Revisions to ILL Best Practices section.
[sitka/doc/policy.git] / practice / practice-ill.xml
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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
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234 xlink:href="http://www.collectionscanada.gc.ca/illcandir-bin/illsear/l=0/c=1/d=1"\r
235 xlink:title="http://www.collectionscanada.gc.ca/illcandir-bin/illsear/l=0/c=1/d=1"\r
236 >http://www.collectionscanada.gc.ca/illcandir-bin/illsear/l=0/c=1/d=1</link></para>\r
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237 </formalpara>\r
238\r
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239 <para>Quick and easy list for BC here <link\r
240 xlink:href="https://bc.libraries.coop/support/institution-codes/"\r
241 xlink:title="https://bc.libraries.coop/support/institution-codes/"\r
242 >https://bc.libraries.coop/support/institution-codes/</link></para>\r
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243 </simplesect>\r
244\r
245\r
246\r
247\r
248 </section>\r
249\r
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250<section xml:id="ill-pre-cats">\r
251<title>Interlibrary Loans via Pre-cats</title>\r
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252\r
253<para>\r
254Pre-cats, also known as pre-catalogued items, are temporary records created at the time of check out.</para> \r
255\r
256<para>When using pre-cats we recommend that you have a set of barcodes that you recycle to avoid creating hundreds of pre-cats in the system. \r
257These pre-cat barcodes may take the form of barcoded cards that are scanned and attached to the interlibrary loan while it circulates.</para>\r
258\r
259<para>The workflow for receiving interlibrary loans using pre-cats is:</para>\r
260\r
261<procedure>\r
262<step>\r
263<para>Follow your normal procedures for receiving the item in your interlibrary loan system, such as Outlook or fILL.\r
264</para>\r
265</step>\r
266<step>\r
267<para>\r
268Contact the patron manually.\r
269</para>\r
270</step>\r
271<step>\r
272<para>\r
26530137 273When the patron comes to check out the item retrieve the patron’s account.\r
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274</para>\r
275</step>\r
276<step>\r
277<para>\r
278Scan the barcode for the pre-cat. A pop up will appear.\r
279</para>\r
280</step>\r
281<step>\r
282<para>\r
26530137 283Click <guibutton>Pre-catalogued</guibutton>.\r
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284</para>\r
285</step>\r
286<step>\r
287<para>\r
288Fill in the fields as per your library’s policies.\r
289</para>\r
290<para>\r
291Title and Circ Modifier need to be filled in.\r
292</para>\r
293<para>\r
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294Some libraries enter the title all in CAPS so staff can see at a glance in the <guilabel>Items Out</guilabel>\r
295 screen that the item is an interlibrary loan. You will need to know which circ modifier(s) your library uses.\r
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296</para>\r
297</step>\r
298<step>\r
299<para>\r
26530137 300Click <guibutton>Check Out</guibutton>.\r
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301</para>\r
302</step>\r
303<step>\r
304<para>\r
26530137 305The item is now checked out to the patron. If you use barcodes on cards, attach the barcode to the item and give the item to the patron.\r
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306</para>\r
307</step>\r
308<step>\r
309<para>\r
26530137 310When the item is returned scan the barcode in the <guilabel>Check In</guilabel> screen. \r
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311</para>\r
312<para>\r
26530137 313If you use barcode cards have a designated spot to put returned cards so they can be reused.\r
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314</para>\r
315</step>\r
316<step>\r
317<para>\r
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318If you don’t re-use the barcode, scan the barcode into the <guilabel>Item Status</guilabel> screen.</para>\r
319<para>Highlight the item and select <menuchoice><guimenu>Actions for Cataloguers</guimenu>\r
320<guimenuitem>Delete Items</guimenuitem></menuchoice>.</para>\r
321</step>\r
322<step>\r
323<para>\r
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324Return the item using your normal procedures via Outlook, fILL etc.\r
325</para>\r
326</step>\r
327</procedure>\r
328\r
329<para>Some important things to remember about pre-cats are:</para>\r
330<itemizedlist>\r
331<listitem>\r
332<para>\r
26530137 333They are temporary and not visible in the OPAC\r
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334</para>\r
335</listitem>\r
336<listitem>\r
337<para>\r
26530137 338A pre-cat only really exists as long as it is checked out\r
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339</para>\r
340</listitem>\r
341<listitem>\r
342<para>\r
26530137 343Make sure you chose the correct circulation modifier to ensure that the item follows the correct circulation policy\r
