Best Practices for Exiting a Shared Print Program For Member Libraries

This best practice pertains to circumstances when a library finds it necessary to exit a shared print program either before the expiration of current retention commitments. The best practice for when a member library exits a shared print program would be to take into consideration the program’s MOU, its policies, its funding model, its practices on the transferring of commitments, and its disclosure practices. In the absence of any program-defined policies and practices for exiting a shared print program, member libraries are encouraged to follow the best practices outlined in this document, in order to safeguard the integrity of collective collections. 

NOTE: Each level presumes all checks of any/all preceding levels. 

Good

• If a policy and process for transferring commitments does not exist in a program’s MOU, member libraries follow all formal procedures or policies for transferring commitments established in documentation created by its shared print program. 
• Member libraries update metadata in appropriate disclosure systems.

Better

• Member libraries follow MOU guidelines regarding withdrawal from the program. 
• Member libraries follow MOU guidelines regarding transferring commitments. 
• Member libraries that officially withdraw from a program agree to continue to retain committed materials as defined in the MOU. 
• Member libraries continue to stay up-to-date on program changes, policies affecting committed items, and technological developments.
• Member libraries maintain data updates and notify their shared print program of changes in their collections. 

NOTE: Member libraries that exit a shared print program give up their roles in program governance.

Best

• Member libraries transfer ownership of physical materials to another shared print program member library, regardless of the number of commitments on the item
• Prior to exiting the shared print program, member libraries review any retention commitments they may continue to retain on behalf of the program and consider whether immediate or near-future deselection may occur.

Criteria	Good	Better	Best
If a policy and process for transferring commitments does not exist in a program’s MOU, member libraries follow all formal procedures or policies for transferring commitments established in documentation created by its shared print program.	x
Member libraries update metadata in appropriate disclosure systems.	x
Member libraries follow MOU guidelines regarding withdrawal from the program.		x
Member libraries follow MOU guidelines regarding transferring commitments.		x
Member libraries that officially withdraw from a program agree to continue to retain committed materials as defined in the MOU.		x
Member libraries continue to stay up-to-date on program changes, policies affecting committed items, and technological developments.		x
Member libraries maintain data updates and notify their shared print program of changes in their collections.		x
Member libraries transfer ownership of physical materials to another shared print program member library, regardless of the number of commitments on the item.			x
Prior to exiting the shared print program, member libraries review any retention commitments they may continue to retain on behalf of the program and consider whether immediate or near-future deselection may occur.			x

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Last Updated September 2024

1. The Best Practices Working Group plans to develop a future best practice around communicating the importance of remaining in a shared print program or retaining commitments already made which will provide more details for this.