Shared Print Programs

 

Founding programs are the Big Ten Academic Alliance, Eastern Academic Scholars' Trust, Florida Academic Repository, ScholarsTrust and the Western Regional Storage Trust and their member libraries. Other programs will be considered based on the Participating in the Rosemont Shared Print Alliance Guidelines

Rosemont Group: Policies and Procedures Matrix
Revised:  December 2020 

Similarity Scale:       - Same       - Similar/close         - Different
- Yes      - No 

 

Criterion

Degree of Similarity

ASERL

BTAA

FLARE

WRLC

WEST

EAST

CRL

Program Commenced (archiving start year)

8-year range

2011

2012

2012

2008

2011

2016

2012

Approx. # of Titles Archived

Widely varied collection sizes

54,044

*As recorded in JRNL 9/2020

~10,550

19,536

9,903

~30,000

28,057 (holdings)

~52,000

Approx. # of Volumes Archived

Varies 

 

422,000

468,072

436,114

~833,000

 

General print serials, estimated >500,000.

JSTOR archive 84,376

Retention Period

All but EAST have 25-year agreements

Dec. 31, 2035

Reviews in 2020 and 2030

2037

Dec 31, 2035

Dec. 31, 2035 Reviews in 2020 and 2030

Dec. 31, 2035

June 30, 2031

Permanent

Total # of Members

Dissimilar

37

15

13 

9

65

32 (of 81 members in total for both journals & monographs)

207

Total # of Archivers/Hosts

Dissimilar

37

2

1

7

46

32

1

Geographic Distribution of Membership

Dissimilar

11 states

11 states

Florida

Metropolitan Washington D.C. area

18 states West of the Mississippi River

5 states for journals  (13 in total)

Continental North America with Global Affiliates

             

Selection:
Collections Analysis Tool(s) Used

Dissimilar

Local Decision

CRL Analysis | JRNL

PAPR Collections Analysis tool; homegrown tools

Local Decision

Consortial ILS 

AGUA; PAPR Collections Analysis tool

CRL reports

Local Decision

Selection:
Criteria for New Titles

Varies

Low use

Member Overlap 

2019 Retention Model

  • Widely-held (7+ ASERL Libraries)
  • Low-use print journals
  • Completeness/
    quality/condition
  • Subject Specific - Ag, Arch, Law
  • Low-use print journals and serial reference works
  • Widely duplicated
  • Member overlap
  • E-availability
  • Low-use print
  • Locally selected by participating libraries–wide variety
  • Some by subject 
  • To prohibit duplication in HD facility
  • Volumes in facility flagged as shared when dupes of same title discarded
  • Member overlap
  • Print only and
    e-availability
  • A&I Indexes
  • Subject
  • Member overlap
  • Not in JSTOR
  • In scope: print only, no microform, no government documents, no monographic series, no non-circulating, no newspapers, no reference works, no directories, no guides, no indexes, no almanacs, no fact books, no handbooks, no yearbooks
  • For scarce titles (held by 3 or fewer EAST libraries) had additional criteria:

 

  • The holding libraries owned at least 50% of the run
  • WorldCat US holdings 20 or fewer
  • WorldCat worldwide holdings 30 or fewer
  • Not being retained by other Rosemont programs

Local criteria aligned with CRL collection guidelines for CRL collecting areas. https://www.crl.edu/collections/crl-collecting-areas

 

JSTOR archive

https://www.crl.edu/archiving-preservation/print-archives/crl-administe…

Selection:
Quantity of Titles Archived Annually

Dissimilar

None specified

Varies

None specified

Varies; approx. 500/year over
last 2 years

~3,000-4,000

None specified

None specified

Selection:
Frequency

Dissimilar

None specified

Ongoing,
for 5-year term

None specified

Processes to mark copies in the facility as shared are run quarterly

Selected biennially

None specified

None specified

Selection: Identification of Archivers/Contributors

Varies

Voluntary (based on depth, condition and willingness

Voluntary (based on backfile depth and willingness)

Voluntary

NA

Automated (via AGUA tool, based on backfile depth and willingness)

Voluntary

Voluntary

Selection:
Single Copy Policy

5/7 store one copy

Selection:
Optimal Copy Policy for North America

5/7 have no specified policy

Seek up to 3 copies among RSPA Shared Print Programs.  Libraries not barred from retaining  beyond 3 copies

Will duplicate
non-WEST SP archives to ensure 3 copies are preserved in
North America (prioritizing Rosemont)

             

Validation:
No Validation

2/7 have some volumes with no validation

Must disclose

Bibliographic or physical 

(local decision)

Physical Validation

 

For widely held print with secure digital surrogates

Voluntary

Ongoing for legacy material. Requirement for new deposits/acquisitionsJ

Validation: 

Volume-Level

All programs perform for some items

No requirement

(best practice)

Items physically verified for condition and volume-level completeness

Items physically verified for condition and volume-level completeness

Physical condition verified. No page level validation

For digitally indexed with limited/no full text (completeness only)

Voluntary

Ongoing for legacy material. Requirement for new deposits/acquisitions.

