Shared Print Glossary

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 rosemont@wrlc.org.



Table of Contents

A

Access
AGUA
Analytic
Analytic title
Analyzed monographic sets
Analyzed serial

B

Bound volume
Bound with

C

Center for Research Libraries (CRL)
Circulation
Closed Stacks
Commitment/Retention Commitment
Committed Titles
Copy

D

Digital Surrogate
Digitally Preserved
Distributed repositories
Document Delivery

F

Full Service Library

G

Gap

H

Holdings / Holdings statement

I

Item

J

JRNL (Journal Retention and Needs Listing)

M

Materials
Member Programs
Monographic serial
Monographic series
Multi-Volume Set
Multipart monograph

N

New Titles

O

Open Access
Open Stacks

P

Participating Library
Partnership for Shared Book Collections
Piece
Preservation
Print Archive Network Forum (PAN)
Print Archives Preservation Registry (PAPR)

R

Reciprocal Retention Agreement
Relative Humidity
Resource Sharing
Risk

S

Scarce Copy
Serial
Series
Series container of
Series statement
Series Title
Series title page
Standalone Facility
Standard Numbers
Storage Environment

T

Temperature
Time Weighted Preservation Index (TWPI)
Titles

U

Unit
Usable

V

Validation
Validation
Volume

W

Withdrawal

Terms


Access
The ability to obtain and use information resources; access could be by physical or digital means.


AGUA
A web based service that provides collection data to the Western Regional Storage Trust (WEST) and UC Libraries Shared Print Initiative.


Analytic
The analyzed unit in a set/series/serial, which has its own distinct title in addition to the series title


Analytic title
The distinct title assigned to a unit published as part of a monographic series, serial, or monographic set. Note that more than one unit may be published with the same distinct title. A subset within a monographic set, for example, might have the analytic titles France pt.1 and France pt.2, being v.25-26 of the Multi-volume Set title "Great Surrealist Artists of the World."


Analyzed monographic sets
See Multipart Monograph and Multi-volume Set.


Analyzed serial
A serial with some or all units analyzed individually. See also Monographic Series.


Bound volume
A "physical volume" comprised of two or more bibliographically separate units but which circulates as a single item.


Bound with
An item that has been bound within the same binding as an item being described (Source: Original RDA Glossary)


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.


Circulation
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).


Closed Stacks
A collections area of a library or other facility to which only staff have access.


Commitment/Retention Commitment
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.


Committed Titles
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.


Copy
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.


Digital Surrogate
A digital representation of the physical object and its contents (book or article) that accurately reproduces the information within.


Digitally Preserved
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”.


Distributed repositories
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.


Document Delivery
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.


Gap
A set of issues, entire volumes, or other supplemental materials missing from a library's holdings of a serial title.
-Modified from the Online Dictionary for Library and Information Science


Holdings / Holdings statement
Record of the location(s) of a specific bibliographic item and, optionally, the units of that bibliographic item held at a location. Note: For the purposes of this standard, a holdings statement reflects only items actually held now, not items no longer held nor items expected to be acquired. The holdings statement can be open ended. (Source: ANSI/NISO Z39.71-2006 (R2011))


Item
  • The physical unit.
  • A single exemplar or instance of a manifestation (Source: Original RDA Toolkit glossary) See also: Unit



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.


Materials
Physical items within shared collections that have been or are evaluated for retention commitment.


Member Programs
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).


Monographic serial
See Monographic series


Monographic series
  • A series of monographs with a series title. (used in AACR2, RDA and LC-PCC PS).
  • A series of monographs with distinct titles for each unit that also have a series title. Also referred to as a Monographic serial.



Multi-Volume Set
Most commonly used interchangeably with multipart Monograph.
Note: Some catalogers do make a distinction between Multi-Volume Set and Multipart Monograph, reserving Multipart Monograph for a serialized publication of a single title, e.g The Green Mile, by Stephen King which was originally issued in 6 parts, one month apart from each other.


Multipart monograph
A mode of issuance of a manifestation issued in two or more parts, either simultaneously or successively, that is complete or intended to be completed within a finite number of parts. A dictionary in two volumes, three audiocassettes issued as a set, etc., are included. (Source: Original RDA Toolkit Glossary; CCM Module 2)


New Titles
“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).


Open Access
Accessible digital content free of most costs and other barriers like copyright and licensing restrictions.


Open Stacks
A facility or collections area that is open to the public for browsing.


Participating Library
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.


Piece
See volume.


Preservation
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.


Relative Humidity
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).


Resource Sharing
The lending, borrowing, or digital scanning of materials through partnerships between organizations, consortia, libraries, etc.


Risk
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.


Scarce Copy
Title for which only one, two, or three copies are found in OCLC WorldCat to exist among RSPA participating libraries.


Serial
A mode of issuance of a manifestation issued in successive parts, usually bearing numbering, that has no predetermined conclusion. A serial includes a periodical, monographic series, newspaper, etc. Reproductions of serials and resources that exhibit characteristics of serials, such as successive issues, numbering, and frequency, but whose duration is limited, such as newsletters of events, are also included. (Source: Original RDA Glossary; CCM Module 2)


Series
A group of separate manifestations related to one another by the fact that each manifestation bears, in addition to its own title proper, a collective title applying to the group as a whole with or without numbering or, a separately numbered sequence of volumes or issues within a series or serial. (Source: RDA Glossary; CCM 2)


Series container of
A work that has been issued as part of a series. Reciprocal relationship: in series (Source: Original RDA Toolkit glossary)


Series statement
A statement identifying a series to which a manifestation belongs and a numbering of a manifestation within the series. A series statement may also include information identifying one or more subseries to which the resource being described belongs. A series statement sometimes includes statements of responsibility relating to a series or subseries. (Source: Original RDA Toolkit glossary)


Series Title
Unique title assigned to the set/series/serial published volume collection as a whole. Found in MARC 245 in the set/series/serial record, and in MARC 490/830 in the analytic record.


Series title page
An added title page bearing a series title proper and usually, though not necessarily, other information about a series such as statement of responsibility, numeric designation, data relating to publication, title of the manifestation within the series. (Source: Original RDA Toolkit glossary)


Standalone Facility
A library facility often used to alleviate space constraints in the main, service library.


Standard Numbers
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.


Storage Environment
The space and its characteristics in which shared print collections are housed. This may include full service libraries, off-site storage facilities, etc.


Temperature
(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


Titles
Each unique OCLC number, ISSN, or alternative title-level identifier, is counted as a title.


Unit
A physical or logical constituent of a manifestation. A unit includes a volume, audiocassette, film reel, a map, a digital file, etc. (Source: Original RDA Toolkit glossary). See also: Item


Usable
A physical piece that is in adequate physical condition for lending via resource sharing, including loans or scans, is considered usable.


Validation
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.


Validation
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.


Volume
  • A single "book" published as part of a series, serial, or monographic set.
  • A carrier type consisting of one or more sheets bound or fastened together to form a single unit (Source: Original RDA Toolkit glossary)



Withdrawal
To remove a physical piece from the library collection.