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Top Ten Ways to Simplify Your Resource Sharing Workflow Tina Baich Karen Janke IUPUI University Library (OCLC: IUP)

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Presentation on theme: "Top Ten Ways to Simplify Your Resource Sharing Workflow Tina Baich Karen Janke IUPUI University Library (OCLC: IUP)"— Presentation transcript:

1 Top Ten Ways to Simplify Your Resource Sharing Workflow Tina Baich Karen Janke IUPUI University Library (OCLC: IUP)

2 Torrent (‘tȯr-ənt): A stream of water flowing with great swiftness and impetuosity, whether from the steepness of its course, or from being temporarily flooded (OED) The increasing, and sometimes overwhelming, volume of requests received by ILL departments as users’ abilities to find sources and place requests becomes easier and easier (CNB)

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4 Before: Cortes Bank, California

5 Today’s Top Ten: 1. Odyssey Standalone 2. OCLC Direct Request 3. Departmental Web site 4. OCLC IFM 5. OCLC Statistics 6. Convert PDFs to TIFs 7. Update Policies Directory 8. OCLC Deflections 9. OCLC Custom Holdings 10. Join LVIS

6 1. Odyssey Standalone Free! Allows you to send and receive documents (regardless of file size) with other Odyssey Standalone and ILLiad libraries Does not make/receive requests or mount articles to a server (like full ILLiad system does) Crop, resize, rescan or edit (received or sent documents) Received Documents: Print, convert to PDF, or save as a.tif file Important Links https://www.illiad.osu.edu/illiad/osu/lending/odysseyfaq.html

7 Finding Odyssey Libraries ILL Policies Directory: Advanced Search Delivery Method: ILLiad – Odyssey 380 Odyssey lenders / 192 are LVIS members

8 Please remember…. As a lender…carefully note the borrowing library’s Odyssey address ODYSSEY: /IUP Update your Constant Data to include Odyssey address Update your Policies Directory Entry Edit Custom Holdings Join the Odyssey listserv (Leave Subject and Body

9 2. OCLC Direct Request Allows you to quickly handle routine requests without staff intervention Since February 2006: IUP had 1,400 items filled You decide the parameters for outgoing requests Custom Holdings Path for Direct Requests Most likely need to create a new Path or new Groups

10 3 Options for Direct Request Request OptionsDescription Direct-to-ProfileYou define borrowing criteria using profiles that reside on the OCLC system. Once matched and processed, Direct-to-Profile processing can send requests directly to lenders or directly to your OCLC ILL Review File. Requests generated through FirstSearch are processed using this option. Direct-to-LenderPatron-generated ILL requests are forwarded directly to potential lenders through OCLC ILL using a lender string your system provides. Direct-to-Review FileYour system sends patron-generated ILL requests directly to your OCLC ILL Review file. Your ILL staff can review or modify the requests, then produce them through your regular OCLC ILL workflow

11 FSILL Direct-to-Profile in 5 steps! 1. Check constant data records to be sure they contain data in fields SHIP TO, MAXCOST, NeedBefore 2. Create Custom Holdings records for preferred lenders 3. Create Direct Request Profiles 4. Enable ILL from FirstSearch Fulfillment tab, Patron ILL Settings 5. Set the ILL option to ILL Direct Request Profile for each database for which patrons may generate requests

12 Creating Direct Request Profile in WCRS/FirstSearch Admin Get to FirstSearch Admin (can do this in WCRS)

13 Creating the Direct Request Profile In FirstSearch Admin When ready with Custom Holdings, click New Blank Record.

14 Creating the Direct Request Profile In FirstSearch Admin You decide the parameters: Format Age Language If held by you or other Custom Holdings Group

15 Departmental Websites Who you lend to What it costs How you like to receive requests What you lend/don’t lend & for how long How to contact you

16 OCLC IFM IFM = Interlibrary Loan Fee Management OCLC as your bank Turn on in your Constant Data Records First Search Admin >>>Resource Sharing Tab >> Staff ILL Settings > Constant Data Records See new lines on OCLC invoice IFM Library to Library Borrowing Debit Charges your library incurred for borrowing items IFM Library to Library Lending Credit Credits your library receives for supplying items Details for transactions on monthly OCLC Reports

17 OCLC Usage Statistics

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19 Borrowing Reports 1. ILL Fee Management Program Borrower Report Monthly reports which itemize library-to-library borrowing debits and library-to- library lending credits for libraries using Resource Sharing and IFM. 2. Resource Sharing Borrower Reasons For No Report Monthly report which shows data for all ILL requests that have a Lender Unfilled Date in the month specified. There may be multiple entries for a single ILL request depending on how many Lenders responded NO to a request before it was filled. 3. Borrower Resource Sharing Stats Report A transaction-level report with details of borrowing activity for a specified month. 4. Borrower Activity Overview Report The Resource Sharing monthly report that includes data on the number of unique requests sent from the library during the month specified. 5. Borrower Transaction-Level Detail Report Monthly report that details by institution, requests sent from the library. A single ILL request may be counted more than once on this report depending on how many lenders it was routed to.

