1. ALA Annual Conference New Orleans, LA 2018
WEST Members Meeting
ALA Annual Conference
New Orleans, LA
2018

2. Meeting Agenda Introductions Program Updates
Membership
Archiving
Systems Development
WEST and Rosemont
Program Officer Recruitment
Panel Discussion: Local Journal Review Projects and the Impact of Shared Print
24 June 2018

3. 67 institutions west of the Mississippi
Membership Update
67 institutions west of the Mississippi
All Members
Access to archived titles
Can nominate titles
AGUA On-Demand collection comparison reports
Access to JRNL to see gaps and make offers
Full Members
Unarchived holdings are eligible for inclusion in WEST collection analyses
Archive Holder eligible
Annual Collection Comparison Reports
Terminations,
Willamette University (Archive Holder)
Texas Tech University (Non-archive Holder)
24 June 2018

4. Membership Fees Update
Collections Analysis and Decision Support
Systems Development
Active archive creation at 6 builder institutions for higher risk materials
Collaboration and outreach
Program, membership, and financial administration
Individually, Members Support
With 2018, increases plateau to 3%
2018 membership fee invoices will be distributed later this summer
Ongoing assessment of fee schedule and tiers
Value of WEST Membership fact sheet to accompany membership fee invoices this year
Acknowledging that many libraries have competing priorities for their budgets, the WEST Executive Committee considered and endorsed a “Value of WEST Membership” fact-sheet to support WEST campus advocates in making the argument for investment in shared print. This document will be shared with all members as part of the communication that accompanies membership fee invoices this year.
24 June 2018

5. Archiving Progress – Cycle 7
Last steps for Cycle 7:
Propagate disclosures to CRL PAPR
Generate Annual Collection Comparison Reports and JRNL exports
Announce updated All Archived Titles Report and reminder for On Demand Comparison Reports
Disclosure for Cycle 7 is just about complete.
A note on JRNL: Until recently, development on Journal Retention and Needs Listing Tool had been somewhat on hold due to expectations of imminent decision support services from SCS…however, now that it is clear those services are not imminent, the JRNL Oversight Committee has reconvened and is going to re-engage with systems development requests. It also looks like there is an opportunity for WEST to add another representative outside of the program staff, so if there are folks who are interested in serving on this committee, please do let Ivy or Alison know.
Cycles 6 & 7:
3,354 journal families
163,117 volumes
24 June 2018

6. Cycles 8 and 9 – coming up!
Proposals will be posted to AGUA for Archiver review – end of July/ beginning of August
Finalize commitments by the end of August
We encourage all Archive Holders to commit to as many Bronze journal families as possible!
For Cycles 6 and 7, rate of commitments for Bronze proposals was about 51%.
24 June 2018

7. AGUA Systems Development Phase 4
Jan/Feb, 2018
Scope wish-list
March-Sept, 2018
Priority-setting with WEST governance groups; functional requirements
Oct-Dec, 2018
Technical specifications
January, 2019
Development work begins
Examples of enhancement proposals:
Improvements to end-user functionality like adjustments to the On Demand Report or adding call numbers from the local holdings records to facilitate review and archiving activities.
Improving the ingest process for unarchived bib and holdings data by providing back curated metadata error reports to members or potentially having members submit files through a user interface to receive error reports back automatically.
24 June 2018

8. WEST and the Rosemont Shared Print Alliance
The Rosemont Shared Print Alliance is a federation of regional shared print programs with a mission to collaboratively develop, manage and coordinate the identification, retention, registration, discovery of and access to a shared, distributed collection of print journals in the United States.
Participating regional shared print programs include:
Big Ten Academic Alliance Shared Print Repository (BTAA)
Eastern Academic Scholars' Trust (EAST)
Florida Academic Libraries Repository (FLARE)
Scholars Trust (ASERL and WRLC)
Western Regional Storage Trust (WEST)
24 June 2018

