What is considered "damage" to an item

Define “damage” to item (vs. normal wear/tear)
Identify when we would notify AFN partner.

Notes

UCR - sends damaged materials to preservation unit for assessment & mitigate any further damage (ex. dry liquids). Wouldn’t necessarily do that with an AFN item.

Hopefully fulfillment notes exist for writing/underlining/highlighting.

Water damage, bite marks, mold, etc - those aspects would warrant contacting the lending library. Same for pages separated from spine (but this could possibly be wear & tear).

“If it were me, I would want to see the item.”

Is the time spent reviewing damage “worth it”? How much time is being spent managing something that isn’t manageable.

UCB - issue with Alma, once the item is checked in it’s gone from the user record. Hoping that lending campus can put notes in the item record.

What can/should we do if the item is returned without noticing damage and checked in. Should we put a note “it was returned with damage, we dont know who had it, etc”.

Or contact lending campus without it being checked back in?

Would probably ignore pen, etc. REAL damage/rebound/etc leave it on the user account and do not check it in -OR- check it in but capture the patron information for a follow up on billing.

Check it in, capture all appropriate info and send a note back with the book.

Standardize & generate a form for everyone to use: name, email, institution, barcode.

UCB’s conservation department has a bunch of plastic bags used to prevent cross contamination.

5/22/23 notes:

workflow would be to capture all patron information before checking in item. then fill out form, return like normal.

work on draft of the form.

form acts as a report, but the responsibility still lies with the owning institution to make final decision.

investigate bags. preservation bags?

work with owning institution on level of damage, do they even want it back? heavy water damage? form could prompt for that info?

Action(s)

Carry topic on to next meeting to continue discussion.

Generate a form for each of us to use: patron name, email, institution, barcode (or request ID?)? Perhaps a photo of an item (ex. if an item is so waterlogged you can send a photo to see if they even want it back - don’t want to be spreading around mold or other damage). (see below)

Could the form automatically send an email to a selected campus & print a copy?

Don’t want to lose a printed copy in transit. Library supply plastic bags? Support for plastic bags to help denote that an item is being returned with damage; can be sent directly to the preservation dept for analysis.

8/14/23

UCB decided they’re not going to deal with what’s considered normal use/wear & tear. only really obviously damaged.

sticking with scenarios we’ve drafted.
how do we communicate damage already on an item when it’s received?
- testing form for communication on damage

10/9/23

briefly went over demo form + microsoft Power Automate process to email specific campuses. Ross will work with Mark to find a time to do some testing, then present to the group for feedback/edits. Then we can implement.

10/17/23

Completed successful demo with Mark to my email address as “UC Merced”. Everything went well.

Does each campus need to configure their own form or process? No. It exists (currently) on Ross' account and will stay active as long he’s staff.

What happens if Ross leaves the UC or switches departments? We’ll need to discuss longevity. Perhaps exporting the form + Power Automate flow into GitHub (or similar) for preservation.

-option: give to CDL to preserve and/or manage?

Edits/To-Do/Next steps:

Editing each flow step for the appropriate campus emails pulled from Fulfillment Directory.
Add text to each email above the Borrowing Campus with something less robotic and more friendly, e.x. “Hello, damage to an AFN item occurred at [borrowing campus], here’s the information…”.
F OST edits/review
RS OST edits/review
Figure out how to approach CDL for management and preservation long term. Establish an account in Microsoft to create the Form & Flow, save it, test it, run it.
Once the form & flow are where they’ll “live”, share the link to the form via AFN Potential Issues & Resolutions page as well as Fulfillment Directory, and any other pages on Confluence (perhaps main F OST page and main RS OST page). And each campus can share with appropriate staff/teams.

10/23/23

Reviewed process for what we tested. Create a subgroup between F & RS who can test and wordsmith before finalization.

Action items

Editing each flow step for the appropriate campus emails pulled from Fulfillment Directory.
Add text to each email above the Borrowing Campus with something less robotic and more friendly, e.x. “Hello, damage to an AFN item occurred at [borrowing campus], here’s the information…”.
F OST edits/review
RS OST edits/review
Create F/RS subgroup to do joint review/edits/wordsmithing
- Send out email for volunteers (Sahra will participate) for subgroup to test.
Figure out how to approach CDL for management and preservation long term. Establish an account in Microsoft to create the Form & Flow, save it, test it, run it.
- Bring to SILS Operation Team for advice on next steps and/or long term hosting/preservation. (may still go to CDL)
Once the form & flow are where they’ll “live”, share the link to the form via AFN Potential Issues & Resolutions page as well as Fulfillment Directory, and any other pages on Confluence (perhaps main F OST page and main RS OST page). And each campus can share with appropriate staff/teams.