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 introductory worksheet for new users or an opportunity to look into de-duplication options 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.

 

Copac Collection Management User Stories

Following an appeal to registered CCM Tools users at the end of last year, we have had several new short case studies or User Stories posted to our User Forum (available to registered users).  These provide a great snapshot of the kind of activity that people new to the Tools have engaged in since July last year.

What is really interesting about these new posts is that they range from small scale ‘proof of concept’ experiments  to larger projects supporting policy changes or streamlining ‘business as usual’ work flows.  So if you are new to the CCM Tools they are a great place to start to get a taste for the potential benefits they can provide your institution.

STOCK WEEDING

A user new to CCM at The University of Manchester undertook a small project checking 3 shelves of books in store, in order to test the potential for identifying possible items to withdraw.  The criteria used were to highlight those items held by 9 or more libraries as possible candidates for disposal.  The experiment indicated a potential for streamlining the decision process.

Another project reported at Manchester was use of the Tools to support a ‘business as usual’ annual weed of open shelves for withdrawal or transfer to store. Previously checks against Copac were made manually so the CCM Tools saved considerable staff time.

At Edinburgh University the Tools were used with reference to the SCURL collaborative retention policy to assess stock currently in an off- site store, for retention or disposal.  By enabling staff to identify unique copies in Scotland, material could be prioritised for possible transfer to the Main Library collection.

IDENTIFYING COLLECTION STRENGTHS

Nottingham University reported that the Tools were used to confirm that the library had a significant subject collection developed 20 years ago which had not previously been formally recognised.  Anecdotal evidence from academics about this was confirmed by CCM data.

At St. Andrews University the Tools were used to assess a significant donation to the library, confirming its value. 

The Deputy Collections Manager sums up her conclusions about the value of the Tools for collection analysis:

 

 

ENHANCING STOCK DATA

Warwick University has been working on developing a database of information from a variety of sources to help manage stock.  Data from their reading list system, purchase and publication dates, and usage data, has now been enhanced with information from the CCM Tools identifying the uniqueness of material.

 

SPECIAL COLLECTIONS

Again at Edinburgh University CCM Tools were used to provide supporting information for a major policy change in the area of Special Collections: namely a change in transfer criteria from a publication date of pre-1850 to pre-1900.

 

POST YOUR OWN STORY

As these short case studies show, the Copac Collection Management Tools can support decision making in a range of areas, and help users to get the data they need quickly and efficiently.  If you have a user story to tell please share it on the Forum: we would be delighted to find out more about what our users are up to.

Interested in finding out more?  Currently access to the CCM Tools and User Forum is limited to project participants and RLUK member libraries. However we are starting to plan for wider access: opening the Tools up to more libraries in the future.  We will post more information about these plans as soon as we can, please watch this space.

 

CCM Tools User Survey Results

In December we launched a short survey for registered users of the Copac Collections Management Tools.  This was to help us gather feedback as we move into a newly funded phase of work in 2014.  Since the opening up of the Tools [via Beta Trial] to RLUK members last summer we have now registered over 35 users: many of whom are actively using the Tools in their day to day work or for special projects.

We received 18 responses to the survey and would like to thank all those who took the time to take part.  Your responses have provided the CCM Tools team at Mimas with really valuable feedback.  In general the responses were overwhelmingly positive: confirming strong community support for the CCM Tools as we move into a new phase of development.  Some of the highlights from the survey results are:

