Patron Initiated Resource Sharing

1. Patron Initiated Resource Sharing Carmit Marcus

2. The cliches • … in this era of reduced funds for acquisitions… • … imperative to share resources to ensure high level of service for patrons … • … manually processed ILL requests cost just under $30 per transaction, most of which is attributed to staff hours …

3. Supporting Resource Sharing in Aleph • Interlibrary Loan • UBC (Universal Borrowing Center) • PD-Q (Patron Direct – Q)

4. Interlibrary Lending ILL

5. Interlibrary Lending • In Interlibrary Lending, loans are performed between libraries. The patron is recognized only in the borrowing library. • Interlibrary Lending is probably the slowest and most expensive alternative. • At this point in time, Interlibrary Lending is the only solution for communication with non-ALEPH systems.

6. Interlibrary Lending • For ALEPH 500 version 18, the plan is to integrate the functions and features of the two ILL systems that are currently available in ALEPH 500. • Interface • Tab in the Circulation GUI module • Communication • ISO/ILL APDUs • SLNP • Mail • Print • …

7. Interlibrary Lending • Functionality • Unmediated and Mediated processing • Roster for preference of suppliers • Cash transactions • Better integration with ALEPH work- and data-flows

8. UBC Universal Borrowing Center

9. UBC EnvironmentSeparate Catalogs and a Union Catalog Union Catalog BIB Library BIB Library BIB Library BIB Record BIB Record BIB Record ADM Record ADM Record ADM Record ADM library ADM library ADM library

10. UBC • The Request, Loan, Renew and Return activities are performed • Across multiple ALEPH systems • Across multiple ALEPH versions (14, 16, 18 and above)

11. UBC • Union Catalog is a pre-requisite. • Universal Borrowing Center maintains data and configuration; it performs request handling and serves as the message ‘switchboard’. • The Universal Borrowing Center and Union Catalog can be resident in the same server, but this is not a requirement. • The Request and Loan records are registered both within the file system of the Item Owning library, and in the Universal Borrowing Center.

12. Universal Borrowing Center • Registration of all loans in the consortium. This facilitates: • Pickup anywhere and return anywhere • Patron’s ability to view an aggregated list of loans, fines and requests • Request analysis for locating the best supplier library

13. Universal Borrowing Center – Patron • When a patron requests or checks out an item, the patron’s privileges are checked against the circulation policy of the library that owns the item • Patron’s “My Library Card” in UB

14. PD-Q (Patron Direct Q)

15. Patron Direct - Q Where the Q is for: • Quick (Pretty Darn Quick) • Quiet (the request is unmediated and takes minimal resources) • Query (the patron can directly query the various catalog records for the whole consortium) • Queue (the patron can get into the hold queue in any library for the item)

16. ADM Record ADM Record ADM Record ADM library ADM library ADM library PD-Q Environment Single BIB record per Title with Multi ADM libraries BIB library BIB record

17. ADM Record ADM Record ADM Record ADM library ADM library ADM library PD-Q Environment Virtually De-duplicated Union Catalog (Union View) with Multi ADM BIB file BIB Record* BIB Record* BIB Record* * Three copies of the same Bib record

18. Prerequisites for PD-Q • Single ALEPH system • Shared patrons - • non-shared patrons are limited to a specific ADM environment, and therefore do not participate in Flat Circulation • Single catalog • shared BIB records or Union View • Unique barcodes • ALEPH V18

19. PD-Q Major Features • Patron initiated requests • Supplying the request from any participating library • Patron circulation privileges across institutions/libraries • Pickup or return at any library • Walk-in service

20. PD-Q - Patron Registration • Patron needs to register once only, in any one of the libraries in the consortium. • Each library controls and maintains the patron privilege information, and patrons can have different privileges assigned at different libraries. • When a patron requests or checks out an item, his privileges are checked against the circulation policy of the library that owns the item

21. PD-Q – The Request • Patron initiated requests • Title Level Requests • For Multi volume monograph or serials – Patron needs to identify the required volume • Staff will be able to create requests for a patron in the CIRC GUI • Specify pickup location, last date of interest • Returnable items

22. PD-Q – Handling the Request • Unmediated Requests • Supplying the request will be based on a roster of potential suppliers for each pickup location • The roster supports optimization and fairness of supply • Checking for local availability and paging policies

