[sitka/doc/policy.git] / practice / practice-ill.xml

<?xml version="1.0" encoding="utf-8"?>\r
<chapter xml:id="ill" xmlns="http://docbook.org/ns/docbook" version="5.0" xml:lang="EN"\r
    xmlns:xi="http://www.w3.org/2001/XInclude" xmlns:xlink="http://www.w3.org/1999/xlink">\r
    <info>\r
\r
        <title>Using Brief MARC Records for Incoming ILL</title>\r
\r
    </info>\r
\r
    <para>\r
        <emphasis role="bold">Sitka Support Team <?linebreak?>Revised June 2010</emphasis>\r
    </para>\r
\r
\r
    <section xml:id="ill-issue">\r
        <title>The Issue</title>\r
        <para>Pre-catalogued items (pre-cats), currently used for interlibrary loan (ILL) items at\r
            most Sitka libraries, are created at the time of the loan to the patron, and thus cannot\r
            be used to manage transit status when ILL items are received at a central location for a\r
            patron at a branch location. Further, some Sitka libraries need to use brief records for\r
            borrowed ILL items based on job descriptions and established workflows. Pre-cats do not\r
            create catalogue records in the Sitka database, but brief MARC records do. In order to\r
            facilitate workflow and maintain database integrity in a shared environment, it is\r
            recognized that policy is required on brief record standards and recommended procedures. </para>\r
\r
\r
        <simplesect>\r
            <title>Possible Solutions</title>\r
            <orderedlist>\r
                <listitem>\r
                    <para>Track incoming interlibrary loan items, including transits between the\r
                        receiving location and branches, outside the Evergreen system. Circulate ILL\r
                        items as Evergreen pre-catalogued items at each branch as per current\r
                        practice within Sitka. </para>\r
                </listitem>\r
                <listitem>\r
                    <para>Create a fixed set of brief bibliographic (MARC) records, with a single\r
                        attached volume record, and single attached copy from a fixed set of\r
                        barcodes from library’s range of barcodes. Library staff will manage which\r
                        barcodes are associated with which MARC record and determine optimal\r
                        workflow in order to do this. </para>\r
                </listitem>\r
            </orderedlist>\r
        </simplesect>\r
\r
        <simplesect>\r
            <title>Recommended Solution</title>\r
            <para>Sitka support team recommends future sites, and possibly existing sites, consider\r
                both solutions. Sitka support team will provide future libraries with information on\r
                both options and request that they make a decision at the time of migration. </para>\r
        </simplesect>\r
    </section>\r
\r
    <section xml:id="ill-technical-note">\r
        <title>Technical Note for Implementing Solution #2</title>\r
        <para>This technical note will outline a proposal on how to use a fixed set of bibliographic\r
            records and Sitka support’s proposed technical recommendations. The Circulation and\r
            Cataloguing Working Group, and the Business Function Group, will all have input to the\r
            proposal and recommendations, and it is expected that policy and recommended workflow\r
            will be developed as a result. </para>\r
\r
        <simplesect>\r
            <title>Record Requirements</title>\r
\r
            <para>We recommend the following as potential requirements for a fixed set of records to\r
                be used for ILL. Some sites may use all fields, while some may not. Some sites may\r
                input actual title and author data for each resource, while some sites may create\r
                fixed records with fixed generic bibliographic data. For example, as actual\r
                bibliographic data is retained in Outlook, a Sitka library may choose to create\r
                their ILL brief records using a generic title such as BFN Interlibrary Loan Book,\r
                where BFN is Fort Nelson’s LAC code. (See Appendix for information about LAC\r
                codes)</para>\r
\r
            <itemizedlist>\r
\r
                <listitem>\r
                    <para>Bibliographic records could include the following fields and text could be\r
                        in upper case to further identify as a brief record:</para>\r
                    <itemizedlist>\r
                        <listitem>\r
                            <para>100 $a for author's full name</para>\r
                        </listitem>\r
                        <listitem>\r
                            <para>245 $a for title, and 245 $b for sub-title, and\r
                                    <emphasis>ILL</emphasis> designation</para>\r
                        </listitem>\r
                        <listitem>\r
                            <para>850 $a, or $590a, with representation of originating library,\r
