary due to items that may have been deleted before retention commitments where made, possibly due to erroneous inclusion on the lists. Also many ‘bound with’ titles were considered as multiple items. View a table of Actual Commitments Made in Catalogs.
Monographs owned by only 1 or 2 partner libraries that are NOT committed to retain:
- Zero circulation and NOT in a protected category, Archives or Special Collections location and held by 10 or more libraries in OCLC.
See also Retention Scenario Step Two for discussion of material held by 3 or more partner libraries.