indiana's statewide remote circulation system - help aunt millie get her book

PowerPoint Presentation

SRCSStatewide Remote Circulation SystemA Service of the Indiana State LibrarySRCS Training VideoStaffProcessingILL Requests in SRCS

This is a training video for the Indiana SRCS system. This presentation walks you through the interlibrary loan process, start to finish.It is aimed at someone with ILL Staff privileges.*

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Lets Help My Aunt Millie Get Her Book.+=

Today we are going to look at one transaction from start to finish. Our patron is my Aunt Millie. [CLICK] The book she wants is Agatha Christies After the Funeral. [CLICK] The thing to remember as we all start working in SRCS, is that the goal is patron driven ILL. So my Aunt Millie will not add extra work to your day through her voracious reading. She instead will be able to place her own requests, making for a happy Aunt Millie, and a Happy Staff. [CLICK]

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Lets Help My Aunt Millie Get Her Book.

REQUESTGreen Public LibraryBlue Public Library

So, lets see how this will work. We are going to pretend that Aunt Millie has already logged into her librarys SRCs interface and placed the request. Aunt Millie is a patron of the Green Public Library, but her request has been sent to the Blue Public Library.So Aunt Millie has placed her request and that means that the responsibility lies with the Blue Public Library to take action.

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Blue Public Library

Now we need to switch over to the staff side of the process. In order to process interlibrary loan requests, the ILL staff will need to log in using a staff account as created by their local administrator.*4

Blue Public LibraryBlueStaff**********

The process is the same as for anyone else. Select your library, enter your staff username and password. Then click SUBMIT.5

Staff Interface BLUE Lending Library

The way to confirm that you have successfully logged in as a staff member, is the appearance of the link for the STAFF DASHBOARD at the top of your screen.*6


Click on this link to view your STAFF DASHBOARD. Keep in mind that your dashboard may look differently depending upon your level of authorization. Also, since SRCS has been mobile-optimized, the size and shape of your screen may also vary. Most interlibrary loan work will be managed in the REQUEST MANAGER. * So click on that link to view the REQUEST MANAGER screen.*7


The REQUEST MANAGER screen is divided into two parts.*8

Borrowing Requests

The left side of the screen contains all of the requests placed by your patrons. And staff.* 9

Staff Interface Lending Library

Lending Requests


The right side of the screen deals with the requests coming in to your library for materials from your collection. *10


I should mention that we are having some issues with the labels on this page. *11

The labels are occasionally displaying mashed over to the left rather than over the correct column. *12

It affects only the labels and does not effect the content. This is a known issue and Auto-Graphics is looking into it.*13


You will notice that both the borrowing and the lending sides display all of the possible statuses for requests. If there is request waiting in that category that needs your attention, then the label becomes an active link. If that category is empty, then it displays a just text.

Since we are logged in as a staff member from a lending library, lets start with the PENDING requests. So I will click on the PENDING link to see the incoming requests.*14

Staff Interface BLUE Lending LibraryGreen Public LibraryYellow Public LibraryPurple Public Library

Orange Public Library

As you can see, we have five requests pending. The screen shows the title, publication date, the SRCS request number, and the requesting library. There are also a couple of drop down windows for processing. The first thing that you will want to do is to print off a list of these items so you can take it into the stacks and find the books. At the top of the page a button which generates the picklist. Print this off and use it to pull the books from the stacks.*15

This Routing Flag can then be stuck inside the book with the delivery address showing. 16


Once you have the books in hand, you can decide on a case by case basis on which books you can or cannot supply. This is done using the drop-down boxes.17


The choices here are Will Supply/In Process, Shipped, Retry at a later date, Conditional and Will Not Supply.

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You can process each item individually, using the drop-down box on that line.Or, if everything on the page gets the same treatment, *19


Then you can use this drop-down at the top of the page to update all of the items.*

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Staff Interface Lending Library

Shipped


For general use, we are recommending the use of SHIPPED to indicate that you will supply. This assumes that this item will go out on your next InfoExpress courier shipment.

