2021-1-8 Fulfillment & ILL FG Meeting notes

Check-in/ Updates

PPC meeting updates and review of any action items from last meeting

Quick share of any local team updates

All

• STRATEGICALLY PLACED REMINDER FOR ELIZABETH TO RECORD MEETING

• Svetlana is working on an alternative way for us to access the AFN config form meeting recording from 12/18

• Checking on CDL contact today during PPC

• Elizabeth will get our clean set of testing materials ready in google drive for us and the ILL Ops testers.

• Elizabeth will reach out to Sarah Houghton about NCIP

Discuss Loan Periods and Blocks within the AFN ahead of the form draft due date 1/22

(Test and Go-Live) Harmonization of Loan Periods and Blocks in the UCs Automated Fulfillment Network

Do we all harmonize for Test? If so, what values will we use?
https://docs.google.com/spreadsheets/d/1-W2psaW6GsgOTD1ByTHRF00bikcnVR6W/edit#gid=1939968629

All

Draft decision page is for test and go-live but we can change it for go-live if needed.

Patrons cannot recall items in the AFN, but are we sure institutions will have the ability to recall items?

Discussion about 90 days with renewals allowing up to 365 days vs. an immediate 365 day loan. It is worth trying to ensure we incentivize patrons to use local copies before requesting through the AFN.

A question was asked about implementing automated renewals in the AFN, but since many campuses either do not offer auto renewals or only do so for faculty, it may be confusing for patrons to get auto renewals for some items and not for others. May need to be harmonized at a higher level if we want to include auto renewals in the AFN.

Discussion about 90 days with renewal vs. longer loan period. Automated renewals. But many campuses do not offer automated renewals, so it would be confusing. Take back 90 days with renewal to local campuses and vote next week.

It does seem possible to manually change the due date for a checked out AFN item, but in general practice this would be discouraged since we have all agreed on specific loan periods and blocks.

Even with Block Limits set only Manual Blocks will restrict users from borrowing through the NZ.

We may need to test what blocks restrict users from borrowing through he AFN.

If the AFN does not recognize automated blocks, we may want to submit a feature request to have this functionality added in the future.

• We’ll discuss this more next week. Members should talk to their teams and vote next week.
• Jason will reach out to an expert on notices to ask if it is possible to differentiate AFN notices from local notices.

Prepping for Test Phase

(Just keeping from last meeting so we all don’t forget when our Test environments are delivered)

Test Phase Fulfill FG Member Prep

This document lists needed roles, role areas, scopes and permissions that we’ll need to set up inside of our IZs.

This would be the minimum setup members need to continue the testing that we’ve been doing.

For individuals with multiple libraries on their campus, this will need to be done for every library.

Testing accounts will need to be created at each campus as well.

Blocks will likely have to be configured locally for each institution.

ILLOps will be helping with testing in the next phase.

The Vanguard environment goes away on December 18.

There are some outstanding areas where responsibility is unclear. This may need to be decided soon and put in writing.

Supplier of last resort will need to be configured at each campus.

Parking Lot

There are some questions around what other things this group might add to the parking lot. Expiration dates and whatnot.

• We may need to revisit our discussion regarding what fields are passed between campuses in the Network Zone. (Name, email, expiry date, etc.)

Members can add to the parking lot issues that they feel need to be considered or tracked.

RLF Non-Circ items requestable for in-house use

Will need to test in Test Phase

There are some hacks used for library-use only items that can’t be checked out and back in because it will kick off a return process. This will have to be figured out for ExL.

Davis tried creating a “Reading Room” circulation room. This was difficult for circulation staff to manage. There is now a transit step between ILL and the circ desks that allows the item to be checked out again before initiating the return process.

RLF Ghost Records Discussion

Records Retained for Items Deposited in RLFs

This decision will be worked out throughout the test phase.

DDS Decision Page (Test Load) Document Delivery Service (DDS) Setup

Config forms - local campuses

Will need to be tested during the Test Phase

Harmonization work

Continue our discussion and come up with loan periods to propose for fulfillment network/locally https://docs.google.com/spreadsheets/d/1-W2psaW6GsgOTD1ByTHRF00bikcnVR6W/edit#gid=1939968629

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