                                either the LAC library code (meets the MARC standard) or a full text\r
                                representation of the library’s name. If using generic bibliographic\r
                                data Sitka support recommends the 590 or 850 contain LAC code of\r
                                library that created brief record</para>\r
                            <mediaobject>\r
                                <alt>MARC view of brief record</alt>\r
                                <imageobject>\r
                                    <imagedata scalefit="0" fileref="media/practice-1.png"/>\r
                                </imageobject>\r
                            </mediaobject>\r
                            \r
                        </listitem>\r
\r
                    </itemizedlist>\r
                    <para>An ILL MARC record template will be created by Sitka support containing\r
                        final, approved fields. This template will be available by selecting <menuchoice>\r
                            <guimenu>Cataloguing</guimenu>\r
                            <guimenuitem>Create New Marc Record</guimenuitem>\r
                        </menuchoice> >and choosing appropriate template from drop down menu.</para>\r
                </listitem>\r
\r
                <listitem>\r
                    <para>Volume record can contain a dummy 'ILL' call number that does not need to\r
                        be changed on a per-loan basis.</para>\r
                    <itemizedlist>\r
                        <listitem>\r
                            <para>Owning library/call number will be the designated ILL branch at a\r
                                library system.</para>\r
                        </listitem>\r
                    </itemizedlist>\r
\r
\r
                </listitem>\r
\r
                <listitem>\r
                    <para>Copy is assigned a shelving location 'ILL', which is holdable, but not\r
                        OPAC visible. This will prevent patrons from discovering these brief\r
                        records. Shelving location can be library system specific, or a Sitka wide\r
                        shelving location meant to be used by all sites using brief records for\r
                        ILL.</para>\r
                    <itemizedlist>\r
                        <listitem>\r
                            <para>Sitka support team will create the Sitka - wide shelving location\r
                                with required attributes upon final formalization of policy.</para>\r
                        </listitem>\r
                        <listitem>\r
                            <para>o Copy is assigned a library system specific, or one agreed upon\r
                                by Sitka consortia or library federation, circulation modifier that\r
                                has correct circulation parameters associated with it. </para>\r
                        </listitem>\r
                        <listitem>\r
                            <para>o Library staff can create a cataloguing item record template with\r
                                all required attributes pre-loaded, thereby facilitating data entry\r
                                and consistency when creating fixed set of records.</para>\r
                        </listitem>\r
                    </itemizedlist>\r
                </listitem>\r
            </itemizedlist>\r
\r
        </simplesect>\r
\r
        <simplesect>\r
            <title>Workflow Proposal</title>\r
            <procedure>\r
                <step>\r
                    <para>Create fixed set of brief bibliographic records, with attached volume and\r
                        copy records.</para>\r
                </step>\r
                <step>\r
                    <para>As ILL items are received at central branch, staff key in basic\r
                        bibliographic data into MARC record in capital letters and flag as\r
                            <emphasis>ILL</emphasis> in title statement. If using generic\r
                        bibliographic data this is not required.</para>\r
                </step>\r
                <step>\r
                    <para>Staff place a title level hold on MARC record for requesting\r
                        patron.</para>\r
                </step>\r
                <step>\r
                    <para>Staff check item in to put it in transit to branch, or to capture hold if\r
                        patron is at central branch. </para>\r
                </step>\r
                <step>\r
                    <para>Staff send item to branch or to holds/ILL shelf at main branch.</para>\r
                </step>\r
                <step>\r
                    <para>Branch staff checks in item to capture hold and contact patron.</para>\r
                </step>\r
                <step>\r
                    <para>Branch staff checks out item to patron.</para>\r
                </step>\r
                <step>\r
