intermediate shareit access pa catalog and ill system
TRANSCRIPT
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IntermediateSHAREit:
AccessPACatalogandILLsystem
AccessPA/POWERLibrary2017FallTraining
• Service:AccessPACatalogandILLSystem• Platform:SHAREit• Vendor:Auto-Graphics,Inc.• Support:HSLC
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Aftercompletingthistraining,youwillbeableto:
• Loadyourlibrary’srecordsintoSHAREit (initialandsubsequentloads)
• UsetheFAILRECORDSfoldertoimprovethequalityofyourlibrary’sandtheAccessPAcatalogs
• SetupyourlibraryasaZ39.50clienttodownloadMARCrecordsfromSHAREit
• IdentifythebestmatchingMARCrecordtodownload• ObtainSHAREit borrowingandlendingstatistics• SolvecommonILLproblemswithdocumentationand
tips
LibraryloadsfileontoSHAREitserver
A-Gprocessesfileaccordingtoprofile
Recordsw/ominrequirementsto
FAILRECORDSfolder
Libraryreviewsfailedrecordsandcorrects
inlocalILS
Libraryextractsnextfullfilereplacement
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FullFileReplacementProcessUploadingHoldings• Firsttime,completethenemailtheprofiledocumentavailableonSHAREitdocumentationpage:
http://www.powerlibrary.org/librarians/statewide-catalog/documentation/shareit-auto-graphics
• UploadfullMARCrecordexportofyourholdingsdirectlytoAuto-Graphicsserver(directionswillbesentwhenprofileisreceived)
HowdoourrecordsgetintoAccessPASHAREit?
• HSLCreviewsprofile,makesanynecessaryrevisions,thenforwardstoAuto-Graphics.
• A-Gstaffcreateloadprofilefornewlibrary/consortiumthenloadfileaccordingly.
• RecordsthatdonotmeetminimumrequirementsareplacedinFAILRECORDSfolder.
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MinimumRequirements
Arecordwillfailtoloadifitmeetsoneormoreofthefollowingconditions:
• Itismissingatitle(MARCtag245)• Itismissingapublisher(MARCtag260subfield“b”orMARCtag264subfield“b”)
• ItcontainsfewerthansixMARCfieldsinitsentirety(excludingfixedfields)
FAILRECORDSFolder
•InstructionsforloggingintoseeFAILRECORDSfolderaresentwithRecordLoadAcknowledgement•Thisemailissenttowhomeverwehavelistedascontactpersonforindividuallibrary•LibrariesmayuseMarcEdittoconverttherecordstomnemonicMARCforeasierreviewofmissingelements
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RecordLoadAcknowledgement
WearewritingtoconfirmthattherecordsforyourlibraryhavebeenloadedintotheAccessPAdatabase;howeversomerecordsmayhavebeenexcludedfromtheload.BibliographicrecordsareexcludedfromtheAccessPAdatabaseifthey:
● lackatitle(MARCtag245);● lackapublisher(MARCtag260,subfield“b”-OR- MARCtag264,subfield“b”);or● containfewerthansixMARCfieldsintheentirerecord(notcountingfixedfields)
Toconfirmrecordsthatdidnotloadforyourlibrary,pleasecheckforafileintheFAILRECORDSfolderidentifiedbyyourlibrary's5-charactercode.ItisyourdecisionwhetherornottoenhancetherecordsfoundintheFAILRECORDSfolder.Theserecordswillremainavailableforyourreviewuntiloverwrittenbyyournextdataload.EnhancingtheserecordsinyourownILStoinclude theabovecriteriawillensuretheysuccessfullyloadintoAccessPAthenexttimeyousubmityourfullcollection.
Toseeyourlibrary'srecordsthatdidnotloadintotheAccessPAdatabase:
1. AllFTPaccesshasbeenmovedtotheA-GCloud.CopytheURLintoyourbrowser'saddressbox:● A-GCloudURL: https://agcloud.auto-graphics.com/index.php/s/wjH0bY9mbCM3xtC● Password:xxxxxxxx
1. OpenthefoldernamedFAILRECORDS2. Searchforthefilenamestartingwithyourlibrary’s5charactercode.ThiscontainstheMARCrecordsthatwererejected
duringtheload.
Youcanreadmoreaboutaccessingtheserecordsat: http://www.powerlibrary.org/wp-content/uploads/2015/11/Access-PA-SHAREit-FAILRECORDS-Folder-201511.pdf
Pleasedon’[email protected] ifyouhaveanyquestions.
