Special Collections and archives in the UK & Ireland
Early look at data from the RLUK/OCLC survey reveals the importance of unique collections in differentiating institutions, challenges faced by special collections, and trends in the management of materials. Respondents representing various institutions share perspectives on distinctive collections, home nations distribution, types of institutions, and key issues such as space, outreach, preservation, and digitization.
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Special Collections and archives in the UK & Ireland An early look at the RLUK/OCLC survey data Jackie Dooley Program Officer OCLC Research RLUK Annual Meeting 25 November 2011
Why Unique & Distinctive Collections? In an increasingly competitive post-Brown HE environment, distinctive special collections have the capacity to differentiate institutions in exceptional ways, offering unique opportunities to undertake research and to benefit from learning opportunities. --Survey respondent RLUK/OCLC Survey of Special Collections and Archives, RLUK Members Meeting, 25 Nov 2011 2
Survey population Invited to participate: 122 Total respondents: 82 RLUK respondents: 32/32 (100%) RLUK/OCLC Survey of Special Collections and Archives, RLUK Members Meeting, 25 Nov 2011 3
Respondents by home nation (n=82) 100% 90% 82% 80% 70% 60% 50% 40% 30% 20% 10% 10% 4% 4% 1% 0% England Ireland Northern Ireland Scotland Wales RLUK/OCLC Survey of Special Collections and Archives, RLUK Members Meeting, 25 Nov 2011 4
Respondents by type of institution (n=82) By type of institution Universities: 41 (50%) Independent libraries: 9 Museums: 5 Public libraries: 5 Royal colleges: 5 Learned societies: 4 National libraries: 4 Church institutions: 4 Conservatoires: 2 Colleges: 2 Royal botanic garden: 1 RLUK/OCLC Survey of Special Collections and Archives, RLUK Members Meeting, 25 Nov 2011 5
The RLUK balance sheet Use is increasing: all types of users & materials Many materials remain undiscoverable Backlogs continue to increase Outreach to new audiences is essential Born-digital management is in early stages Staffing has increased 45% of library budgets increased in 2009/2010 RLUK/OCLC Survey of Special Collections and Archives, RLUK Members Meeting, 25 Nov 2011 6
Most challenging issues 1. Space & facilities 1. Outreach 1. Preservation 1. Born-digital materials 1. Digitization RLUK/OCLC Survey of Special Collections and Archives, RLUK Members Meeting, 25 Nov 2011 7
The big picture: challenging issues Demonstrating the value of SC to the University in tough times, and the need for improved engagement with research and learning Keep pace with and even drive research and academic agenda within the University but also the wider world of scholarship. --Survey respondents RLUK/OCLC Survey of Special Collections and Archives, RLUK Members Meeting, 25 Nov 2011 8
Top education and training needs 1. Born-digital materials: 84% 2. Fundraising: 55% 1. Intellectual property: 55% 2. Information technology: 45% 3. Foreign languages: 45% RLUK/OCLC Survey of Special Collections and Archives, RLUK Members Meeting, 25 Nov 2011 9
Change in overall library funding 50% 45% 45% 40% 35% 30% 25% 20% 17% 17% 15% 10% 10% 7% 5% 3% 0% 0% Decreased 1-5% Decreased 6-10% Decreased 11-15% Decreased 16-20% Decreased more than 20% No change Increased RLUK/OCLC Survey of Special Collections and Archives, RLUK Members Meeting, 25 Nov 2011 10
Special collections holdings Special collections in remote storage: 56% RLUK/OCLC Survey of Special Collections and Archives, RLUK Members Meeting, 25 Nov 2011 11
Funding for special collections acquisitions RLUK/OCLC Survey of Special Collections and Archives, RLUK Members Meeting, 25 Nov 2011 12
Most significant collections care problems 100% 90% 84% 80% 70% 66% 60% 50% 44% 40% 31% 31% 30% 22% 20% 16% 10% 0% Repair for use Repair for exhibition Improved housings Storage facilities Environmental controls Inadequate security Wear and tear RLUK/OCLC Survey of Special Collections and Archives, RLUK Members Meeting, 25 Nov 2011 13