  • Over 60% of respondents are using or expect to use the CCM Tools for business as usual activity in their workplace.
  • Many users identified future plans for using the tools, indicating a continuing need.
  • Use of the different search forms (Quick, Batch & Keyword) was consistent with over 60% of respondents using all of them.  Batch search was the most popular option.
  • Use of the visualisation tools and graph data were by far the most popular export features.
  • Not many users had used the online help: 50% said they didn’t need it but some weren’t aware of it.  Of those who had used it 2 didn’t find it useful: so we have some work to do to ensure it meets user needs.
  • Over 70% of respondents found the CCM Tools easy or very easy to use.
  • Nearly 60% of respondents had not used the CCM User Forum.  We plan to work with the user community to encourage more use and mutual support over the next few months.
  • In response to the question ‘What do you like most about the tools?’ common themes were: the visualisations; ease of use; import & export functionality; time saving.
  • Suggestions for changes you would like to see included: bigger batch files and UI improvements.
  • When describing the benefits of the tools respondents clearly demonstrated value in areas such as: access to hard data; speed & efficiency; knowledge about the library collection; benchmarking; supporting collection management decisions.
  • Most respondents would recommend the CCM Tools to others.

 

 

 

 

What Next?

We will be using the results of the survey to inform our work over the next few months.  This will include supporting users to get the most from the CCM Tools through more community events; there will be a refresh of the user interface incorporating user feedback, as well as promotion of the User Forum as an active tool for community support and guidance.  The survey feedback will also help us encourage new usage by providing exemplars of areas where the tools are being applied.

 

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.

 

CCM Beta trial: laying the groundwork

Since the CCM project restarted there has been a lot of background activity across a range of areas, addressing technical and user support issues.

Technical development

The alpha CCM tools UI developed iteratively and went through several incarnations, with variants running in parallel as they were in use by different project members. To take the alpha interface out to a wider audience we needed to move it to a new, stable, location with supporting Web pages. This work has now been completed ready for further testing.

As part of this process we undertook a review of the interface and introduced a number of changes:

  • A CCM microsite has been created;
  • The interface has been tested and changes made to improve stability and make maintenance easier;
  • We have introduced a login to control access to the interface. For ease of implementation in the beta trial the login uses the latest version of the RLUK database login mechanism, created for the new RLUK database currently under development;
  • A number of additions have been made to the facilities, some expanding on trial facilities, others in response to requests arising from testing carried out last year;
  • A review of the interface has been carried out by Mimas staff outwith the earlier stages of the project. This has resulted in a number of changes to wording and improved consistency of presentation.

The new CCM microsite has been developed from the existing Copac stylesheets. The need to introduce new web sites for related but separate purposes has highlighted the issue of site maintenance. Given limited resources site maintenance could easily become a burden which means sites become out of step, updates may be missed etc.

To minimise this problem we are establishing a set of stylesheets that allows us to maintain a Copac ‘family’ of web sites efficiently. Basic layout and functionality will be maintained across all versions of the site by changing a single sylesheet, whilst the superficial appearance of the site in terms of colours, logos etc. will be handled separately for each member of the family. This should allow us to create new web sites as required with relative ease and to maintain them effectively, avoiding duplication of effort and minimising the likelihood of the sites becoming out of step. Once this work is complete the CCM web site will be migrated across to the new stylesheets, though from a user perspective little will change.

Support and training

Something that became clear from our earlier work is that the use of the CCM tools would benefit from more support than we would normally provide for Copac. As an interface it is both less familiar and, in many ways, more complex that the Copac search interface, so we have been looking at various forms of support.

  • We have begun developing online case study exemplars. These will be made available on the web site offering users an opportunity to work through a case study to get an understanding of the workflow for a particular activity and the various tools available.
  • Context specific help pages have been created. These will support users directly, but they also provide content that can be re-used within the case studies, so we’re not duplicating effort. Tying the case studies to the help pages may also assist with familiarising users with the help that is available to them when they come to carry out their own collection management activity.
  • We are at the planning stage for an introductory user ‘training’ session. This will introduce potential users to the CCM Beta trail and provide an opportunity for people to familiarise themselves with the interface and the way the facilities can be used. We are also hoping to gain feedback on the support available and any gaps.

Community collaboration

The CCM tools are a way of supporting wider library collection management activity and decision making. Mimas can support use of the tools in terms of answering questions about the interface, but we are not best placed to look at the planning that goes in beforehand and how the data may be used afterwards. In the wider context it is the library community that has the expertise and we want to encourage users to share experience and provide support for one-another.

