The following is a Glossary of terms as defined in Shared Print programs. This glossary was developed in conjunction with the Rosemont Shared Print Alliance. Contact email@example.com to suggest additional terms.
The ability to obtain and use information resources; access could be by physical or digital means.
The process of ensuring the accuracy of the bibliographic metadata used to describe the retained holdings in local systems, as well as in union catalogs.
The lending and borrowing of library holdings and/or physical materials. Circulation policies may differ for materials committed to shared print programs (as opposed to other areas of library collections).
A collections area of a library or other facility to which only staff have access.
Under a shared print agreement governed by an MOU and related policy documents, a library’s declaration that it will retain and maintain in usable condition at least one copy of all parts of a title in its collection for a defined period of time, and will act in accordance with policies and practices dictated by the agreement should missing or unusable holdings be discovered.
Materials that are retained long-term and formally recognized as part of a shared print program through disclosure to that program and/or national registries. Some programs store shared print items in closed stacks or an off-site facility and restrict their use; others keep them in circulation and fully accessible to patrons. Such titles are also referred to as “Archived Titles” or “Retained Titles” by some programs.
Evaluation of the condition of an item. Such review may trigger preservation work, such as addressing immediate concerns by stabilizing text blocks with string, or enveloping/wrapping highly acidic materials. See Validation Best Practices for recommendations on specific areas to review.
Each bibliographically identical physical piece comprising either part or all of a title is considered to be a copy; see also FRBR-defined ‘item’ at https://www.oclc.org/research/activities/frbr.html.
Decision Support Service/Tool (DSS)
Software designed to enable analysis of collections and identification of materials worthy of retention or other action.
A digital representation of the physical object and its contents (book or article) that accurately reproduces the information within.
Content (usually print) that has been captured in a high-quality digitization process that ensures its long-term survival and accessibility is referred to as “digitally preserved”.
Shared print collections that are held in geographically separate facilities rather than co-located in a single central facility. Distributed repositories can mitigate risks posed by natural disaster and other catastrophic events by housing portions of the collective collection rather than the entirety.
The act of providing a patron with a digital surrogate of an article, book or some portion of a physical volume.
Full Service Library
A primarily open stacks facility in which users move freely in the space, interact with the materials, and may borrow them.
The discovery, assessment, and documentation of the items in a collection, intended to ensure accessibility by confirming, correcting, and/or creating their representation in online catalogs and databases. The process as a whole may consist of any or all of the following:
b) Condition Review
c) Transfer management
JRNL (Journal Retention and Needs Listing)
An online tool used by multiple library consortia within Rosemont and their member libraries to facilitate communication between library staff to identify holding commitments, facilitate deselection decision, and fill gaps.
Physical items within shared collections that have been or are evaluated for retention commitment.
Member Program Representative
Each Member Program will have a representative who votes on major Partnership policies on behalf of their Member Program, as well as any changes to the Partnership Member Agreement and financial commitments.
Established or emerging shared print programs in North America that ensure the retention of and access to print holdings. Member programs are composed of "participating libraries" (see below).
Accessible digital content free of most costs and other barriers like copyright and licensing restrictions.
A facility or collections area that is open to the public for browsing.
Participants in the shared print programs that are members of the Partnership.
Partnership for Shared Book Collections
The Partnership is a federation of monograph shared print programs in North America with the goal of coordinating collaboration across the programs to support widespread and cost-effective retention of and access to print book collections;
The process of ensuring that the retained holdings are present on the shelf by physical inspection and review (sometimes referred to as “verification”). Physical Validation may also involve assessing and recording the availability, completeness, and physical condition of the retained holdings. The intensity and extent of inspection may vary from high (page-level validation) to low (issue-level or volume-level validation) to none.
Activities aimed at prolonging the useful life of materials committed for retention are referred to collectively as preservation. These include repair, stabilization, climate-controlled housing, etc. Shared print agreement MOUs and related policy documents differ on conservation requirements and tend to defer to local practices and circumstances.
Preservation Index (PI)
A measure of the combined effect of temperature and relative humidity on organic materials in a given storage environment; used to predict the decay rate of said materials; see also IPI defined preservation terms at: https://s3.cad.rit.edu/ipi-assets/publications/understanding_preservation_metrics.pdf.
Print Archive Network Forum (PAN)
The Print Archive Network Forum (PAN) has been hosted and funded by the Center for Research Libraries since 2010 and provides an email list for discussion of shared print topics, and bi-annual in-person meetings which take place immediately before ALA and are open to anyone with an interest in shared print.
Print Archives Preservation Registry (PAPR)
An online system designed to support archiving and management of serials collections by providing comprehensive information about titles, holdings, and the terms and conditions of archiving of the major print archiving and shared print programs. Service provided by CRL.
A measure of the amount of moisture in the air, expressed as a percent of the maximum moisture that air can hold at a given temperature; one of the variables typically examined when assessing the preservation quality of the storage environment (see also Preservation Index).
The lending, borrowing, or digital scanning of materials through partnerships between organizations, consortia, libraries, etc.
The likelihood that access to intellectual content is reduced or lost if the physical materials are damaged, destroyed, or lost. Risk level depends on a number of criteria, including the number of physical copies available, the number of retained or committed copies, the presence of trusted electronic surrogates, storage environment, age of materials, subject, and more.
Rosemont Shared Print Alliance
The Rosemont Shared Print Alliance is a collaboration of regional programs interested in coordinating their efforts on a larger scale to ensure the retention of and access to print journal backfiles.
Titles for which, within a prescribed set of institutions, only very few copies appear to remain.
(see also https://en.wikipedia.org/wiki/Collective_collections) The collaborative effort of libraries, institutions, centers, and consortia to document, preserve and provide long-term widespread access to their print collections. Shared print work also aims to decrease duplication of titles across many collections, resulting in more manageable collection sizes for participating members.
A library facility often used to alleviate space constraints in the main, service library.
ISSN, ISBN, OCN, or any other number that can be used to identify a publication and distinguish it from all others, including the record number in a local library system; based on standard numbers the copies or holdings of a publication can be matched and analyzed.
The space and its characteristics in which shared print collections are housed. This may include full service libraries, off-site storage facilities, etc.
(from Merriam Webster): “degree of hotness or coldness measured on a definite scale”; one of the variables typically examined when assessing the preservation quality of the storage environment (see also Preservation Index).
Time Weighted Preservation Index (TWPI)
A weighted average of the Preservation Index, measured at regular intervals, of a given storage environment over time. See also IPI defined preservation terms at: https://s3.cad.rit.edu/ipi-assets/publications/understanding_preservation_metrics.pdf
A publication for which a holdings symbol can be attached to a master bibliographic record in WorldCat, and is therefore presumed to be bibliographically identical to all other publications showing a given OCLC Control Number (OCN), ISSN, ISBN, or alternative title identifier; see also FRBR-defined ‘manifestation’ at https://www.oclc.org/research/activities/frbr.html.
Tracking materials to ensure access while in transit (necessary when relocation is concurrent with or adjacent to inventory), as well as documenting what is moved to comply with any insurance policies. Libraries that move materials to high density shelving must also reconcile traditional call-number order organization with a system now dependent on retrieval by barcode only.
A physical piece that is in adequate physical condition for lending via resource sharing, including loans or scans, is considered usable.
The process of ensuring accuracy of holdings. May include Physical Validation or Bibliographic Validation. See Validation Best Practices for recommendations on specific data points to verify.
To remove a physical piece from the library collection.