1. Patron Initiated Resource Sharing Carmit Marcus

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

4. Patron Initiated Resource Sharing 4 Interlibrary Lending ILL

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

8. Patron Initiated Resource Sharing 8 UBC Universal Borrowing Center

9. Patron Initiated Resource Sharing 9 UBC Environment Separate Catalogs and a Union Catalog BIB Record BIB Library Union Catalog ADM Record ADM library BIB Record BIB Library ADM Record ADM library BIB Record BIB Library ADM Record ADM library

10. Patron Initiated Resource Sharing 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. Patron Initiated Resource Sharing 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. Patron Initiated Resource Sharing 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. Patron Initiated Resource Sharing 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. Patron Initiated Resource Sharing 14 PD-Q (Patron Direct Q)

15. Patron Initiated Resource Sharing 15 Patron Direct - Q 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) Where the Q is for:

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

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

18. Patron Initiated Resource Sharing 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. Patron Initiated Resource Sharing 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. Patron Initiated Resource Sharing 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. Patron Initiated Resource Sharing 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. Patron Initiated Resource Sharing 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. Patron Initiated Resource Sharing 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. Patron Initiated Resource Sharing 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. Patron Initiated Resource Sharing 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 Initiated Resource Sharing 26 Patron’s “My Library Card” Multi ADM implemented in ALEPH 500 version 17:

27. Thank You

28. Patron Initiated Resource Sharing 28 UBC Universal Borrowing Center

29. Patron Initiated Resource Sharing 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 Initiated Resource Sharing 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. Patron Initiated Resource Sharing 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. Patron Initiated Resource Sharing 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. Patron Initiated Resource Sharing 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. Patron Initiated Resource Sharing 34 Supply Actions – Pickup Library A pick-up notice is mailed to the patron. The patron checks out the material.

35. Patron Initiated Resource Sharing 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 Initiated Resource Sharing 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 Initiated Resource Sharing 37 Patron’s UB “My Library Card”

38. Patron Initiated Resource Sharing 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. Patron Initiated Resource Sharing 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. Patron Initiated Resource Sharing 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. Patron Initiated Resource Sharing 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. Patron Initiated Resource Sharing 42 Relationship of Partners Software level relationship Agreement relationship Communications options NCIP ISO/ILL ALEPH x-server …

43. Patron Initiated Resource Sharing 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. Patron Initiated Resource Sharing 44 Service Points Pickup anywhere Return anywhere Non-paging for locally owned items Walk-in service

45. Patron Initiated Resource Sharing 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