Shared Print Management
Metadata Guidelines
ASSOCIATION
OF
SOUTHEASTERN RESEARCH LIBRARIES
2010-2012 Pilot Project
OCLC project to develop and test
recommendations for how libraries
could use Worldcat to register content
contributed to shared print archives.
http://www.oclc.org/productworks/
shared-print-management.htm
Three Key Recommendations
• Define separate OCLC Institution Symbols to
identify print archived titles in facilities and
full-service libraries.
• Enter holdings-level print archives data in
MARC Holdings records (OCLC LHRs).
• Use the 583 Preservation Action Note to
describe specific characteristics of the print
archives action(s) for each set of holdings.
A separate OCLC Institution
Symbol – the pros
• To readily identify the shared print status of a title at
the title level – facilitating interoperability with ILL,
collection analysis and aggregating shared print
resources in group catalogs.
• To indicate that a title is subject to some form of a
retention commitment at a given institution.
• To allow the library or shared print program to
define different lending behaviors for these items
compared to materials in the general collection or
storage facility.
A separate OCLC Institution
Symbol – the cons
The OCLC symbol is assigned to each institution
rather than to the Archive (decentralized
collections).
Costs • Cataloging:
o A new subscription is not required when an existing full cataloging subscription
is in place.
o One-time LHRUS set-up fee to batchload local holdings ($345).
• Resource sharing:
o If library is using WCRS – an annual lend-only subscription is required for the
new symbol ($300/year).
o If the library is using ILLiad – an annual ILLiad satellite license fee is required
($1200/year).
• Group catalog –
o The OCLC recommended approach is to establish a group catalog for
each archiving program to facilitate local and group collection
management decisions. There is currently no process to view holdings
attributed to the shared print archive without implementing a group
catalog.
• Unknown o Staffing - change in workflow processes for cataloging and resource
sharing.
o Impact on future cataloging/WCRS subscription rates.
o Development of the OCLC Shared Print Management model. Model just
completed Phase I (Guidelines), changes are likely as they move into
Phase II
Use of LHRs
LHRs are used to identify copy-specific,
separate holdings records in OCLC for print
resources subject to a retention commitment.
• There are two approaches to creating LHRs
o Manually using OCLC Connexion Browser (Connexion
Client does not currently support this function).
o Standard OCLC batch load processes.
Note: OCLC does not accept holdings data embedded in
bibliographic records.
Use of the 583
To record information about
preservation actions.
For shared print initiatives, it is used
to record print retention
commitments and related actions.
583 Action Notes
• $a -Action and type of physical review undertaken
(retained, condition reviewed, completeness
reviewed).
• $d - Date the retention commitment expires.
• $5 - Institution making the retention commitment.
• $f - Authorization (the print archive program to
which the materials are contributed).
• $i - Validation level (none, volume, issue, or page
level).
• $z - Outcomes of validation (missing volumes, issues,
presence of reprints, tight bindings, damage).
• $3 -Materials specified (holdings to which action
applies).
• $u - Uniform Resource Identifier (link to program
documentation for print archiving program).
How many Action Notes?
1. At minimum, the LHR will contain one 583 action
note to identify the retention commitment
(“committed to retain”) and the retention period.
2. If the resource has been review for completeness,
a second 583 action note is included
(“completeness reviewed” and the outcome of
that review (missing units, binding anomalies,
reprints).
3. If the resource has been reviewed for condition, a
third action note is included (“condition
reviewed”) and the outcome of that review.
Base Level
For an unvalidated journal (no indication of holdings or
condition)
•
•
•
•
•
•
The first indicator should be set to 1 (meaning not private).
$a (action) = “committed to retain”.
$c (time and date of action) = “YYYYMMDD”.
$d (Action interval, i.e. date when commitment expires) = “December 31,
2035”.
$f (Authorization, i.e. name of archiving program) = “ASERL-WRLC”.
$u (Uniform Resource Identifier, i.e. link to program documentation for the
print archiving program identified in $f) =
http://www.aserl.org/programs/j-retain/.
Base-Level Example
One 583 action note is required.
583 1# $a committed to retain $c 20120123 $d 20351231 $f
ASERL-WRLC $u http://www.aserl.org/programs/j-retain/
Mid-Level
For validated journal reviewed for completeness (indication of
holdings, not condition). Two 583 action notes are required; a
retention 583 (using the above subfields) plus a completeness
583, using the following subfields
•
•
•
•
•
•
•
•
The first indicator should be set to 1 (meaning not private).
$3 (materials specified, holdings to which action applies. Should be the
same as described in LHR 85x/86x or 866).
$a (action) = “completeness reviewed”.
$c (time and date of action) = “YYYYMMDD”.
$f (Authorization, i.e. name of archiving program) = “ASERL-WRLC”.
$i (Method of action, i.e. validation level – volume-level, issue-level, pagelevel).
$l (Status) = standardized language to describe units – changes in
binding, missing issues or reprints, etc.).
$z (public note, used to identify completeness problems, i.e. gaps).
Mid-Level Example
Two 583 action notes are required.
• Retention: 583 1# $a committed to retain $c 20120123 $d
20351231 $f ASERL-WRLC $u http://www.aserl.org/programs/jretain/
• Completeness: 583 1# $3 v.1-v.32 (1949-1981), v.34-v44 (19831993) $a completeness reviewed $c 20120123 $f ASERL J-retain
$i volume-level validation $l missing volumes $z missing v.33
High-Level
For validated journal reviewed for both completeness and
condition. Three 583 action notes are required; a retention 583, a
completeness 583 and a condition 583, using the following
subfields
•
•
•
•
•
•
•
•
The first indicator should be set to 1 (meaning not private).
$3 (materials specified, holdings to which action applies. Should be the
same as described in LHR 85x/86x or 866).
$a (action) = “condition reviewed”.
$c (time and date of action) = “YYYYMMDD”.
$f (Authorization, i.e. name of archiving program) = “ASERL-WRLC”.
$i (Method of action, i.e. validation level – volume-level, issue-level, pagelevel).
$l (Status) = standardized language to describe condition such as “acidic
paper”, “tight bindings”, etc.
$z (public note, used to identify condition problems, i.e. “tight bindings”,
etc., followed by unit to which it applies).
High-Level Example
Three 583 action notes are required.
• Retention: 583 1# $a committed to retain $c 20120123 $d
20351231 $f ASERL-WRLC $u http://www.aserl.org/programs/jretain/
• Completeness: 583 1# $3 v.1-v.32 (1949-1981), v.34-v44 (19831993) $a completeness reviewed $c 20120123$f ASERL-WRLC
$i volume-level validation $l missing volumes $z missing v.33
• Condition: 583 1# $3 v.1-v.32 (1949-1981), v.34-v44 (19831993) $a condition reviewed $c 20120123 $f ASERL-WRLC $i
volume-level validation $l tight bindings $z tight bindings v. 18v.21 (1967-1971)
Our Recommendations
• Continue to use existing OCLC institution symbol.
• LHRs are “best practice”, not required.
• Require: Base-level 583 Action Note in local
catalogs.
o 583 Action Note to OCLC as best practice but not required.
• Recommend: Mid-level 583 Action Note in local
catalogs
•
583 Action Note to OCLC as best practice but not required.
• For Discussion: High-level 583 Action Note in local
catalogs.