The following is a Glossary of terms as defined in Shared Print programs. This glossary was developed in conjunction with the Partnership for Shared Book Collections.
To recommend additional terms for definition in this glossary or edits to existing definitions, please email firstname.lastname@example.org.
The ability to obtain and use information resources; access could be by physical or digital means.
A web based service that provides collection data to the Western Regional Storage Trust (WEST) and UC Libraries Shared Print Initiative.
Center for Research Libraries (CRL)
An international consortium of university, college, and independent research libraries who acquire and preserve traditional and digital resources from a global network of sources.
The lending and borrowing of library holdings and/or physical materials. Circulation policies may differ for materials committed to shared print programs (as opposed to other areas of library collections).
A collections area of a library or other facility to which only staff have access.
Under a shared print agreement governed by an MOU and related policy documents, a library’s declaration that it will retain and maintain in usable condition a volume in its collection for a defined period of time.
Materials that are retained long-term and formally recognized as part of a shared print program through disclosure to that program and/or national registries. Some programs store shared print items in closed stacks or an off-site facility and restrict their use; others keep them in circulation and fully accessible to patrons. Such titles are also referred to as “Archived Titles” or “Retained Titles” by some programs.
Each bibliographically identical physical piece comprising either part or all of a title is considered to be a copy; see also FRBR-defined ‘item’ at https://www.oclc.org/research/activities/frbr.html.
A digital representation of the physical object and its contents (book or article) that accurately reproduces the information within.
Content (usually print) that has been captured in a high-quality digitization process that ensures its long-term survival and accessibility is referred to as “digitally preserved”.
Shared print collections that are held in geographically separate facilities rather than co-located in a single central facility. Distributed repositories can mitigate risks posed by natural disaster and other catastrophic events by housing portions of the collective collection rather than the entirety.
The act of providing a patron with a digital surrogate of an article, book or some portion of a physical volume.
Full Service Library
A primarily open stacks facility in which users move freely in the space, interact with the materials, and may borrow them.
JRNL (Journal Retention and Needs Listing)
An online tool used by multiple library consortia within Rosemont and their member libraries to facilitate communication between library staff to identify holding commitments, facilitate deselection decision, and fill gaps.
Physical items within shared collections that have been or are evaluated for retention commitment.
Established or emerging shared print programs in North America that ensure the retention of and access to print holdings. Member programs are composed of "participating libraries" (see below).
“New” titles, for the purpose of tracking Rosemont’s growth, include the first three copies of each unique OCLC number, ISSN, or alternative title-level identifier (expressed in a different way, a title as defined above is considered “new” until the Alliance reaches three copies).
Accessible digital content free of most costs and other barriers like copyright and licensing restrictions.
A facility or collections area that is open to the public for browsing.
Library that participates in the Rosemont Shared Print Alliance by virtue of being a member of a consortium that has joined Rosemont. Part of a "member program" shown above.
Partnership for Shared Book Collections
The Partnership for Shared Book Collections' mission is to coordinate collaboration among shared print monograph initiatives and collections in North America to support cost-effective retention and access to shared print monograph collections.
Activities aimed at prolonging the useful life of materials committed for retention are referred to collectively as preservation. These include repair, stabilization, climate-controlled housing, etc. Shared print agreement MOUs and related policy documents differ on conservation requirements and tend to defer to local practices and circumstances.
Print Archive Network Forum (PAN)
The Print Archive Network Forum (PAN) has been hosted and funded by the Center for Research Libraries since 2010 and provides an email list for discussion of shared print topics, and bi-annual in-person meetings which take place immediately before ALA and are open to anyone with an interest in shared print.
Print Archives Preservation Registry (PAPR)
An online system designed to support archiving and management of serials collections by providing comprehensive information about titles, holdings, and the terms and conditions of archiving of the major print archiving and shared print programs. Service provided by CRL.
Reciprocal Retention Agreement
All holdings retained by their respective programs are also retained under the Rosemont Shared Print Alliance and, by definition, subject to the Rosemont shared policies or guidelines, including the Access Principles.
A measure of the amount of moisture in the air, expressed as a percent of the maximum moisture that air can hold at a given temperature; one of the variables typically examined when assessing the preservation quality of the storage environment (see also Preservation Index).
The lending, borrowing, or digital scanning of materials through partnerships between organizations, consortia, libraries, etc.
The likelihood that access to intellectual content is reduced or lost if the physical materials are damaged, destroyed, or lost. Risk level depends on a number of criteria, including the number of physical copies available, the number of retained or committed copies, the presence of trusted electronic surrogates, storage environment, age of materials, subject, and more.
Title for which only one, two, or three copies are found in OCLC WorldCat to exist among RSPA participating libraries.
A library facility often used to alleviate space constraints in the main, service library.
ISSN, ISBN, OCN, or any other number that can be used to identify a publication and distinguish it from all others, including the record number in a local library system; based on standard numbers the copies or holdings of a publication can be matched and analyzed.
The space and its characteristics in which shared print collections are housed. This may include full service libraries, off-site storage facilities, etc.
(from Merriam Webster): “degree of hotness or coldness measured on a definite scale”; one of the variables typically examined when assessing the preservation quality of the storage environment (see also Preservation Index).
Time Weighted Preservation Index (TWPI)
A weighted average of the Preservation Index, measured at regular intervals, of a given storage environment over time. See also IPI defined preservation terms at: https://s3.cad.rit.edu/ipi-assets/publications/understanding_preservation_metrics.pdf
Each unique OCLC number, ISSN, or alternative title-level identifier, is counted as a title.
A physical piece that is in adequate physical condition for lending via resource sharing, including loans or scans, is considered usable.
The process of ensuring accuracy of holdings. May include Physical Validation or Bibliographic Validation. See Validation Best Practices for recommendations on specific data points to verify.
The process of ensuring the accuracy of the bibliographic metadata used to describe the retained holdings in local systems, as well as in union catalogs, and of ensuring that the retained holdings are present on the shelf by physical inspection and review. Validation may also involve assessing and recording the availability, completeness, and physical condition of the retained holdings. The intensity and extent of inspection may vary from high (page-level validation) to low (issue-level or volume-level validation) to none.
To remove a physical piece from the library collection.