Metadata Guidelines for Disclosing Shared Print Commitments Lizanne Payne Shared Print Consultant lizannepayne03@gmail.com ALA Midwinter 2013

OCLC Print Archives Pilot Project (2011-2012) Ad hoc effort by shared print community with OCLC support Coordinating Committee: Lizanne Payne (WEST), Emily Stambaugh (WEST and UC), Constance Malpas, Kathryn Harnish, Meghan Hopkins, Dennis Massie (all from OCLC) Pilot project participants: WEST: UCLA, UC San Diego, UC SRLF, University of Oregon, Stanford CIC Shared Print Repository: Indiana University University of Minnesota (dark archive of JSTOR titles) Center for Research Libraries (CRL)

OCLC Print Archives Pilot Project (2011-2012) Goals: Develop a metadata standard for libraries to document retention commitments for journals in WorldCat using existing OCLC capabilities (no new system development) Test processes to create individual and batch loaded records Evaluate the impact of the proposed metadata standard on resource sharing workflows Report issued April 2012 http://www.oclc.org/us/en/productworks/documents/OCLCPrint ArchivesDisclosurePilotFinalReport.pdf Note: terminology evolved from “Print Archives” to “Shared Print”

Shared Print Metadata Guidelines Establish new Shared Print Institution Symbols Identifies both location and status as shared print collection Not ideal, but necessary to support resource sharing via OCLC Add the new Shared Print Institution Symbol to the bib record (for discovery) 3. Create MARC Local Holdings Records (LHRs) for each title to describe archiving commitments and actions These guidelines were designed and tested for journals. Theoretically they would be usable for monographs, but there may be differences that have not been tested.

Shared Print Local Holdings Record (LHR) OCLC control number (Required for WorldCat) Leader and Directory, Fixed Fields 022: ISSN 561: Ownership and Custodial History (the original owner Institution Symbol) 583: Action Note(s) (repeatable, see details) 852: Location (the new Shared Print Institution Symbol) 85x/86x: Coded holdings (formatted holdings pairs) (if available) 866:  Summary holdings (text) (if no 85x/86x formatted holdings pairs)

583 Action Notes for Shared Print Include one, two, or three 583 Action Notes as appropriate:   For all archived titles, include a 583 with ‡a = ”committed to retain” Ideally can be created in batch Probably the vast majority will have only this one 583 If holdings were validated for completeness, include another 583 with ‡a = ”completeness reviewed” and report any identified gaps If holdings were validated for condition, include another 583 with ‡a = ”condition reviewed” and record the conditions found

583 Action Note Details (major subfields) Action (“committed to retain” or “completeness reviewed” or “condition reviewed” ) (583 ‡a) When action completed (583 ‡ c) When retention commitment expires (583 ‡d) Archiving program (eg WEST, CIC-SPR) (583 ‡f)([repeatable] Validation level (e.g. “volume-level”, “issue-level”) (583 ‡i) Problems found (583 ‡l Status (e.g.“missing”) and ‡z Public Note (“missing vol 7, 22”) Link to program documentation (583‡u)

Libraries Beginning Process to Submit Shared Print Records WEST: symbols defined for ~25 Archive Holders/Builders, some have submitted LHRs to WorldCat CIC Shared Print Repository: symbol defined for Indiana University (symbol defined) Maine Shared Collections Project: symbols defined for Bangor Public Library, Bowdoin College

Options for Shared Print Discovery in WorldCat Resource-Sharing. Group Access Capability (GAC) group (libraries that have agreed to certain terms of service within the group and have agreed to use OCLC’s resource sharing system) WorldCat.org and FirstSearch. Search and display records with the shared print Institution Symbol in the bib record Group Catalog. Group Catalog for public searching to aggregate the libraries’ shared print Institution Symbols  WorldCat Local. Configure to display shared print holdings based on Institution Symbol

Options for Shared Print Resource-Sharing Assumption was that shared print items may have different lending policies compared to similar items in collection. Examples: In-library use only Circulate only to shared print partners Separate Institution Symbol allows definition of different policies in OCLC Policies Directory but requires separate queues Using ILLIAD: Consistent interface, workflow; est $1,200 annual fee for any additional symbol/queue (applies to all ILLIAD users) Using WorldCat Resource Sharing: Easy web interface for low- quantity shared print lending; est $300 annual fee

OCLC Support for Shared Print OCLC has appointed Bill Carney as the Shared Print Community Liaison. Bill will facilitate definition of new symbols and loading LHRs. OCLC is gathering additional requirements for cooperative management of print collections. OCLC Research will continue its established program exploring the evolution of library operations from locally-owned print inventory to jointly managed print and digital collections. For questions about the OCLC Shared Print Management Program, please contact them via e-mail at sharedprint@oclc.org

The bottom line Shared print commitments that are not effectively disclosed are not delivering full benefit Libraries will strike a balance between the desirability of detailed condition & completeness information and the need to achieve scale Existing infrastructure of 583 Action Note and Local Holdings Records allows libraries to identify and use shared print holdings on their own initiative without requiring new system development