Collections care Materials at high level of risk Audiovisual: 47% Born-digital: 41% Funding for collections care Institutional budget: 74% External bids: 14% Other external funds: 10% Bequest/endowment: 2% RLUK/OCLC Survey of Special Collections and Archives, RLUK Members Meeting, 25 Nov 2011 14
Changes in onsite use by type of user 25 21 20 This user category not used 17 17 16 16 Not Sure 15 15 15 Increased 10 No change 5 5 4 4 4 4 Decreased 3 3 3 3 3 2 2 2 2 2 2 2 2 2 2 1 1 1 1 1 1 0 0 0 Faculty and staff Graduate students Undergraduates Visiting students UK Visiting researchers International researchers Other UK Note: Numbers of respondents. RLUK/OCLC Survey of Special Collections and Archives, RLUK Members Meeting, 25 Nov 2011 15
Changes in onsite use by type of material 30 28 24 25 23 Decreased 20 No change 20 Increased 15 Not Sure No materials of this type 10 10 10 10 10 9 8 8 5 5 4 4 4 4 4 4 3 3 3 2 2 2 1 1 1 0 0 0 0 0 0 0 0 0 Note: Numbers of respondents. RLUK/OCLC Survey of Special Collections and Archives, RLUK Members Meeting, 25 Nov 2011 16
Use of digital cameras Users may employ personal digital cameras in the special collections reading room: 71% C.f. Lisa Miller, et al. Capture and Release : Digital Cameras in the Reading Room. OCLC Research, 2010. http://www.oclc.org/research/publications/library/2010/2010-05.pdf RLUK/OCLC Survey of Special Collections and Archives, RLUK Members Meeting, 25 Nov 2011 17
Interlibrary loan of special collections 100% 90% 81% 80% 70% 60% 50% 40% 30% 20% 16% 10% 6% 3% 3% 0% Printed volumes Materials in other formats Only to affiliated instituions Only reproductions/copies No RLUK/OCLC Survey of Special Collections and Archives, RLUK Members Meeting, 25 Nov 2011 18
Outreach Social media Blogs: 53% Twitter: 52% Wikipedia links: 40% Flickr: 40% YouTube: 38% Facebook: 38% External partners Higher education: 90% Local library/archives: 58% Local museums: 48% Business/commercial: 45% RLUK/OCLC Survey of Special Collections and Archives, RLUK Members Meeting, 25 Nov 2011 19
User services: challenging issues Accurate and qualitative evidence of online use, as figures of on-site use becomes less meaningful indicators students and younger academics lack the skills, knowledge and confidence to handle material archives and are more comfortable in a digital world --Survey respondents RLUK/OCLC Survey of Special Collections and Archives, RLUK Members Meeting, 25 Nov 2011 20
Access to uncataloged/unprocessed materials 30 25 24 No materials of this type 21 20 19 No uncat/unproc materials of this type 15 14 11 No 10 9 9 8 6 6 5 Yes 5 3 2 2 2 1 1 0 0 0 0 Printed volumes Archives/Manuscripts Visual materials Audiovisual Born-digital Note: Numbers of respondents. RLUK/OCLC Survey of Special Collections and Archives, RLUK Members Meeting, 25 Nov 2011 21
Online catalog records Printed volumes: 84% Archives/MSS (collections): 72% Manuscripts (items): 61% Visual: 49% Audiovisual: 47% Cartographic: 43% Born-digital: 27% Note: red = percentage of records, not of respondents. RLUK/OCLC Survey of Special Collections and Archives, RLUK Members Meeting, 25 Nov 2011 22
Change in size of backlogs 50% 47% 45% 40% 35% 31% 31% Increased 30% 25% No change 25% 22% 19% 20% 15% 10% 5% 0% Printed volumes Other formats RLUK/OCLC Survey of Special Collections and Archives, RLUK Members Meeting, 25 Nov 2011 23
Archival management Archival finding aids Online: 64% Print-only or in local silos: 24% None: 14% Use of simplified processing techniques Always: 22% Sometimes: 66% Never: 12% Note: red = percentage of records, not of respondents. RLUK/OCLC Survey of Special Collections and Archives, RLUK Members Meeting, 25 Nov 2011 24
Access to Internet finding aids 100% 97% 88% 90% 84% 78% 80% 70% 60% 50% 47% 40% 28% 30% 19% 20% 13% 10% 6% 0% 0% RLUK/OCLC Survey of Special Collections and Archives, RLUK Members Meeting, 25 Nov 2011 25
Digitisation programmes 100% 90% 80% 70% 66% 60% 50% 44% 44% 40% 34% 30% 20% 16% 10% 3% 0% Project(s) completed, no active programme Active programme in special collections Active library- wide programme Recurring budget for digitisation Special funding needed No projects done yet RLUK/OCLC Survey of Special Collections and Archives, RLUK Members Meeting, 25 Nov 2011 26
