New: OCLC Print Archives Disclosure Pilot Final Report

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From the Executive Summary:

Beginning in late 2010, an ad hoc Coordinating Committee consisting of several individuals who were active in the shared print (print archiving) community began to explore ways in which libraries could use OCLC features and services to disclose retention commitments and support resource sharing for shared print resources. The Coordinating Committee defined and conducted an OCLC Print Archives Pilot Project to develop a recommended approach and to test and validate its basic functionality.

From the Recommendations:

The Coordinating Committee developed and tested recommended metadata guidelines for journals using existing OCLC data structures and functionality, and recommends that libraries participating in shared print agreements begin to disclose preserved print journal holdings in WorldCat according to this method as soon as possible.

The recommended approach includes three key elements:

1. Define separate OCLC Institution Symbols to identify print archived titles in facilities and full-service libraries
2. Enter holdings-level print archives data in MARC Holdings records (OCLC  Local Holdings Records, LHRs)
3. Use the 583 Action Note to describe specific characteristics of the print archives action(s) for each set of holdings.  The LHR will include one, two, or three 583 Action Notes, as appropriate. At a minimum, include one 583 Action Note to identify the retention commitment (“committed to retain”) and the retention period.   If the print resources are reviewed for completeness, provide a second 583 Action Note (“completeness reviewed”) and note the outcomes of that review (e.g. missing units, binding anomalies, reprints).  If the print resources are also reviewed for condition, provide a third 583 Action Note (“condition reviewed”) with the outcomes of that review.

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