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STRATEGIC BORROWING
Optimizing Custom Holdings to Reduce
Turnaround Time for Loans
Alison Johnson, Assistant Library Directory
Lewis A. Jackson Library
April 25, 2014 - Discovery To Delivery VImage courtesy of KROMKRATHOG / FreeDigitalPhotos.net
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GAME PLAN
Custom Holdings Basics
Our Story
Our Strategy
Our Process
Assessment
Further Considerations
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CUSTOM HOLDINGS BASICS
What are Custom Holdings?
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CUSTOM HOLDINGS BASICS
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CUSTOM HOLDINGS BASICS
Indiana Libraries
Out-of-State Free
Out-of-State $10
Out-of-State $15
Out-of-State $20
GROUPS
PATH
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CUSTOM HOLDINGS BASICS
Indiana Libraries (I3U,IBS,IDU,IE0,IEC,IEP,IFC…)
Out-of-State Free (ZRV,ZRW,ZS#,ZS6,ZSV,ZSX…)
Out-of-State $10 (EPY,EQ$,EQQ,ERR,ESJ,EU2…)
Out-of-State $15 (ROL,ROZ,RRB,RRO,RS3,RTI…)
Out-of-State $20 (JAT,JAW,JAX,JAY,JAZ,JB4…)
PATH
GR
OU
PS
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CUSTOM HOLDINGS BASICS
Indiana Libraries
Out-of-State Free
Out-of-State $10
Out-of-State $15
Out-of-State $20
Free & Electronic Delivery
Free & Fax/Mail
$10 & Electronic Delivery
$15 & Electronic Delivery
$10 & Fax/Mail
BOOKS ARTICLES
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CUSTOM HOLDINGS BASICS
Where do I set up my Custom Holdings?
3 Options
WorldCat Services Administrative Module
OCLC Service Configuration – WorldShare ILL
ILLiad Client
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WorldCat Services Administrative Module – Resource Sharingfirstsearch.oclc.org/admin
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Step 1: Search Policies Directory
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WorldCat Services Administrative Module – Resource Sharingfirstsearch.oclc.org/admin
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OR
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OCLC Service Configuration – WorldShare ILLwww.worldcat.org/config
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OCLC Service Configuration – WorldShare ILLwww.worldcat.org/config
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OR
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ILLiad Client – Resource Sharing Settings
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CUSTOM HOLDINGS BASICS
How do I edit/create my
Custom Holdings?Create Custom Holdings Groups
Edit Custom Holdings Groups
Create Custom Holdings Paths
Edit Custom Holdings Paths
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OCLC Service Configuration – WorldShare ILLwww.worldcat.org/config
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Step 1: Click…
Step 2: Enter Group Name and Description
Step 3: Click…
To CREATE a new Custom Holdings Group:
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To EDIT a Custom Holdings Group:
Step 1: Select a group to edit
Step 2: Remove symbols by clicking the red X
Step 3: To add symbols, click…
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To EDIT a Custom Holdings Group:
Step 4: Add symbols to the group or overwrite the entire group
Step 5:Click…
Step 6: Click “Save” on the next screen.
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Special Feature!
Select “Display Groups by symbol”…
You can search across all your Custom Holdings Groups to find when a particular symbol occurs
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OCLC Service Configuration – WorldShare ILLwww.worldcat.org/config
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Step 1: Click…
Step 2: Enter Path Name and Description
Step 3: Click…
To CREATE a new Custom Holdings Path:
Step 3: Click…
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To EDIT a Custom Holdings Path:
Step 1: Select a group to edit
Step 2: Drag groups into the path
Step 3: Click…
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CUSTOM HOLDINGS BASICS
How do Custom Holdings work?
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Step 1: Click…
Select the Path you want to use
Lenders will display in order of your Custom Holdings
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Lenders will display in order of your Custom Holdings
Select the Path you want to use
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OUR STORY
Why Re-Strategize?
Holdings updated sporadically
Needed a complete overhaul
Desired a faster turnaround time
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OUR STRATEGY
Start with LOANS
Why? Fewer factors to consider
Start with IN-STATE Lenders
Why? Affects 80% of requests
Create groups that are EASY TO UPDATE
Why? REALITY!
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OUR STRATEGYATTNLOAN
INDFAST
INDSLOW
COURIER5
COURIER4
COURIER3
COURIER2
COURIER1
INDFREE
PREFZ123
PREFZ45
PREFZ678
ZONE123
ZONE45
ZONE678
UNDER 11
OVER 12
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OUR STRATEGYATTNLOAN
INDFAST
INDSLOW
COURIER5
COURIER4
COURIER3
COURIER2
COURIER1
INDFREE
PREFZ123
PREFZ45
PREFZ678
ZONE123
ZONE45
ZONE678
UNDER 11
OVER 12
FACTORS CONSIDERED:
Cost of Shipping:
Free in-state courier or USPS/UPS/etc.
Speed of Shipping:
Days of pickup for in-state libraries or
USPS Postal Zone
Lender Affiliations: (LVIS, etc.)
Affects cost and service expectations
Lender Charges:
Free, $10, $20, etc.