A-GCloudServer
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FAILRECORDSFiles
RecordsinrawMARC
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DownloadingMarcEdit
http://marcedit.reeset.net/downloads
MARCTools
MarcEditincludesaMARCToolssection
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MarcEditTools
UseMarcBreakerfunctiontoconvertMARCdataintoamoreuser-friendlymnemonicfileformatforreadingandeditingrecordsinFAILRECORDSfile
CorrectingFAILFOLDERrecords
RecordscanbedownloadedfromtheAccessPAcatalogandthenuploadedtoyourlocalILS.• SearchfortheneededrecordintheAccessPAdatabase.• Findthebestmatchingrecord.• DownloadsingleormultipleMARCrecordsintoyourILS.
https://www.powerlibrary.org/wp-content/uploads/2017/03/Downloading-MARC-Records-20170227.pdf
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Findingthebestmatchingrecord
• SearchtheAccessPASHAREitdatabase(oranyothercatalog)forMARCrecords.
• Comparetheinformationonthepieceinhandwiththeinformationintherecord.
• Verifythatyouhavefoundanexactmatchbeforeyouaddyourholdingstotherecordorselectarecordfordownload.
Multi-volumesets
Multi-volumesetsmaybecatalogedaseither:
• aset,withallvolumesrepresentedononebibliographicrecord
• individually,witheachvolumecatalogedseparatelyunderthevolumetitle
Followyourlibrary’spoliciesinregardtohandlingmulti-volumesets.
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MARCfieldstocheck• Usual(Standardnumbers;author,creator,contributor;title;
edition;publication;format;extent,pagination)• Fornewmaterials,duplicates/multiplerecordslookfor
highestnumberinQualityfield:
Z39.50ConnectiontoAccessPA
AccessPAparticipantsmaynowdownloadMARCrecordsfromtheAccessPACatalogusingaZ39.50client.
https://www.powerlibrary.org/librarians/statewide-catalog/z39-50-searching-info
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ConfigureyourZ39.50connection
Hostname:accesspa.powerlibrary.orgPort: 2010DatabaseID: ACCESSPAFormat: MARC21Username: accesspaPassword: changesannually(samepasswordusedtouploadyourcollectiontoAccessPA)
ReportCatalogingErrors
Sendemaildirectlyfromrecord→• To:[email protected]• Subject:addproblemafterTitle
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?????Questions??????
• Loadingyourlibrary’srecordsintoSHAREit• AccessingrecordsintheFAILRECORDSfolder• EnhancingthoserecordsinyourILSsothey’ll
loadintoSHAREitnexttime• SetupyourlibraryasaZ39.50clientto
downloadMARCrecordsfromSHAREit• IdentifythebestmatchingMARC record
SHAREitStatisticsTheStatisticsfunctioninSHAREitallowsyoutoviewand
downloadILLandusagestatisticsforyourlibraryforspecifiedtimeperiods.
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Borrower:StatisticsorReports?Statistics…forNumbers Reports…forTitles
ActivityandRequestReports: ActivityandRequestReports:• BorrowingActivity
(includeslendername)• RequestRecords
(includeslendername)• NetActivity
(includeslendername)CONTUCopyrightTrackingReports
BorrowerStatistics StayedTooLongReportBorrowerRecordCountsBorrowerDaystoReceiveReport
Lender:StatisticsorReports?Statistics…forNumbers Reports…forTitles
ActivityandRequestReports: ActivityandRequestReports:• LendingActivity
(includeslendername)• LenderResponseRecords
(includeslendername)• NetActivity
(includeslendername)StayedTooLongReport
LenderStatisticsLenderRecordCountsLenderDaystoSupplyReport
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ILLStatistics
ActivityandRequestReportsReportonactivitybasedontheoriginationdateoftherequest;maybeinconsistentfromdaytodayuntilallactivityontherequesthasceased.
BorrowerStatisticsandLenderStatisticsReportonactionstakenduringspecifiedtimeperiod;donotchangeovertime.
BorrowerStatisticalReportsActivityandRequestReports
BorrowingActivity BorrowerStatistics
GrandTotalsandbylibraryfor:RequestAttemptsFilledNotFilledNoResponseUnfilledRetryLostExpiredCancelledInProcessUniqueRequestsSentMultiCreatedMultiRequests
Totalsfor:RequestsSubmittedRequestsFilledItemsReceivedAverageDaystoReceiveRequestRejectedCancelledNotincollectionNotonshelfNotlendableNotrespondedtoNotcopyable
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BorrowingActivity
• Reportsonactivestatusondayreportrun• Grandtotalsplusdetailsforeachlender• MultiCreated:thenumberofmulti-copyrequestsplaced
• MultiRequests:thetotalnumberofcopiesrequestedformulti-copyrequests;includedinthecountfortheoverallRequestAttempts
BorrowerStatistics
• Reportsonactionstakenonrequests• HTMLonly;canprintorsaveasHTMLfile• CanselectWeeklyorMonthlyperiods• SelectPreviousorNextPeriodstoview
Bestoptionforregularreports(monthly,state,etc.)asthesenumbersdonotchangeovertime
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BorrowerRecordCounts
• Showsthenumberofallcurrent activeandcompletedILLrequestsmadebyyourlibrarytoborrowmaterialsorreceivephotocopiesfromotherlibraries,groupedaccordingtocurrentstatus.
