Aleph 500 Circulation InHouse Yoel Kortick yoel kortickexlibrisgroup

Aleph 500 Circulation In-House Yoel Kortick yoel. kortick@exlibrisgroup. com

Introduction • “In-House use” circulation is used to measure how often items are used but not necessarily circulated. • The usage is based on how often the items are removed from the regular shelves • Each time an item is found on a table, cart, or anywhere which is not the regular shelf it is recorded as having been used. • Later, statistics may be gathered for how many times each item was “used” 2

Methodology • For example items may be cleared from the tables by staff at the end of the day. • Before returning the items to the sheves they are brought to the circulation desk to record that they have been used “in house”. • There are two ways to do this: 1. Return the items as if they were on loan 2. Record the tem via the menu “circulation > in house use” • The following slide describes this in detail. 3

Methodology 1. Items are returned in circulation module even though they are not on loan. This will happen: 1. an "82" z 35 event is created as defined in the tab_events. lng table 2. a “ 29” record for z 309 circulation log is created 2. Items are recorded by using the menu "circulation > in house use" and then entering the barcode. This will happen: 1. an "80" z 35 event is created as defined in the tab_events. lng table 2. a “ 30” record for z 309 circulation log is created 4

Methodology • The statistics may be gathered by running the service “Circulation Logger Report (cir-21)” • In the report the user will specify • • "In-house use" as the Action (for the z 309 type '30's) and/or • "Not On Loan Return" (for the z 309 type '29's). A library could also of course do one of the following: • Write personal SQL scripts or • Run ARC reports which would read these. 5

Example using return option • Let’s say that at the end of the day the following barcodes are left on the tables and carts • We assume therefore that someone took them off the shelf and used them 1871336 -10 62511 -40 66096 -10 77578 -10 187337 -10 67351 -10 Y 1871338 -10 67055 -10 65929 -10 67055 -20 6

Example using return option • In this case we return the items even though they were not on loan 7

Example using return option • Here are the Z 35 events created for the returned items which were not on loan: usm 50@ALEPH 201> select Z 35_EVENT_TYPE from Z 35 where Z 35_EVENT_DATE = '20110427'; 72 61 82 82 51 82 82 15 rows selected. usm 50@ALEPH 201> 8

Example using return option • Here are the Z 309 events created for the items: usm 50@ALEPH 201> select Z 309_ACTION from Z 309 where substr(Z 309_DATE_X, 1, 8) = '20110427'; 51 6 29 29 1 51 29 29 17 rows selected. usm 50@ALEPH 201> 9

Example using in-house menu option • Now we have ten more items left on the tables and carts at the end of the day • We assume therefore that someone took them off the shelf and used them 52505 -10 51268 -10 52503 -10 51253 -10 52498 -10 50986 -10 52459 -10 50985 -10 52441 -10 50934 -60 51302 -30 50835 -10 10

Example using in-house menu option • Now we return them using menu “circulation > in house use” 11

Example using in-house menu option • Here are the Z 35 events created for the returned items using menu “circulation > in house use”: usm 50@ALEPH 201> select Z 35_EVENT_TYPE from Z 35 2 where Z 35_EVENT_DATE = '20110427‘ 3 and Z 35_EVENT_TYPE = '80'; 80 80 80 12 rows selected. usm 50@ALEPH 201> 12

Example using in-house menu option • Here are the Z 309 events created for the returned items using menu “circulation > in house use”: usm 50@ALEPH 201> select Z 309_ACTION from Z 309 where substr(Z 309_DATE_X, 1, 8) = '20110427' and Z 309_ACTION = '30'; 30 30 30 12 rows selected. usm 50@ALEPH 201> 13

Gathering the statistics 14 • Now we can see the statistics of the “inhouse use” by running the service “Circulation Logger Report (cir-21)”. • We have chosen actions “Not on Loan Return” and “In House Use”

Gathering the statistics • Here is our report (partial) 15

Gathering the statistics • Here is a way to make the reports via SQL • The following SQL will give a count of in-house "loans" by month: s+ xxx 50 SQL> select substr (z 35_event_date, 1, 6), count(*) from z 35 where (z 35_event_type = '80‘ or z 35_event_type = '82') group by substr(z 35_event_date, 1, 6); 16

Gathering the statistics • The following SQL will give a report of “in hoiuse use” by sub library for a particular year/month: s+ xxx 50 SQL> select z 35_sub_library, count(*) from z 35 where (z 35_event_type = '80' or z 35_event_type = '82') and z 35_event_date like 'yyyymm%' group by z 35_sub_library order by z 35_sub_library; 17

Gathering the statistics • For example: YLK 50@ALEPH 20> select substr (z 35_event_date, 1, 6), count(*) 2 from z 35 3 where (z 35_event_type = '80‘ 4 or 5 z 35_event_type = '82') 6 group by substr(z 35_event_date, 1, 6); **** Hit return to continue **** SUBSTR(Z 35_EVENT_D ---------200509 200510 200511 200512 200601 200602 200603 200604 200605 200606 COUNT(*) -----31465 24256 46903 39897 43540 31542 42583 33946 38939 39711 18

Thank You! Yoel Kortick