20 Lending Reports 1. ILL Fee Management Program Lender Report Monthly reports which itemize library-to-library borrowing debits and library-to- library lending credits for libraries using Resource Sharing and IFM. 2. Resource Sharing Lender Reasons For No Report The monthly report which contains data on requests to which the library as Lender has responded NO during the reporting period. 3. Lender Resource Sharing Stats Report Transaction-level report with details of lending activity for a specified month. 4. Strategic Union List Report The report that provides information on the serial titles requested from their library via interlibrary loan. 5. Lender Activity Overview Report Monthly report that includes institution level detail about requests sent to the library. A single ILL request may be counted more than once on this report depending on how many times it was routed to the library.

21 Lending Reports 6. Lender Transaction-Level Detail Report Monthly report that includes institution level detail about requests sent to the library. A single ILL request may be counted more than once on this report depending on how many times it was routed to the library 7. eSerials Requests by Journal Title Report Report that helps libraries track ILL requests for eSerials. Fields include OCLC #, Journal Title, ISSN, Total eSerials Requests Received and Total eSerials Requests Filled. 8. Serials Request Overview Report This report shows libraries ILL requests for both print and electronic serials, and includes totals for requests for print serials and e-serials, along with totals for requests deflected (by print and electronic) and requests filled (by print and electronic)

22 Tips and Tricks Glossary of reports and fields: reports automatically each month:

23 Why should you care? IFM report who charged you for what / check for errors Reasons for No Who said no to you / Who you said no to (& Why) Borrower Resource Sharing Stats Report Position in lender string Lending Charges (IFM + Invoices) Dates for submitted/received = Turnaround Time Most frequently-requested Journals

24 Borrower Resource Sharing Stats Report

25 6. Converting PDFs to TIFs Ariel and Odyssey both require the use of TIF files. Converting PDFs saves paper and time by eliminating printing and rescanning of articles. Check your e-journal license agreements first

26 Recommended Options DocMorph – free online program allows conversion of one file at a time MyMorph – free download allows conversion of multiple files at a time Both programs are courtesy of the:

27 DocMorph

28 DocMorph Process

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30 MyMorph

31 MyMorph Process

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34 Odyssey Lending

35 Ariel

36 Odyssey Lending

37 7. Update the Policies Directory

38 Editing your information

39 Creating your policies

40 A/V lending policy

41 8. OCLC Deflections Save staff time Set in OCLC Connexion Set in OCLC Policies Directory Format OCLC Group Borrower Max Cost Material Age

42 OCLC Policies Directory

43 OCLC Policies Directory

44 Item Deflections Set in OCLC Connexion Create Local Holdings Constant Data Records Search for title Apply Constant Data to your Local Holdings Time Commitment

45 OCLC Connexion

46 Deriving Constant Data Records

47 Creating Constant Data Records

48 Creating Local Holdings

49 Applying Constant Data Records

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51 Completing the item deflection

52 9. OCLC Custom Holdings Organize lists and display of your preferred lenders. Holdings Group v. Holdings Path Regular maintenance

53 Analyze your Lender Preferences Free v. Fee Geographic Location Delivery Method Lenders of Specific Formats

54 Plan Holdings Groups AVLendersAVConsortiaAVFreeAVFee

55 Create Custom Holdings Groups

56 Creating & Editing Custom Holdings Groups

57 Finding Symbols

58 Getting Symbols

59 Inserting Symbols into Custom Holdings Group

60 Completing Custom Holdings Group

61 Custom Holdings Paths

62 Creating Custom Holdings Path

63 Using Custom Holdings Paths in FirstSearch

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65 10. Join LVIS “Libraries Very Interested in Sharing” Over 2,400 worldwide members Must commit to: Provision of no charge loans of returnables among group members Provision of no charge nonreturnables for up to 30 pages per citation among group members

66 Benefits of LVIS Greater Workflow Efficiency Greater Load Leveling Greater Resource Sharing Alternatives Broader ILL Scope Especially beneficial to Net Borrowers

67 After: Whitsunday Beach – Queensland, Australia

68 Contact Tina or Karen


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