9. Rosemont Decision-making in WEST
Policy approved by the WEST Executive Committee to keep our members informed and facilitate feedback on Rosemont-related decisions:
Rosemont actions and decisions shall undergo membership-wide vetting when they constitute a substantive departure from existing WEST policy or strategic direction, or would have a significant and tangible impact on WEST members’ resources and/or operational processes, as assessed by WEST’s governance groups (including the Operations and Collections Council and the WEST Executive Committee). Actions and decisions that do not fall into those categories shall be vetted by WEST’s governance groups only.  All Rosemont actions and decisions will be shared with WEST members on a regular basis for information, comment and feedback.
In the beginning of May, WEST circulated a general policy statement, approved by the WEST Executive Committee and the Operations and Collections Council, to guide vetting Rosemont-driven documents, policies, and/or actions.
24 June 2018

10. What’s happened over the last four months?
Decision Support Service (DSS) Member Survey
Exploring local tools like AGUA, JRNL, CRL Reports + Tableau.
AGUA Overview Webinar (recording available)
Rosemont in PAPR Directory
Archived titles overlap among Rosemont programs
Roadmap review began at the Rosemont Operations ALA Annual meeting
Highlights from the DSS survey results:
WEST members represented 51% of returned surveys
The Extract‐Transform‐Load (ETL) process was consistently ranked as a “Very Important” element in a DSS tool, with Depth Estimation, Registration, and Retention Modeling ranked within the top 4 elements. Deselection, Needs/Offers and Title Classification were ranked as less important.
95% of responders expressed a willingness to subscribe to a DSS tool, with 86.84% favoring a subscription rate under $5,000/year. Of that number, 52.53% preferred a price under $2,500/year.
63% of respondents said that they would probably or definitely participate in a shared service; with 37% qualifying their participation in a “might, might not” category.
Revived Interest in Maximizing Local Tools
The WEST Project Team has begun, with the endorsement of the WEST Executive Committee, to reassess AGUA’s scalability to support Rosemont collaborations.
PAPR – looking into posting a unified title list…
Preliminary overlap analysis of titles archived by Rosemont programs – approximately 41,000 unique OCLC numbers
Similar to what we have been hearing about the abundance of unique titles within shared print programs, the majority of these titles were held by one program
24 June 2018

11. Rosemont in the PAPR Directory
24 June 2018

12. Preliminary Overlap Analysis of Titles Archived by Rosemont Programs
Does not yet include Cycle 7 archived titles.
24 June 2018

13. What comes next for Rosemont?
Establishing a time-line for the priorities identified during the Operations meeting
Resource-sharing support
Continuing to develop shared guidelines (definitions, expectations)
Volume level validation
Gap-filling
Last copy
More detailed scoping for a Last Copy Initiative
Regular communication across the Rosemont programs’ memberships
Pursuit of an alternative to SCS tool
October 31st: Rosemont Executive Committee In-Person Meeting
Reminder that our WEST Executive representation on the Rosemont Executive Committee includes: Jay Starratt (Chair), Mimi Calter, and Beth McNeil.
24 June 2018

14. Program Officer Recruitment
The position description has been finalized and posted!
Will continue as a shared position with UC Libraries Shared Print.
Posting closes: July 16
Send questions and candidate ideas to Ivy!
24 June 2018

15. WEST Member Panel Discussion: Local Journal Review Projects and the Impact of Shared Print
Erika Johnson, Head of Acquisitions and Collection Management, University of San Francisco
Kerry Scott, Associate University Librarian for Collections & Services, University of California, Santa Cruz
Shari Laster, Head of Open Stacks, Arizona State University
Dr. Elizabeth Titus, Dean of the Library, New Mexico State University
Moderator: Ivy Anderson, Interim Program Manager for WEST
24 June 2018

16. How does shared print factor into your journal review and deselection?
24 June 2018

17. What shared print tools or reports (e. g
What shared print tools or reports (e.g. AGUA reports, JRNL, PAPR), if any, support your journal review projects?
24 June 2018

18. How do you engage your constituents (librarians, students, faculty, administrators) in conversations about the value of shared collections and their role in journal review?
24 June 2018

19. The Questions… How does shared print factor in? What are the tools?
How do we communicate the role of shared print?
What are the ongoing challenges?
24 June 2018

20. Thank you! http://www.cdlib.org/west Ivy Anderson
Interim WEST Program Manager
Alison Wohlers
WEST Operations and Collections Analyst
24 June 2018