2020-08-13 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

• Upcoming special meetings with Ex Libris

  • Aug 20 - data cleanup for the 4 areas that do not get wiped after the test load: Libraries, Locations, Vendors/ Vendor Interfaces, Resource sharing partners. Questions due on BC 8/6

  • Aug 27 - shared vendors/workflow for e-resources. Questions due on BC 8/13

• Vanguard Testing

  • ICs will be spearheading local testing and distributing local accounts in the VG instances.

    1. Each IC/local VG campus is in charge of their own test plan(s) and accounts

  • FG Chairs will be spearheading systemwide testing, and will be requesting VG instance accounts for non-VG FG members as needed on this form https://docs.google.com/spreadsheets/d/1TdOXbR7E13UUZPWsx2NYkfP-jCkNq3TDgsmxZQYOKQo/edit#gid=0

    1. FG members who are from VG campuses will have accounts at their home campus in addition to any necessary non-VG accounts.

  • Non-VG local campus staff who wish to view VG data can request an account after September 2020.

  • All accounts will be given “admin” level privileges in the appropriate modules, unless instructed otherwise.

• This FG should be preparing a test plan for our system-wide decisions.

UCI DDS Demo/Q&A

40 minutes

All + UCI Reps

Discussing the method for DDS, which is pretty much the same as paging and curbside.

HathiTrust ETAS complicates the workflow.

• Patrons submits request through Library Search (Primo VE).

• ILL monitors this feed and pushes the workflow forward.

UCI began by reviewing ILL policies and current configuration.

Considered:

• What libraries were covered by this services.

• What type of service to offer. (Partial digitization only)

• Digitized Content Management. (Chose PDF attachment or download link.)

• How long the file would live on the server. (Chose 30 days)

• What material types were available.(Volumes, Journals, Gov Docs, Microforms)

• What materials to omit.

• Which users would be able to use the service.

• Fees. (currently free.)

• Maximum requests (Chose no maximum)

• This work is being carried out by the circulation desk.

• Did not implement a copyright clearance step.

Configured Alma to track work. “Digitization Department” function.

Configured Alma to accept requests from specific libraries.

Configured digitization and copyright rules. Only providing partial digitization. Patron is provided a link. The patron can view the item 5 times.

Items automatically deleted from server after 30 days.

Customized digitization request form to include:

• comment box

• copyright declaration

UCI customized the message after placing the request to confirm with the user that the request went through.

Request fulfillment rules had to be set up for every fulfillment department.

Demo- Patron:

• Have to log in and authenticate to see options for digitization.

• “Request article/chapter scan”

• Inputs page numbers needed

• Agrees to copyright declaration

• Request completed.

Demo- Staff:

• Alma > Fulfillment > Monitor Requests and Item Processes

• Limit in facets to digitization

• Can view current requests and item details

• Alma > Fulfillment > Pick from shelf

• Limit in facets to digitization and date

• Staff would then look up titles in HathiTrust, requests available through ETAS are cancelled.

• Configured Alma to create a PDF list of items(Used: quick printing method)

• Creates paging slip

• Sent to staff on site for paging

• Items are paged and the items are scanned.

• Alma > Fulfillment > Scan in item

• Scan in item barcode, this activates the request allowing for a pdf to be attached.

• Item scanned again so that it shows as being reshelved.

• Alma > Task List > Document Delivery > “…” > add attachment

• PDF is attached to request

• Refresh until status is “Uploaded”.

• Request saved, then confirmed as “Done”.

Alma then sends the patron an e-mail and the item is delivered electronically.

Patrons receive a customized e-mail. If the patron replies to the e-mail it will go to the DDS e-mail. This email includes information regarding how long the item is available and how many views are allowed.

Authentication is required to view the PDF.

UCI follows up with an e-mail to cancelled requests. These include canned messages for HT ETAS and Copyright.

A significant number of requests are available through HT ETAS. This requires a significant amount of staff time. They are typically trying to match title and author.

Questions from FG:

1. Ex Libris documentation was helpful but most information was gathered from other library presentations. Those libraries were on Primo but not Primo VE, so some configuration had to be completed differently. Ex Libris instructions had to be modified to fit workflows.

