Below is the Partnership’s April 2024 Quarterly Report, which highlights the work of the Partnership over the past three months since our last update in January. Thank you to all of you who have volunteered your time and expertise to make this work possible! Please note that this is the last independent quarterly report as we move forward with the exciting work of merging with the Rosemont Shared Print Alliance.
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Partnership PAN Report – January 2024
Below is the Partnership’s January 2024 PAN Report, which highlights the work of the Partnership over the past three months since our last update in October. Thank you to all of you who have volunteered your time and expertise to make this work possible!
Upcoming SPMG Webinars
The Shared Print Metadata Guidelines Working Group is excited to continue our community discussions around the new “Shared Print Actions: Terminology.” As a reminder, we are hosting three follow-up webinars focused on different questions and discussion topics regarding the SPA draft. We wanted to encourage you to consider registering, using the links below, for each webinar you are able to attend:
- Tuesday, January 16 at 11am ET/10am CT/9am MT/8am PT Registration
- Tuesday, January 30 at 2pm ET/1pm CT/noon MT/11am PT Registration
- Monday, February 5 at 3pm ET/2pm CT/1pm MT/noon PT Registration
Please also feel free to share this information with the broader library community.
Register for the Shared Print Actions: Terminology Webinar on November 7th @ 3pm ET/2pm CT/1pm MT/noon PT
The Shared Print Metadata Guidelines Working Group (SPMG) is excited to announce the release of the draft “Shared Print Actions: Terminology (SPA).” At this time, they are encouraging the community to review the document and provide comments directly on the draft. They are also asking folks to share it more broadly with relevant stakeholders in your library who may not be on the PAN listserv but have interest in this work.
Please find the draft SPA: Terminology document here: https://docs.google.com/document/d/1_NnpeZEye4wN61e5y7PwltTob5c7LvCB0u7kRdSquGw/edit?usp=sharing
They will be hosting a webinar on November 7, 2023 at 3pm ET/2pm CT/1pm MT/noon PT where we will officially introduce the draft and plans for approving it across the shared print community. You can register for the webinar using this REGISTRATION link.
If you have any questions about the webinar or the draft document, please do not hesitate to contact them directly. To learn more about the need for SPA, SPMG, or our work, please see the background document.
Partnership Quarterly Report – October 2023
Below is the Partnership’s October 2023 Quarterly Report, which highlights the work of the Partnership over the past four months since our last update in June. Thank you to all of you who have volunteered your time and expertise to make this work possible!
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.
Overview
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.
TO RESPOND TO THIS RFP
- All responses to the Request for Proposals must be delivered to nika@sharedprint.org no later than 5pm ET on September 21, 2023.
- Questions may be submitted to (nika@sharedprint.org) 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.