Retentions are usually disclosed both in a library's local ILS/LSP, and also in OCLC. Shared print commitments are recorded in the MARC 583 field in accordance with the OCLC Detailed Metadata Guidelines.
Below is documentation for adding retention commitments in a variety of vendor platforms, including disclosing shared print in OCLC.
Record Retentions in your ILS
Sample guidelines from Shared Print Programs
ALI-PALNI Shared Print Project Guidelines for Recording Retention Commitments (doc)
Duke University Libraries Holding Record Procedures for Collaborative Print Retention Program
HathiTrust (pdf) – See Disclosure Guidelines, page 4.
Vendor Specific Instructions
EAST Documentation from 2018 on adding 583s
Alma - see also Adding committed to retain flag to items in Alma
Sierra: Create Lists Import in Sierra
Millennium / Sierra - Serials
Voyager: Instructions / video / EAST_MFHD_583_NOTE.dslr / Serials
Maine Shared Collections Procedure for Recording and Displaying Retention Commitments in Sierra
Note that Alma has some special features dedicated to Shared Print, including the ability to mark an item to be retained with its relevant information after which The system will not allow the withdrawal of items that are marked as 'committed to retain'.
Disclosure and Discovery of Shared Print in OCLC
Some programs also disclose their retentions in program wide databases. Here are some examples:
The Center for Research Libraries permanently retains titles which are discoverable in their catalog.
EAST - retention data is loaded into the Gold Rush Library Content Comparison System. Data is updated annually, and access to searching this data is granted upon request. The EAST website also provides a search box for OCLC numbers that queries registered retentions in OCLC.
Maine Shared Collections Cooperative provides a search box for OCLC numbers that queries registered retentions in OCLC.
PALNI has no formal retention commitments, but does have a shared discovery system in WorldCat.
SCELC has a Shared Print Discovery Catalog (SHARP)
VIVA - maintains an open Protected Titles database, ThistleCAT.
Some programs ask that their members export MARC records of titles with retention committments. These records may be used in program's retention databases or for further collection analysis. Below are some instructions that some programs provide for export of commitments by ILS/LSP.
Here we are gathering some examples of specific use cases in Shared Print and how to record them.