2020-08-13 Fulfillment & ILL FG Meeting notes
Date
Aug 13, 2020 11:00 AM
Attendees
@Mark Marrow , UC Berkeley
@Jason Newborn , UC Davis
@Linda Michelle Weinberger , UC Irvine
@Elizabeth Rodriguez (Unlicensed) , UCLA
@Sahra Klawitter , UC Riverside
@Micquel Little (Unlicensed) , UC San Francisco
@Scott Hathaway , UC Santa Barbara
@Joseph Ferrie , California Digital Library
@Joe Ameen , UCM (Liaison) Note Taker
Absent
@Kristen Cardoso (Unlicensed) , UC Santa Cruz
@Judea D'Arnaud , UC San Diego
Discussion items
Item | Desired Outcome | Time | Who | Notes | Decisions | Actions |
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1 | Check-in/ Updates | PPC meeting updates and review of any action items from last meeting Quick share of any local team updates |
| All |
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| This FG should be preparing a test plan for our system-wide decisions. |
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2 | 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.
UCI began by reviewing ILL policies and current configuration. Considered:
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:
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:
Demo- Staff:
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:
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. ResourcesConfiguring Digital Fulfillment in Alma
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 |
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3 | 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. |
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| 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. |
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5 | Parking Lot | DDS Decision Page (Go-Live) Document Delivery Service (DDS) Setup Config forms - local campuses |
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| 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. |
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6 | 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 |
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7 |
| Total | x/x |
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Future agenda items
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