Retention Scenario Step Two
Pre-2003 Titles Held by 3 or more Partner Libraries

During the fall of 2013 the MSCS Collection Development Committee began analyzing titles held by three or more MSCS libraries in Retention Scenario Step Two. In summary MSCS agreed across the group MSCS will retain:

  • One title-holding for each Commit To Retain (CTR) title-set with 0-3 uses
  • Two title-holdings for each CTR title-set with 4 or more uses.
  • Two title-holdings of all local protected category title-sets.
  • All title-holdings where the specific edition is held in nine or fewer libraries in the U.S. (according to OCLC).
  • All special collections/archives copies and at least one accompanying circulating copy.

What follows is a more detailed explanation of the retention decisions made:

Special Collections Titles

Those title-sets that met the following criteria:

  • 3+ Holdings
  • Pre-2003
  • Special Collections in Title-Set
  • U.S. Holdings > 9
  • Not locally protected

The Committee agreed that when a title-holding has a special collections item MSCS will keep all title-holdings. When a title-holding is circulating only (no special collections items) MSCS will keep 1 title-holding per title-set.

Local Protected

Those title-sets that met the following criteria:

The Committee agreed to keep 2 title-holding per title-set.

9 or Fewer U.S. Holdings

Those title-sets that met the following criteria:

  • 3+ Holdings
  • Pre-2003
  • 9 or Fewer U.S. Holdings

The Committee agreed to keep all title-holdings per title-set.

Circulating/Non-Special Collections Titles

Those title-sets that met the following criteria:

  • Publication Year < 2003
  • MSCS Institutions holding > 2
  • Circulating Titles only
  • No Special collections
  • No title-sets with zero aggregate uses
  • 10+ U.S. Holdings in OCLC

The Committee agreed that MSCS for title-sets with > 0 AND <= 3 average uses per title-holding would keep 1 title-holding per title-set. The Committee agreed that MSCS for title-sets with an average of > 3 uses per title-holding would keep 2 title-holding per title-set.

The Committee agreed that title-sets with zero aggregate uses will not be committed to retain.

Retention responsibility allocation

The Committee agreed on the following allocation rules to assign retention responsibility across the MSCS group:

RULE 1.

If Colby holds a title, it will be marked Commit-to-Retain (CTR).

RULE 2.

If a title is held by any of the Colby, Bates and Bowdoin College Libraries then at least one of these libraries must have their holding marked Commit-to-Retain (CTR).   If Colby holds and is marked CTR per rule 1 then this rule will be satisfied.

RULE 3.  

Given that Rules 1 & 2 are satisfied, the remaining Commit-to-Retain (CTR) allocations will be done in an “equitable” fashion, where equity is defined as maintaining a constant ratio of CTR allocations to not commitment to retain allocations among libraries.  (which is equivalent to a constant ratio of retention commitments to in-scope titles).

RULE 4.

ALL Maine State Library’s local protected title-holdings are marked CTR.

 

Sustainable Collection Services (SCS) have applied these rules to CTR title-sets in Retention Scenario Step Two, and have supplied MSCC with retention allocation lists.  Below is a summary of allocations.  Note that these numbers will change slightly due to the subsequent removal of lost or missing items and previously identified publishers.

MSCS Step 2 – CTR List Counts
Institution Titles Items
Bangor PL 20,400  26,752
Bangor Theological 1,311  2,958
Bates  55,997  60,657
Bowdoin 56,149  66,990
Colby  138,440 152,916
Maine SL  22,142  34,935
Portland PL  23,536  31,746
UM-Orono 46,316 58,164
USM  26,456  30,698
Totals   390,747  465,816

See also Retention Scenario Step One