(Go-Live) Document Delivery Service (DDS) Setup

Owned by Elizabeth Rodriguez (Unlicensed)
Last updated: Jun 07, 2021
5 min read
Legend: IN PROGRESS

Status

Decided

Scope

Go-Live

Description

Decide the best way to set up a Book delivery and Digitization Service, also known as Document Delivery Service (DDS), in Alma/Primo VE and whether that setup lends itself better to consortial harmonization or campus-based configuration.

Decision

Harmonization across UC campuses of the configuration of Document Delivery Services (DDS) is not required. Campuses can set up their own DDS workflows and fees (for those campuses that charge). Using the Deliver Digital Documents workflow (captured below) to fulfill DDS requests is recommended, but not required.

Owning group

Fulfillment and ILL FG (SILS-FG-FULFILL-L@LISTSERV.UCOP.EDU)

Approver

PPC

Stakeholders

R = Fulfillment and ILL FG
A = Fulfillment and ILL FG
C = ILL OPs
I = PPC, IC

Decision-making process

Fulfillment FG will make a recommendation, then pass to PPC and ICs to inform

Priority

High

Due date

Jun 3, 2021

Background

Currently, UC users utilize the CDL Request Interface to submit their Document Delivery Service (DDS) requests to their local home campus library’s Resource Sharing or DDS units. With the implementation of SILS, Request will no longer provide a patron interface into DDS for scanning (digitization) and paging services at any UC campus, DDS will need to be implemented through Alma/Primo VE and/or through other local systems.

Harmonization across UC campuses of the configuration of Document Delivery Services (DDS) is not required. Campuses can set up their own DDS workflows and fees (for those campuses that charge). Using the Deliver Digital Documents workflow (detailed below) to fulfill DDS requests is recommended, but not required.

Dependencies

  • There is a wide range of operational  diversity among UC DDS units that will need to be maintained with any new implementation. The distinctive nature of any UC Document Delivery Service is dependent on components such as 1) Type of services offered. 2) User eligibility. 3) Cost to user. 4) Campus libraries that offer DDS. Therefore any potential integration of a UC DDS unit into Alma/Primo on either a consortial or individualized basis should at least examine the following parameters:

    • TYPE OF SERVICES: Does the campus and/or individual library DDS unit offer book paging and delivery service only, scanning/digitization service only, or both of these services.

    • USER ELIGIBILITY: Which user groups and/or status of users are eligible to use a campus and/or individual library Document Delivery Service.

    • COST TO USER: Does a campus and or individual library DDS unit charge their users for the service(s) or is it free to them. Do they charge some user groups, but not others.

    • CAMPUS LIBRARY LOCATIONS: Which campus library locations offer a DDS (“turned on”) and which ones do not (turned off).

  • The ability to charge fees and track payments are needed for some UC DDS units but not necessarily for all. Both options need to be available.  

  • UC DDS configurations should be flexible enough to easily reconfigure as campus/library needs shift, As an example, due to the COVID-19 environment,  the UCI DDS configuration is starting out with only two of the four library locations turned on, less restrictive user eligibility, and free of charge. But later on UCI may want to add a third library location, or decide to limit UCI user eligibility and possibly charge.  

  • Primo VE can be used as the primary new user interface to submit DDS requests.

 

Recommended Digitization Workflow

Using the Deliver Digital Documents (workflow outlined below) to fulfill DDS requests is recommended, but not required. This workflow has been working out well for UC Davis, and was recommended by Ex-Libris because it cuts down on number of workflow steps staff need to use to fulfill a request

Patron Request

  1. Log in to other UC Primo as [Qualified patron with no blocks or fines].

  2. In shared scope search for an available monograph or journal held at one or more UC institutions.  

  3. Click on the Request Through Interlibrary Loan button

  4. Fill out the request form making sure to record which volume number, page numbers, and comments specific to your digitization request.

    • For now, some character must be entered into the volume field in order for the requested page numbers and comments to go through with the request. This is a known bug Ex-Libris is working to resolve. 

  5. Make sure your delivery email has correctly populated into the form

  6. Hit Send Request

 

Owning Library (Lending Institution)

  1. Log into Alma as a fulfillment operator at the lending institution. (Your location must be set to the circulation desk of the unit the item is going to be pulled from, or you will not be able to see the request to fulfill it)

  2. Go to Fulfillment>Pick from Shelf, and locate the requested item.

  3. Highlight all items for pickup, and hit:

    • Print Slip Report- Prints Excel report of all pick from shelf items. Report contains volume, page, and comments associated with requests

      • OR

    • Print Slip- Individual pull slips for each item will print out. Slips contain volume, page, and comments associated with requests

  4. The item is located and picked off the shelf by staff

  5. Requested pages are scanned.

  6. Go to Fulfillment>Resource Requests>Deliver Digital Documents

  7. Scan the Request ID from the pick slip or report and click OK

  8. Add the scan by

    • Adding an external file URL. 

      • An Article Exchange Link can be inserted here.

        • OR

    • Dragging and dropping the scan

  9. Click Done

  10. Item can be reshelved

 

If Adding a Document Delivery Fee

  1. Go to Fulfillment>Manage Patron Services and locate the user

  2. Go to the Fines/Fees tab of the patron's account

  3. Click Add Fine or Fee

  4. Choose the Document Delivery Service fee type

  5. Enter fee amount (calculated by staff)

  6. Enter pages scanned into the comments section

  7. Scan the item barcode and click Add and Close

  8. Click Save

 

Questions to consider

  1. Given the wide range of operational diversity and flexible needs of UC campus DDS units is harmonization possible or even desirable?

  2. The four operational parameters listed (services, eligibility, cost and campus library participation) help define most of the distinctions between UC DDS units, Are there other distinguishing operational parameters that should be considered as well?

  3. If it is more feasible to go with individualized campus configurations, can these distinctive operational parameter needs be used to build some templates or models that can assist in configuring UC DDS with Alma/Primo?

  4. UCI has developed a Document Delivery Service using Alma/Primo that offers both book delivery and digitization. It has the ability to turn campus library locations on and off for DDS. In the current environment, eligibility is set for anyone with a UCI library card and the service is free.   Can this be used as a potential configuration model template?

  5. Even on an individualized campus by campus basis, can the operational needs of all UC DDS units be satisfied through Alma/Primo configurations? Or will a significant amount of workflow still have to be performed through local systems? 

  6. Will it be problematic for any campus DDS unit to use Primo VE as the new patron user interface for submitting DDS requests? If so,what are potential other solutions?

 

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



Action Log

Action/Point Person

Expected Completion Date

Notes

Status

Action/Point Person

Expected Completion Date

Notes

Status

Fulfillment and ILL FG review and vote

6/3/2021

Unanimous Fist of 5 vote to approve.

Done

PPC Approval Vote

6/4/2021

 

Done

Fulfillment and ILL FG send decision page with recommendation to ICs and PPC

 

IC’s can share with local Fulfillment and ILL teams

Done

The SILS mission is to transform library services and operations through innovation and collaboration. The future is shared!

Question? Contact AskSILS-L@ucop.edu