This document discusses OCLC's efforts to facilitate shared print management through cooperative infrastructure. It describes OCLC research projects on library storage capacity and frameworks for regional print management. It outlines a pilot project that tested registering item-level print archiving commitments in WorldCat using MARC 583 fields. The pilot confirmed the feasibility of disclosing print archiving commitments at scale using existing bibliographic records. OCLC is continuing to support shared print management through services like a shared print liaison and working to improve the indexing and discovery of shared print collections in its catalog.

1. The world’s libraries. Connected.
Cooperative Infrastructure for
Shared Print Management
Managing the Collective Collection
Maine Shared Collections Strategy Advisory Board, 23 May 2013
Constance Malpas
Program Officer
OCLC Research
@ConstanceM

2. The world’s libraries. Connected.
Managing the Collective Collection
OCLC Research portfolio
• North American library storage capacity (2007) – Lizanne Payne
• ~70M volumes in storage; further capital investment unlikely
• Preservation risk assessment – a model for (re)selection (2008)
• distribution of aggregate resource; institutional motivations to preserve
• Policy requirements shared print repositories (2009)
• critical need: disclosure of print preservation commitments
• Leveraging infrastructure: MARC21 583 Action Note (2009)
• copy-level retention, condition statements are required
• Cloud-sourcing research collections (2010)
• mass digitization of monographs accelerates shift to shared print
• Mega-regions and print management (2011)
• framework for regional print management

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• Pilot project (2007-2008) measured market readiness
for cooperative collection analysis service, comparing
locally held collections to large-scale storage
collections
• Inspired by North American Storage Trust (Gherman)
• High level of library interest; limited OCLC capacity;
solution would have required significant additional
investment. Pilot concluded with a no-go decision.
• Critical question: How to disclose preservation
capacity, including shared print archives, at scale?
Cooperative Collections Management Trust

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• Debra McKern (LC) proposed use for print archiving
during CCMT pilot
• Defined for use in both bibliographic and local holdings
record
• Successfully deployed for cooperative microfilming
projects in US, web archiving in Australia, DLF/OCLC
Registry of Digital Masters
• Existing PDA thesaurus includes terms appropriate for
print archiving actions (retained, condition reviewed, etc.)
• OCLC Research leveraged community interest in editing
new guidelines, 2009.
MARC 583 Preservation Action Note

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• Objective: Test feasibility of registering item-level
print archiving commitments in WorldCat using
existing bibliographic infrastructure
• Timeline: April 2011 – April 2012
• Participants: Center for Research Libraries, Indiana
University, Stanford University, UCLA, UC Riverside,
UC San Diego, University of Minnesota, University of
Oregon [strong WEST representation]
• OCLC: K. Harnish, M. Hopkins, C. Malpas, D. Massie
Print Archives Disclosure Pilot

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Process (April 2011– March 2012)
• Metadata working group (Payne)
• Vetted 583 guidelines, established recommended
approach to implementation in Local Holdings Record
• Preservation working group (Malpas, Stambaugh)
• Established condition and comprehensiveness
standards and terms
• Resource-sharing working group (Massie)
• Developed and tested inter-lending scenarios

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• Metadata guidelines and term list
• http://www.oclc.org/services/projects/shared-print-
management/metadata-guidelines.en.html
• Report summarizing impacts on local
workflows, implications for OCLC
• Confirmed feasibility based on current WorldCat infrastructure
• Limitations of „two symbol‟ approach; overhead associated with
substitutive LHR; satellite ILLiad license
• Test-bed of print archiving statements in WorldCat
• 1200 titles representing tens of thousands of library holdings
Outcomes – April 2012

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Pragmatism v. perfectionism – a strategic choice
OCLC Print Archives Disclosure Pilot Final Report (April 2012)

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Situating Shared Print in OCLC Service Array
Platform strategy ‘externalizes’
application development and
specialized service provision
Extending cooperative capacity,
expanding shared infrastructure

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• Shared Print Liaison: Bill Carney
• Assists print archiving institutions and groups with set up (new symbol, dataloads)
• Coordinates with OCLC product and portfolio managers
• Represents OCLC at Shared Print gatherings (PAN etc.)
• Situated within Business Development unit (Nilges)
• Ongoing analysis of market research, new service opportunities
• Current focus: alignment of product roadmaps with Shared Print
requirements
• Indexing of 583 Local Holdings fields
• Testing discovery of Shared Print items/collections in OCLC Discovery services
(WorldCat Local, WorldCat.org)
OCLC Shared Print Management Program

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Registering Shared
Print Collections
Implementing the 583 LHR Guidelines

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• New Shared Print symbol, typically “SP” suffix on
existing symbol (though forms vary), e.g. CUSSP
• Libraries contribute Local Holdings data for items
committed to Shared Print collections using new
symbol, according to guidelines
• Libraries remove any local holdings for those
items on former symbol
Basic requirements

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Minimally:
single 583 ‡ a Action=”committed to retain” with ‡3 Materials specified, ‡c
Time/Date of Action, ‡d Action interval, ‡f Authorization [program
name], and ‡5 Institution
Optionally, if title was validated for completeness:
second 583 note summarizing action and reporting gaps. Include ‡ a
Action=”completeness reviewed” with appropriate ‡l Status terms to report
evidence of missing units, binding anomalies or reprints; use the ‡ z Public
note to specify gaps and missing materials.
If the title was validated for condition:
third 583 to summarize the action and record the conditions found. Include ‡
a Action=”condition reviewed” with one ‡l Status and one ‡ z Public
note for each condition found, reporting the condition and indicating the
volumes to which it applies.
Implementation 1, 2, 3

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Examples: simple retention commitment and validated holdings

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• A secondary „print archive‟ symbol?
• Institution symbols are a critical part of current resource-
sharing and collection analysis infrastructure
• Limited support for item-level indexing, retrieval, reporting
in shared bibliographic systems
• Implementation at local holdings level?
• Experience with Registry of Digital Masters has shown that
recording copy-level preservation data at master record
/bibliographic level is problematic
• Growing need for item-level data (copyright
status, preservation condition, „duplicate‟ scans) … viz.
supra
But … why do we need:

16. The world’s libraries. Connected.
As of May 2013:
• 17 symbols have contributed LHR print archiving
data for more than 5000 titles
• 49 Shared Print symbols defined in
WorldCat, i.e., more registration activity in the
pipeline
• We hope to grow this to several hundred symbols
and tens of thousands of titles in the coming year
• MSCS is a vital part of shared data infrastructure
Current Status

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Huzzah!
Should action interval be based on 5 year review cycle or
intended 15 year commitment? [Discuss]

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Thanks for your attention.
Constance Malpas
malpasc@oclc.org