See how GreenGlass supports your library's strategic initiatives
Responsibly draw down your print monographs and serials to transform valuable library space
Informed deselection ensures that you establish appropriate criteria for your library’s weeding or shared print project. GreenGlass enables libraries to carefully manage the drawdown of low-use print titles while supporting shared print archiving efforts. GreenGlass combines local circulation and item data with WorldCat holdings, HathiTrust Digital Library holdings, and authoritative title lists. The result: cost-effective, evidence-based decisions that allow libraries and groups to reclaim valuable physical space while protecting the scholarly record.
GreenGlass success stories
Learn how The University of New Mexico's library staff gained support and enthusiasm from faculty when moving library resources to off-site storage.
Find out how University College London uses GreenGlass to rationalize its extensive library collections safely across its 18 sites and off-site storage facility.
Our process for supporting your deselection project
Step 1: Hold a planning session to set goals for your project.
Step 2: Upload your catalog data to our data center. You can send us a catalog extract via FTP.
Step 3: Cleanse and normalize your catalog data. During this step, we will:
- Identify and fix anomalies
- Look up OCLC numbers as needed
- Map data to OCLC database fields
- Identify and report data remediation opportunities
Step 4: Match catalog records to external data sets. Data sets include:
- Other library data sets (in group projects)
- HathiTrust Digital Library
- Authoritative title lists
Step 5: Load data into the GreenGlass web application.
Step 6: Analyze the collection and model scenarios with GreenGlass. OCLC staff can perform custom analysis as needed.
Step 7: Produce withdrawal and preservation candidate lists.
Step 8: Review lists and edit criteria. As you adjust criteria—for example, by subject area or location—you'll become more comfortable with criteria you choose.
Step 9: Modify or approve withdrawal and preservation lists.
Step 10: Transfer books and update catalog records. Common resolutions include:
- Transfer books to storage facility or archive
- Recycle, donate, or discard books
- Update catalog records in batch
- Update your OCLC holdings through batch processing
Accelerate your shared print management efforts
Academic and research libraries around the world are implementing programs to share the responsibility and costs of maintaining print collections. Several factors are driving this change, including:
- A growing shift in scholarly attention from print to electronic formats means that low-use retrospective print collections are perceived to deliver less value.
- Competing demands for library space favor teaching, learning, and collaboration versus "a warehouse of books".
- The number of institutions with both the mandate and the capacity to support long-term print preservation is shrinking.
- As the return on investment in local print collections diminishes, libraries seek to externalize print operations to shared repositories.
We support shared print initiatives of all sizes, whether conducted individually or across a group of libraries.
GreenGlass success stories
See how SCELC compared collections to improve resource sharing and collection development and to secure print retention commitments.
Components of a group project
Shared print projects involve working with data from multiple libraries. The size of a group project can vary from as few as two or three libraries up to several dozen. The complexity of a project will vary depending on its size, on the participants’ previous history of collaboration, on the consistency of participants' respective data management practices, on the scope of the project, and other factors.
Group projects likely involve the following components:
- Planning meeting(s): At the outset of a project, it is essential to bring together key players from each library to develop a project scope, strategy, and timeline. This can be done in person or via conference call, and it typically involves project leaders, systems librarians, representatives from collections, and people who knows the data well (often catalogers).
- Data delivery: Each participant library will provide bibliographic, item, and circulation data for all of its in-scope monographs. OCLC then filters, cleanses, and normalizes this data.
- Group data set: We then compile all of the normalized data from participant libraries into a single database and compute various group-level tallies and matches. At that point, the group-wide data set is loaded into GreenGlass Group Functionality.
- Scenario development: In GreenGlass Group Functionality, you can model and discuss an unlimited number of group-wide retention scenarios. GreenGlass constructs retention scenarios from a wide array of parameters, including archiving thresholds (number of copies to retain), publication years, usage levels, and overlap tallies. Many combinations are possible, and developing scenarios that balance risk and yield appropriately is perhaps the most important task in any shared print project. These modeling exercises will help inform your shared retention agreements and will improve each library’s understanding of what can be safely deselected and what must be retained.
- Allocation of retention commitments: Once criteria are finalized and the group has achieved consensus on the retention scenario that will be adopted, we allocate retention commitments to each of the member libraries. In group projects, deselection benefits and responsibilities must be shared equitably, or at least in some manner agreed by the group. Deciding which libraries may withdraw and which must retain certain titles depends on a number of variables, including how many copies the group seeks to retain, which library holds which titles, the size of the collections, space needs, and other factors.
- Retention commitments loading to GreenGlass: In preparation for participants to take local action, each library’s GreenGlass account is updated to reflect the group’s retention agreement. Libraries can then generate lists of items that they are responsible for retaining and corresponding lists of items that are safe to weed.
- Ongoing data management: Although new titles are acquired each year, circulation continues to occur, and other libraries adjust their collections. Most groups find that their final data set can serve for up to two years without modification.
Our role in group projects can vary, but our key priorities include:
- Managing the data: We validate, normalize, augment, and compile the group data to make it as comprehensive and reliable as it can be.
- Providing tools to enable the group to interact with its data: We have created GreenGlass Group Functionality specifically for shared print programs to assist with visualization, modeling, communication, and prediction.
- Ensuring project success: We convene and facilitate meetings, make presentations in person and via webinar, help communicate with stakeholders, support project managers, run custom queries and reports, and do whatever else is needed to achieve your group’s objectives.
Examples of shared print projects for groups
Since 2013, hundreds of libraries worldwide have collectively made millions of formal retention commitments using OCLC's shared print tools and services.
Explore our interactive shared print map of North America to view retentions by location, program, and title.
- Academic Libraries of Indiana (ALI)
- Central Iowa Collaborative Collections Initiative (CI-CCI)
- Connect New York Shared Print Archive Project (CNY)
- Council of Prairie and Pacific University Libraries (COPPUL)
- Eastern Academic Scholars’ Trust (EAST)
- Libraries and Archives Canada (LAC)
- Maine Shared Collections Cooperative (MSCC)
- Michigan Shared Print Initiative (MI-SPI)
- MMS (U. Melbourne, Monash U., U. Sydney)
- Statewide California Electronic Library Consortium (SCELC)
- The TriUniversity Group of Libraries (TUG)
- University of North Carolina Shared Print Initiative
- University System of Maryland and Affiliated Institutions (USMAI)
- Virtual Library of Virginia (VIVA)
- Washington Research Library Consortium (WRLC)
- White Rose Libraries
Collaborate using Group Functionality
GreenGlass Group Functionality employs visualizations and modeling tools that allow groups of libraries to:
- Understand their collective collection with respect to overlap, subject dispersion and usage
- Experiment with various retention scenarios, and estimate the impact on each participant library
- Commit to specific retention agreements, with confidence in and comprehension of the outcome
GreenGlass Group Functionality employs query tools and item lists that allow individual libraries to:
- Protect the right books – and thereby share responsibility for the collective collection
- Downsize print collections, knowing that long-term access to the content has been secured
GreenGlass success stories
Discover how a small group of academic libraries in Iowa formed the Central Iowa – Collaborative Collections Initiative to share print resources.
GreenGlass is a web-based collection analytics tool that empowers libraries and groups to make evidence-based decisions about their print collection by allowing them to explore, compare, and visualize attributes for both monographs and serials titles.