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OUR STRATEGYATTNLOAN
INDFAST
INDSLOW
COURIER5
COURIER4
COURIER3
COURIER2
COURIER1
INDFREE
PREFZ123
PREFZ45
PREFZ678
ZONE123
ZONE45
ZONE678
UNDER 11
OVER 12
Phase ONE:In-State Libraries
ATTNLOAN = To get our attention if held by our library or Google Books (includes only IMC and GOOGL)
COURIER5, COURIER4, etc. = Free Indiana libraries that use the State courier service. Numbers 1-5 indicate # of days of pickup.
INDFREE = Free Indiana libraries that DO NOT use State courier service.
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OUR STRATEGYATTNLOAN
INDFAST
INDSLOW
COURIER5
COURIER4
COURIER3
COURIER2
COURIER1
INDFREE
PREFZ123
PREFZ45
PREFZ678
ZONE123
ZONE45
ZONE678
UNDER 11
OVER 12
Phase ONE:In-State Libraries
ATTNLOAN = To get our attention if held by our library or Google Books (includes only IMC and GOOGL)
COURIER5, COURIER4, etc. = Free Indiana libraries that use the State courier service. Numbers 1-5 indicate # of days of pickup.
INDFREE = Free Indiana libraries that DO NOT use State courier service.
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Step 1: Search Policies Directory
Step 2: Display symbols
Step 3: Select symbols and copy
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Step 4: Paste symbols into a document to organize into custom holdings groups
Step 5:Use the Policies Directory and Info Express website’s “Participants List” to organize into custom holdings groups based on days of pickup
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ASSESSMENT
• Added 15 libraries to the Five Day Pickup group
(COURIER5)
• Requests filled doubled for 10 of these libraries
• Example:
INB (Bartholomew County Public Library)
moved from 2-day to 5-day.
Recently filled three requests
Faster than average turnaround time
Phase ONE:
In-State Libraries
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ASSESSMENT
• Added 49 new symbols
• Example:
XXWBL (Ivy Tech Bloomington)
Loaned us a recently published book
Faster than average turnaround time
Phase ONE:
In-State Libraries
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ASSESSMENT
0
1
2
3
4
5
6
7
8
9
10
Day
s (A
vera
ge)
Turnaround Time from Request Sent to Received for ILL Loans
In-State
In and Out State
Phase ONE:
In-State Libraries
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ASSESSMENT
0
1
2
3
4
5
6
7
8
9
10
Day
s (A
vera
ge)
Turnaround Time from Request Sent to Received for ILL Loans
In-State
In and Out State
Phase ONE:
In-State Libraries
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ASSESSMENT
In-State Loans(Avg. Turnaround Time)
All Loans(Avg. Turnaround Time)
Sept 2009-Mar 2013 7.7 days 8.3 days
Sept 2013 – Mar 2014 6.3 days 6.5 days
Improvement in Turnaround Time 1.4 days 1.8 days
Phase ONE:
In-State Libraries
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OUR STRATEGYATTNLOAN
INDFAST
INDSLOW
COURIER5
COURIER4
COURIER3
COURIER2
COURIER1
INDFREE
PREFZ123
PREFZ45
PREFZ678
ZONE123
ZONE45
ZONE678
UNDER 11
OVER 12
Phase TWO:
Fast or Slow In-State Libraries
INDFAST = Libraries with exceptionally
fast turnaround time
INDSLOW = Libraries with
exceptionally slow turnaround time
(would avoid using this group)
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OUR STRATEGYATTNLOAN
INDFAST
INDSLOW
COURIER5
COURIER4
COURIER3
COURIER2
COURIER1
INDFREE
PREFZ123
PREFZ45
PREFZ678
ZONE123
ZONE45
ZONE678
UNDER 11
OVER 12
Phase THREE:Out-of-State Libraries
ZONE123, ZONE45, etc. = Free, out-of-state libraries according to postal zones (1=Nearest, 5=Farthest)
PREFZ123, PREFZ45, etc. = Preferred,free, out-of-state libraries according to postal zones (Preferred = LVIS, CL@N, ATLA, etc.)
UNDER 11 = Libraries that charge $11 or less
OVER 12 = Libraries that charge $12 or more
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OUR STRATEGYATTNLOAN
INDFAST
INDSLOW
COURIER5
COURIER4
COURIER3
COURIER2
COURIER1
INDFREE
PREFZ123
PREFZ45
PREFZ678
ZONE123
ZONE45
ZONE678
UNDER 11
OVER 12
Phase THREE:Out-of-State Libraries
Process (Repeat for each state):
• Create list of all the state’s “OCLC Supplier”
symbols from Policies Directory and paste into a
document
• Examine each library in the Policies Directory
(sorted by symbol)
• Leave free libraries on the list (in the doc)
• Cut and paste libraries that charge into
UNDER11 or OVER12 sections of the doc
• Create the preferred groups by searching
Policies Directory by group affiliations (LVIS, etc.)
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FURTHER CONSIDERATIONS
Other Strategies for Loans Put regional libraries first (InfoExpress hubs)
Consider shipping method (UPS vs. USPS)
Invoicing method (IFM vs. Invoice)
Your ideas…
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COMMENTS
AND
QUESTIONS