HOW MACGYVER WOULD USE ALEPH TO MANAGE OFFSITE

HOW MACGYVER WOULD USE ALEPH TO MANAGE OFFSITE STORAGE (NO DUCT TAPE REQUIRED) ELLEN JONES –DATA SPECIALIST, UNIVERSITY OF IOWA BRIAN THOMPSON – SYSTEMS LIBRARIAN, UNIVERSITY OF IOWA

OVERVIEW

Timeline Ø Ø Ø Funding definitely approved Funding not approved FEMA may provide funds FEMA will provide funds … IF Rumors Scan Move FEMA Budget Crisis Flood 2005 2006 2007 2008 Funding not approved Software Developed Local Software Recommended GFA Demo Steering Committee Working Groups Site Visits 2009 2010

MATERIALS • 941, 657 ITEMS • 606, 000 HOLDINGS • MICROFILM • OVERSIZE MAPS • VHS

PHASE ONE STEERING COMMITTEE • CONVENED 9/13/05 • RECOMMENDED A HIGH DENSITY STORAGE FACILITY

THE DREAM • HIGH DENSITY STORAGE • NEW BUILDING • REFRIGERATED

PHASE TWO IMPLEMENTATION WORKING GROUPS FORMED • INVENTORY CONTROL SYSTEM WORKING GROUP • PHYSICAL ACCESS WORKING GROUP • STORAGE SELECTION WORKING GROUP • TECHNICAL SERVICES WORKING GROUP

THE FLOOD

FEMA $$$$ • 6 WEEK TIMELINE • 600 SINGLE SIDED SECTIONS TO BE MOVED • @ 200, 000 TO 250, 000 VOLUMES

THE • REALITY CONVERTED WAREHOUSE • CONVENTIONAL SHELVING

WORKFLOW

WORKFLOW • • EACH SHELF IS BARCODED FACE, SECTION AND SHELF F 001 S 001 ROV SCANNERS USED SCAN SHELF BARCODE, BOOK BARCODES, THEN SHELF BARCODE • CREATE TEXT FILE FOR UPLOADING • STAFF RECORDED THE BEGINNING AND ENDING BARCODE AND THE NUMBER OF BOOKS • • • “CAPTAINS” UPLOADED FILES FROM SCANNER VERIFIED COUNT AND FIRST AND LAST BARCODE FILE UPLOADED TO A FOLDER

PROBLEMS • ITEMS NOT BARCODED • BARCODE NOT FOUND IN ALEPH • NO HOLDINGS RECORD • ITEM SCANNED TO TWO DIFFERENT SHELVES • WITHDRAWN ITEMS FOUND

ERROR REPORTS • ERROR REPORT: BARCODE NOT FOUND • STAFF CHECKS THE SHELF AND REPORTS THE CALL # • ERROR REPORT: NO HOLDINGS RECORD • OFTEN BECAUSE ITEMS NOT LINKED TO HOLDINGS RECORD • BUT ALSO BRIEF RECORDS CREATED BYCIRC STAFF

RESHELVING • ITEMS CHECKED IN BECOME “IN TRANSIT” • SCAN SHELF BARCODE, BOOK BARCODE, SHELF BARCODE • RE-SHELVING FILE BEGINS WITHR AND THEN DATE • CHECK SHELF #, CHECK IN FROM “IN TRANSIT” PATRON • ERROR REPORT IF SHELF DOESN’T MATCH

DELIVERY • REPORT OF ITEMS REQUESTED VIA THEOPAC • BUILDS ON OFFICE DELIVERY PROCEDURE • NOTE IN REQUEST “DELIVERY REQUEST” • REPORT SORTED IN SHELF ORDER • CHECKED IN BACK AT MAIN LIBRARY AND ROUTED • PICK UP MONDAY - FRIDAY

TECHNICAL ISSUES

Shelf Barcode Formatted to process one item at a time Item Barcodes

ITEM RECORD

ITEM RECORD (CONT. )

• Get Current Sublibrary/Collection and HOL using SQL • Update Items: • Translate to new Sublib/Location using mapping table • Update Item with SQL • Update HOL • Output Aleph Sequential from key list (p_print_03) • Translate to new Sublib/Loc using mapping table • Update using Aleph Utility (p_manage_18)

ANALYTIC (DUAL LINKAGE) PROCESSING

SUBLIBRARY / COLLECTION SETUP • CHOSE TO USE SEPARATE SUBLIBRARY CODE FOR OFFSITE STORAGE • LIBRARIES ANNEX (SUBLIBRARY CODE: STOR) • COULD THEN CREATE COLLECTION CODES THAT WOULD KEEP TRACK OF LIBRARY/UNIT ITEMS CAME FROM – USE FOR LOCAL REPORTING, YEARLY STATISTICS (E. G. AAHSL, ASSOCIATION OF ACADEMIC HEALTH SCIENCES LIBRARIES), ETC. • ALSO SEPARATE COLLECTION CODES FOR CLASSIFIED VS. UNCLASSIFIED • HEALTH SCIENCES CLASSIFIED (COLLECTION CODE: HASTC) • HEALTH SCIENCES UNCLASSIFIED (COLLECTION CODE: HASTU)