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344</para>\r
345</listitem>\r
346<listitem>\r
347<para>\r
26530137 348Don’t use the barcode on the item. This causes problems if the item belongs to another Sitka library.</para>\r
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349</listitem>\r
350</itemizedlist>\r
351\r
9f25c74c 352</section>\r
ae8b9281 353\r
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354<section xml:id="ill-brief-records">\r
355<title>Interlibrary Loans via Brief MARC Records</title>\r
356\r
357<para>Items received through interlibrary loan can be circulated to patrons through the use of brief MARC records. This method enables a library to assign data entry associated with interlibrary loans\r
358to a particular staff member or members as well as taking advantage of Evergreen's automatic email and text message notifications. </para>\r
359 \r
360\r
361 <simplesect xml:id="ill-record-req">\r
362 <title>Record Requirements</title>\r
363\r
364 <para>We recommend the following best practice for creating a fixed set of records to\r
365 be used for interlibrary loans. Some sites may chose to enter bibliographic information for the particular item in the fields while others may prefer to use generic data as the actual data is retained in \r
366 their 3rd party interlibrary loan software.</para>\r
367 \r
368 <itemizedlist>\r
369\r
370 <listitem>\r
371 <para>Bibliographic records should include the following fields and text should be\r
372 in upper case to further identify the record as a brief ILL record:</para>\r
373 <itemizedlist>\r
374 <listitem>\r
375 <para>100 $a for author's full name</para>\r
376 </listitem>\r
377 <listitem>\r
19b30e91 378 <para>245 $a for title, and 245 $b containing <emphasis>ILL</emphasis></para>\r
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379 </listitem>\r
380 <listitem>\r
381 <para>599 $aILL with a $9 containing the Library Archives Canada code of the library who created the record.</para>\r
382 <mediaobject>\r
383 <alt>MARC view of brief record</alt>\r
384 <imageobject>\r
385 <imagedata scalefit="0" fileref="media/practice-1.png"/>\r
386 </imageobject>\r
387 </mediaobject>\r
388 \r
389 </listitem>\r
390\r
391 </itemizedlist>\r
392 <para>These records can be created using the <guilabel>sitka_book_rda</guilabel> MARC template.\r
393 This template is available by selecting <menuchoice>\r
394 <guimenu>Cataloguing</guimenu>\r
395 <guimenuitem>Create New Marc Record</guimenuitem>\r
19b30e91 396 </menuchoice> and choosing appropriate template from the drop down menu.</para>\r
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397 </listitem>\r
398\r
399 <listitem>\r
19b30e91 400 <para>Volume records should use 'ILL' for the call number. This call number does not need to\r
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401 be changed on a per-loan basis.</para>\r
402 <itemizedlist>\r
403 <listitem>\r
404 <para>In multi-branch systems with centralized interlibrary loan the Owning library/call number should be the branch handling interlibrary loan.</para>\r
405 </listitem>\r
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406 </itemizedlist>\r
407 </listitem>\r
408 <listitem>\r
409 <para>Copy records should use either be a real barcode affixed to a card that is used for checkout or a barcode that can be easily written onto a \r
9f25c74c 410 card or wrapper that circulates with the item.</para>\r
19b30e91 411 <itemizedlist>\r
9f25c74c 412 <listitem>\r
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413 <para>A shelving location called ILL should be created and assigned to copies attached \r
414 to these MARC records. This shelving location should be set up to be holdable, but not\r
9f25c74c 415 OPAC visible. This will prevent patrons from discovering these brief\r
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416 records in the OPAC. Multi-branch systems with centralized interlibrary loan \r
417 should created a system level shelving location</para>\r
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418 </listitem>\r
419 <listitem>\r
420 <para>Library staff can create a cataloguing item record template with\r
421 all required attributes pre-loaded, thereby facilitating data entry\r
19b30e91 422 and consistency when creating fixed set of records.</para>\r
9f25c74c 423 </listitem>\r
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424 </itemizedlist>\r
425 </listitem>\r
426 <listitem>\r
9f25c74c 427 <para>If interlibrary loans should follow a circulation policy that is different from the library's default circulation policy library staff should ensure that a policy exists and contact Support \r
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428 if a policy needs to be created. Support recommends using the circulation modifiers \r
429 "ill-no-renewal" and/or "interlibrary-loan".</para>\r
9f25c74c 430 </listitem>\r
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431 <listitem>\r
