1. Single Copy Task Group TRLN Zari Kamarei University of North Carolina At Chapel Hill June 4, 2007 11:30 PAM-Wide RT

2. TRLN Universities participating in this:  University of North Carolina at Chapel Hill  Duke University The Duke Library Service Center, is a state of the art storage, and UNC is leasing a wing of the service center.  North Carolina State University, librarians are active participants in the program, but they won’t be contributing collections now.

3. Single Copy Program Objectives  Reduce duplicated effort and long-term costs to shelve and care for low-use print materials that have enduring value  Create and manage combined print runs that are potentially more complete than those at individual contributing libraries  Ensure long-term access by designating volumes for permanent retention

4. Patron Concerns  The archive will be fully retrievable to patrons via document delivery.  TRLN’s uniform service model applies to all materials in the Single Copy Program and patrons on TRLN campuses will not lose access to any titles as a result of this program.

5. Title Selection Criteria  Primary consideration for inclusion is low use of a print material.  Electronic availability of materials is not mandatory, but is a consideration.

6. Copy Inclusion Criteria  The preservation benchmark for inclusion will be completeness of content.  When duplicates are easily compared within a collection, contributors will select the volumes in the best condition.  Duplicate volumes in multiple locations will only be compared when the primary contributor’s copy is clearly lacking content or is damaged to such an extent that it cannot be shelved and retrieved without difficulty.

7. Material Submission Guidelines  Prior ownership status of a given title is relevant for collection statistics for the participating libraries, future retention decisions regarding the designated volumes and responsibility for their shelving and care.  Once a library commits titles to the Single Copy Program, there are no retractions. Contributions are permanent and the archive is persistent.

8. Material Submission Guidelines  Participation in the Single Copy Program is for a discrete set of volumes, it is not an ongoing commitment to continued, prospective acquisition of a title.  The Single Copy Task Force recommends that volumes up to the most recent two-year period will be eligible for the archive. Additional volumes of a title may be added in the future but this is not automatic and must be initiated by a contributing library.

9. Effect on ARL Rankings  Volumes moved to shared storage, or withdrawn on the basis of a shared collection, still represent a collection “loss” in the ARL Statistics.  In principle, de-duplication via shared storage could affect ARL rankings.  However, we have calculated the actual impact of the Single Copy Program on ARL rank, using a hypothetical sample of 200,000 volumes withdrawn from the UNC libraries based on statistics from the latest publication of ARL Rankings. Such a withdrawal would not affect UNC’s ARL rank.

10. Remaining Questions  Legal Issues: The lawyers are drafting a legal agreement between the universities which addresses copy right fees, Allowance for service cost, level of service commitment, dispute resolution policy, risk of lost collections,  Catalog presentation: Is it important for users to be able to discover and request the material on an item basis from their catalogs? _Endeca  Equity: To minimize the effect of de-duplication we should have withdrawals for participating universities.