Collection Analysis through the Looking Glass a presentation to ICOLC by

1. Collection Analysis through the Looking Glass a presentation to ICOLC by Library Dynamics

2. What is Collection Analysis? Analyzing, understanding, decision making, interpreting • physical collections? • electronic resources? • capabilities? - what the library neither owns or licenses but can invoke and deliver • consortia and shared system library partners • other sources • basis • bibliographic content • holdings • usage (circulation and more) Placing a library in context with other libraries, library groups, and sources?

3. What is Collection Analysis? Leverages investments in • human resources – efficiency, learning, capacity for change • assists in separating signal from the noise • supports ongoing learning about the library and user needs • helps generate, test, and validate mental models about the library • informs decision making by individuals and teams • supports novice and experienced users • provides value for selectors, collection developers & library / consortia management and leadership • systems – financial and information investments, • data – enhances and normalizes existing data, • content – what the library owns, licenses, and can deliver

4. What is Collection Analysis? Programmatic Improvement Savings in Human Resources and Dollars Improved Responsiveness and Adaptation to Change

5. What is Collection Analysis? Its about purpose Its about effort Its about time

6. Its about time

7. Built for Librarians by Librarians Spectra CRC “Library Dynamics acknowledges with gratitude the contribution of the Tri-College Library Consortium (Bryn Mawr, Haverford, and Swarthmore Colleges) librarians in sharing their experience and their thinking with us at the outset of our developing Spectra CRC”

8. Since 1998 dedicated to providing innovative tools for: analyzing, understanding decision making, and interpreting to key audiences the development and management of library collections, resources, and capabilities.

9. Who We Are a core team of 11 librarians, business, information technology professionals in addition to librarian collaborators and contractors How We are Organized virtual organization Skill Sets library analyst / system designers bibliographic processing / hosting content development DB programming / appl. programming marketing and sales Development Style collaborative

10. Visualization Tools Providing Intelligent Navigation of: 22 Categories 400 Categories 6,000 Categories A Base Library and a Comparison Library Title Count by Subject Category Degree of Uniqueness Publication Date Analysis Analysis from Overview to Titles Copies versus Use Analysis Normalized Use by Subject Category Normalized Use by Title within Subject Category Zero Circulation by Subject Category Usage by Publication Date Spectra CRC Pace of Development01/04 06/04 01/05 • Up to 11 multi-library, multi-source comparisons • Internet accessibility • Title Count Program • Update of Subject Categories to 2004 • Flexible licensing, learning, use • Link to and among full MARC records • New user interface and design • Links to reviews and ordering sources

11. Spectra CRC In the Press “ [Spectra CRC]…. a new tool from Library Dynamics …combines machine-readable shelflists with contemporary data-mining techniques. In some ways, I think of this as “the [RLG] Conspectus on steroids,” a way that libraries and consortia can compare holdings without being drowned in details.” Walt Crawford, Cites and Insights Volume 4, Number 3: February 2004 ISSN 1534-0937 p.2 http://cites.boisestate.edu/civ4i3.pdf

12. Spectra CRC In the Press “Library Dynamics . . .has developed the most impressive data-analysis product I saw in the exhibits. The product analyzes and compares collections for decision support more deeply and thoroughly than any other collection analysis product I have seen. … I am convinced that an all purpose data-mining product has significant limitations, because no generic tool can serve all analytic needs well. The best products are those that are tailored for very specific types of analysis, because each kind of data analysis requires its own software. The deeper the developer's understanding of the type of analysis being attempted, the better the product will be. “ David Dorman, "Technically Speaking: Dorman's Last Roundup", American Libraries: The Magazine of the American Library Association, March 2004, Volume 35, Number 3 ISSN 0002-9769. page 60. http://www.ala.org/ala/alonline/techspeaking/techspeak2004/mar2004roundup.htm

13. And recently in the press “A Super collection analysis product… at the [The Charleston] Conference was Spectra CRC from Library Dynamics” Robin A Dudley. “Report on Pre-conference Charleston Advisor Vendor Showcase”. Against the Grain. Volume 16 Number 6. December 2004- January 2005. p.67

14. What can you tell from the following in 5 seconds a minute an hour and a half

16. What can you tell from the following in 5 seconds a minute an hour and a half

17. Bryn Mawr Haverford Swarthmore Choice 1st 25 Years

18. Times Up, So? • These two displays contain the same sample data based on title counts from • Bryn Mawr, • Haverford, • Swarthmore • the 1st 25 years of titles reviewed in Choice. • Do either of these presentations stimulate your interest to explore a bit further?

