Summit BorrowingBehind-the-scenes

Nancy Nathanson, Resource Sharing Program Managernnathans@uoregon.edu (541) 346-1860

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A popular and growing service

--

- --

387,433

358,175324,516

-

50,000

100,000

150,000

200,000

250,000

300,000

350,000

400,000

450,000

FY98 FY99 FY00 FY01 FY02 FY03 FY04 FY05 FY06 FY07

Orbis

Cascade

Summit

Grad27%

Faculty19%

Undergrad48%

Staff6%

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Patron-initiated borrowing: search & request from unified holdings of all

member libraries

automated ILL, or expanded circ?–software–agreements & policies

patronsmaterialsloan rules (time, fees, etc.)

Summit Borrowing

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… easier for patrons

… easier for staff

• verify patron and find available copy

• sort requests & prepare paging slips

• track status, due dates

• consolidated union catalog

• 24 x 7

• established uniform agreements

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central maintains links with all the local sites

central

continuous polling; real timereal time updating over

the Internet

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patron records

patrons

patrons

patrons

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maintaining the database

for example:– receiving order, status now "in process"– updating bib. record, such as author heading

update, completing contents note for multi-vol. set– changing item status from 'at bindery' to 'available'

Local sites automatically send updates to the central machine

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central also asks for information

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The basic rules

2. Eligible patrons

3. Loan periods & renewals(regular, short, CRL)

4. Fines and fees (replacement, overdues CRL)

1. Circulating items

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what’s circulating in Summit?

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mapping = translating the code

local IType code

what it means in different local systems

Chemeketa EOU TESC

000 Non-circulating EOU Regular books Evergreen book

001 Non-circ, Reference EOU Oregon Docs Evergreen CDs

007 Fiction (Gen’l Interest) EOU Audio CD's Evergreen Game

008 Fiction (Childrens) EOU Slides Evergreen ILL- Borrowed

009 Fiction (Teens) EOU Filmstrips Evergreen ILL – Microfilm

020 Magazine (Gen’l Inter) EOU Newspaper Evergreen Slide Libr.

same code value means different things on different local systems

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mapping = translating the code

Chemeketa EOU TESC

000 201 200 200

001 201 200 200

007 200 202 201

008 200 201 201

009 201 201 201

020 202 201 201

same code value translates to different action at central

200 regular loan

201 non-circ

202 short loan

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mapping = translating the code

local PType code

what it means in different local systems

Chemeketa WSU or OHSU Clark or SMU

040 CCC Student-no DC Retired Staff Cannell ILL

041 CCC Faculty/Staff Internal charge Cannell Reserve

050 Library staff - NoDC CALS undergrad Commun.Borr’s

062 CCC Study Room OHSU-Shriners

063 CCC Day use OHSU-VA

140 CCC Student, non-credit SMU Undergrad

same code value means different things on different local systems

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mapping = translating the code

same code value translates to different action at central

Pos. 1 Position 2 Position 3

“2” for Summit

0=No CRL3=with CRL

1=undergrad2=grad3=faculty4=staff6=special patron

201 = Summit, No CRL, Undergrad

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mapping = translating the code

Chemeketa WSU or OHSU

Clark or SMU

040 201 234 230

041 203 234 231

050 204 231 200

062 200 200 200

063 200 203 200

140 200 200 201

same code value translates to different action at central

http://w

ww.orbiscascade.org/staffhome/

“Sharing Materials”

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Data is loaded, sites are connected. How does it work now?

Borrowing site

Owning (lending

) sitePickup Locatio

n

Summit“central

”

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Patron finds something in the union catalog and requests it

Borrowing site

I want that book!

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now central is the go-between

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?• available status <->

• requestable item type (IType)

Authorize the request: the itemCan this be requested? Are there any available copies?

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central will stop a request …

…when the book is available at the patron's home library

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Is the patron authorized? Patron verification screen

Authorize the request: the patron

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Selecting the pickup location at home institution or another

home Pickup Loc’s

main circ

branch lib.

satellite campus

Other (PUA) locations

Clark-Main Library

COCC-Circulation Desk

CWU-Circ Desk

EOU-circ desk

EWU-circ desk

EWU-CALS

GFU-Newberg

GFU-Portland

L&C-circ desk

Linfield-McMin.

Linfield-Portland

Marylhurst-circ desk

OHSU-circ desk

OGI-circ desk

Authorize the request: pickup location

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Summit Borrowing—Pickup location or PUA

Borrowing site

Owning (lending)

site

Pickup Anywher

e Location

May have several Pickup

Loc’s

May have >1 pickup loc for PUA

Summit“central

”

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central selects one place to fill the request

Selecting the item to request

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# of Institutions Owning the requested title

1 only26%

215%

310%

48%

5 or m ore41%

multiple copies

280

5,000

10,000

15,000

20,000

requests received (owner)

requests made (borrower)

comparing requests received and made

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Loan/Borrow ratio

0

0.2

0.4

0.6

0.8

1

1.2

1.4

1.6net lenders and borrowers

-0.5

-0.4

-0.3

-0.2

-0.1

0

0.1

0.2

0.3

0.4

0.5

Load balancing

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Lowest priority. You’re last to get a request when anyone else is attached to the record.

Very low priority

Still pretty low; Summit is still looking to others before you

You’re going to get more than those guys

Summit sends more requests your way when it gets the chance

You’re 1st in line every time you’re on the record

Priority codes

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Summit sends data to Owning and Borrowing sites

send item data, attach

to Patron record

(“virtual item”)

initiate transactions, send data to all parties

send patron data,

attach to Item record

(“virtual patron”)

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send patron data,

attach to Item record

(“virtual patron”)send item data, attach

to Patron record

(“virtual item”)

Summit sends data also to PUA database for access by Owning and Pickup sites

Transactions -- Pickup anywhere site?

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at Owning site: print paging slips, page item, check out to Borrowing or PUA site

add Due Date update status

“in transit”

Checkout #1: Institution checkout

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checkout and prepare item for courier

local patron type local item type

central PTypes

central rule types

undergrad allow CRL

grad

faculty no CRL

staff

onsite visitor visiting patron

central ITypes

non-circ

circ, regular loan

circ, short loan

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checkout and prepare item for courier

2. courier bag

3. courier bag label

1. bookband or label

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at Borrowing or PUA site: receive item, check in, notify patron

update status: “received”

Checkin #1

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Borrowing or PUA site: check out to patron

update: patron checkout info

Checkout #2: Patron checkout

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Borrowing or PUA site: check in from patron, return item to Owning site

update status: “returned”

Checkin #2

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check in at Owning Site

temporary patron & item data deleted

Checkin #3

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Trouble-shooting: Paging slip file

Paging slip file empty, or few requests?

… don’t ignore it – take action!

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tips, help, and consortium practices

• Web pages– Staffhome– Sharing Materials– How-to guide

• contacts– policy & procedures– daily problem-solving

• email lists– Summit Borrowing– Courier

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More to think about:

Relationship to affiliated institutionswho can borrow; courier service

Visiting Patronauto VP with inst’n loan rule, auto VP with local loan rules

Pickup Anywhere

Local policies and patron services• InterLibrary Loan vs Summit Borrowing• Fines & fees (replacement, overdue, CRL)

• time on hold shelf – ignore weekend days?

http://www.orbiscascade.org/staffhome/

http://w

ww.orbiscascade.org/staffhome/

“Sharing Materials”

http://www.orbiscascade.org/staffhome