The use of the Will Supply/In Process status should be reserved for problem items, such as in the re-shelving process or review for bindery.*21

Where do I find definitions?

KEEP IN MINDAUTO-GRAPHICS DEFINITIONS

NOT TAILORED TO YOUR LIBRARY

YOU MAY NOT EVER USE SOME OF THESE STATUSES

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TYPICAL CHOICESSHIPPED pick me if you will send the item

Will Not Supply pick me if you will not send the item

LESS USED CHOICESWill Supply/In Process this is used just to tell the borrowing library that you WILL send the itembut you havent gotten around to it yet.

The use of the Will Supply/In Process status should be reserved for problem items, such as in the re-shelving process or review for bindery.

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LESS USED CHOICESRetry - Lender asks that borrower resubmit the ILL request at a later date. Probably you wont use this much.

Conditional the lender will supply based on specific conditions. Probably you wont use this much.


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Poor condition


For our example, I am going to update the first four items to SHIPPED, but this last item I am going to say that we WILL NOT SUPPLY.If you decide that you cannot supply an item, the second dropdown window allows you to list a reason why you cannot supply it. * In this case, we will say that it is poor condition.

* After you have made your changes, dont forget to click on SUBMIT to save your changes. We can now close this window using the small X and return to the STAFF DASHBOARD.

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On the DASHBOARD, we want to go down the ILL Admin column and locate MAINTAIN SHIPPING LABELS.42


On this screen you will see all of the items that you placed in the SHIPPED status. Check the boxes next to the ones that you want to process, then click on the FORMAT TO PRINT. This brings up what Auto-Graphics calls a SHIPPING LABEL. A better term for it would be a ROUTING FLAG. Print it, and then fold it in half long-wise.43


Like this.*44

This Routing Flag can then be stuck inside the book with the delivery address showing. 45

This flag makes it very easy to sort all of the books that you have going to the different libraries.*46

The flag also displays the InfoExpress Delivery days for the borrowing library, making it easy to get a rough idea for how long it will take to arrive.47

Finally, stick all of the materials for that library * in an InfoExpress bag * and create label using the normal InfoExpress process, then set it out for your courier to pick up.

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Next step: Up to youWhat do you normally do for an ILL?

Next step: Up to youCheck it out to the borrowing librarys account in your system?Check it out to an ILL account?Do whatever you would normally do for an Interlibrary Loan leaving your building.

Staff Interface Green Borrowing Library

Green Public Library

Once InfoExpress bag is delivered to the requesting library, their staff unpacks the bag and logs into to their staff interface. *51

Staff Interface Green Borrowing Library Green Public Library

They will also go into the REQUEST MANAGER.*52

Borrowing Requests


This time we are focusing on the Borrowing side of the REQUEST MANAGER.*53


Just as before, the empty categories display as just text, in black, while the ones needing attention appear as links in blue.Here, we have a couple of items in the SHIPPED category, so lets click on that link. 54

Staff Interface Green Borrowing Library Green Public LibraryAfter the funeralBlue Library Aunt Millie

On this screen we see the title, the request number and the Lending Library. We also see the patrons name and another status box. Just as before, we can treat each item separately or as a bunch, using the dropdown at the top.* 55


The options here are Received, Lost or Cancel Shipping Request.

For a definition of these statuses, please refer to the section on SRCS Training Materials posted on the State Librarys SRCS Information page. We have posted the official list of Definitions for these statuses from Auto-Graphics on the page.*

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Shipped untilAn item will show shipped from the time the Blue library sends it, until the day you receive it.You may have items in Shipped for a few days. Thats your clue that the item is on its way.

TYPICAL CHOICESReceived the item arrived in your INfo Express. Hooray!

LESS USED CHOICESLost- the book never arrived to you, despite the fact that someone says they shipped it to you. Its better to take care of this with a phone call.

Cancel Shipping Request Selecting this option sets borrowers status for the ILL request to Cancel Shipped Request.