With this in mind, we have begun work creating an online user forum. We use WordPress for our blogs so we’re working with bbPress, which is a forum plugin for WordPress. This has been a bit of a learning curve for the programmer for whom this is all new, but it is looking promising and we will be testing it shortly.

At the start we feel it is important to ensure CCM users are getting support so we’re developing a forum engagement plan to try to encourage use of the forum and get it off the ground as the Beta trial begins. Over time we hope users will begin to work together through the forum, supporting each other. We will be logging forum activity and assessing how well this has developed as part of the overall beta trial assessment.

Keeping the momentum going: the next phase of the Copac Collections Management Project

The Copac Collections Management (CCM) tools project is moving into a new phase, made possible by ongoing funding by Jisc and with the support of RLUK. Until the end of 2013 we will be widening participation whilst encouraging community involvement and reviewing user support requirements. During this phase the prototype CCM tools will be made available to RLUK member libraries and we will be working with participants to gain feedback on the tools themselves as well as on their training and support needs. This will feed into sustainability planning and defining the requirements for any initial CCM tools service.

The CCM tools project has now been underway for two years. With Jisc funding, the Copac team at Mimas, RLUK, Leeds University, and other members of the White Rose Consortium have worked together to design and deliver the CCM Tools, and to engage the broader community in understanding their potential. We have also been exploring strategic concerns about ensuring long-term access to print materials for the research community as a whole.

The community response has been overwhelmingly positive, so in phase 3 we are looking at the requirements for moving towards a service environment. In early summer 2013 we will be making the CCM tools available to a much wider range of Copac contributors, in the form of the RLUK member libraries. We will be exploring what user training and support is required, whilst also encouraging peer to peer support, as the expertise for applying the CCM tools lies within the library community.

The work will continue to the end of 2013 and we’ll be gathering feedback and developing our understanding of what the basic requirements for any future service would be in terms of the interface and facilities, as well as the support infrastructure needed to provide the best environment for users.

RLUK CCM phase 3 Press Release

Successful completion of Phase 2

Phase 2 of the Copac Collection Management Tools Project is now complete and this is the first of several posts reflecting on the results. 

Apart from the Final Report, the following key outputs are now available on the website:

  • Proposed Strategy to inform sustainability planning for a prospective service based on the Tools;
  • Report on Retention and Preservation, summarising the work carried out by the Project in this area and considering how the Tools might provide a framework to support a distributed National Research Collection of Monographs;
  • Synthesis of the Case Studies, bringing together the results from 10 separate case studies which looked in detail at how the Tools might support  stock withdrawal, collection profiling and decision-making in conservation and digitisation;
  • Detailed reports on 6 of the case studies, along with workflow documentation intended to help libraries that are new to using the Tools.

Speaking personally, my overriding impression from the Project is of the enthusiasm within the community for what the Copac Tools might offer.  At our December workshop in Leeds, we had 35 participants from 24 different libraries.  For many, this was their first opportunity to find out about the Tools, but there seemed to be no dissenting voices.  They were able to identify with the scenarios presented by the Project partners and could see the relevance of the Tools to day-to-day operations within their own library.  They understood how this could help with space management, improve decision-making and provide a powerful tool for advocacy work with their user community. They also shared similar strategic concerns about ensuring long-term access to print materials for the research community as a whole, and were strongly supportive of using the Tools to avoid the loss of “last copies” nationally.

This last point was picked up in the March workshop on retention and preservation – deliberately planned as a smaller and more focussed meeting with a balanced mix of individuals with relevant expertise.  And again, a powerful consensus emerged.  The UK is fortunate in having very rich print collections, but if they are to continue to remain accessible for use by future generations of researchers, then greater coordination is required:  there was general agreement that we need to be working towards a distributed National Research Collection of Monographs.  The Copac Tools provide an appropriate mechanism for libraries to share information about their holdings and indicate which titles or collections they are committed to retaining for the long term.   Additional information about preservation status, access restrictions or digital surrogates might also be included, where feasible.   The meeting participants also emphasised the importance of libraries feeling confident in the reliability of this data based on a common understanding of the phrase “long term retention”.  So the backing of RLUK was seen as a key ingredient in building community agreement and participation. 

