Shared Print Management

This is a summary of the implementation steps that were needed at each institution.

Areas for coordination by a print archives project manager

  • Work with and propose the new Institution Symbols for members of the print archiving initiative, following the recommended nomenclature as best as possible. Work with OCLC to determine availability of the proposed symbols. (Requests for symbol set-up and other activities should be directed to orders@oclc.org.) Provide guidance to member libraries about settings for the symbols (supplier/non-supplier) as appropriate for the shared print initiative.
  • Facilitate contacts between member libraries and OCLC's customer service units to set up new institutions symbols.
  • Establish common vocabulary specific to the print archiving initiative for use in the 583. For example, retention period, archiving program name, selected preservation terms from the PDA vocabulary, URL for the print archive initiative documentation.
  • Establish a URL for the print archiving initiative documentation. Post policies, guidelines, validation standards and/or definitions for condition and completeness review there.
  • Facilitate setup of Group Access Capability and Group Catalogs for the print archiving initiative, negotiate group pricing as appropriate.

Areas for coordination by a resource sharing manager, sorted by ILL system

For all libraries, if the library will be lending using the new print archiving OCLC symbol:

  • Ensure that the new OCLC symbol is enabled for ILL
  • Obtain authorization and password information through OCLC Order Services
  • Go into the OCLC Policies Directory to set up contact information, lending policies and any desired deflection rules, and change the symbol from Non-supplier to Supplier

For WorldCat Resource Sharing libraries

  • Do basic set-up for new OCLC symbol (Constant Data, etc.)
  • If desired, add other new shared print archiving OCLC symbols to custom holdings groups and paths, in order to influence where such symbols appear in automatically-created lender strings
  • Address questions to OCLC customer support

For ILLiad libraries

  • If the library is supporting only the new shared print OCLC symbol with its instance of ILLiad, do basic set up and request a $300 annual lend-only WorldShare ILL subscription for the new symbol. Address questions to OCLC customer support.
  • If the library is supporting more than one OCLC symbol with the same instance of ILLiad, it must request a $300 annual lend-only subscription to WorldShare ILL for the new symbol and request a license for a "satellite" library. There is no cost for this satellite license as long as the main library has a full ILLiad license. Address questions about establishment of satellite library to Atlas Systems customer support.
  • (An alternative to establishing a satellite library would be to manage ILL requests sent to the new print archiving symbol using WorldCat Resource Sharing. This would be cheaper and, given the low-use nature of the covered material, not onerous. But it would take this aspect of ILL out of the institution's normal workflow.)
  • Further calibration is needed if a library intends to use the ISO ILL capability of ILLiad, to communicate with other ISO-compliant ILL partners server-to-server rather than through a centralized inter-lending system. Address questions to OCLC customer support.

For VDX libraries

  • For trading requests within the VDX group, all new OCLC symbols will need to be added to the system tables by the group's agency
  • For trading requests outside the VDX with partners using WorldCat Resource Sharing or ILLiad, put in a request through TopDesk account to have VDX support turn on ISO ILL for all the new print archiving symbols. Make sure all OCLC symbols for desired partners are configured in system tables.

Further calibration is needed if a VDX library intends to interact with an outside partner server-to-server via the ISO ILL protocols. Address questions to VDX support staff. VDX library staff will have to work closely with staff at partner libraries to ensure proper configuration on both sides of the ISO ILL capability.