Large-scale digitisation of special collections Not sure 6% No plans 9% Projects completed 47% Intended in future 38% Definition: Systematic reproduction of entire collections using streamlined production methods to enable production at scale while accounting for special handling needs. RLUK/OCLC Survey of Special Collections and Archives, RLUK Members Meeting, 25 Nov 2011 27
Digitisation: challenging issues prioritisation of image capture, extent of academic collaboration ..., cost-effective means of identifying rights and assessing risk. Special collections are in danger of being left behind with increasing expectation that everything will be available online. --Survey respondents RLUK/OCLC Survey of Special Collections and Archives, RLUK Members Meeting, 25 Nov 2011 28
Born-digital archival materials U.S./Canada: our summary analysis Undercollected Undercounted Undermanaged Unpreserved Inaccessible RLUK/OCLC Survey of Special Collections and Archives, RLUK Members Meeting, 25 Nov 2011 29
Born-digital archival materials Institutional strategy in place? Yes: 23% In preparation: 41% No: 36% Materials held by: 69% Holdings reported by: 31% Percent held by top two libraries: 81% Percent held by top five libraries: 99% Mean holdings: 0 We surmise that collecting is generally passive, sporadic, limited. RLUK/OCLC Survey of Special Collections and Archives, RLUK Members Meeting, 25 Nov 2011 30
Born-digital archival materials Most commonly held born-digital formats Archives & manuscripts: 51% Photographs: 52% Institutional archival records: 52% Audio: 42% Publications: 42% Email: 36% Mean number of formats held: 4 Education/training needed by: 78% RLUK/OCLC Survey of Special Collections and Archives, RLUK Members Meeting, 25 Nov 2011 31
Impediments to born-digital management 100% 90% 80% 70% 61% 61% 58% 60% 50% 40% 36% 32% 30% 23% 23% 20% 10% 3% 0% 0% 0% RLUK/OCLC Survey of Special Collections and Archives, RLUK Members Meeting, 25 Nov 2011 32
Born-digital: challenging issues Until [active collecting] happens, the ability to develop the capacity to manage such resources will not be addressed. Lack of support from senior management who are put off from even discussing the matter due to potential cost implications. --Survey respondents RLUK/OCLC Survey of Special Collections and Archives, RLUK Members Meeting, 25 Nov 2011 33
Education and training needs 100% 90% 84% 80% 70% 60% 55% 55% 50% 45% 45% 42% 39% 40% 35% 35% 32% 29% 30% 23% 23% 23% 20% 6% 6% 10% 0% RLUK/OCLC Survey of Special Collections and Archives, RLUK Members Meeting, 25 Nov 2011 34
Staffing: challenging issues Understanding of changing teaching and research needsin a digital age. Training and acceptance of the changing landscapeof special collections. Culture change shifting focus and priorities of curators, from back of the house to front of house. --Survey respondents RLUK/OCLC Survey of Special Collections and Archives, RLUK Members Meeting, 25 Nov 2011 35
The present survey is timely and very welcome, but now it s what is done with its findings as soon as possible that matters. --Survey respondent RLUK/OCLC Survey of Special Collections and Archives, RLUK Members Meeting, 25 Nov 2011 36
Some things that jumped out at me Archival management 24% of collections have an existing finding aid that is not online As many backlogs are increasing as are decreasing Fairly widespread use of simplified archival processing Born-digital Management and collecting both minimal to date Is adequate education/training available? Digitisation High percent of programs are based in special collections Have 48% really done large-scale projects? More than half have licensed content to external vendors RLUK/OCLC Survey of Special Collections and Archives, RLUK Members Meeting, 25 Nov 2011 37
Some things that jumped out at me Funding Almost entirely institutional; very limited external Fundraising is 2nd-highest area of education/training need Why did 45% of budgets increase in this economic climate? User services Interlibrary loan is nearly non-existent 71% permit users to utilize digital cameras in search room Staffing Has increased since 2000 Confronting change and balancing workloads are major issues RLUK/OCLC Survey of Special Collections and Archives, RLUK Members Meeting, 25 Nov 2011 38