ALEPH SET UP FOR DELIVERY • USE ALEPH REQUEST/RECALL FUNCTION WITHINOPAC - SETUP SIMILAR TO WHAT WAS DONE FOR OFFICE DELIVERY SERVICE • RUNNING OUTSTANDING HOLD REQUESTS REPORT (P_CIR_11) FOLLOWED BY SOME CUSTOM SCRIPTS TO CREATE PICKUP LIST FOR STAFF • NOT USING UE_06 (DAEMON REQUEST HANDLING)

ALEPH SET UP • /XXX 50/TAB TAB 37 – ONE OF THE MORE IMPORTANT TABLES, SETS PICKUP OPTIONS THAT DISPLAY TO PATRON – STOR NOT AN OPTION FOR PICKUP • /XXX 50/TAB TAB 31 – PATRON STATUSES – SET COL. 16 TOY‘’ SO HOLDS ALLOWED FOR ITEMS ON SHELF • /XXX 50/TAB TAB 27 – SET COL. 5 TO ‘ 01’ SO THAT EMAIL GOES TO PATRON THAT REQUEST IS AVAILABLE AND HOLD SLIP IS PRINTED FOR STAFF • ABLE TO REPURPOSE FIELDS IN HOLD TABLE(Z 37) AS WE DON’T HANDLE PHOTOCOPY REQUESTS THROUGH ALEPH

INCOMING REQUEST

DELIVERY REQUEST REPORT • INSTEAD OF CREATING REPORT FROM SCRATCH, RUNOUTSTANDING HOLD REQUEST REPORT IN ALEPH (P_CIR_11) AND THEN RUN SOME LOCAL SCRIPTS OVER XML OUTPUT • HOLDSHELF 3 B. PL ADDS OFFSITE STORAGE EMAIL ADDRESSES INTO REPORT • HOLDSHELF 3_1. PLFILTERS OUT ONLY ITEMS THAT HAVE DELIVERY “ REQUEST” IN THE Z 37_AUTHORDATA – GETS HOLDS PLACED THROUGH CATALOG NOT BY STAFF FOR VARIOUS OTHER REASONS • HOLSHELF 3_CLEANUP. PL– SIMPLY CLEANS UP SOME TEMP FILES CREATED BY OTHER SCRIPTS

DELIVERY REQUEST REPORT • REPORT USED AS A PICKUP LIST – AFTER ITEMS RETRIEVED FROM SHELF THEY ARE RETURNED TO MAIN LIBRARY, SCANNED, AND HOLD SLIP IS PRODUCED • ADDED Z 30 -INVENTORY-NUMBER TO OUTSTANDING-LOAN-REQUESTS. XSL FILE AS A SEPARATE COLUMN AND SET XSL TO SORT ON THAT COLUMN

DELIVERY REQUEST REPORT - EXAMPLE

RECORD IN CATALOG

SMALL CHANGE TO OWN/OUT FUNCTION IN SHORT-A-BODY WEB FILE (OTHERWISE SHOWED AS “CHECK SHELF”) <SCRIPT > VAR PROC CODE = "$0700"; VAR OWNOUTLINK = "$0500 "; …. . ELSE IF ( (OWN >= 0) && (OUT >= 0)(PROC && CODE. SUBSTRING(178, 181) == "STO" || PROCCODE. SUBSTRING(191, 196) == ANNEX " ") ) { IF ( (OWN-OUT) > 0) { DOCUMENT. WRITE(" BY REQUEST ONLY - <SPAN CLASS=COPYRIGHT><A HREF=&SERVER_F? FUNC=ITEMGLOBAL&DOC_LIBRARY=IOW 01&DOC_NUMBER=$0600&YEAR=&VOLUME=&SUB _LIBRARY=> REQUEST DELIVERY</A></SPAN>"); } … </SCRIPT>

REQUEST STATISTICS • 34, 601 ITEMS RETRIEVED FROM STORAGE SINCE NOVEMBER 2009 • FY 2014 – 7, 219 • FY 2013 - 7, 813 • FY 2012 – 9, 571 • FY 2011 – 7, 486

REQUEST STATISTICS – 2014 BY LIBRARY 7 • MASTC 14 BISTC 85 • MASTU 126 • BISTU 40 • MPSTC 1 • BUSTC 3 • MSRVC 97 • BUSTU 71 • MUSTC 1 • CHSTC 2 • PHSTC 78 • CHSTU 16 • PHSTU 119 • ENSTC 30 • PSSTC 38 • ENSTU 50 • PSSTU 385 • GESTC 44 • SPECC 7 • GESTU 167 • SPECU 3 • HASTC 46 • STORC 1117 • HASTU 1279 • STORU 15 • ARSTC •

REQUEST STATISTICS • RUNNING REPORT TO LIST ITEMS THAT HAVE BEEN REQUESTED FROM OFFSITE STORAGE MORE THAN FOUR TIMES – CURRENT RUN SHOWED 196 ITEMS MEETING THE CRITERIA • ALSO RUNNING STATISTICS ON MISSING ITEMS FROM OFFSITE STORAGE – CURRENT RUN SHOWED ONLY 13 ITEMS MISSING

QUESTIONS