For Library Staff > Status Report of May
Revised May 15, 2002
Note: this report has been superceded by the Status
Report of December 3, 2002.
Phase I: Planning, Consultation and Preparation
Phase I of the CMI project was devoted to planning for implementation,
consulting with users and with other campuses about the selection of journals
to be included in the study, publicizing the study to our users, changing
bibliographic records, processing and transferring physical volumes to
storage. During the first nine months, small task groups made up of members
of the CMI Operations Advisory Committee were appointed to address issues
related to implementation, including:
- Determining appropriate bibliographic access in an environment made
up of nine separate online catalogs and a union online catalog for the
- Developing methods and definitions for gathering use data
- Developing strategies for gathering information from users who request
that print journals be returned from storage
- Developing a survey to gather information from the campuses about
the consultation process
- Determining options for publicity and creating publicity tools useable
on all campuses
- Developing methods for collecting information about costs at the campus
level related to implementation
The recommendations of the task groups were critical to planning and
implementation of the study. The task groups addressed policy and procedural
issues and produced numerous documents that were utilized by the campuses
and CMI staff. For example, task groups produced a consultation survey,
a number of adaptable text publicity tools, and a cost taxonomy. The recommendations
regarding policy and process were incorporated into the operational guidelines.
Approximately 300 journal titles representing various disciplines in
the arts and humanities, social sciences, life and health sciences, and
engineering and physical sciences for which an electronic version is
available were selected for the study.
For each journal title selected, a copy of the journal was identified
on a University of California campus as experimental. Experimental
journals were designated for relocation to remote storage during the yearlong
For each experimental journal another copy located on another campus
was identified as the control title, and arrangements were made
to record the use of the control titles. Our goal was to compare the use
of the print journal in storage, the identical journal title on library
shelves and the electronic version of the journal.
The campuses employed varying methods of publicizing the project to
their users. Some campuses sent opening day letters to faculty and administrators
describing the project. Others created web sites with a list of the journal
titles selected for the study at their campuses.
Signs have been put up on empty shelves to let users know about the research
project and the fact that an electronic version of the journal is available.
Users have been informed via handouts at public service desks and at the
shelf that the library will bring back from the storage the print journal
if requested. Articles are being published in campus and library newsletters.
Phase II: The Study
By October 1, 2001, all campus libraries participating as experimental
libraries had moved selected volumes and unbound issues off library shelves
and into a storage location. Berkeley, Santa Cruz and San Francisco stored
experimental volumes in the Northern Regional Library Facility. Irvine
and UCLA stored experimental volumes in the Southern Regional Library
Facility. Davis, Santa Barbara and San Diego, stored their experimental
volumes in local storage facilities. The proposal to the Mellon Foundation
specified that print journals would remain in remote storage for at least
12 months. The study, which extends through September 30, 2002, is divided
into quarters for the purpose of data gathering. At the end of each quarter,
CMI gathers usage data from the campus libraries, storage facilities and
Use of control journals, those journals on library shelves, is defined
as "each instance of re-shelving" of a volume or an issue during
the study period. Use of experimental journals, those journals relocated
to storage, is defined as "each request by a library patron at the
owning campus library for a study volume or unbound issue or for an article
contained in a study volume or issue from the campus storage facility
or from the RLF where the experimental title was stored." Definition
of use of an electronic journal is defined by the publisher/provider.
CMI staff counts a single access to an abstract or an article within an
ejournal as one use.
By prior agreement, two campuses, Berkeley and Riverside, reported partial
data for their control titles for the first and second quarters. At the
end of the third quarter in July 2002, all campuses and storage facilities
will report complete use data for their print journal titles and again
at the end of the study. Of the fifteen vendors represented in the study,
CMI staff has been able to obtain and record data from eleven publishers
representing 280 journals for the first quarter of the study. It is anticipated
that by the end of July 2002, complete usage data will be available for
nine months of the twelve-month study.
To provide a method to adjust for the increase in digital use due to
improved access and not attributable to the experimental condition, use
data of electronic journals for periods prior to the start of the study
is being gathered. The Retrospective Digital Use Study is well underway.
Analysis of Journal Characteristics
Planning is currently underway for the collection of more complete information
on the characteristics of study journals (e.g., frequency of publication,
article length, presence of graphical elements, etc.).
System Down Time
To examine the impact on use due to system down time, an analysis of
CDL Alerts has been initiated. CDL Alerts is an email service that notifies
campuses when the CDL server is down or a web resource is experiencing
system problems. This examination will inform the research on frequency
and duration of these events.
User Behavior and Preference Data
CMI staff are in the process of developing interview and survey instruments
to be used to query users about their preferences for digital vs. print
journals. The first step in this process is to conduct 'formative' interviews.
The results of these interviews will be used to inform the design of a
more comprehensive survey tool, called a User Preference Survey. The script
for the formative interviews has been submitted to Human Subjects Committees
at San Diego and Santa Barbara and approval has been granted. These two
campuses have been identified as the only sites for the formative interviews.
Return Requests and Surveys
Library users who requested that experimental journal volumes or issues
be returned from storage were given a survey form that they were asked
to fill out. Of the 68 reported requests during the first quarter, 32
surveys were completed and returned. CMI staff are presently analyzing
the results of the surveys. In addition, staff will be consulting with
selected campuses to follow up with the library users who did not fill
out a survey form. If these campuses agree, they will send these users
a second survey in electronic form.
In addition, comments extracted from Comment Cards, the Return Request
Surveys and the CMI web site have been redacted to aid in further analysis.
Their numbers, however, are still too few to identify trends.
A survey was developed by the Consultation task group to elicit information
from CMI liaisons about the extent and character of consultation with
faculty and students, with library staff on their own campuses and on
other campuses, and with CMI staff. All the campuses have completed the
survey, and results are being compiled.
In February 2002 the Research Advisory Committee met in Oakland to review
and provide guidance to CMI staff on the research plan. Committee members
generally had praise for the plan and offered a number of suggestions
for improvement and observations for consideration. The committee discussed
both design and delivery issues for interviews and surveys and contributed
ideas for questions that could be explored further.
Data on the actual costs incurred by campuses for the study will be
gathered both for research purposes (e.g., to develop analytical models
of the costs and benefits of alternative collection management approaches)
and to validate the preliminary cost models developed to calculate campus
In consultation with the Operations Advisory Committee and CMI Liaisons,
it has been decided that campuses will provide estimates of costs incurred
for Phase I activities using a framework currently under development by
CMI staff. To spare the campuses the burden of comprehensive collection
of staff time and cost data for the duration of Phase II, cost data will
be collected through special studies, for which participating campuses
will be separately compensated. Results of these studies will be used
along with other study data (e.g., number of uses of experimental and
control journals) to estimate total costs of Phase II activities. The
CMI Liaisons and OAC will be consulted extensively in the planning for
CDL Shared Acquisitions has completed a detailed analysis of savings
from print cancellations of journals from the 15 publisher/providers included
in the study. This special study will provide critical information on
the terms of license agreements and subscriptions to the tiles in the
study that might impact potential savings.
In February campus sub grants were distributed to reimburse campuses
at least in part for their activities related to the project. Campuses
are in the process of budgeting funds. Interim financial reports to alert
the CMI project to any difficulties were submitted in April.