19. The basics • Four Levels of Analysis • Library Wide – 22 Categories • Intermediate –250 Categories • Precision Level – 6,000 Categories • Title Level – Full MARC Bibliographic Record • Links to related material (related subject, etc.) • Links to reviews • Links to pricing and ordering sources

20. Title Count % Overlap % Unique in Base Library % Unique in Comparison Library or Source # of Titles by Publication Date Title Frequency Title Count % Overlap % of Uniqueness Overlap Concentration Gap Analysis # of Titles by Publication Date Title Frequency Copies / Use Plot Annualized Use Plot Annualized Use per Title Plot Zero Circulation Plot Uses per Publication Date Plot A funny thing happened on the way to Multi-Library Multi-Source Analysis

22. Title Count Comparison Compare visually the numbers of titles in the base & up to 11 other libraries or sources Immediately grasp the overall size and subject composition of the libraries. Interact directly with the data clicking on a point to display the category name, the library, library group or source name, and the number of titles in that category. Facilitate the work of a single individual or a team to drive the analysis most efficiently, concentrating on the signal and not the noise. Copy, export, past tabular data supporting the graphic analysis easily for further analysis.

23. Percent of Overlap Visualize the % (degree) of title overlap of each comparison library or source Get an immediate sense of overall overlap as well as overlap in broad subject areas Focus quickly on congruence or divergence in a number of broad subject areas Test the relative fit of the comparative libraries or sources with the base library Identify an outlying comparison library or source

24. Percent of Uniqueness Visualize the % (degree) of uniqueness of each comparison library or source Get an immediate sense of overall uniqueness and uniqueness in broad subject areas Focus quickly on congruence or divergence in a number of broad subject areas Test the relative fit of the comparative libraries or sources with the base library Identify an outlying comparison library or source

25. Overlap Concentration Concentrate not on individual libraries/sources but the degree to which libraries/source overlap within each subject area (x% of titles in an interval held by y libraries/sources) Visualize within subject areas degree of overlap between and among all being compared Focus quickly on areas of high title overlap in individual subject areas Identify whether the libraries/sources being compared have any common titles

26. Gap Analysis Concentrate on the number of titles which 1, 2, 3, or 4 libraries/sources have in common which your library or library consortium lacks Visualize these gaps across the entire library and in successively more precise subject intervals Focus quickly on those areas where your library/consortia differs most substantially from the comparison group

27. Number of Titles by Publication Date Visualize the relative collection age among all libraries and sources. See the collection age of the entire collection as a whole at the top level. See the collection age of increasingly smaller collection subsets at 2nd and 3rd levels.

28. Annualized Use Analysis View use as you define it - circulation, in house use, reserves, electronic reserves, & ILL Learn how combining bibliographic and use information matters View normalized use for each subject area per the number of years of availability Grasp the meaning of calculating and summarizing use in each interval by dividing each title’s use by the number of years of the title’s availability Visualize use across the entire library and within progressively narrower subject intervals Focus quickly on areas of high title overlap in individual subject areas

29. Copies versus Use Conduct this analysis at the second and third tier of Spectra CRC Analysis Examine the relationship between numbers of copies (supply) and use (demand) See a scatter plot for a selected interval of each title’s number of copies and aggregate use Correlate cases of zero use, moderate use, and high use with number of available copies Use a lasso to select the cases of interest and view the corresponding titles. Function in place. Currently testing the functionality.

30. Annualized Use per Title View use as you define it View annualized use averaged for each subject interval per title within the interval Visualize how taking into account the number of titles in each interval accounts for the differential size of collections in each interval Visualize use across the entire library and within progressively narrower subject intervals

31. Zero Use Plot Compare the percentage of titles which have zero (0) use (Y axis) in each category (X axis). The user may select a point on the line plot and drilldown either to the next level of the subject hierarchy or to a Title List. Function in place. Currently testing the functionality.