                    <para>Patron returns item and staff check it in to either put it in transit back\r
                        to main branch, or if returned at main branch to close transaction.</para>\r
                </step>\r
                <step>\r
                    <para>Staff at main branch check item in to close transaction and return item to\r
                        originating library.</para>\r
                </step>\r
                <step>\r
                    <para> As new ILL items are received staff replace existing bibliographic\r
                        data (title and author)with new bibliographic data and repeat cycle. If using generic bliographic data this step is not required.</para>\r
                </step>\r
\r
\r
            </procedure>\r
\r
\r
        </simplesect>\r
\r
        <simplesect>\r
            <title>Summary</title>\r
            <para>When the ILL item is returned, none of these records are deleted. The\r
                bibliographic record is edited with the title, author, and originating library of\r
                the new item when the corresponding barcode is reused. If generic bibliographic data\r
                is used, editing is not required.</para>\r
            <para>Solution #2 allows the item to be tracked from receipt, through any transfers\r
                between branches, and eliminates the need for circulation staff to key in any data\r
                when the circulation occurs.</para>\r
            <para>Solution #2 is best for multi-branch libraries, or at single branch sites where\r
                circulation staff are not responsible for keying in item information.</para>\r
            <para>Solution #2 allows for email notification to patron when hold is captured.</para>\r
\r
            <note>\r
                <para>One issue with Solution #2 using actual bibliographic title and author data is\r
                    that returned ILL items with outstanding fines will display on the patron record\r
                    with the current title of the MARC record under which their ILL circulated. For\r
                    example, if a barcode is re-used while a patron still has fines attached to that\r
                    copy, patron’s record will be updated and contain the new title information, not\r
                    the information for the item they originally borrowed. </para>\r
                <para>Sitka support team recommends ILL and circulation staff be aware of this and\r
                    adopt procedures to manage fines on ILLs at time of check-in if using actual\r
                    bibliographic data in brief MARC records. This could include voiding the\r
                    circulation fine and creating a “grocery” bill with all relevant details in\r
                    note, or collecting payment at time of check-in when possible. </para>\r
                <para>Sites using generic data will not have to manage this as fines on patron\r
                    account would reflect title BFN Inter Library Loan Book, for example. </para>\r
            </note>\r
\r
        </simplesect>\r
        <simplesect>\r
            <title>Appendix</title>\r
            <formalpara>\r
                <title>LAC Code</title>\r
                <para>Library and Archives Canada <link\r
                        xlink:href="http://www.collectionscanada.gc.ca/marc/040010-205-e.html"\r
                        xlink:title="http://www.collectionscanada.gc.ca/marc/040010-205-e.html"\r
                        >http://www.collectionscanada.gc.ca/marc/040010-205-e.html</link></para>\r
            </formalpara>\r
\r
            <para>Quick and easy list for BC available at ELN here <link\r
                    xlink:href="http://www.eln.bc.ca/view.php?id=1069"\r
                    xlink:title="http://www.eln.bc.ca/view.php?id=1069"\r
                    >http://www.eln.bc.ca/view.php?id=1069</link></para>\r
        </simplesect>\r
\r
\r
\r
\r
    </section>\r
\r
\r
\r
\r
\r
</chapter>\r
Commit	Line	Data
ae8b9281 RJ	1	<?xml version="1.0" encoding="utf-8"?>\r
	2	<chapter xml:id="ill" xmlns="http://docbook.org/ns/docbook" version="5.0" xml:lang="EN"\r
	3	xmlns:xi="http://www.w3.org/2001/XInclude" xmlns:xlink="http://www.w3.org/1999/xlink">\r
	4	<info>\r
	5	\r
	6	<title>Using Brief MARC Records for Incoming ILL</title>\r
	7	\r
	8	</info>\r
	9	\r
	10	<para>\r
	11	<emphasis role="bold">Sitka Support Team <?linebreak?>Revised June 2010</emphasis>\r
	12	</para>\r
	13	\r
	14	\r
	15	<section xml:id="ill-issue">\r
	16	<title>The Issue</title>\r
	17	<para>Pre-catalogued items (pre-cats), currently used for interlibrary loan (ILL) items at\r
	18	most Sitka libraries, are created at the time of the loan to the patron, and thus cannot\r
	19	be used to manage transit status when ILL items are received at a central location for a\r
	20	patron at a branch location. Further, some Sitka libraries need to use brief records for\r
	21	borrowed ILL items based on job descriptions and established workflows. Pre-cats do not\r
