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.

For Programs

This best practice pertains to circumstances when a shared print program is faced with a member library’s decision to exit it before the expiration date of its current retention commitments. Shared print programs are encouraged to discuss with the library the necessity to remain in the program and/or retain its commitments, but respect that libraries may still need to make the difficult decision to exit1. The best practice for when libraries exit a shared print program takes into consideration that each program may have its own MOU (see Best Practices for MOUs at this link), as well as its own policies, funding, procedures for the transferring of commitments, and disclosure practices. 

Note: This Best Practice uses the Good, Better, Best, Aspirational terminology

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

Good

• If guidelines for exiting a program are not included in the MOU, the program develops policies and procedures for this process.
• The program encourages the transferring of commitments as a member library exits.
• If the exiting library continues to retain commitments for the program, the library is included on relevant email lists that pertain to the policies and procedures governing program retentions.

Better

• The program not only encourages transferring of commitments, but it also provides guidelines and procedures for doing so.

Best

• Guidelines for exiting a program are included in a program’s MOU and include a timeline for notification period and procedural information, such as the transferring of commitments and updating metadata.
• A program’s MOU mentions that if a transfer of commitment metadata or transfer of physical item is not possible, the exiting library retains commitments on behalf of the program and continues to adhere to the policies of the program for past members (e.g., if a past member library wants to withdraw previously made commitments, it is encouraged to submit a request through the program or automatically look for a reallocation/transfer partner in the program).
• A program requires the transferring of commitments and provides guidelines and procedures for doing so.
• A program works with member libraries considering exiting to provide collection analysis data when possible.

Aspirational

• Program funding includes reserves to prevent an exit because of increasing member fees.

Criteria	Good	Better	Best	Aspirational
If guidelines for exiting a program are not included in the MOU, the program develops policies and procedures for this process.	x
The program encourages the transferring of commitments as a library exits.	x
If the exiting library continues to retain commitments for the program, the library is included on relevant email lists that pertain to the policies and procedures governing program retentions.	x
The program not only encourages transferring of commitments, but it also provides guidelines and procedures for doing so.		x
Guidelines for exiting a program are included in a program’s MOU and include a timeline for notification period and procedural information, such as the transferring of commitments and updating metadata.			x
A program’s MOU mentions that if a transfer of commitment metadata or transfer of physical item is not possible, the exiting library retains commitments on behalf of the program and continues to adhere to the policies of the program for past members (e.g., if a past member library wants to withdraw previously made commitments, it is encouraged to submit a request through the program or automatically look for a reallocation/transfer partner in the program).			x
A program requires the transferring of commitments and provides guidelines and procedures for doing so.			x
A program works with member libraries considering exiting to provide collection analysis data when possible.			x
Program funding includes reserves to prevent an exit because of increasing member fees.				x

Last Updated December 2024

1. The Best Practices Committee plans to develop a future best practice around communicating the importance of remaining in a shared print program or retaining commitments already made. This new best practice will provide more details.