May 2025

Quick Facts

• Shared collections are not owned by a specific library. They move around the system to where they are needed.
• Shared collections and IMMS:
  • With IMMS, most items will be shared by all library locations. See what will or will not be shared collections with IMMS.
  • The current library location is responsible for dealing with shared items in bad condition, including missing pieces and discarding worn or damaged items. Kits, such as Pageturners or youth kits, should be sent to their contact person at the Operations Center to replace missing items.
  • Some items that do not share, such as local history or Black Pacific Northwest Collection, may need more attention. If damaged, those items should be returned to the owning location for decision – unless they are wet, moldy, or too gross to touch.

Procedure

• When an item in the shared collection is checked in and the item doesn't have a hold, IMMS will either keep it at your library, send it to another library that needs it, or route it to the Sort Center.
• IMMS will manage how many items can fit on your shelves. If there is a problem, contact your Regional Librarian, who can adjust IMMS parameters.
• Problem shelf items are usually handled by the check in location.
  • Kits, such as Pageturners or youth kits, should be sent to their contact person at the Operations Center to replace missing items.
  • The current check in location makes repair or discard decisions to maintain the collection in circulating condition.
  • Problem items, other than kits, should never be sent to another location based upon the location on the spine label or the owning library showing in Symphony.
• If a Shared item requires a new spine label, you do not need to print a location code on the replacement label.
• Call number changes for shared items will go to the current library showing in Symphony at the time the new call number labels are printed. If the item is no longer at that location, place the item on hold and change the label when it arrives.

Policy

Shared/floating collection allows designated items to become temporary parts of a library's regular collection when they are checked in. 

The library with the item is usually responsible for all snags, repairs, relabeling, or discarding. Kits, such as Pageturners or youth kits, should be sent to their contact person at the Operations Center to replace missing items.

With IMMS, most items will be shared by all library locations. See what will or will not be shared collections with IMMS. 

Some items do not share, such as local history or the Black Pacific Northwest Collection. If damaged, those items should be returned to the owning location for decision, unless they are wet or moldy.

The Integrated Services Director, the Collection Manager, and the Access and Acquisitions Administrator approve which libraries can "adopt" items and designate which collections can be Shared among libraries. 

Rationale

Shared collections allow items be shelved and ready for circulation more quickly or allows items to be routed to libraries that can use them.  The purpose of this feature is to reduce the amount of staff work in handling materials, when possible, as well as to provide library users with faster access to returned materials and a constantly refreshed browsing collection.