• ThisreportreplicatesthecurrentRequestManagerstatuslistbutwithouttheoptiontovieworupdaterequests.
BorrowerDaystoReceiveReport
• Answersthequestion:Howlongdoesittakeitemstobereceivedatyourlibrary?
• ReportsonthetimeframebetweenarequestbeingmarkedShippedbythelendertobeingmarkedReceivedbyyou
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LenderStatisticalReportsActivityandRequestReports
LendingActivity LenderStatistics
GrandTotalsandbylibraryfor:RequestReceivedFilledNotFilledNoResponseUnfilledReferredRetryLostExpiredCancelledInProcess
Totalsfor:RequestsReceivedRequestsFilledItemsSuppliedAverageDaystoSupplyRequestRejectedCancelledNotincollectionNotonshelfNotlendableNotrespondedtoNotcopyable
LendingActivity
• Reportsonactivestatusondayreportrun• Grandtotalsplusdetailsforeachborrower
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LenderRecordCounts
• ShowsthenumberofallcurrentactiveandcompletedILLrequestsreceivedbyyourlibrarytolendmaterialsorphotocopiestootherlibraries,groupedaccordingtocurrentstatus.
• ThisreportreplicatesthecurrentRequestManagerstatuslistbutwithouttheoptiontovieworupdaterequests.
LenderDaystoSupplyReport
• Answersthequestion:Howlongdoesittakeitemstobereceivedattheborrowinglibrary?
• ReportsonthetimeframebetweenarequestbeingmarkedShippedbyyoutobeingmarkedReceivedbytheborrowinglibrary
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NetActivity
YourILLactivitywithinAccessPAand witheachtradingpartner
NetActivity=Lending– Borrowing
NetBorrower Borrowsmorethanlends Negativevalue
NetLender Lendsmorethanborrows Positivevalue
BalancedBorrower/Lender Equalborrowingandlending 0
BreakTime!
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ReportsforTitles
Borrower LenderActivityandRequestReports:• RequestRecords √• LenderResponseRecords √
CONTUCopyrightTrackingReports √StayedTooLongReport √ √
Borrower:RequestRecords
Listseachrequestsubmittedasaborrower• Supplier=noneFinalDispositionisUnfilled/Retry/Cancelled➢UsetofindrequestsnolongerintheRequestManager
• Complete:deletedafter5days• MistakenlyactionedasShipped(non-returnable)– SHAREitTip
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LenderResponseRecords
• Listseachrequestreceivedasalender
UsetofindrequestsnolongerinRequestManager• Complete:deletedafter5days• MistakenlyactionedasShipped(non-returnable)
StayedTooLongReport
Usetofindrequeststhathavebeeninspecificstatusesforalongtimeandmayneedaction:
Borrower Lender
NotReceived NotReceived/Overdue
NotReceived/Overdue Overdue
Overdue Returned
Retry
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CONTUCopyrightTrackingReports
Showslocaldemandforspecificserialtitles• Caninformcollectiondevelopmentdecisionsifthereisahighvolumeofarticlerequests
Reportsavailableforcurrentand3prioryears• Summary:Titleandnumberofrequests• Detailed:alsoincludesrequest/filleddates
DatabaseIndexStatistics
GeneralStats
TotalRecordsThetotalnumberofbibliographicrecordsintheAccessPACatalog
IndexesThetotalnumberofentriesforeachindexsupportedinAccessPACatalog
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DatabaseIndexStatistics
BibRecords– byLibraryCodeBibRecords– byLibraryName
Thetotalnumberofholdingsattachedtobibliographicrecordsforeachlibrary
➢ Usetoseeifalibrary’srecordsareloaded
DatabaseIndexStatistics
QualifiersThenumberofitemswithgivenqualifierse.g.,Language,ReadingLevel
➢Usetoseeiftherearerecordsinaparticularlanguage
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DatabaseFieldStatistics
GeneralStats
BibRecords:totalbibliographicrecordsHoldings: totalholdings(locations)attachedHolderlessRecords:totalwithnoholdingsattachedHolderlessRecordswith<856>$u:totalwithnoholdingsthatincludeMARCTag856,subfieldU
DatabaseFieldStatistics
MARCFieldStatsListseachMARCTagoccurringinatleastonebibliographicrecordandtheassociated:• TagOccurrence:totalnumberoftimesthetagoccurs
• TagContent:thespecificsubfields(andnumberoftimeseachsubfieldoccurs)foreachMARCTag
MARCFieldStatsforyourLibrary
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DatabaseFieldStatistics
LibraryHoldingsStats– notavailable
➢ UseDatabaseIndexStats:BibRecords– byLibraryCodeorBibRecords– byLibraryName
SystemActivities
Summaryinformationforyourlibrary:• Logins• Searches: onlyonedatabaseinAccessPAsoSearchRequestswillequalSearches
• ILLStatistics:ILLRequestsandusingtheBlankILLRequestform
• CatalogingActivity:notdoneatlibrarylevel
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FAQ:ILL
Whattocheckwhen:1. Forgetyourpassword2. Notgettingrequests3. Notgettingemailalertsforrequests4. PlacedrequestbutnotinPendinglist5. Can’tfindarequestintheRequestManager6. Borrowersaysrenewalrequestrejected7.Multi-copies:howmanycanwerequest?
