Downsview 5A Collaborative Preservation Initiative
Downsview 5A collaborative preservation initiative is a long-term project involving partnerships between multiple institutions to ensure sustainability in retaining and accessing low-use print material for future generations. The project involves a Coordinating Committee, Steering Committee, Business Committee, Metadata Subcommittee, and Service Delivery Subcommittee, established in late 2014 with specific tasks and responsibilities. The timeline of the initiative spans from 2012 to 2015, highlighting key milestones such as the formation of committees, submission of reports, and the development of a Memorandum of Understanding (MOU) among partners.
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Presentation Transcript
Downsview 5 A collaborative preservation initiative
What is Downsview Official name is Keep@Downsview Partnership between Western, McMaster, Toronto, Queen s, Ottawa A collaborative preservation project Ensures long-term sustainability for retention of and access to low- use print material Long-term curation of the scholarly record for future generations Single print copies are kept at Downsview and shared by institutions All content is available to all partners. Leveraged funding from the Province of Ontario
Lets start at the very beginning Beginnings in 2012 Summer 2013: the Downsview 5 is born 2014: The Valentine s Day meeting
What do we want? Coordinating Committee tasked with exploring the partners needs and expectations Each institution drafts a statement of their assumptions for the project (surprise, they re not the same ) Coordinating Committee report to Directors, January 2015
Structure of project teams in late 2014 Steering Committee (5 Directors) Coordinating Committee (5 AULs with collections accountability) Business Committee (MOU development including financial model) Metadata Subcommittee (Metadata standards and holdings update workflows) Service Delivery Subcommittee (Day-to-day implementation transfer of materials, access, and loans)
Timeline 2013 and 2014 Summer 2013 Queen s approaches UTL about collaboration in a shared preservation project. UTL Chief Librarian reaches out to Western, McMaster and Ottawa. Late 2013 application submitted for an Ontario Ministry of Training and Colleges Productivity and Innovation Fund (PIF) February 2014 Two committees struck 1) Steering Committee made up of the university librarians from the five participating institutions and 2) Coordinating Committee consisting of the AULs for collections at the five schools October 2014 Draft report from the Coordinating Committee submitted to the Steering Committee which described the shared principles for the project Fall 2014 Business Committee and two Subcommittees established
Timeline - 2015 January 2015 Final report from the Coordinating Committee submitted to the Steering Committee May 21, 2015 first draft of MOU shared with Steering and Coordinating Committee just prior to meeting on May 23 with Steering, Coordinating, and Business Committee members to discuss financial model Through 2015 and early 2016 Metadata and Service Delivery Sub-Committees develop processes for partners to add to and borrow from Downsview
Timeline - 2016 Spring 2016 Coordinating Committee establishes the Communications Committee oversee the public communications. Website development started. Summer 2016 Penultimate version of MOU sent to institutions for review by legal departments Summer 2016 First pilot for sending material undertaken by McMaster
Structure of project teams - 2016 Steering Committee (5 Directors) Business Committee (MOU development including financial model) Coordinating Committee (5 AULs with collections accountability) Communications Committee (public communications and press releases) Service Delivery Subcommittee (Day-to-day implementation transfer of materials, access, and loans) Metadata Subcommittee (Metadata standards and holdings update workflows)
Challenges Coming to a common understanding of the underlying principles. Agreement on governance of the project Lesson learned begin with a clear statement of intent linked to core beliefs and shared vision Matching collections and identifying duplicates Matching collections in both official languages Lesson learned - Involve senior cataloguing staff at the outset Lack of resources no funding no project manager no additional staff Lesson learned - Consider early on the major commitment of staff time required to implement and maintain the project
More Lessons Learned Consider timely, succinct communications to key stakeholders early in the project In-person meetings are required to ensure group understanding The project will change as new opportunities arise And the final lesson learned. . .
