strategic borrowing: optimizing custom holdings to reduce turnaround time for loans
DESCRIPTION
Discover strategies for optimizing your Custom Holdings to take better advantage of InfoExpress libraries and other free lenders. Discover how one library dramatically reduced turnaround times for loans simply by restructuring and updating Custom Holdings data.TRANSCRIPT
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STRATEGIC BORROWING
Optimizing Custom Holdings to Reduce
Turnaround Time for Loans
Alison Johnson, Assistant Library Directory
Lewis A. Jackson Library
April 25, 2014 - Discovery To Delivery VImage courtesy of KROMKRATHOG / FreeDigitalPhotos.net
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GAME PLAN
Custom Holdings Basics
Our Story
Our Strategy
Our Process
Assessment
Further Considerations
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CUSTOM HOLDINGS BASICS
What are Custom Holdings?
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CUSTOM HOLDINGS BASICS
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CUSTOM HOLDINGS BASICS
Indiana Libraries
Out-of-State Free
Out-of-State $10
Out-of-State $15
Out-of-State $20
GROUPS
PATH
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CUSTOM HOLDINGS BASICS
Indiana Libraries (I3U,IBS,IDU,IE0,IEC,IEP,IFC…)
Out-of-State Free (ZRV,ZRW,ZS#,ZS6,ZSV,ZSX…)
Out-of-State $10 (EPY,EQ$,EQQ,ERR,ESJ,EU2…)
Out-of-State $15 (ROL,ROZ,RRB,RRO,RS3,RTI…)
Out-of-State $20 (JAT,JAW,JAX,JAY,JAZ,JB4…)
PATH
GR
OU
PS
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CUSTOM HOLDINGS BASICS
Indiana Libraries
Out-of-State Free
Out-of-State $10
Out-of-State $15
Out-of-State $20
Free & Electronic Delivery
Free & Fax/Mail
$10 & Electronic Delivery
$15 & Electronic Delivery
$10 & Fax/Mail
BOOKS ARTICLES
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CUSTOM HOLDINGS BASICS
Where do I set up my Custom Holdings?
3 Options
WorldCat Services Administrative Module
OCLC Service Configuration – WorldShare ILL
ILLiad Client
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WorldCat Services Administrative Module – Resource Sharingfirstsearch.oclc.org/admin
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Step 1: Search Policies Directory
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WorldCat Services Administrative Module – Resource Sharingfirstsearch.oclc.org/admin
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OR
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OCLC Service Configuration – WorldShare ILLwww.worldcat.org/config
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OCLC Service Configuration – WorldShare ILLwww.worldcat.org/config
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OR
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ILLiad Client – Resource Sharing Settings
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CUSTOM HOLDINGS BASICS
How do I edit/create my
Custom Holdings?Create Custom Holdings Groups
Edit Custom Holdings Groups
Create Custom Holdings Paths
Edit Custom Holdings Paths
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OCLC Service Configuration – WorldShare ILLwww.worldcat.org/config
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Step 1: Click…
Step 2: Enter Group Name and Description
Step 3: Click…
To CREATE a new Custom Holdings Group:
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To EDIT a Custom Holdings Group:
Step 1: Select a group to edit
Step 2: Remove symbols by clicking the red X
Step 3: To add symbols, click…
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To EDIT a Custom Holdings Group:
Step 4: Add symbols to the group or overwrite the entire group
Step 5:Click…
Step 6: Click “Save” on the next screen.
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Special Feature!
Select “Display Groups by symbol”…
You can search across all your Custom Holdings Groups to find when a particular symbol occurs
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OCLC Service Configuration – WorldShare ILLwww.worldcat.org/config
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Step 1: Click…
Step 2: Enter Path Name and Description
Step 3: Click…
To CREATE a new Custom Holdings Path:
Step 3: Click…
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To EDIT a Custom Holdings Path:
Step 1: Select a group to edit
Step 2: Drag groups into the path
Step 3: Click…
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CUSTOM HOLDINGS BASICS
How do Custom Holdings work?
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Step 1: Click…
Select the Path you want to use
Lenders will display in order of your Custom Holdings
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Lenders will display in order of your Custom Holdings
Select the Path you want to use
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OUR STORY
Why Re-Strategize?
Holdings updated sporadically
Needed a complete overhaul
Desired a faster turnaround time
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OUR STRATEGY
Start with LOANS
Why? Fewer factors to consider
Start with IN-STATE Lenders
Why? Affects 80% of requests
Create groups that are EASY TO UPDATE
Why? REALITY!
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OUR STRATEGYATTNLOAN
INDFAST
INDSLOW
COURIER5
COURIER4
COURIER3
COURIER2
COURIER1
INDFREE
PREFZ123
PREFZ45
PREFZ678
ZONE123
ZONE45
ZONE678
UNDER 11
OVER 12
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OUR STRATEGYATTNLOAN
INDFAST
INDSLOW
COURIER5
COURIER4
COURIER3
COURIER2
COURIER1
INDFREE
PREFZ123
PREFZ45
PREFZ678
ZONE123
ZONE45
ZONE678
UNDER 11
OVER 12
FACTORS CONSIDERED:
Cost of Shipping:
Free in-state courier or USPS/UPS/etc.
Speed of Shipping:
Days of pickup for in-state libraries or
USPS Postal Zone
Lender Affiliations: (LVIS, etc.)
