Generalsekretariat VBS Kommunikation VBS Bi GSe Ro A

Generalsekretariat VBS Kommunikation VBS Bi. GSe. Ro A web based serials routing tool for Alma IGe. LU Conference, Budapest, 04. 09. 2015 Rachel Birri Blezon

Overview • • • Library Am Guisanplatz Bi. G Alexandria Library Network Why do we need a serials routing tool? Alma and serials routing Live demo Bi. GSe. Ro Generalsekretariat VBS Kommunikation VBS 2

Library Am Guisanplatz (Bi. G) • Main library of the Swiss Federal Administration • Founded in 1848 as Federal Military Library (FML) • 2006 -2011: integration of 44 federal libraries in Bern • 27. 10. 2007: renamed «Library Am Guisanplatz» • Since 2009: Leading library of the Alexandria Consortia Generalsekretariat VBS Kommunikation VBS 3

Library Am Guisanplatz (Bi. G) • Collections: • Centre of excellence for specialized military literature • Civilian fields: history, politics, environment, law, finances, economics, civil protection etc. • 588’ 048 books, 6’ 859 journals, e-books on demand, articles Generalsekretariat VBS Kommunikation VBS 4

Library Am Guisanplatz (Bi. G) • Users: • Federal Administration + military staff • General public Generalsekretariat VBS Kommunikation VBS 5

Bern: • Library Am Guisanplatz Bi. G • EBG • BAR • SECO • Swisstopo • IGE • NDB • SWTR • FAO Zurich: • MILAK • Pro Senectute Winterthur: • Sammlung Oskar Reinhart Emmen LU: • RUAG Aerospace Seewen SO: • Museum für Musikautomaten Grenchen SO: • BWO Ligornetto TI: Neuchâtel: • Museo Vela • BFS Pully VD: • CHPM Geneva: • ZAS Generalsekretariat VBS Kommunikation VBS 6

Alexandria Library Network § 20 libraries (incl. Bi. G) § Internal governmental libraries § Libraries outside the Swiss Federal Administration § Specialized libraries (e. g. museums, foundations) § Some libraries open to the public § Collections of the consortia (incl. Bi. G) § health, Swiss maps, gender equality, seniority / intergenerational relations, jukeboxes, art etc. § 845‘ 136 books, 16’ 494 journals, e-journals, articles Generalsekretariat VBS Kommunikation VBS 7

Why do we need a serials routing tool? Serials routing @ Bi. G and within the consortia • Mainly print collections • 2 libraries with many routing lists: • Bi. G: 1’ 139 routing lists, 6’ 528 people (1’ 395 individuals) 16 % of Bi. G journals used for serials routing • BAG: 165 routing lists, 748 people (215 individuals) Serials routing is an important service Generalsekretariat VBS Kommunikation VBS 8

Alma and serials routing • Alma doesn’t offer serials routing • Alma offers APIs • Collaboration with Ex Libris to find a solution • Goal: all data (beside the management of the list) should be stored in Alma • Find a third party for development Bi. GSe. Ro Bi. G Serials Routing Generalsekretariat VBS Kommunikation VBS 9

Architecture of Bi. GSe. Ro • Fully web-based application • Management of bibliographic data and patrons completly in Alma • Bi. GSe. Ro: creation and saving of routing lists • Communication Alma-Bi. GSe. Ro via SOAP and REST interfaces Generalsekretariat VBS Kommunikation VBS 10

• Bi. GSe. Ro is based on Java Enterprise Edition Architecture Generalsekretariat VBS Kommunikation VBS 11

Architecture of Bi. GSe. Ro Generalsekretariat VBS Kommunikation VBS 12

Live demo Bi. GSe. Ro – Alma Language Subscription List Patrons Routing List User Management Administration Template Configuration Subscription Lists: show/ hide Holding ID Title Routing Type Star Routing Action Delete Circular Routing Generalsekretariat VBS Kommunikation VBS Create new List 14 Export all Lists

Create a «subscription list» Subscription List Generalsekretariat VBS Create new List Kommunikation VBS 15

Create a «subscription list» Add a new list Scan Item Barcode Search Alma: in the holding, the field 035 is mandatory (used as ID) Add a new list Holding ID Journal Title Library Create / edit Subscription List Generalsekretariat VBS Kommunikation VBS 16

Create a «subscription list» Fill in the details: routing type, information to be displayed, add patrons to the list Add a patron Enter barcode Routing Type Star or circular To add a patron: enter barcode Change the order Add a patron Delete a patron Text field 1: enter information to be displayed on the routing list Save Generalsekretariat VBS Kommunikation VBS Text field 2: defined in the template, displayed on all lists Text field 3 from Alma (holding field 950) 17

Create a «routing list» – circular routing A new issue arrives: receiving in Alma, then switch to Bi. GSe. Ro Routing List Scan in barcode of the issue Search issue Routing list: information based on subscription list and Alma Generalsekretariat VBS Check out item Print list Kommunikation VBS 18

Example of a printed routing list Word Document, can be edited manually if necessary Generalsekretariat VBS Kommunikation VBS 19

Create a «routing list» – star routing Star Routing: • No printing option • Issue is checked out to the first patron on the list, requests are created for the other patrons. Check out item Generalsekretariat VBS Kommunikation VBS 20

Manage patrons Patrons: data stored in Bi. GSe. Ro, but updated once a week (manual update possible) Patrons Search for a patron by barcode, last name, first name, address Update patron info manually Delete Possibility to delete from all lists at once See subscripted lists Delete from list or go to list Generalsekretariat VBS Kommunikation VBS 21

User Management – Administration – Template Configuration • Different user roles in Bi. GSe. Ro • User: add/create new subscription and routing lists; manage patrons; no user management right • Administrator: can also add new Bi. GSe. Ro users • System user: system administrator, can also bulk import lists and see log files • Administration: • Most data are updated in Bi. GSe. Ro when a list is created • Patron data are updated once a week • Possibility to manually start a reload • Template • Logo and signature alignment are configurable by library • Logo: 660 x 81 pixel or aspect ratio 8: 2 Generalsekretariat VBS Kommunikation VBS 22

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Contact Rachel Birri Blezon, BSc. Deputy Head Coordination of the Alexandria Library Network, Systems Librarian Federal Department of Defence, Civil Protection and Sport (DDPS) General Secretariat DDPS Library Am Guisanplatz Bi. G Papiermühlestrasse 21 A; 3003 Berne, Switzerland +41 58 463 45 83 (phone) +41 58 464 50 93 (fax) Mailto: Rahel. Birri. Blezon@gs-vbs. admin. ch www. guisanplatz. ch (Homepage) www. alexandria. ch (Library catalog) Generalsekretariat VBS Kommunikation VBS 24