2. Staff have to manually check for requests in the queue. Sometimes several times throughout the day.

3. The document is sent through Alma with the department e-mail attached. The file size limit is 25mb per file attachment.

4. Patrons haven’t yet complained about the quality of the file that was sent. They can reply to the notification which has the DDS e-mail on it.

There is no easy way to re-activate closed requests. Once something is closed as “Done”, it is gone. The patron would have to re-request.

Requests show up in the Attachment tab on the user record. It’s unclear if it can be re-sent through this field.

Configuration took minimal time once it was tested in the sandbox. With a well documented process it shouldn’t take too long.

There were hiccups related to display options in Primo when curbside pickup was implemented. Primo’s display rules are hierarchical and configured in Primo VE.

There is one representative at UCI that handles request for digitization for the visually impaired. That is a separate workflow.

UCI is only set up to currently handle cash. They chose not to implement fees for this service in order to avoid cash handling at this time. They are looking into online payment methods.

There might be multiple ways to assess fees and connect to the bursar.

The UCI service is currently available to anyone with a valid library card.

Resources

Configuring Digital Fulfillment in Alma 

https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/030Fulfillment/080Configuring_Fulfillment/070Digital_Fulfillment#Configuring_Digitization_Departments

An IGELU slideshow on implementing digitization in Alma

https://www.slideshare.net/frenaville/yes-we-can-implementing-digitization-requests-in-alma

UCI STEP BY STEP PATRON AND STAFF WORKFLOW INSTRUCTIONS :

https://drive.google.com/file/d/1-x6rhNZb-jvgTnArpcVRWPRJ-kiO6f8s/view?usp=sharing

ILL broker with Alma decision page

(Vanguard) Decide how to integrate an ILL broker with Alma

Joe’s been waiting for some answers to questions submitted through Basecamp.

If there’s time

Joe/All

Had investigated ISO ILL integration with VDX.

Creating the integration with our own broker is different than with a peer partner.

It looks like the only option now is the General Electronic Service. This would mean using Request. Request will push items out to VDX. VDX becomes an intermediary between Worldshare ILL and Request.

Worldshare ILL will have to be handled within VDX.

Part of the reason for staying with VDX is to not change too many things at once. Post migration the UCs might choose to migrate to something that better integrates with Alma.

Some campuses aren’t using VDX for Worldshare ILL lending. Those workflows might require a closer look.

It might be that the display rules in Primo VE wil allow us to only show “Request” when an item is not available within the UCs.

End of Rota items (unfulfilled) might generate an e-mail to the patron with a link that allows them to initiate a request outside of the FZ.

UCD: VDX and Cleo (spelling?) are both configured as sharing partners. Cleo handles NCIP and could be used as a lender of last resort.

It is still unclear what version of Request will be supported by this. Those details need to be decided upon.

This group will also have to determine how to handle requests for serials. Joe is waiting for feedback through BaseCamp regarding the peer-to-peer capabilities of ISO ILL.

It appears that there is only one option. General Electronic Service. Request.

• Joe will update the decision page.
• Elizabeth will pass it along to the IC group and other FGs.

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

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

Parking Lot

DDS Decision Page (Vanguard) Document Delivery Service (DDS) Setup

Config forms - local campuses

DDS:

Feedback received on this:

An additional operation factor may be needed. (Item type)

There needs to be a smooth way to transfer a DDS request into a Borrowing ILL Request when necessary.

Configuration forms:

Configuration forms for local campuses are due August 21.

Filling out the forms may require a conversation with Ex Libris.

Configuration forms will be re-done for the “test phase”.

If Allison can meet at this time next week, we’ll keep the normal meeting and view the recording of the Ex Libris meeting.

• This FG will approach the configuration forms in the meeting next week. 8/20
• Elizabeth will create a document (Google Drive) for system-wide testing.
• Joe will reach out to Allison about the meeting next week.
• Joe will start an in-progress decision page related to non-returnables.

Harmonization work

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

Total

x/x