Affects cost and service expectations
Lender Charges:
Free, $10, $20, etc.
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OUR STRATEGYATTNLOAN
INDFAST
INDSLOW
COURIER5
COURIER4
COURIER3
COURIER2
COURIER1
INDFREE
PREFZ123
PREFZ45
PREFZ678
ZONE123
ZONE45
ZONE678
UNDER 11
OVER 12
Phase ONE:In-State Libraries
ATTNLOAN = To get our attention if held by our library or Google Books (includes only IMC and GOOGL)
COURIER5, COURIER4, etc. = Free Indiana libraries that use the State courier service. Numbers 1-5 indicate # of days of pickup.
INDFREE = Free Indiana libraries that DO NOT use State courier service.
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OUR STRATEGYATTNLOAN
INDFAST
INDSLOW
COURIER5
COURIER4
COURIER3
COURIER2
COURIER1
INDFREE
PREFZ123
PREFZ45
PREFZ678
ZONE123
ZONE45
ZONE678
UNDER 11
OVER 12
Phase ONE:In-State Libraries
ATTNLOAN = To get our attention if held by our library or Google Books (includes only IMC and GOOGL)
COURIER5, COURIER4, etc. = Free Indiana libraries that use the State courier service. Numbers 1-5 indicate # of days of pickup.
INDFREE = Free Indiana libraries that DO NOT use State courier service.
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Step 1: Search Policies Directory
Step 2: Display symbols
Step 3: Select symbols and copy
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Step 4: Paste symbols into a document to organize into custom holdings groups
Step 5:Use the Policies Directory and Info Express website’s “Participants List” to organize into custom holdings groups based on days of pickup
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ASSESSMENT
• Added 15 libraries to the Five Day Pickup group
(COURIER5)
• Requests filled doubled for 10 of these libraries
• Example:
INB (Bartholomew County Public Library)
moved from 2-day to 5-day.
Recently filled three requests
Faster than average turnaround time
Phase ONE:
In-State Libraries
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ASSESSMENT
• Added 49 new symbols
• Example:
XXWBL (Ivy Tech Bloomington)
Loaned us a recently published book
Faster than average turnaround time
Phase ONE:
In-State Libraries
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ASSESSMENT
0
1
2
3
4
5
6
7
8
9
10
Day
s (A
vera
ge)
Turnaround Time from Request Sent to Received for ILL Loans
In-State
In and Out State
Phase ONE:
In-State Libraries
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ASSESSMENT
0
1
2
3
4
5
6
7
8
9
10
Day
s (A
vera
ge)
Turnaround Time from Request Sent to Received for ILL Loans
In-State
In and Out State
Phase ONE:
In-State Libraries
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ASSESSMENT
In-State Loans(Avg. Turnaround Time)
All Loans(Avg. Turnaround Time)
Sept 2009-Mar 2013 7.7 days 8.3 days
Sept 2013 – Mar 2014 6.3 days 6.5 days
Improvement in Turnaround Time 1.4 days 1.8 days
Phase ONE:
In-State Libraries
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OUR STRATEGYATTNLOAN
INDFAST
INDSLOW
COURIER5
COURIER4
COURIER3
COURIER2
COURIER1
INDFREE
PREFZ123
PREFZ45
PREFZ678
ZONE123
ZONE45
ZONE678
UNDER 11
OVER 12
Phase TWO:
Fast or Slow In-State Libraries
INDFAST = Libraries with exceptionally
fast turnaround time
INDSLOW = Libraries with
exceptionally slow turnaround time
(would avoid using this group)
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OUR STRATEGYATTNLOAN
INDFAST
INDSLOW
COURIER5
COURIER4
COURIER3
COURIER2
COURIER1
INDFREE
PREFZ123
PREFZ45
PREFZ678
ZONE123
ZONE45
ZONE678
UNDER 11
OVER 12
Phase THREE:Out-of-State Libraries
ZONE123, ZONE45, etc. = Free, out-of-state libraries according to postal zones (1=Nearest, 5=Farthest)
PREFZ123, PREFZ45, etc. = Preferred,free, out-of-state libraries according to postal zones (Preferred = LVIS, CL@N, ATLA, etc.)
UNDER 11 = Libraries that charge $11 or less
OVER 12 = Libraries that charge $12 or more
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OUR STRATEGYATTNLOAN
INDFAST
INDSLOW
COURIER5
COURIER4
COURIER3
COURIER2
COURIER1
INDFREE
PREFZ123
PREFZ45
PREFZ678
ZONE123
ZONE45
ZONE678
UNDER 11
OVER 12
Phase THREE:Out-of-State Libraries
Process (Repeat for each state):
• Create list of all the state’s “OCLC Supplier”
symbols from Policies Directory and paste into a
document
• Examine each library in the Policies Directory
(sorted by symbol)
• Leave free libraries on the list (in the doc)
• Cut and paste libraries that charge into
UNDER11 or OVER12 sections of the doc
• Create the preferred groups by searching
Policies Directory by group affiliations (LVIS, etc.)
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FURTHER CONSIDERATIONS
Other Strategies for Loans Put regional libraries first (InfoExpress hubs)
Consider shipping method (UPS vs. USPS)
Invoicing method (IFM vs. Invoice)
Your ideas…
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COMMENTS
AND
QUESTIONS