FAQ:ILL#1
UsingForgotYourPassword?butsaysuserrecorddoesnotincludeanemailaddress
Probablecause:❑ Yourlibrarynotselectedfromlist❑ IncorrectUsernameentered➢SeetheSHAREitTip:PasswordManagement
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FAQ:ILL#2
Notgettingrequests
Probablecause:❑ Recordsnotloaded➢CheckDatabaseIndexStats➢SeeAddingYourCollection
❑ HolidayDatesentered➢CheckParticipantRecord→HolidayList➢ReviewtheGettingStartedChecklist
FAQ:ILL#3
Notgettingemailalertsforrequests
Probablecause:❑ DonothaveStaffNoticessetupcorrectly➢SeeStaffNoticesinParticipantRecord doc
❑ Noticesaregoingtospam➢SeetheStaffNoticesNoteinabovedoc
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FAQ:ILL#4
PlacedrequestbutnotinPendinglist
Probablecause:❑ RequestisinAwaitingApproval➢ChangestatustoApprove– Send➢ SeePlacingandFulfillingRequests
FAQ:ILL#5
Can’tfindarequestintheRequestManager
Probablecause:❑ TherequestisCompleteorwasdeleted❑ RequestwasactionedShipped(non-returnable)➢ UseActivityandRequestReports▪ Borrower:RequestRecords▪ LenderResponseRecords
➢ SeeILLStatistics
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FAQ:ILL#6
Borrowersaysrenewalrequestautomaticallyrejected
Probablecause:❑ LendingPolicynotupdated➢ Updatetoreflectyourlibrary’spolicies➢ SeeParticipantRecord
FAQ:ILL#7IstherealimittothenumberofcopiesIcanrequestforaMulti-CopyRequest?
• SHAREitsystem'slimitisdefinedbythenumberofcopiesavailable.Documentationaboutplacingmulti-copyrequestsisonp.3ofPlacingandFulfillingRequests.ThereisalsoaSHAREittiponmulti-copyrequests.
• AccessPAILLisinformedbythe2011PennsylvaniaInterlibraryLoanGuidelines.TheProceduresManual(p.1)indicatesbestsellers,boundvolumes,multiplecopies,recentlypublishedtitles,ortitlesownedlocallymayberequestedandlentifwithintheguidelinesofindividuallibraryorconsortiumpolicy.
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Tokeepinformed…
SignupfortheAccessPANewsfor:• SystemUpdates• TrainingOpportunities• SHAREitTipoftheWeek
http://www.powerlibrary.org/librarians/library-news/access-pa-news/
Tokeepinformed…
AccessPASHAREitDocumentation:
https://www.powerlibrary.org/librarians/statewide-catalog/documentation
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??????Questions???????
• ObtainSHAREitborrowingandlendingstatisticsandhowtousethemforreporting
• SolvecommonILLproblemswithdocumentationandtips
• Anyotherproblemstobringtothegroup?
AccessPACatalogandILLSystemaccesspa.powerlibrary.org
support@hslc.orgThisprojectismadepossibleinpartbyLibraryServicesandTechnologyAct(LSTA)fundsfromtheU.S.InstituteofMuseumandLibraryServicesandthroughLibraryAccessfundsadministeredbytheOfficeofCommonwealthLibraries,DepartmentofEducation,CommonwealthofPennsylvania,TomWolf,Governor.Theviews,findings,conclusions,orrecommendationsexpressedinthiswebsitedonotnecessarilyrepresentthoseoftheU.S.InstituteofMuseumandLibraryServicesortheDepartmentofEducation,CommonwealthofPennsylvania.
