Shared Print Program FAQ

How were retained holdings chosen?

In Phase 1, Retention Libraries volunteered commitments for print monographs that correspond to HathiTrust digital holdings. HathiTrust provided a file of matching holdings to each prospective Retention Library, and asked the library to return a file identifying those holdings that the library is willing to retain through December 2042 as part of the HathiTrust Shared Print Program. In order to make the process easy and to encourage participation, HathiTrust made no specific requirements about which holdings to retain except that they should be lendable monographs. We encouraged libraries to offer holdings that are held in a library shelving facility and/or holdings that are unique or rare among HathiTrust library collections.

Are HathiTrust Retention Libraries  expected to retain a certain number or percentage of matching holdings?

No, HathiTrust did not require participating libraries to retain any minimum number or percentage of their matching holdings. We encouraged Retention Partners to commit to retain as many matching holdings as possible, but we recognize that libraries will have different local requirements and constraints.

Can Retention Libraries designate certain holdings (e.g. unique items) to serve as a non-circulating “dark archive”?

The HathiTrust Shared Print Program has been envisioned as a lendable collection and the assumption was that libraries would offer retention commitments for volumes they were willing to lend. During Phase 2 we will discuss extending the policy to accommodate non-circulating retentions for certain items.

How will Retention Libraries identify HathiTrust commitments in the library's local system and in OCLC WorldCat?

Retention Libraries should record information about their commitments in the records for those holdings in the library's local system, to attempt to prevent deselection of these volumes that the library committed to retain. The Disclosure policy and associated Disclosure Guidelines provide details of the metadata that the library should record (see Operating Policies and Guidelines).

OCLC is developing a service called “shared print registration” that is intended to support simple recording of shared print commitments in WorldCat. Using this service, libraries will upload some basic identifying information for retained holdings (OCLC number, local bib ID, OCLC symbol, retention period, etc). OCLC will use that data to create Local Holdings Records (LHRs) in WorldCat containing 583 Action Notes with the appropriate shared print retention information. OCLC will also provide a file of LHR records that the library may optionally use to update the local catalog system. OCLC expects to release this service in spring 2018. OCLC has announced that there will be no additional charge for this service for libraries with a cataloging subscription.

Once OCLC releases the service and its documentation, HathiTrust will document and disseminate the suggested method to the Retention Libraries. If the local LHR load works as envisioned, it could remove the need for libraries to update their local system separately in the future. Once we have the final documentation from OCLC, HathiTrust will update the Disclosure policy and the associated Guidelines to provide more specific information.