	22	create catalogue records in the Sitka database, but brief MARC records do. In order to\r
	23	facilitate workflow and maintain database integrity in a shared environment, it is\r
	24	recognized that policy is required on brief record standards and recommended procedures. </para>\r
	25	\r
	26	\r
	27	<simplesect>\r
	28	<title>Possible Solutions</title>\r
	29	<orderedlist>\r
	30	<listitem>\r
	31	<para>Track incoming interlibrary loan items, including transits between the\r
	32	receiving location and branches, outside the Evergreen system. Circulate ILL\r
	33	items as Evergreen pre-catalogued items at each branch as per current\r
	34	practice within Sitka. </para>\r
	35	</listitem>\r
	36	<listitem>\r
	37	<para>Create a fixed set of brief bibliographic (MARC) records, with a single\r
	38	attached volume record, and single attached copy from a fixed set of\r
	39	barcodes from library’s range of barcodes. Library staff will manage which\r
	40	barcodes are associated with which MARC record and determine optimal\r
	41	workflow in order to do this. </para>\r
	42	</listitem>\r
	43	</orderedlist>\r
	44	</simplesect>\r
	45	\r
	46	<simplesect>\r
	47	<title>Recommended Solution</title>\r
	48	<para>Sitka support team recommends future sites, and possibly existing sites, consider\r
	49	both solutions. Sitka support team will provide future libraries with information on\r
	50	both options and request that they make a decision at the time of migration. </para>\r
	51	</simplesect>\r
	52	</section>\r
	53	\r
	54	<section xml:id="ill-technical-note">\r
	55	<title>Technical Note for Implementing Solution #2</title>\r
	56	<para>This technical note will outline a proposal on how to use a fixed set of bibliographic\r
	57	records and Sitka support’s proposed technical recommendations. The Circulation and\r
	58	Cataloguing Working Group, and the Business Function Group, will all have input to the\r
	59	proposal and recommendations, and it is expected that policy and recommended workflow\r
	60	will be developed as a result. </para>\r
	61	\r
	62	<simplesect>\r
	63	<title>Record Requirements</title>\r
	64	\r
65	<para>We recommend the following as potential requirements for a fixed set of records to\r
66	be used for ILL. Some sites may use all fields, while some may not. Some sites may\r
67	input actual title and author data for each resource, while some sites may create\r
68	fixed records with fixed generic bibliographic data. For example, as actual\r
69	bibliographic data is retained in Outlook, a Sitka library may choose to create\r
70	their ILL brief records using a generic title such as BFN Interlibrary Loan Book,\r
71	where BFN is Fort Nelson’s LAC code. (See Appendix for information about LAC\r
72	codes)</para>\r
73	\r
74	<itemizedlist>\r
75	\r
76	<listitem>\r
77	<para>Bibliographic records could include the following fields and text could be\r
78	in upper case to further identify as a brief record:</para>\r
79	<itemizedlist>\r
80	<listitem>\r
81	<para>100 $a for author's full name</para>\r
82	</listitem>\r
83	<listitem>\r
84	<para>245 $a for title, and 245 $b for sub-title, and\r
85	<emphasis>ILL</emphasis> designation</para>\r
86	</listitem>\r
87	<listitem>\r
88	<para>850 $a, or $590a, with representation of originating library,\r
89	either the LAC library code (meets the MARC standard) or a full text\r
90	representation of the library’s name. If using generic bibliographic\r
91	data Sitka support recommends the 590 or 850 contain LAC code of\r
92	library that created brief record</para>\r
93	<mediaobject>\r
94	<alt>MARC view of brief record</alt>\r
95	<imageobject>\r
96	<imagedata scalefit="0" fileref="media/practice-1.png"/>\r
97	</imageobject>\r
98	</mediaobject>\r
99	\r
100	</listitem>\r
101	\r
102	</itemizedlist>\r
103	<para>An ILL MARC record template will be created by Sitka support containing\r
104	final, approved fields. This template will be available by selecting <menuchoice>\r
105	<guimenu>Cataloguing</guimenu>\r
106	<guimenuitem>Create New Marc Record</guimenuitem>\r
107	</menuchoice> >and choosing appropriate template from drop down menu.</para>\r
108	</listitem>\r
109	\r
110	<listitem>\r
111	<para>Volume record can contain a dummy 'ILL' call number that does not need to\r
112	be changed on a per-loan basis.</para>\r
113	<itemizedlist>\r
114	<listitem>\r
115	<para>Owning library/call number will be the designated ILL branch at a\r
116	library system.</para>\r
117	</listitem>\r
118	</itemizedlist>\r
119	\r
120	\r
121	</listitem>\r
122	\r
123	<listitem>\r
124	<para>Copy is assigned a shelving location 'ILL', which is holdable, but not\r
125	OPAC visible. This will prevent patrons from discovering these brief\r
126	records. Shelving location can be library system specific, or a Sitka wide\r
127	shelving location meant to be used by all sites using brief records for\r
128	ILL.</para>\r
129	<itemizedlist>\r
130	<listitem>\r
131	<para>Sitka support team will create the Sitka - wide shelving location\r
132	with required attributes upon final formalization of policy.</para>\r
133	</listitem>\r
134	<listitem>\r