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Received

Staff Interface Green Borrowing Library Green Public LibraryBlue Library Aunt MillieAfter the funeral

This first book arrived in todays courier bag, So I will mark it as RECEIVED. Be sure to click on SUBMIT after making changes to save them.We can then close this window and return to the STAFF DASHBOARD. 60


This time we want to go from further down the ILL ADMIN column And select MAINTAIN BOOKSTRAPS 61

Staff Interface Green Borrowing Library Green Public LibraryAunt Millie After the Funeral

Just as the lending library did when they created the SHIPPING LABEL or SHIPPING FLAG, we can select the items that we need to process from the list and click on the FORMAT TO PRINT button.The Bookstrap looks very similar to the SHIPPING LABEL, 62


but instead of folding this one, we want to cut it in two.* 63

* This form is designed to be placed around the book as a wrapper. You then you prep the item in the same way that you process interlibrary loans now. Each library typically has a slightly different procedure. If you currently create temporary records in your ILS so the patron can check these items out, then that is what you do with SRCS items. If you have a different way of handling them, then that part of the process stays the same.The one exception to this is libraries who are running NCIP. For those libraries, NCIP will create the temp record for you.

This book is then ready to put on the hold shelf for the patron to come in and check it out.*

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Next step: Up to youWhat do you normally do for an ILL?

Next step: Up to youCreate a dummy record of the item in your ILS?Do whatever you would normally do for an Interlibrary Loan.(Rememberif you are running NCIPthat step might be done for you.)

Time goes by+=

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Aunt Millie reads her book


When the patron returns the item, the staff returns to the STAFF DASHBOARD and goes to the REQUEST MANAGER.

You can also use the shortcut of CNTRL-1 to jump directly to the REQUEST MANAGER from any place in SRCS. * 69


* This time we are looking for the status RECEIVED, still on the borrowing library side.*70


The options here are Returned, Renewal or Lost. This title is safely back, So we will mark it as RETURNED and click on SUBMIT. 71

The book is now ready to be returned to the lending library. * Remove the Bookstrap.If you still have the Routing Flag, * 72

Flip it over so the RETURN side is facing up. It can now go back in to book.* [Move]

Use the ROUTING FLAG to sort your outgoing books by library, *73

Place them in a courier bag and create an InfoExpress shipping label.*74


Once the courier returns the book to the owning library, the lending staff logs back into the STAFF DASHBOARD and once again goes to the REQUEST MANAGER

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Lending Requests


In the REQUEST MANAGER, on the Lending side, we are looking for the RETURNED status.

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We locate the book we are looking for by title, Borrowing library or by Request number.77


The choices here are Checked in or Lost.78

Checked in


Locate the book by Title, Borrowing library or by Request number, and update it to Checked in. Dont forget to hit SUBMIT, then close to exit this screen.* 79

Lending LibraryTypical Steps: Items Going Out

Check Pending items on the Lender side of the screen. Review and pull items. Mark Shipped or Will Not Supply.Ship via InfoExpress.

Borrowing LibraryTypical Steps: Items Coming InCheck Shipped items on the Borrower side of the screen. Review. Mark Received or call the lending library if never arrived.Check out Received items to your patrons via your ILS.

Borrowing LibraryTypical Steps: Items ReturningMark Received items Returned when patron brings them back.Ship back to lending library via InfoExpress.

Lending LibraryTypical Steps: Ending TransactionMark Returned items Checked In when item is shipped back to lending library.Check In via your ILS.Reshelve item.

Resources

Suzanne Walker, SupervisorProfessional Development Office

Indiana State Library315 West Ohio Street, ISL 413Indianapolis, IN [email protected]

Questions?

Thank you for completing this training video for the Indiana SRCS system. If you have questions, please feel free to direct them to me. My contact information is on the screen.

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Steven J. Schmidt, SupervisorLibrary Development Office

Indiana State Library315 West Ohio Street, ISL 413Indianapolis, IN [email protected]

Questions?

Thank you for completing this training video for the Indiana SRCS system. If you have questions, please feel free to direct them to me. My contact information is on the screen.

# # #

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indiana's statewide remote circulation system - help aunt millie get her book

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