23. PD-Q – Fulfilling the Request • The system attempts to fulfill the request from any potential supplier • Cycling through the roster in order of preference or randomly • Checking for item availability and loanability • Item is loaned according to circulation policies of the item owning library • Item “In Transit” to the pickup location

24. PD-Q – Fulfilling the Request (Cont.) • When material arrives at pickup location, patron is notified, and item is put on Hold Shelf, awaiting pickup by patron • Patron picks up item; service desk performs loan • Loan transaction is registered at the Item Owning Library

25. PD-Q - Return • Patron returns item at any library • Regular check in is performed at the service desk • Item marked as “In Transit” to the owning library

26. Patron’s “My Library Card” • Multi ADM implemented in ALEPH 500 version 17:

27. Thank You

28. UBC Universal Borrowing Center

29. Patron and the Universal Borrowing Center • Registration • Patron needs to register once only, in any one of the libraries in the consortium. • Each library controls and maintains the patron privilege information, and patrons can have different privileges assigned at different libraries. • When a patron requests or checks out an item, his privileges are checked against the circulation policy of the library that owns the item

30. Patron and the Universal Borrowing Center • Authentication • Authentication is a prerequisite for being able to view loans and requests, and for placing a request. • When logging in, the patron chooses the institution where s/he is registered from a dropdown list on the login page. • This informs the system where the patron is registered, and from where to retrieve data

31. Request Actions in DCB • Patron requests material using the Union Catalog’s OPAC interface (UBC Request on Full). • Patron chooses the location at which the requested material will be made available to him (pickup location). • System analyzes request and identifies the best location for material supply. • System sends message to the library, which creates a “hold request”. • Library pages the material.

32. Supply Actions – UBC • New requests are processed by the Universal Borrowing Center in an ongoing manner. • The best potential supplier is identified for each request. • A “Hold Request” for the item is sent to the owning library.

33. Supply Actions – Owning Library • The Hold Request is printed (ongoing or batch) and the material is picked-up from the shelf. • The item and an accompanying slip are sent to the pickup location. • The item is now “in transit”.

34. Supply Actions – Pickup Library • A pick-up notice is mailed to the patron. • The patron checks out the material.

35. Return Actions – Pickup Library • If the item is returned at a location other than the item's owning library • Item is checked in for the patron • Item is transferred to the owning library, with a transit slip. • The item is “in transit” until it reaches its final destination, at the owning library. • The item is checked in at the owning library, and “in-transit” status is removed. • If the item is returned at the owning library, simple check in is performed.

36. Patron’s “My Library Card” in UB • Patron signs in in the Union Catalog • Patron activates “UB Library Card” link • System displays Lists of Loans and Requests for each library in which the patron is currently active • Loans List includes Due Date • Requests List includes status, and ability to delete non-supplied requests

37. Patron’s UB “My Library Card”

38. Application of Resource Sharing • Single ADM • Seamless shared circulation is inherent in a Single ADM • Batch service (cir-24) can be used to enhance efficiency of materials transfer – time and distance • Multi ADM on single server • “Shared patrons” provide the basis for flat circulation and walk-in services • Requesting can be handled through • Circulation • Universal Borrowing • ILL

39. Application of Resource Sharing • ALEPH on Multiple servers • Universal Borrowing • ILL • ALEPH and other DCB systems • ILL • [Universal Borrowing] • ALEPH and the world • ILL

40. Components in Resource Sharing • Partners in Resource Sharing • Relationship of partners • Optimization and fairness of supply • Service points • Patrons • Management and work and dataflow

41. Partners • Sublibraries in the same ADM environment • Sublibraries in a multi-ADM environment • Other ALEPH libraries in a consortium • Other libraries in a consortium • Other libraries or supply centers anywhere

42. Relationship of Partners • Software level relationship • Agreement relationship • Communications options • NCIP • ISO/ILL • ALEPH x-server • …

43. Determining the Preferred Supply Partner • Roster for optimization of supply • Agreements • Distance / Time • Delivery options / Time • Cost • Material type • Randomization for fairness of supply

44. Service Points • Pickup anywhere • Return anywhere • Non-paging for locally owned items • Walk-in service

45. Patrons • Item loan – to Patron, or to Library • Patron view of activities • Sharing patron information • Physical record sharing • Record sharing through communication • Determining patron privileges • At requesting library • At lending library