Shared print retentions carry with them the assumption of staying power. It can be assumed that, as individual libraries assess what to withdraw against shared print collections, questions will arise around the storage environment in which those collections are retained. Additionally, when groups of libraries or programs undertake to coordinate shared print retentions there will be questions around what storage environments are most appropriate. While climate-controlled, closed stacks are best at preserving volumes in the long term, and are therefore preferred for shared print retentions, open stacks environments may also be defined as efficient and appropriate, depending on the library or program’s shared print model.
This best practice is composed of two sections: (1) a recommended tier system to quickly identify the quality of the storage environment in which a retention resides; and (2) recommendations for programs and participants to consider as they determine what storage environments are optimal for their shared print collections.
Tier System for Storage Environments
Printable version of this table
Recommended storage environments for shared print
This best practice is meant to support shared print contributors as they evaluate the storage options available to them. While this best practice makes recommendations for materials to especially consider for secure, closed storage facilities with basic environmental regulation (Tier 1 or Tier 2 as outlined in Table 1), it is acknowledged that not all contributors have access to that type of environment.
How to expose storage environment information for shared print retentions
Option 1: Record and expose through a directory of retention institutions (i.e. directory of facilities in the Print Archives Preservation Registry); related option to further expose the tiers as a generated data field at the title-level in registry records
Option 2: Record and expose through local metadata (i.e. 583 note in disclosure records)