Save the Date – The Future of Shared Print Metadata

Save the date – November 7, 2023 at 3pm ET/2pm CT/1pm MT/noon PT 

We invite you to join us at a Partnership for Shared Book Collections and Rosemont Shared Print Alliance sponsored webinar to discuss work the Shared Print Metadata Guidelines Working Group has undertaken to draft a new “Shared Print Actions: Terminology (SPA).” This webinar will focus on introducing SPA and plans for approving it across the shared print community. This will be one of several opportunities for the community to provide feedback on the draft. Please share this invitation widely in your communities. 

The shared print community in North America relies heavily on the OCLC Shared Print Metadata Guidelines to record shared print retention commitments and other information in 583 fields in the holdings or bibliographic records. The terminology we have been leveraging for this work was developed in the early 2010s, and is based on the Preservation & Digitization Actions: Terminology for MARC 21 Field 583 (PDA). Using this language reflected the initial thinking about shared print as a preservation activity, but since that time, shared print has matured and expanded to touch all parts of the collections lifecycle.

We will be sharing a draft of the new “Shared Print Actions: Terminology (SPA)” in October so folks can start reviewing it in advance of the webinar. 

Optimal Numbers of Monograph Copies Paper Published

The Partnership for Shared Book Collections is pleased to share that the Risk Research Task Force of the Research and Network Level Standing Committee has recently had their paper titled, “A Model to Determine Optimal Numbers of Monograph Copies for Preservation in Shared Print Collections”, published in College and Research Libraries. Please join us in issuing congratulations to the task force and a huge thank you for all of their work! You can read the full paper for free here:

DEADLINE EXTENDED – RFP for Business and Governance Expert – Rosemont Shared Print Alliance and Partnership for Shared Book Collections

Many of you are aware that the Rosemont Shared Print Alliance and the Partnership for Shared Book Collections are pursuing a merger to become a single administrative body to provide unified leadership for these programs.  The two existing organizations have created an RFP to identify a consultant to lead the work of proposing how the new organization will operate.  Please see the RFP below or download a copy here: PDF of RFP.

Additionally, please share with others with whom you have worked successfully in similar consultative roles.


In the U.S.-Canada shared print community, there are two organizations that exist to coordinate the activities of individual programs that are focused on the preservation of print material held by libraries.  One organization, the Rosemont Shared Print Alliance, addresses needs related to serials and journals and the second, the Partnership for Shared Book Collections, addresses the needs of monographs or books. The two organizations, while focused on different material formats, see significant overlap in interests, concerns, leadership, and membership. A task force charged with investigating these issues recommended the merger of the two organizations. The Executive Committees of both organizations ratified the recommendation. A summit was held to clarify the purpose of the merged organization and to determine next steps toward merger, which included hiring an expert to develop business and governance models.

Goals and Deliverables

Our organizations seek a consultant to develop the structures and processes needed for the two organizations to successfully merge. Working with a small task force and a deadline of January 15, 2024, the consultant will deliver to the Executive Committee chairs a:

  • Fully developed business model detailing the merged organization’s value proposition, a funding model that will support core programs and services, key resources, and key processes
  • A proposal for detailed governance and organizational structures that include authority structures, processes, decision-making, allocation of resources and priority setting

Scope of Work

The selected consultant’s work will include:

  • Manage the overall project to develop business and organizational models and direct the work of the merger task force
  • Use existing studies to analyze the current, existing data and state of policies, procedures and other aspects of the two organizations desiring to merge
  • Review current and prospective relationships
  • Finalize the statement of purpose and strategy of a single, merged shared print organization
  • Review financial data to set goals
  • Establish business metrics for ongoing success
  • Present proposed business and governance models to the Executive Committee and help establish an implementation team
  • Provide ongoing support during the implementation period up to an agreed number of hours. Consultant and Executive Committees will agree on the number of hours prior to work starting

Evaluation Method

At the start of the project, the consultant and task force will determine documentation style, communication modes, milestones and milestone deliverables. Milestone deliverables will be proposed and approved by EC chairs before development work begins.

Anticipated Budget

The participating organizations are expecting fees and expenses for completion of this work to total no more than $18,000 – $20,000.


  • All responses to the Request for Proposals must be delivered to  no later than 5pm ET on September 21, 2023.
  • Questions may be submitted to ( by September 15, 2023; the task force will strive to respond to questions are promptly as possible.
  • The contract for this work will be awarded and managed by the Center for Research Libraries.  The contract is expected to be finalized / consultant’s work to begin in early October 2023.

Joint Partnership & Rosemont Update Webinar – Recording

Partnership Logo
Rosemont Logo

Held February 23, 2023

This webinar featured program updates from the Partnership for Shared Book Collections and the Rosemont Shared Print Alliance. A recording is below, and the slides are also available.

Rosemont – Greg Eow, Chair of the Exec Committee
Partnership – Peg Seiden, Chair of the Exec Committee
Strategic Priorities and Key Projects
Program Updates from The Partnership Working Groups Chairs
Best Practices – Tony Fonseca  Communications and Advocacy – Rebecca Lubas
Infrastructure – Linda Wobbe Research & Network Level – Mary Miller
Program Updates from The Rosemont Alliance  – John Burger  
Updates on the relationship between the Partnership and Rosemont – Daniel Dollar
Wrap-up/Conclusions – Greg Eow

Communicating About Weeding

The Partnership for Shared Book Collections and the Rosemont Shared Print Alliance joint Communications and Advocacy Working Group is pleased to announce new resources to support libraries’ communications efforts around major weeding projects (PDF | Google Sheet | 1 page diagram). These resources provide a guide for talking to library staff and campus and other user communities, and help collection managers and project coordinators anticipate and respond to users’ concerns about changes to library collections and spaces.

The new resources include 

  • an introduction that provides background on how the resources were developed and includes key takeaways and major recommendations that were surfaced in the interviews with library leaders and practitioners;
  • a matrix to support communication efforts in different project phases, organized into good, better, and best practices that represent an increasing investment of staff time or other resources, with examples of common pitfalls noted by interviewees;
  • an FAQ of user questions and comments, based on interviewee reflections and commonly reported reactions to weeding projects, with suggestions for anticipating the questions and accounting for common reactions during project planning; and
  • a diagram illustrating how collection space management and weeding projects fit into the overall lifecycle of collections.

These resources are now available on the Shared Print Toolkit’s Communications resources page, and are being made available under a CC BY Creative Commons license. Libraries are encouraged to reuse and adapt the materials as needed for their local needs.