coertzen e checkin
TRANSCRIPT
E-CHECKINJohmine CoertzenGold Fields Library
Vaal University of TechnologyTel (016) 950 9057
E-mail: [email protected]
9 September 2010
“It takes a village to create and manage electronic resources”
Overview
What is E-Checkin and why did we buy the module? Preparation Pre-checkin Process Problems encountered Successes Challenges Acknowledgements
What is E-Checkin and why did we buy the module
E-checkin is an AUTOMATIC, batch checkinprocess for printed journal shipments.
Why did we buy it?
It is cost effective; and
It’s a time saver.
Preparation
Our IT Library specialist did the configuration, to receivethe EPS file on our III system and the e-resources librariandid the coding of checkin records for our vendors toaccess our E-Checkin server.
The serials vendor obtained the following from anorganization to be able to send the EPS (Electronic PackingSlips) file:
the IP address for your system’s E-Checkin server login page;
the user name;
a password.
Preparation (continues)
At this point in time you change the fixed length fields in your Serials Check-in:
Retrieve your record, and double click in the fields that need to be changed.
E-checkin change from none to True (y). Mediatype from no meaning to Print (p). UPDCNT change to Increment (i). If you are barcoding each journal, your label type will change
from no label to SP1LBL1. If you do not barcode each periodical, you will leave it at n = no label (n).
Preparation (continues)
Pre-Check In
Before the shipment can be processed, it isimportant to check that the checkin recordshave expected checkin boxes in order to beable to check the records in.
Very important is to check if all journal titleshave their ISSN in the bibliographic record tobe able to download the files.
Process
Go to the Serials Module; Change to Serials Checkin;
* Choose journal type (Print, All, Electronic) (Most of the times you click on ALL);
* Select the EPS file;* Select E-checkin.
Example of the EPS file
Problems encountered
At first the fixed fields e-checkin and media type were changed to therecommended coding.
The files did not read over properly. I discovered that the UPDCNT fieldhad to be changed to I for (Increment). When this was done, the recordsread over very well.
Records that do not read over, are the 0000-0000 ISSN records. These aremostly South African titles with no ISSN’s. Sometimes an internationaltitle does not read over. This is due to the ISSN on the record and the ISSNon the EPS file that differs from each other.
If the checkin boxes are full, the ESP file cannot read over. Make sure thatyou check at least twice a year to see if there are enough checkin boxesfor your records.
If periodicals were checked in manually, the ESP file would not read over –not a problem, but know why some of the ESP files do not
read over.
Successes
Most of the records in the ESP file read over. Successful Venture. Time and staff efficient.
Challenges
To sort out problems with the ISSN fields to ensure that the ESP file reads over completely.
Acknowledgements
WWIS (Fiona Bester) – she worked with otherinstitutions installing the e-checkin module, alwayscame back to me regarding problems I experienced,and helped me with all the teething problems.
THE END
Thank you!
Johmine CoertzenPeriodical and E-Resources Librarian
Gold Fields Library