Through these meetings, a consensus has emerged, based on a shared vision for the future management of our print collections.  There is an eagerness to build a more sustainable future.  The challenge now is to translate that into concrete actions and make it a reality.

So, on behalf of the Project Team, a big thank you to all who have been involved, in any way at all, in making it such a success.

Final Report on Retention and Preservation

The Final Report on Retention and Preservation (PDF) is now available. This brings together the CCM work on retention and preservation and sets out a series of recommendations which, taken together, would provide the framework required for a distributed National Research Collection of Monographs.

The report includes a proposal for a metadata framework based on MARC tag 583 and the associated vocabulary Preservation and Digitization Actions. The Proposed Metadata Framework (PDF) is also available separately.

Initial recommendations on metadata formats

Following the project workshop on retention and preservation in March, a preliminary report on the subject was compiled which discusses the main issues, identifies those questions requiring further investigation and suggests a strategic way forward which would help maintain the integrity of the National Research Collection.  

Michael Emly has now built on that initial discussion of the issues around metadata and developed a firm proposal based on the use of MARC tag 583 and the associated vocabulary Preservation and Digitization Actions.  Comments on the framework proposed would be very welcome – please email Michael directly at m.emly@leeds.ac.uk before the end of June.

What is interesting is that in parallel to the work of the Copac Tools Project, OCLC has been exploring similar issues in its Print Archives Disclosure Pilot.  This looks at how retention commitments for print journals – and the associated question of access to this material –  can be supported and shared through OCLC services (rather like our own UKRR).  The final report of the OCLC project has just been published and discusses the metadata infrastructure in considerable detail.

Workshop on Retention and Preservation

The Workshop on Retention and Preservation on March 12th was a great success, bringing together 20 people from around the country to consider that subject in depth. The presentations and other related materials are now available on the Project website to support further discussion and a report with recommendations will be produced shortly.

At the start of the day, Michael Emly’s presentation set the issue of preservation and retention within the broader context of the Project and its objectives. He highlighted the hope of moving towards a more strategic approach to decision-making through the Copac Tools. If a framework can be provided which allows libraries to signal what material they intend to retain long-term, whether with respect to individual items or to whole collections, then other institutions will be able to use this data to inform their own decisions, and so best use can be made of scarce resources by avoiding unnecessary duplication of effort. Michael set out the practical agenda for the day’s discussions, but also spoke of the larger agenda which is to develop an agreed national strategy and framework which safeguards long-term access to materials for the scholarly community.

Mike Mertens picked up on this strategic perspective by looking at some similar efforts in the past, particularly through the RSLP and RIN initiatives. The need is broadly understood, the strategic requirements clear, and Mike challenged those present to make sure that the opportunity presented by the development of the Copac Tools translates into an effective national framework for preserving the National Research Collection. The funding environment is less favourable than in the previous decade, so this can only come about by coordinated action “from the bottom up”.

The workshop then took a very practical bent, looking at the information needed to sustain such a system, how it might be recorded locally and how it could be shared within the context of the Copac Tools. The desirability of including data not only about retention and conservation but also about digitisation and the availability of commercially available electronic copies came out very strongly. Perhaps unsurprisingly, there was unanimity regarding the importance of a mechanism for identifying an institution’s intention to retain an item for the long term. But the willingness of those present to accept Mike’s challenge and engage with the wider strategic agenda also came across very strongly.

In preparation for the workshop delegates were provided with two documents:

A summary of the plenary session is available: CCM Retention & Preservation Workshop: Plenary notes

The Workshop presentations are also available, including feedback from the group discussions.