Validation:

Issue-Level

2/5 do issue-level validation for some items

No requirement

Unofficially, when obvious

 

For print-only (completeness and condition) 

Voluntary 

Ongoing for legacy material. Requirement for new deposits/acquisitions.All JSTOR at issue level

             

Disclosure:
OCLC Metadata Guidelines Compliant

4/5 use or plan to

Best Practice

(details still to be determined based on new OCLC shared print registration service)

 

Disclosure: Use of OCLC SP Symbol

3/5 use SP symbol

Not at present

(migrating to primary symbols in 2021)

for JSTOR

for general collection

Disclosure: Primary Source for Disclosure Data/Records

Varied local disclosure; 4/5 use an ILS

Local ILS

Lists distributed to members; Local ILS at host sites

ALEPH (ILS)

Consortial ILS

Local ILS

Local ILS

Local ILS

Disclosure: To PAPR

All disclose

Disclosure: To JRNL

2/5 do not disclose

(encouraged but not required)

Disclosure: To OCLC

2/5 may not disclose

Date for Registration Service TBD

             

Gap-Filling:
Tool(s) Used

JRNL, PAPR share users

JRNL, PAPR

PAPR Collections Analysis and local analysis

JRNL

 

(AGUA; PAPR Collections Analysis; JRNL)

Investigating JRNL

None planned at present

Gap-Filling:
Active Requests to Libraries

3/5 do some
active gap fill

Local decision

None planned at present

Not applicable at present; considering as a future project

Print-only & digitally indexed (limited/no full text)–active archive creation for 1 year (then ad hoc)

None planned at present

None planned at present

Gap-Filling:
Ad Hoc

4/5 do some
ad hoc gap fill

Local decision

Voluntary offers

Voluntary offers and perpetually during daily processing of volumes

 

Archives with secure digital surrogates; & all others post active gap-filling

Local decision

Local decision

Gap-Filling: Transfer of Ownership from Provider to Archiver/Host

2/5 transfer ownership

To FLARE

To WEST archiver

             

Archive Location:
In a Storage Facility

3/5 hold all items in HD facilities

Most holdings in HD/MD or other remote storage

HD, env-controlled for print

HD/MD, env-controlled for print

HD, env-controlled for print

HD, env-controlled for print only and digitally indexed with limited/no full text

A small percentage, mostly at Five Colleges

HD, env-controlled for print

Archive Location:
In Place/Open Stacks

2/5 hold some items in stacks

Small number of collections in open/closed stacks

For archives with digital surrogates only

Remainder in open stacks

             

Access:
Members-Only

2/5 may restrict to members

Library’s discretion

Members and affiliates

Local library’s discretion

Non-member access guidelines

https://www.crl.edu/services/borrowing/non-member-lending

Access:
Delivery Method

All offer some version of ILL

Traditional ILL methods (photocopy; scan; physical lending)  Onsite access at library’s discretion

Traditional ILL methods (photocopy; scan; physical lending)

Traditional ILL methods (photocopy; scan; physical lending)

Traditional ILL methods for non-WRLC members (UPS, Odyssey). Local courier service and Odyssey for WRLC members

Traditional ILL methods (scan; photocopy; physical lending); local access at library’s discretion

Traditional ILL methods (photocopy; scan; physical lending); local access at library’s discretion

Traditional ILL methods (photocopy; scan; physical lending); full volume/run; onsite reading room

https://www.crl.edu/services/lending

Access:
Resource-Sharing Systems

WorldCat, Illiad
widely used

WC Resource sharing, Illiad, Rapid, GAC

WC resource sharing; Illiad

WorldShare

Worldcat/Illiad, locally developed software

WC resource sharing; GAC deflection rules in policies directory; Illiad

Rapid, ILLiad, GAC Policies specified, WorldShare

Rapid, ILLiad, WorldShare

Access:
Access Fee Policy

No fees for members common; may vary for others

None for Scholars Trust members

Non-members at library’s discretion

None for BTAA members; fee for affiliate campuses per local policies

*None currently 

None for Scholar’s Trust members

Local library’s discretion

Local library’s discretion

None for members; $175 per item for non-members

https://www.crl.edu/services/borrowing/non-member-lending

*FLARE is not currently charging fees, but plans to for non-members.