32. Uses per Publication Date Visualize counts of use by the publication date of the title Determine usage patterns for the entire library or subsets of the library

33. Title Frequency Concentrate on the relationship among the number of titles held uniquely by each library and the number of titles held by two or more libraries Visualize your library in terms of its share of the unique titles

34. Examples of Tables at Each of the First Three Levels of Analysis

35. Basic Display at Fourth Level of Analysis

36. Functionality at Fourth Level of Analysis Display of Record list Selection of Records Sorting of Record list Saving of Records in the list Display of Related Subjects Link to Records based on Related Subject List Full MARC Bibliographic Display of individual records Links to Bibliographic Records with Related Subjects Links to External Services Download of Full MARC, Brief MARC and Tab delimited (Excel) type files

37. Role for Consortia • Various types of Consortia • Resource sharing Consortia • Consortia with working relationships with smaller resource sharing consortia • Consortia which represent or provide buying opportunities for products and services to their members and groups of members • Other types of Consortia

38. Spectra CRC prices are based on Carnegie Classification as well as Services selected. What does it Cost? Spectra CRC Annual Service Pricing: February 2005 Doctoral Doctoral 4 Yr. Colleges Description Extensive Intensive & Universities Basic Spectra CRC Service 9,000 7,000 5,000 Basic Spectra CRC Serials Service 2,500 2,500 2,500 Separate Library Analyses Law, etc. 2,500 2,500 (charge of $2500 for database treated separately) Access to Choice Reviews 500 500 500 Spectra CRC Start Up Fee (one time flat fee, covers all libraries) 1,000 1,000 1,000 Discount for 3 Year Agreement 5% Discount for Library Dynamics NATCP participants 5% Discount for Consortia contracts (members) 5% - 8% Cumulative possible discounts up to 18% Consortia as a group Quotation

39. Exhibit A Pricing Schedule Licensed Services and Related Fees. Payment Terms Exhibit B: General Terms and Conditions of Spectra CRC License 1. License and Access to the Services. 2. Ownership. 3. Warranty and Disclaimer. 4. Limitation of Liability. 5. Confidentiality. 6. Term and Termination 7. General Provisions. Customer Specific Provisions Exhibit C: Spectra CRC Service Description Exhibit D: Proposal Cover Letter Exhibit E: Parties’ Respective Conditions of Use Notices Outline of Collection, Resources, and Capabilities (CRC) Analysis Services Agreement

40. Remember that first analysis? Title Count comparison by class?

41. NEW! Library Dynamics North American Title Count Program • What is it? • Library Dynamics North American Title Count Program is a statistical product providing title counts of holdings data in participating library collections in North America. NATCP provides • title counts by subject category (only one of the analyses provided by Spectra CRC) • relative strengths of collections based on the number of titles • reports on 700 broad and mid-level call number ranges • data from NATCP participating libraries. Library Dynamics North American Title Count Program does not • does not allow comparisons beyond the 700 categories • does not allow comparisons at the title level • does not include use analysis data or bibliographic source comparisons • does not provide graphical charts and displays

42. NEW!Library Dynamics North American Title Count Program(NATCP) Why is it important? Since 1973 an ALCTS Division of ALA sponsored a NATC program every four years Title counts in 688 LC Classes. A basis for collection assessment and comparison based on collection size for participating libraries and others. Why Library Dynamics? The last NATC was carried out in 2001.Since 2001 ALCTS has refocused its overall program, decided to deploy its financial resources differently in a number of areas, and decided not to undertake the 2005 NATC. Former NATC participants approached Library Dynamics to outline their needs It was in the process of working with Spectra CRC clients that the concept of a Library Dynamics NATC evolved. In addition to making a large title count comparison possible, the library database or “shelflist” data would enhance the functionality of Spectra CRC subscribers by providing a larger comparison base.

43. NEW!Library Dynamics North American Title Count How is it Better? In the past, participants committed large blocks of time to fill out data survey forms. Library Dynamics receives participant databases (“shelflists”) electronically via ftp Analyzes the data Receives updates from the participants and analyzes the data annually A process in which: • You send us your shelf list. • Library Dynamics does the counting. • Your access is online.

44. What’s the Difference? Library Dynamics Spectra CRC provides in-depth, overview-to-title-level collection analysis capabilities, for both holdings and use data, complete with dynamic graphic visualization for communication of results. Library Dynamics NATC is a statistical title-count only comparative program, historically provided by the North American Title Count (NATC)

46. Comments and Questions Thank you. Library Dynamics www.librarydynamics.com Howard Harris 703-880-6405 hharris@librarydynamics.com General Manager Susan Severtson 703-264-8895 susan@librarydynamics.com Sales and Marketing