Hostedby
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Hands-onTime
HaveyouloggedintoseeyourFAILRECORDfile?
Toseeyourlibrary'srecordsthatdidnotloadintotheAccessPAdatabase:
• Fromyourbrowser,gotohttps://agcloud.auto-graphics.com/index.php/s/wjH0bY9mbCM3xtC
• EnterPassword• OpenthefoldernamedFAILRECORDS• Searchforthefilenamestartingwithyourlibrary’s5charactercode.Thiscontainsthe
MARCrecordsthatwererejectedduringtheload.
Youcanreadmoreaboutaccessingtheserecordsat: http://www.powerlibrary.org/wp-content/uploads/2015/11/Access-PA-SHAREit-FAILRECORDS-Folder-201511.pdf
Hands-onTime
HaveyoudownloadedMarcEditandusedMarcBreakertoconvertfiletoreadableformat?
• Enterhttp://marcedit.reeset.net/downloads intoyourbrowseraddressbar
• DownloadMarcEdit• ClickonMarcTools• UseMarcBreakerfunctiontoconvertMARCdataintomnemonic
MARC• Openfiletoreviewrecords
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Hands-onTime
HaveyoufoundarecordwithaformatofBook,butit’sclearlyaDVD?
Haveyouhadtowadethrough5recordsthatseemtobeforthesameitembeforedecidingwhichonetousetoplaceyourrequest?Pleasetakeamomenttoletusknow!• FromtheStaffFunctionsontherighthandsideoftherecord,select
EmailThisItem
• FillinTo:• Addproblemtoend
ofSubject• Send
Hands-onTime
HaveyoucheckedyourparticipantrecordsincetheSHAREitupdate2/27/2017?
Using AccessPASHAREitILLAdmin:ParticipantRecord (passwordispowerweb)asaguide,makesurethefollowingareuptodate:
• PreferredLenderList/BlockedLenderList:Adjustifnecessary,e.g.,toremovelocalsystemlendingpartners
• ShipToAddressFields: Checktheaddressiscompleteandcorrectifnecessary.LibrariesusingIDS:IntheShipToName box,enteryourlibrary’sIDSnumberbeforethelibraryname,e.g.,ShiptoName:IDS123MyLibrary
• EmailAlerts: IfyouwanttoreceiveemailalertsfromSHAREit,gototheStaffNoticessection.SelectYes forthetypesofalertsyouwishtoreceiveandentertheEmailaddress towhichtheemailalertsshouldbesent.
• LendingPolicy:UpdatethedefaultLendingPolicy toensureyouwillnotreceiverequestsformaterialsyourlibrarydoesnotlendandthatrenewalrequestsarenotautomaticallyrejected.
• HolidayList:makesureit’suptodate
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Hands-onTime
WhatkindsofSHAREitReportsorStatisticsdoyouneed?
• Actionstakenonactiverequestsduringspecifictimeperiod?
StaffDashboard>IllAdmin>Borrower>Statistics>StartdateMMDDYYYY;EnddateMMDDYYYY;Monthlyview>Submit
• Activityonaparticularsetofrequestsbasedonoriginationdate?
StaffDashboard>Statistics>Reports&Downloads>StartdateMMDDYYYY;EnddateMMDDYYYY>Submit
Hands-onTime
Doyouneedareportoftitlesrequested?
• RunaRequestRecordsreportfortitlesrequestedasborrower
StaffDashboard>Statistics>IllStatistics>DateRange>RequestRecords>SubmitReportonlyavailableinExcel;includessupplier,title,requestdate,andfinaldisposition
• RunaLenderResponseRecordsreportfortitlesrequestedfromyourlibrary(aslender)
StaffDashboard>Statistics>IllStatistics>DateRange>LenderResponseRecords>SubmitReportonlyavailableinExcel;includesborrower,title,callnumber,andfinaldisposition
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Hands-onTime
DoyougetweeklyupdatesviaAccessPANews?Newprogramsandresourcesoffered,systemupdates,traininginformation,SHAREittips,etc.
Ifnot,subscribenowat:https://www.powerlibrary.org/librarians/library-news
Ifyou’vesubscribed,buthavenotbeenreceivingtheNews,pleaseconsultwithyourITstaffandaskthemtowhitelisthslc_news@hslc.organdalsomaildogmanager.com