- How can I tell if an item has a retention commitment?
- How do I add a retention commitment in Sierra?
- How do I add a retention commitment in OCLC?
- What is PAPR and why should I care?
- How can I view and update holdings in PAPR?
- We received a new issue of a serial with a retention commitment – do I update the retention holdings?
- Can I get a list of all material with a Shared Print commitment for my library?
- This looks wrong, what should I do?
Collections
- Do I really have to keep it?
- How do I transfer a commitment to another library?
- What does the 583 note “MSCC Retention requirements: any Special Collections copies; only one circulating copy” really mean?
**Wait! I still have a question!
Technical Services
How can I tell if an item has a retention commitment?
Retention commitments are noted in the 583 MARC field of the item or checkin record in the local catalog, and can be seen in staff displays. Public display of commitments can be seen at the bottom of the record in the MaineCat public display (see example) and III webpac catalogs, usually by the MSCC designation in the item display (see example). Commitments are also viewable in various OCLC products (see guidance for registering and searching for Retention Commitments in OCLC). (Return to top)
How do I add a retention commitment in Sierra?
See Recording and Displaying Retention Decisions. (Return to top)
How do I add a retention commitment in OCLC?
See Registering and Searching for Retention Commitments in OCLC (Return to top)
What is PAPR?
PAPR is a registry system maintained by the Center for Research Libraries of journal retention commitments and includes commitments made by MSCC members. The database is available online at http://papr.crl.edu/.” — http://www.crl.edu/archiving-preservation/print-archives/papr
Note that the registry only includes commitments for serial and journal titles. (Return to top)
How can I view and update holdings in PAPR?
See Submitting Holdings & Requesting Overlap Reports. (Return to top)
I received a new issue of a serial with a retention commitment – do I update the retention holdings?
The Committees agreed that the decision whether or not to update retention commitments to include new issues is a local library decision. See meeting notes for further discussion. Note that serial holdings need to be updated both locally, in the OCLC LHR, and updated yearly with PAPR. (Return to top)
Can I get a list of all material with a Shared Print commitment for my library?
In the local catalog this can be done by creating a list of items limited to your library’s location(s) and having a 583 subfield f of “Maine SC” would.
(Return to top)
This looks wrong, what should I do?
Occasionally you may find artifacts of the batch commitments that look odd in the catalog, e.g. a multi volume set may only have commitments on some of the volumes, or a CD that is catalog with a monograph may have a retention commitment on it. It is up to the discretion of the library if they wish to address these issue, e.g. adding retention commitments to the remaining volumes of the multi-volume set, or removing the commitment from the ‘out of scope’ CD. (Return to top)
Collections:
Do I really have to keep it?
Consult the Policy on Retention Commitment Changes for question regarding changes to commitments. (Return to top)
How do I transfer a commitment to another library?
See the Procedure for the External Transfer of Retention Commitments. (Return to top)
What does the 583 note “MSCC Retention requirements: any Special Collections copies; only one circulating copy” really mean?
This rule applies only to titles committed as part of the original collection analysis in 2014. In practice it means that any and ALL copies of a title are currently held in Special Collections are to be retained. Only one copy of a title in the circulating collection needs to be retained. There will be instances where there are no Special Collections copies, as this is a generic note.(Return to top)
Wait! I still have a question!
Additional questions and suggestions on additions to this faq should be addressed to Matthew Revitt: matthew.revitt@maine.edu. (Return to top)