using voyager call slip for remote retrieval or, how the needles are plucked from the haystack! c....
TRANSCRIPT
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Using Voyager Call Slip for Remote Retrieval
Or, How the needles are plucked from the Haystack!
C. Heather Scalf
Assistant Coordinator, Access Services
UT Arlington Library
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Our Library
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Our Library
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Now What?? Time to Build the Haystack
A Library Strategy was crafted and a Task Force was formed to address our capacity issues. All concerned program areas were
represented; ie. AS, IR, Facilities, IOP, LS, SPCO
Meetings were held biweekly (for 18 months) until all issues were resolved and plans made.
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What We Learned
Conducted literature search and evaluated best practices at the time
Primary resource for us Nitecki, D. A. (Ed.). (2001). Library off-
site shelving: Guide for high-density facilities. Englewood, Colorado: Libraries Unlimited.
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What We Learned
Collaborative efforts involving different areas of expertise were critical to the success of the project
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What We Learned
Collaborative efforts involving different areas of expertise were critical to the success of the project
Each area had significant challenges to their procedures or normal operations
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What We Learned
Collaborative efforts involving different areas of expertise were critical to the success of the project
Each area had significant challenges to their procedures or normal operations Collection evaluation
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What We Learned-Collection Evaluation
Collection evaluation can take a REALLY long time…if you let it!
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What We Learned-Collection Evaluation
Collection evaluation CAN take a really long time…it took us about 5 months
Item Counts for Move # 1 to LCD
Category Item Counts
Science & Engineering Books
All classes <=1990 31,472
QA70--QA90 class <=1999 9,992
Science & Eng Cx Periodicals (count may be higher)* 17,472
Central Books in T classes (except TT & TX) 9,842
Central Periodicals in T classes (except TT &TX) 13,664
Sp Coll Theses & Diss 3,588
Sp Coll boxes 2,304
Running Total 88,334
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What We Learned-Collection Evaluation
Collection evaluation can take as long as you let it….
Item Counts for Move #2 to LCD from CEN
Class Q minus QE QM QP Item Count 43,556
Class S Item Count 3,055
Class T minus TP TX Item Count 19,088
Class PZ Never Circulated Item Count 6580
72,279
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What We Learned Collaborative efforts involving
different areas of expertise were critical to the success of the project
Each area had significant challenges to their procedures or normal operations Collection evaluation Physical identification of items to be
moved
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What We Learned—Physical Identification
Maximization of space drove us to shelve items by size, not call number This required physical measuring and
tagging of every item.We used colored tape to identify which
section items would go into—Blue, Yellow, Orange, Purple, etc
Then we scanned the item barcode into an Excel file, grouped by color.
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Space in the LCD-original
Book size # of Shelves set at:
Orange 624 14"
Blue 3,528 12"
Yellow 4,454 10"
Purple 646 9"
Green 176 16"
SPCO books 240 varies
Total 9,668
Utilized a “Decider” created to help determine sizes of shelves needed to hold the collection.
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What We Learned-Physical Identification of Items
After tagging project, we used the flat files with item barcodes for bulk location update
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What We Learned—Arrangement
Maximization of space drove us to shelve items by size, not call number This required physical measuring and
tagging of every item. Every item had to have a barcode (and
be in the database)
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What We Learned Collaborative efforts involving different
areas of expertise were critical to the success of the project
Each area had significant challenges to their procedures or normal operations Collection evaluation Physical identification of items to be moved Arrangement of the items at the LCD
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What We Learned--Arrangement
We created a unique barcode for each shelf in the LCD and associated item barcodes with that for location and retrieval.
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What We Learned--Arrangement
We created a unique barcode for each shelf in the LCD and associated item barcodes with that for location and retrieval.
Lesson learned--Should have used MS Word to print in batches, rather than one little one at a time.
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What We Learned Collaborative efforts involving different
areas of expertise were critical to the success of the project
Each area had significant challenges to their procedures or normal operations
Collection evaluation Physical identification of items to be moved Arrangement of the items at the LCD How do we update item records efficiently?
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What We Learned—Record update After items were placed on shelves, IOP staff scanned each item on each
shelf and created an Excel file that provided the needed information to update the item locations in a bulk update format. Update script by Peter Zhang. Addfreetextbybarcode.txt'***************************************************Due credits to Gary Strawn for his VoyagerReader.dll and help'Before you start this program'First review your scanned list''Make sure that the shelf and range barcode is before the item barcode(s)'Otherwise, the program will assign NO shelf information to those item record(s)'Until it finds a valid shelf barcode in your list'It should look like this'RAN36SEC05SF02'31334020238909'31334020123456''***************************************************
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What We Learned—Record update
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What We Learned Collaborative efforts involving different
areas of expertise were critical to the success of the project
Each area had significant challenges to their procedures or normal operations
Weeding/Collection evaluation/Barcoding Physical identification of items to be moved Arrangement of the items at the LCD How do we update item records efficiently? Retrieval procedures—Call Slip
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Call Slip Daemon
Call Slips are requests submitted through WebVoyáge or through the Circulation client. The items that a patron is able to request is based on the rules set in the Circulation Policy Matrix defined in Voyager System Administration. Retrievals are organized and processed through the Call Slip Daemon.
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Steps to configuration
Configure Call Slip and Circulation Policy matrix in SysAdmin
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Configuring Circ Policy Definition-->Patron group-->Rules
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Call Slip in SysAdmin
No Fill Reasons
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Call Slip in SysAdmin
Queues
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Call Slip in SysAdminRules
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Steps to configuration
Configure Call Slip and Circulation Policy matrix in SysAdmin
Configure the Call Slip Daemon
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Call Slip Daemon
Preferences
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Steps to configuration
1. Configure Call Slip and Circulation Policy matrix in SysAdmin
2. Configure the Call Slip Daemon 3. Create a call slip request form in the
OPAC configuration Request Forms section of SysAdmin
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System Forms SysAdmin p.7-33
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Steps to configuration
1. Configure Call Slip and Circulation Policy matrix in SysAdmin
2. Configure the Call Slip Daemon 3. Create a call slip request form in the
OPAC configuration Request Forms section of SysAdmin
4. Customize the CallSlip.ini for your operation
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Call Slip ini
CallSlip.ini is located on the C: drive of the machine using the Call Slip Daemon.
There are numerous stanzas within the .ini file, each governing a specific function and customizable to varying degrees.
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Call Slip.ini General Stanza
Call Slip Daemon User’s Guide, 4-15
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CallSlip.ini
Some values are set by the Preferences in the CS Daemon
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CallSlip.ini
Some values are set by the Preferences in the CS Daemon
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Request Print Templates-Default
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Request Print Templates-Custom
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Default email stanzas in CallSlip.ini
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Custom
email stanzas in CallSlip.ini
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Customizing .ini file
Voyager® 6.2 Call Slip Dæmon User’s Guide 4-22
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Making a request in the OPAC
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Processing Call Slips in the Daemon
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Email to Patron
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LCD Statistics…since the beginning
2005-2006 2006-2007 2007-2008
Sept.
Sept. 257 602
Oct. 414 419
Nov. 487 352
Dec. 143 149
Jan. 434 466
Feb. 463 467
Mar. 293 252
Apr. 230 263 406
May 247 339 255
June 244 250 268
July 199 378 326
Aug. 270 547 315
1190 4268 4277
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Questions???