135	<para>o Copy is assigned a library system specific, or one agreed upon\r
136	by Sitka consortia or library federation, circulation modifier that\r
137	has correct circulation parameters associated with it. </para>\r
138	</listitem>\r
139	<listitem>\r
140	<para>o Library staff can create a cataloguing item record template with\r
141	all required attributes pre-loaded, thereby facilitating data entry\r
142	and consistency when creating fixed set of records.</para>\r
143	</listitem>\r
144	</itemizedlist>\r
145	</listitem>\r
146	</itemizedlist>\r
147	\r
148	</simplesect>\r
149	\r
150	<simplesect>\r
151	<title>Workflow Proposal</title>\r
152	<procedure>\r
153	<step>\r
154	<para>Create fixed set of brief bibliographic records, with attached volume and\r
155	copy records.</para>\r
156	</step>\r
157	<step>\r
158	<para>As ILL items are received at central branch, staff key in basic\r
159	bibliographic data into MARC record in capital letters and flag as\r
160	<emphasis>ILL</emphasis> in title statement. If using generic\r
161	bibliographic data this is not required.</para>\r
162	</step>\r
163	<step>\r
164	<para>Staff place a title level hold on MARC record for requesting\r
165	patron.</para>\r
166	</step>\r
167	<step>\r
168	<para>Staff check item in to put it in transit to branch, or to capture hold if\r
169	patron is at central branch. </para>\r
170	</step>\r
171	<step>\r
172	<para>Staff send item to branch or to holds/ILL shelf at main branch.</para>\r
173	</step>\r
174	<step>\r
175	<para>Branch staff checks in item to capture hold and contact patron.</para>\r
176	</step>\r
177	<step>\r
178	<para>Branch staff checks out item to patron.</para>\r
179	</step>\r
180	<step>\r
181	<para>Patron returns item and staff check it in to either put it in transit back\r
182	to main branch, or if returned at main branch to close transaction.</para>\r
183	</step>\r
184	<step>\r
185	<para>Staff at main branch check item in to close transaction and return item to\r
186	originating library.</para>\r
187	</step>\r
188	<step>\r
189	<para> As new ILL items are received staff replace existing bibliographic\r
190	data (title and author)with new bibliographic data and repeat cycle. If using generic bliographic data this step is not required.</para>\r
191	</step>\r
192	\r
193	\r
194	</procedure>\r
195	\r
196	\r
197	</simplesect>\r
198	\r
199	<simplesect>\r
200	<title>Summary</title>\r
201	<para>When the ILL item is returned, none of these records are deleted. The\r
202	bibliographic record is edited with the title, author, and originating library of\r
203	the new item when the corresponding barcode is reused. If generic bibliographic data\r
204	is used, editing is not required.</para>\r
205	<para>Solution #2 allows the item to be tracked from receipt, through any transfers\r
206	between branches, and eliminates the need for circulation staff to key in any data\r
207	when the circulation occurs.</para>\r
208	<para>Solution #2 is best for multi-branch libraries, or at single branch sites where\r
209	circulation staff are not responsible for keying in item information.</para>\r
210	<para>Solution #2 allows for email notification to patron when hold is captured.</para>\r
211	\r
212	<note>\r
213	<para>One issue with Solution #2 using actual bibliographic title and author data is\r
214	that returned ILL items with outstanding fines will display on the patron record\r
215	with the current title of the MARC record under which their ILL circulated. For\r
216	example, if a barcode is re-used while a patron still has fines attached to that\r
217	copy, patron’s record will be updated and contain the new title information, not\r
218	the information for the item they originally borrowed. </para>\r
219	<para>Sitka support team recommends ILL and circulation staff be aware of this and\r
220	adopt procedures to manage fines on ILLs at time of check-in if using actual\r
221	bibliographic data in brief MARC records. This could include voiding the\r
222	circulation fine and creating a “grocery” bill with all relevant details in\r
223	note, or collecting payment at time of check-in when possible. </para>\r
224	<para>Sites using generic data will not have to manage this as fines on patron\r
225	account would reflect title BFN Inter Library Loan Book, for example. </para>\r
226	</note>\r
227	\r
228	</simplesect>\r
229	<simplesect>\r
230	<title>Appendix</title>\r
231	<formalpara>\r
232	<title>LAC Code</title>\r
233	<para>Library and Archives Canada <link\r
234	xlink:href="http://www.collectionscanada.gc.ca/marc/040010-205-e.html"\r
235	xlink:title="http://www.collectionscanada.gc.ca/marc/040010-205-e.html"\r
236	>http://www.collectionscanada.gc.ca/marc/040010-205-e.html</link></para>\r
237	</formalpara>\r
238	\r
239	<para>Quick and easy list for BC available at ELN here <link\r
240	xlink:href="http://www.eln.bc.ca/view.php?id=1069"\r
241	xlink:title="http://www.eln.bc.ca/view.php?id=1069"\r
242	>http://www.eln.bc.ca/view.php?id=1069</link></para>\r
243	</simplesect>\r
244	\r
245	\r
246	\r
247	\r
248	</section>\r
249	\r
250	\r
251	\r
252	\r
253	\r
254	</chapter>\r