432 <para>Staff can keep track of which records are available for use by putting all of the \r
433 items into a copy bucket. COPY BUCKET LINK HERE</para>\r
434 </listitem>\r
9f25c74c 435 </itemizedlist>\r
19b30e91 436 \r
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437\r
438 </simplesect>\r
439\r
126cacd5 440 <simplesect xml:id="ill-record-workflow">\r
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441 <title>Workflow</title>\r
442 \r
443 <para>Once a set of brief MARC records have been created, with volumes and copies attached, this workflow should be followed:</para>\r
444 \r
445 <procedure>\r
446 <step>\r
447 <para>As ILL items are received at central branch, staff key in basic\r
448 bibliographic data into MARC record in capital letters in the 245 field. If using generic\r
449 bibliographic data this is not required.</para>\r
450 </step>\r
451 <step>\r
452 <para>Staff place a title level hold on the MARC record for the requesting\r
453 patron ensuring to select the correct pickup location and the notification option requested by the patron.</para>\r
454 </step>\r
455 <step>\r
456 <para>Staff check the item in using the barcode associated with the correct MARC record. Staff should never use the barcode assigned to the item by home library as the item may exist in the Sitka database.</para>\r
457 <para>A hold slip will be generated and the item status will change to <guilabel>On holds shelf</guilabel>. If the patron has requested notification via email or text the notification will be sent; patrons \r
458 requesting notification via phone need to be contacted. The item is placed on the Holds/ILL shelf.</para> \r
459 <para>If the patron has requested pickup at a different branch a transit slip will be generated and the item status changed to <guilabel>In transit</guilabel>. The item should be shipped to the \r
460 appropriate branch.</para>\r
461 </step>\r
462 <step>\r
463 <para>Branch staff checks in item to capture hold. If the patron has requested notification via email or text the notification will be sent; patrons \r
464 requesting notification via phone need to be contacted. The item is placed on the Holds/ILL shelf. </para>\r
465 </step>\r
466 <step>\r
467 <para>Staff checks out the item to the patron and ensures that the ILL barcode is attached to the item or written on the wrappings that circulate with the item.</para>\r
468 </step>\r
469 <step>\r
470 <para>When the patron returns the item staff check it in using the ILL barcode. The item may be sent into transit back to the branch that handles interlibrary loans where it will be checked in again.</para>\r
471 </step>\r
472 <step>\r
473 <para>Staff return the item to its originating library via their 3rd party interlibrary loan software.</para>\r
474 </step>\r
475 <step>\r
476 <para> As new ILL items are received staff replace existing bibliographic\r
26530137 477 data (title and author) with new bibliographic data and repeat cycle. If using generic bibliographic data this step is not required.</para>\r
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478 </step>\r
479\r
480 </procedure>\r
481 \r
482 <note><para>One issue with using actual bibliographic title and author data is\r
483 that returned ILL items with outstanding fines will display on the patron record\r
484 with the current title of the MARC record under which their interlibrary loan circulated. For\r
485 example, if a barcode is re-used while a patron still has fines attached to that\r
486 copy, patron’s record will be updated and contain the new title information, not\r
487 the information for the item they originally borrowed. </para>\r
488 <para>Support recommends ILL and circulation staff be aware of this and\r
489 adopt procedures to manage fines on ILLs at time of check-in if using actual\r
490 bibliographic data in brief MARC records. This could include voiding the\r
491 circulation fine and creating a <guilabel>grocery</guilabel> bill with all relevant details in a\r
492 note, or collecting payment at time of check-in when possible. </para>\r
493 <para>Sites using generic data will not have to manage this as fines on patron\r
494 account would reflect the title as Interlibrary Loan Book, for example. </para>\r
495 \r
496 </note>\r
497\r
498\r
499 </simplesect>\r
500 \r
501 <simplesect>\r
502 <title>Appendix</title>\r
503 <formalpara>\r
504 <title>LAC Code</title>\r
505 <para>Library and Archives Canada <link\r
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506 xlink:href="http://www.collectionscanada.gc.ca/illcandir-bin/illsear/l=0/c=1/d=1"\r
507 xlink:title="http://www.collectionscanada.gc.ca/illcandir-bin/illsear/l=0/c=1/d=1"\r
508 >http://www.collectionscanada.gc.ca/illcandir-bin/illsear/l=0/c=1/d=1</link></para>\r
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509 </formalpara>\r
510\r
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511 <para>Quick and easy list for BC here <link\r
512 xlink:href="https://bc.libraries.coop/support/institution-codes/"\r
513 xlink:title="https://bc.libraries.coop/support/institution-codes/"\r
514 >https://bc.libraries.coop/support/institution-codes/</link></para>\r
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515 </simplesect>\r
516\r
517\r
518\r
519\r
520 </section>\r
521 \r
522 <section xml:id="ill-connect">\r
523 <title>Interlibrary Loans via Interlibrary Connect</title>\r
524 \r
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525 <para>Interlibrary Loan Connect uses Evergreen’s hold and transit functionality to facilitate interlibrary \r
526 loans without requiring 3rd party software to track the interlibrary loans. </para>\r
527\r
528\r
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529<simplesect xml:id="ill-connect-workflow">\r
530<title>Workflow</title> \r
531 \r
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532<procedure>\r
533<para>Borrowing Library</para>\r
534<step>\r
535<para>A patron searches the OPAC and places a hold.\r
536</para>\r
537</step>\r
538<step>\r
539<para>\r
540The patron specifies the Pickup library and how they would like to be notified.\r
541</para>\r
542</step>\r
4fb51276 543</procedure>\r
a78657f8 544\r
4fb51276 545<procedure>\r
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546<para>Lending Library</para>\r
547<step>\r
548<para>\r
549Libraries in the zone print their hold pull list. You can tell by the Pickup Library column which items are being \r
550pulled for local holds and which ones are to fill interlibrary loans with pickup.\r
551</para>\r
552</step>\r
553<step>\r
554<para>\r
555Staff check in the items which generate hold slips for local holds and hold in transit slips for interlibrary loans.\r
556</para>\r
557</step>\r
558<step>\r
559<para>\r
560The interlibrary loans are set aside/give to an ILL clerk to be packed and sent to the appropriate library.\r
561</para>\r
562</step>\r
4fb51276 563</procedure>\r
a78657f8 564\r
4fb51276 565<procedure>\r
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566<para>Borrowing Library</para>\r
567<step>\r
568<para>\r
569Staff receive and unpack interlibrary loans.\r
570</para>\r
571</step>\r
572<step>\r
573<para>\r
574Connect loans are checked in which generates a hold slip, changes the item status to\r
575 “On holds shelf”, and automatically notifies the patron if they requested notification via email or text.\r
576 </para>\r
577</step>\r
578<step>\r
579<para>\r
580The item is placed on the hold shelf.\r
581</para>\r
582</step>\r
583<step>\r
584<para>\r
585Item is checked out as normal to the patron.\r
586</para>\r
587</step>\r
588<step>\r
589<para>\r
590When the item is returned, staff check in the item normally. A prompt to create a slip will appear. \r
591It is very important to read the prompt carefully as there are three possible prompts. One, the system is generating a transit \r
592slip to send the item home, two, the system is generating a new hold in transit slip to send the item to another library to fill \r
593an interlibrary loan, or three, the system is generating a new hold slip to fill an interlibrary loan for another of your patrons.\r
594</para>\r
595</step>\r
596<step>\r
597<para>\r
598Package and ship the item to its new destination or place it back on your hold shelf if there is a hold for a new patron.\r
599</para>\r
600</step>\r
4fb51276 601</procedure>\r
a78657f8 602\r
4fb51276 603<procedure>\r
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604<para>Owning Library</para>\r
605\r
606<step>\r
607<para>\r
608Receive and unpack the item.\r
609</para>\r
610</step>\r
611<step>\r
612<para>\r
613Check the item in. If the item has not been requested to fill another interlibrary loan or hold it will be changed to the \r
614status of reshelving and can be reshelved.</para>\r
615</step>\r
616</procedure>\r
617\r
618<para>Some important things to remember about Interlibrary Connect are:</para>\r
619<itemizedlist>\r
620<listitem>\r
621<para>\r
26530137 622You determine what items from your library will participate \r
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623</para>\r
624</listitem>\r
625<listitem>\r
626<para>\r
26530137 627Your hold policies can be set up to use Age Hold Protection to prevent your brand new items from being used for interlibrary loans\r
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628</para>\r
629<para>\r
26530137 630Let Support know if items are allowing Connect holds or not allowing Connect that should, your policies may need to be tweaked\r
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631</para>\r
632</listitem>\r
633<listitem>\r
634<para>\r
26530137 635Your OPAC will allow patrons to search all libraries in your Connect zone\r
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636</para>\r
637</listitem>\r
638<listitem>\r
639<para>\r
26530137 640The item follows the policies of the check out library when it is checked out\r
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641</para>\r
642</listitem>\r
643<listitem>\r
644<para>\r
26530137 645Pre-due and overdue notices are generated from the check out library\r
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646</para>\r
647</listitem>\r
648<listitem>\r
649<para>\r
26530137 650To ensure your statistics are accurate the only time a transit on an interlibrary connect item should be aborted is if the lending library decides not to lend the item after sending it in transit in Evergreen\r
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651there are a number of report templates under SITKA_templates -> Intra-federation ILL stats that you can run to get your ILL stats\r
652</para>\r
653</listitem>\r
654<listitem>\r
655<para>\r
656You may also want to run some of the reports found under SITKA_templates -> Holds to catch holds that are not being filled. \r
657</para>\r
658</listitem>\r
659<listitem>\r
660<para>\r
661You must use the barcode on the item. \r
662</para>\r
663</listitem>\r
664</itemizedlist>\r
665\r
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666</simplesect>\r
667\r
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668<simplesect xml:id="ill-connect-closure">\r
669\r
3f683d2f 670<title>ILL Closures</title>\r
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671\r
672<para>If libraries wish to close interlibrary loans for a period of time you need to submit a ticket to Support. \r
673Support will update your hold policies to prevent your patrons from placing holds on items belonging to other libraries as \r
674 well as block patrons from other libraries from placing holds on items belonging to your library. Patrons will be able to place \r
675 holds if they select the owning library of the item as the pickup up library. Currently it is not possible to post a message \r
676 on the OPAC to indicate to patrons that interlibrary holds are temporarily unavailable. Patrons are able to search the entire \r
677 zone but if they attempt to place an interlibrary loan hold they will get a message indicating that the hold cannot be placed.</para>\r
678\r
679<para>Alternatively, staff can simply not pull items from the pull list with a pickup library other than their own.\r
680 The hold will be re-targeted to another copy when the hold targeter next runs (assuming your library doesn’t own the only copy.)\r
681 </para>\r
682 </simplesect>\r
683 \r
684 </section>\r
685 \r
686 <section xml:id="ill-library-accounts">\r
687 <title>Patron Accounts for Libraries</title>\r
688 \r
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689 <para>The patron permission profiles for ILL (PL ILL, Post-Sec ILL, etc.) are intended for accounts\r
690 created for other libraries. These accounts allow staff to check out items going to that library \r
691 so the items show as checked out in Evergreen and staff can easily follow up with a library about\r
692 all of the items that have been sent to them via interlibrary loan. If their ILL email is set in the \r
693 account the system will send them pre-due and overdue email notifications.</para>\r
694 \r
a78657f8 695\r
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696<simplesect xml:id="Workflow">\r
697<title>Workflow</title>\r
a78657f8 698\r
26530137 699<para>Once accounts have been created this workflow can be followed for outgoing interlibrary loans.</para>\r
a78657f8 700\r
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701<procedure>\r
702<step>\r
703<para>Follow the normal procedures through your 3rd party ILL system to identify the items \r
704that need to be pulled to be sent to other libraries.\r
705</para>\r
706</step>\r
707<step>\r
708<para>\r
709Pull the items from the shelf.\r
710</para>\r
711</step>\r
712<step>\r
713<para>\r
714In Evergreen retrieve the patron account for the library.\r
715</para>\r
716<para>You may want to have a naming convention so you can easily retrieve the accounts via \r
717the barcode or patron search.</para>\r
718</step>\r
719<step>\r
720<para>\r
721Check the applicable items out to library account.</para>\r
722<para>The system will follow general patron circulation policies unless the library has had Support \r
723set up specific policies for ILL. You may also want to set up ILL specific group penalty thresholds \r
724to allow more checkouts to an ILL account than to a normal patron account.\r
725</para>\r
726</step>\r
727<step>\r
728<para>\r
a78657f8 729Follow the normal procedures through your 3rd party ILL system to send the item to the borrowing library.\r
a78657f8 730</para>\r
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731</step>\r
732<step>\r
733<para>\r
734When the item is sent back follow your normal procedures through your 3rd party ILL system to receive the item.\r
735</para>\r
736</step>\r
737<step>\r
738<para>\r
739The item will either have the status of checked out or in-transit in Evergreen. Check the item in to set\r
740 the status to Reshelving.\r
741</para>\r
742</step>\r
743</procedure>\r
744</simplesect>\r
a78657f8 745 \r
9f25c74c 746 </section>\r
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747\r
748\r
749\r
750</chapter>\r