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Prospector & Marmot

Prospector & Marmot. George Machovec Associate Director george@coalliance.org Rose Nelson Systems Librarian rose@coalliance.org. Information Session . Overview of Prospector Policies Statistics Contributing records to Prospector Requesting and Lending Questions of Marmot and Alliance

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Prospector & Marmot

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  1. Prospector & Marmot George Machovec Associate Director george@coalliance.org Rose Nelson Systems Librarian rose@coalliance.org

  2. Information Session • Overview of Prospector • Policies • Statistics • Contributing records to Prospector • Requesting and Lending • Questions of Marmot and Alliance • Next Steps

  3. Original Project Goals • To create a regional union catalog for many of the major academic and public libraries in Colorado & Wyoming • To allow patrons to easily request items from other participating libraries and have them delivered to a nearby local library

  4. What is Prospector? • Discovery -- a regional union catalog for many of the major academic and public libraries in Colorado (& Univ of Wyoming) • Requesting -- allows patrons to easily request items from other participating libraries and have them delivered to a nearby local library • Does not replace the Marmot ILS but extends its reach – bigger is better • Operates on INN-Reach software from III

  5. Prospector Operations • Operated out of offices for Colorado Alliance of Research Libraries by consortium staff • Prospector Cataloging Reference Committee • Prospector Document Delivery Committee (circ) • Annual Prospector Directors meeting (November) • Next Directors meeting on November 18th in Denver

  6. Over 10 million titles in Prospector • Over10 million titles including books, dvds, cds, audio and e-books, government documents, periodicals and more • Over 27 million item records (copies)

  7. Unique bib and item records in Prospector1999-2009 (In Millions)

  8. Unique Records in Prospector • 64.98% of records held by 1 library • 13.09% of records held by 2 libraries • 7.61% of records held by 3 libraries • 3.97% of records held by 4 libraries • 3.62% of records held by 5 libraries • 6.73% of records held by 6+ libraries

  9. How is Prospector Built? • Uses INN-Reach Union Catalog software from Innovative Interfaces Inc. • A single physical union catalog not a federated interface • Real-time updating of records from local systems • Generic (master) record

  10. Record Types Transferred to Prospector • Bibliographic records (bcodes) • Item records (icodes) • including circulation status codes • Summary serial holdings records (scodes) • Order records (codes)

  11. You Control What is Contributed Value Meaning  - Contribute to Prospector; display in both Local and Prospector l Contribute to Prospector; display in Local OPAC; do not display in Prospector OPAC   n Contribute to Prospector; do not display in Local OPAC; do not display in Prospector OPAC   z Do NOT contribute to Prospector; display in the Local OPAC  s Do NOT contribute to Prospector; do not display in Local OPAC  g Contribute to Prospector. Display at Prospector, but do not show Local Site’s holdings. Display record with a general <SYSTEM> owns message: <SYSTEM> Resource. As a general rule in Prospector DO NOT use this value as it will suppress all associated item records for yourself and other sites too. o Contribute to Prospector. Display at Prospector, but do not show Local Site’s holdings. Display record with a general <SYSTEM> owns message: <SYSTEM> Resource. Do not display on Local OPAC.

  12. You Control What is Contributed • Marmot must work with III to determine if you will be using the default contribution/suppression codes with these record types or if custom ones must be defined

  13. How are Bib Records Matched? • First match point is OCLC number with first 3 words of title • Secondary match point is ISBN or ISSN combined with first 3 words of title • If a match occurs the encoding level is checked (highest prevails) • If match occurs and encoding levels are equal then the precedence table is checked

  14. Requesting • User is prompted for affiliation, name and library card number • System checks with local OPAC to ensure their good standing • User selects pick-up location (options predefined by each library) • The system does load balancing to determine who gets the request (users do not select) unless a multivolume set

  15. Circulation Policies • Monographs • 21 day loan period (monographs) • 1 renewal, Holds permitted but no recalls • 40 requests/check-outs per person • Delivery via existing courier • Media • 7 days and no renewals • PASCAL Journals • 7 days and no renewals • Prospector policies are fixed by agreement. However, your local PIH policies are separately administered. You can choose to match them up or not

  16. Circulation Policies • Late overdue fees are subject to the policy of each local library and each library keeps late fees (even for Prospector books) • Lost book fees are subject to the policy of each local library and each library keeps late fees (even for Prospector books) • An end-of-year annual reconciliation is done to clean house (not for the purpose of exchanging money)

  17. General Statistics • Average fulfillment rate is 85% • Turn around time averages 3.5 days • Average annual loss rate 0.23% • In 2009 933 items lost out of 541,000 lends • 2009 loss rate (less than .2% of lends) • Quarterly database statistics are available from III and posted on our Website • Borrowing / Lending statistics are available for real-time queries

  18. Patron Request Item Circulated INN-Reach Catalog Server Item Request Patron Verified Local System Local System Request Filled Item Sent Record Contribution Local System Local System Lending/Borrowing

  19. You Control What You Lend • Through proper setting of itypes by mapping local itypes to a central set of values • Through proper setting of circ status codes • Location codes are not used for controlling lending • These can be changed at any time

  20. You Control Who Can Borrow • We have a central set of Prospector patron types (ptypes) • We map these from your local values to a central set of values to determine who can borrow

  21. Document Ordering Features • Libraries have local control over what items can be delivered (itype mapping) • Libraries have local control over which of your patrons can borrow (ptype mapping) • If local copy is checked-out or missing it may be requested through Prospector • System is sensitive to multi-volume sets so particular volumes may be selected

  22. Itype & ptype mapping • Usually initially done by III after you fill out profiling worksheets • Alliance office maintains changes after implementation • Marmot must notify us of any itype and ptype changes in an ongoing basis or borrowing and lending may be messed up

  23. Some Reasons for Failed Requests • Item is available at your local site (unless you allow it) • Item is a reference book or has some other non-circulating status at owning library • Item is an electronic resource (exceptions include Springer eBooks) – we’ll need special circ contacts for delivery of Springer eBooks • Your patron record has a problem

  24. Detailed Procedures • Barcode any requested item before it leaves your library. • Fold the paging slip and insert into front cover for each book loaned. • Paging slips should be printed at least once per day M-F except holidays/closures.

  25. Detailed Procedures • Holdshelf life should be no more than 14 days. • Clear your holdshelf and send expired holds back to owning library. • Claims Returned function is used 1) for those C.R.’s you are accepting or 2) to clear book from patron’s account after some period of time.

  26. Detailed Procedures • If a book destined for a different library comes to your site, re-tag the book and route to appropriate destination. Inform the lending library of the mistake • Do not affix any date due slips or sticky-type materials to borrowed books. Use bookbands, bookmarks or other non-adhering type processing Barcode any requested item before it leaves your library.

  27. Detailed Procedures • Courier issues should be reported to CLiC since they manage the statewide courier • Courier damaged items should be reported immediately • Once per year reconciliation allows for cleanup but no money changes hands • You keep any late or lost book fees

  28. Mesa State Lending/Borrowing

  29. Two Prospector Interfaces • ENCORE: Innovative’s next generation interface • Facets, tagging, word clouds • Ability to overlay more than just the catalog (e.g. repositories) • Graphical and very nice UI • Fully integrated and updated in real-time as changes flow-in to the union catalog • WebPAC Pro (Classic) • VuFind searches should transfer to Encore and Marmot WebPAC searches should transfer to Prospector Classic

  30. Questions? Contact: George Machovec or Rose Nelson CO Alliance of Research Libraries 303-759-3399 george@coalliance.orgrose@coalliance.org

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