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• Revision of Schedule B.
• Addition of new form (Schedule F) to collect data on serials and digital resources.
• Change in definition of current serials and data collection temporarily moved from Schedule A to the new Schedule F.

Implementation Issues

Beginning with the 2006-07 data collection cycle, the Office of Systemwide Library Planning will collect statistical data from the campuses on shared and digital collections. Because this is a new endeavor that includes data not previously included in the annual statistics, there will undoubtedly be a need for us to collectively refine the definitions of new categories. We will consider the 2006-07 data collection as a trial year in which we identify areas that need clarification and address issue that arise. If desired, we can convene a small task force of campus representatives. If there are few or no issues this year, and we collectively agree to do so, SLP can go ahead and “publish” the data with our traditional annual statistics report. We will revise the format of the annual statistics report to accommodate the new data categories and will ask you to review some prototype publication formats within the next few months (July – Oct).

In developing new categories and definitions for the second phase of the library statistical reporting development plan, we have surfaced a few issues that will need to be tested in the initial phase of data collection and during the first year of working with the new data. We expect that there will be other issues that arise as data collection gets underway.

Digital Content

There are many challenges in determining the quantity of electronic journals, including finding a consistent and reliable source for the data, whether to rely on catalog records or other data points, how to avoid double-counting due to multiple access points (e.g., publisher vs. aggregator), and how to account for electronic journal backfiles.

Source for Systemwide Data
There is currently no obvious central source for data on the number of digital journals licensed throughout the system (i.e., covering systemwide licenses managed by the CDL, multi-campus Tier 2 licenses, and locally-licensed publications). When fully implemented, the Verde ERMS will most likely be able to provide consistent data on all or most library-licensed journal titles. We will work with the Verde ERMS implementation team to articulate our data needs for the annual statistics. In the interim, we will work with the Shared Cataloging Program at UCSD and use the methods developed for the ARL Supplementary Statistics Survey to collect data on journal titles, supplemented by campus reporting for local and Tier 2 content.

Tier 2
Some Tier 2 journals are licensed and managed centrally, while others are managed by the subscribing campuses. To get the most accurate accounting, Tier 2 titles that are managed systemwide will be identified and a list of titles sent to campuses. Each campus subscribing to a Tier 2 title will include it in their local reporting. This will result in some duplicate counting of titles when viewed on a systemwide basis (similar to “serials currently received” in our current print holding report, which counts duplicate subscriptions both within and among campuses).

Backfiles
It would clearly be desirable for our statistical accounts to recognize our significant investment in, and the availability to users of, our extensive acquisitions of ejournal backfiles. Because electronic journals are not routinely bound and cataloged as a “volume” like print journals, there is no consensus on methods for counting journal backfiles. For our reporting, we propose to consider one year equal to one volume of a journal. We will conduct a one-time audit of the current journal backfiles, and thereafter the annual title count will be used to increase the backfile count each year. We will work with CDL to obtain this information for Tier 1 and CDL-managed Tier 2 titles, and will be asking the campuses to supply this information on a one-time basis for locally acquired titles and for Tier 2 titles where the information cannot be provided by CDL. We will likely not execute this study until the 2007-08 academic year, and incorporate results into the 2007-08 statistics report (for which we will gather routine data in summer-fall 2008).

Shared Print

Schedule B (“Items withdrawn in lieu of deposit at NRLF or SRLF”) has been redesigned to accommodate collection of data related to shared collections. In addition to items withdrawn in lieu of storage an at RLF, we will collect information on items withdrawn due to the existence of a shared collection and number of items contributed to a shared collection. In the past, we asked you to report “volume equivalents” as well as items for each category. Starting in 2006-07, in order to accommodate the additional data on the form and to simplify the data collection, we will collect only items for each category. Items can be converted into volume equivalents, if necessary, at a later date. In preparation for this change, we have asked campuses to review their history of items withdrawn in lieu of loan to an RLF so that we can start from a mutually agreed-upon base of items withdrawn to date.

(Sent to campuses May 2, 2007.)

Summary of Changes for 2005-06 Statistics Data Collection

New categories and questions are highlighted in bold.

Revised list of elements - Collections

Revised list of elements - Library Services (Schedule E)

Notice posted to the statistics website in June 2005: