- SWANcom - swanlibraries.net

Enterprise Fix Underway, Holds Online Will Be Disabled

by Aaron Skog

SWAN Library Staff: SirsiDynix and SWAN staff will attempt a fix to the Enterprise catalog. This process we estimate will take 2 hours to complete. Patrons placing online holds will be disabled. We are mid-way through disabling this in all 145 profiles. We regret this problem with the catalog and especially with the holds. Since this is a Sunday, make sure to alert your colleagues to the situation. You may begin to receive phone calls about the holds as well. Updates will be made online as well on the SWAN support site: https://support.swanlibraries.net/ Aaron Skog SWAN Executive Director 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5122 Fax: 630.734.5056 aaron.skog(a)railslibraries.info<mailto:aaron.skog@railslibraries.info> http://support.swanlibraries.net

10 years, 5 months

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Catalog Problems Encountered

by Aaron Skog

SWAN Library Staff: We have reports of widespread problems with the catalog and search results. SirsiDynix support is investigating. Thank you for your patience. Aaron Skog SWAN Executive Director 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5122 Fax: 630.734.5056 aaron.skog(a)railslibraries.info<mailto:aaron.skog@railslibraries.info> http://support.swanlibraries.net

10 years, 5 months

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*Concluded* System Restart Scheduled 7:00PM SATURDAY 4/25

by Aaron Skog

SWAN Library Staff: The Symphony server was restarted Saturday at 7:00PM (I am still not certain why I wrote in my 4:20PM SWANcom that it would be "Sunday") and a portion of the reindexing took place last night. This means library staff will continue to see errors in Workflows related to searching. However, there should not be as many as we continue to process these in batches. For example, records that staff added this week may not be fully searchable today, and when doing a browse search, you may see the message "Heading keys need to be indexed first." For library staff on Sunday: if you encounter any problems, please send them to help(a)swanlibraries.net<mailto:help@swanlibraries.net> or if you encounter a major problem (circulation down, wide-spread problems within your library) you can call 630-734-5153 and the call will be directed to our emergency support. Aaron Skog SWAN Executive Director 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5122 Fax: 630.734.5056 aaron.skog(a)railslibraries.info<mailto:aaron.skog@railslibraries.info> http://support.swanlibraries.net

10 years, 5 months

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System Restart Scheduled 7:00PM Sunday 4/25

by Aaron Skog

SWAN Library Staff: The Symphony ILS will restart at 7:00PM tonight. The rebuild of the search index will start soon afterwards. The work will be complete prior to all libraries opening for business on Sunday. Aaron Skog SWAN Executive Director 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5122 Fax: 630.734.5056 aaron.skog(a)railslibraries.info<mailto:aaron.skog@railslibraries.info> http://support.swanlibraries.net

10 years, 5 months

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Migration Update: Saturday 4/25 Re-Index

by Aaron Skog

SWAN Library Staff: The re-index work continues. We completed a portion of the processes requires overnight. This will be a multi-day project unfortunately as SWAN is processing large data changes. The update from yesterday applies to today, Saturday: This means library staff will continue to see errors in Workflows related to searching. For example, records that were imported yesterday may not be fully searchable today, and when doing a browse search, you may see the message "Heading keys need to be indexed first." After speaking with SirsiDynix support this morning, we have received confirmation that we can continue to add records to the catalog, but may continue to experience anomalies in searching. All records, whether added previously or today, should be searchable by title control number or an item barcode. *Newly added items will appear in Enterprise search results.* We apologize for the inconvenience to staff. Libraries can continue to circulation material normally. *This will not have an effect on circulation, and should be unnoticed by the public.* We will confirm the successful completion of our overnight processes tonight and tomorrow morning. Aaron Skog SWAN Executive Director 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5122 Fax: 630.734.5056 aaron.skog(a)railslibraries.info<mailto:aaron.skog@railslibraries.info> http://support.swanlibraries.net

10 years, 5 months

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*Concluded* Symphony Production Server Maintenance TONIGHT (4/24) After 9pm

by Steven Schlewitt

SWAN Member Library Staff: Our maintenance on the Symphony server has concluded and WorkFlows is once again available for use. Thank you for your patience. Steven Schlewitt SWAN IT Manager 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5130 Fax: 630.734.5056 steven.schlewitt(a)railslibraries.info<mailto:steven.schlewitt@railslibraries.info> http://support.swanlibraries.net From: Steven Schlewitt Sent: Friday, April 24, 2015 2:58 PM To: swancom(a)list.swanlibraries.net; swantech(a)list.swanlibraries.net Subject: Symphony Production Server Maintenance TONIGHT (4/24) After 9pm Importance: High SWAN Member Library Staff: After the close of our libraries this evening, we're planning a scheduled system maintenance, beginning at 9:30pm, which will leave the Symphony WorkFlows production server unavailable until tomorrow morning around 7am. During that time, the Enterprise OPAC will still be accessible and fully functional for patrons and staff - this maintenance will only affect WorkFlows. We apologize for the inconvenience and greatly appreciate your patience during these scheduled outages. Steven Schlewitt SWAN IT Manager 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5130 Fax: 630.734.5056 steven.schlewitt(a)railslibraries.info<mailto:steven.schlewitt@railslibraries.info> http://support.swanlibraries.net

10 years, 5 months

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Clear Hold Shelf lists coming on Monday

by Rebecca Malinowski

Please route to appropriate staff: The clean hold shelf lists will be delivered on Monday, and should be available at your library's email alias (ex. ams(a)notices.swanlibraries.net<mailto:ams@notices.swanlibraries.net>) by 9:00 AM on Monday, April 27th. Please monitor your email on Monday morning. Rebecca Malinowski SWAN Special Projects Coordinator 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5157 Fax: 630.734.5056 rebecca.malinowski(a)railslibraries.info<mailto:rebecca.malinowski@railslibraries.info> http://support.swanlibraries.net

10 years, 5 months

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Symphony Production Server Maintenance TONIGHT (4/24) After 9pm

by Steven Schlewitt

SWAN Member Library Staff: After the close of our libraries this evening, we're planning a scheduled system maintenance, beginning at 9:30pm, which will leave the Symphony WorkFlows production server unavailable until tomorrow morning around 7am. During that time, the Enterprise OPAC will still be accessible and fully functional for patrons and staff - this maintenance will only affect WorkFlows. We apologize for the inconvenience and greatly appreciate your patience during these scheduled outages. Steven Schlewitt SWAN IT Manager 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5130 Fax: 630.734.5056 steven.schlewitt(a)railslibraries.info<mailto:steven.schlewitt@railslibraries.info> http://support.swanlibraries.net

10 years, 5 months

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Searching and Indexing Update

by Rebecca Malinowski

To All Library Staff: As reported earlier today, the issues with dynamic indexing in Symphony have been resolved. This means that added records should be immediately searchable in Workflows as expected. SWAN and SirsiDynix are continuing to make batch updates to records as part of our migration cleanup. The large volume of these changes affects our overnight processes, which must run completely and in a specific sequence for Workflows and Enterprise to function correctly. In order to prevent these processes from running too long (effectively getting in each other's way), updated records will be run through the processes in sized nightly batches over several days. What this means for library staff is that some changes that have taken place in Workflows may not be picked up in Enterprise as quickly as expected. We have also seen On-Order items back in the Onshelf Item Wizard today, which we think was related to the indexing issues we saw today, and anticipate will be resolved tomorrow. We have seen a number of tickets come in with example barcodes, control numbers and/or screenshots, which have been very helpful in identifying and resolving issues. Thank you all again for your reports. Please continue to send reports and questions to help(a)swanlibraries.net<mailto:help@swanlibraries.net> or open a ticket at http://swan.railslibraries.info/otrs/customer.pl. Rebecca Malinowski SWAN Special Projects Coordinator Reaching Across Illinois Library System Burr Ridge Office Phone: 630.734.5157 Fax: 630.734.5056 rebecca.malinowski(a)railslibraries.info<mailto:rebecca.malinowski@railslibraries.info> http://www.railslibraries.info

10 years, 5 months

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*Concluded* Symphony Production Server Maintenance TONIGHT (4/23) After 9pm

by Steven Schlewitt

SWAN Member Library Staff: Our maintenance on the Symphony server has concluded and WorkFlows is once again available for use. Thank you for your patience. Steven Schlewitt SWAN IT Manager Reaching Across Illinois Library System Burr Ridge Office Phone: 630.734.5130 Fax: 630.734.5056 steven.schlewitt(a)railslibraries.info<mailto:steven.schlewitt@railslibraries.info> http://www.railslibraries.info From: Steven Schlewitt Sent: Thursday, April 23, 2015 2:47 PM To: swancom(a)list.swanlibraries.net; swantech(a)list.swanlibraries.net Subject: Symphony Production Server Maintenance TONIGHT (4/23) After 9pm Importance: High SWAN Member Library Staff: After the close of our libraries this evening, we're planning a scheduled system maintenance, beginning at 9:45pm, which will leave the Symphony WorkFlows production server unavailable until tomorrow morning around 6am. During that time, the Enterprise OPAC will still be accessible and fully functional for patrons and staff - this maintenance will only affect WorkFlows. We apologize for the inconvenience and greatly appreciate your patience during these scheduled outages. Steven Schlewitt SWAN IT Manager 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5130 Fax: 630.734.5056 steven.schlewitt(a)railslibraries.info<mailto:steven.schlewitt@railslibraries.info> http://support.swanlibraries.net

10 years, 5 months

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REMINDER: Symphony Production Server Maintenance TONIGHT (4/23) After 9pm

by Steven Schlewitt

Just a quick reminder - maintenance on the Symphony server will begin in just a few minutes. Thank you, Steven Schlewitt SWAN IT Manager Reaching Across Illinois Library System Burr Ridge Office Phone: 630.734.5130 Fax: 630.734.5056 steven.schlewitt(a)railslibraries.info<mailto:steven.schlewitt@railslibraries.info> http://www.railslibraries.info From: Steven Schlewitt Sent: Thursday, April 23, 2015 2:47 PM To: swancom(a)list.swanlibraries.net; swantech(a)list.swanlibraries.net Subject: Symphony Production Server Maintenance TONIGHT (4/23) After 9pm Importance: High SWAN Member Library Staff: After the close of our libraries this evening, we're planning a scheduled system maintenance, beginning at 9:45pm, which will leave the Symphony WorkFlows production server unavailable until tomorrow morning around 6am. During that time, the Enterprise OPAC will still be accessible and fully functional for patrons and staff - this maintenance will only affect WorkFlows. We apologize for the inconvenience and greatly appreciate your patience during these scheduled outages. Steven Schlewitt SWAN IT Manager 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5130 Fax: 630.734.5056 steven.schlewitt(a)railslibraries.info<mailto:steven.schlewitt@railslibraries.info> http://support.swanlibraries.net

10 years, 5 months

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Issues with searching/indexing in WorkFlows

by Karen Bar

SirsiDynix reports that the issues with dynamic indexing have been resolved. Please contact us if you encounter any problems. Thank you for your patience. Karen Bar SWAN Bibliographic Services Manager 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5138 Fax: 630.734.5056 karen.bar(a)railslibraries.info<mailto:karen.bar@railslibraries.info> http://support.swanlibraries.net

10 years, 5 months

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Symphony Production Server Maintenance TONIGHT (4/23) After 9pm

by Steven Schlewitt

SWAN Member Library Staff: After the close of our libraries this evening, we're planning a scheduled system maintenance, beginning at 9:45pm, which will leave the Symphony WorkFlows production server unavailable until tomorrow morning around 6am. During that time, the Enterprise OPAC will still be accessible and fully functional for patrons and staff - this maintenance will only affect WorkFlows. We apologize for the inconvenience and greatly appreciate your patience during these scheduled outages. Steven Schlewitt SWAN IT Manager 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5130 Fax: 630.734.5056 steven.schlewitt(a)railslibraries.info<mailto:steven.schlewitt@railslibraries.info> http://support.swanlibraries.net

10 years, 5 months

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Issues with searching/indexing in WorkFlows

by Karen Bar

There is an issue with WorkFlows and indexing right now. When searching for titles entered on 4/22 and 4/23, these titles may not appear at all or you may receive the message 'headings keys need to be indexed". We have opened a case with SirsiDynix and we are working to resolve this issue as quickly as possible. Thank you for your patience. Karen Bar SWAN Bibliographic Services Manager 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5138 Fax: 630.734.5056 karen.bar(a)railslibraries.info<mailto:karen.bar@railslibraries.info> http://support.swanlibraries.net

10 years, 5 months

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Migration Update - Something For Everyone

by Rebecca Malinowski

To all library staff: Thank you for your continued reports, and working with us to provide examples and recreate scenarios. SWAN staff are monitoring and processing tickets, and resolving issues in house and with SirsiDynix. Please continue to open tickets or email help(a)swanlibraries.net<mailto:help@swanlibraries.net>. Having all of your requests and reports in one place allow us to work together to resolve issues and better monitor progress. Please review the updates on previously reported issues below. This is not a comprehensive list, but focuses on the issues that multiple libraries have reported. Circulation · PIN Changes: Between 9 AM and 2 PM today, a number of previously updated PINs were reverted to the last four digits of user phone numbers. Approximately 51,000 users were affected. This change has been reversed, and users who have updated their PINs between go live and this morning should see those updated PINs are functioning again. · SMS Hold Pickup Notices: At 9 AM today, approximately 3,000 users received hold pickup notice via SMS indicating that all of their holds were currently available on the hold shelf. The issue has been identified and corrected. The notice counter has been adjusted so that when these holds do become available, the users will receive a notice as expected. · Email Hold Pickup Notices: SWAN staff were testing email hold pickup notices today, and email hold pickup notices were successfully sent at 3:00 today. · Notice Preference: Many users have an incorrect or blank notice preference on their user account. We cannot make a batch change to users with an incorrect notice preference without impacting actual selections made by patrons. Records without a notice preference will be double-checked and populated with the notice preference from Millennium. · Bills for Lost/Replacement Items: Bills with a bill reason of REPLACEMENT should have been loaded with a reason of LOST. The LOST bill reason has special functions in Workflows-when the item is checked in, the LOST bill is removed and the processing waived or not depending on library policies. SWAN and SirsiDynix have tested a fix to change REPLACEMENT bills to LOST bills, so that if an item is returned, the automatic processes happen as expected. SirsiDynix will be implementing that change soon. Please expect to see some changes to bill reasons. Cataloging · Call number subfield c: All call numbers with a subfield c migrated without that subfield. Those records have been identified and are being corrected. Because of background processes, these changes will be made over 3 days. Please expect to see updates to your call numbers today, tomorrow, and Friday, if applicable. · Call number subfield e: Where present, subfield e mapped to a staff note instead of the call number field as expected. This has been reported and we are working on a resolution. · On Order and In Process: Some items with a status of On Order or In Process in Millennium did not map properly during the migration. These are being remapped, and will be checked out to the corresponding system use user. Serials · Daily and Weekly Serials Missing Dates: Daily and weekly serials were missing subfield k. This information has been added, and you should now see dates as expected for daily and weekly serials. Enterprise · Scheduled Maintenance: SirsiDynix has just announced there will be scheduled maintenance on Enterprise tomorrow, April 23rd at 11:00 PM. They anticipate there will be about one hour of downtime. This is regular system maintenance, and not related to the SWAN migration. · More information required View All: In some cases, clicking "View All" on a facet will not display all facets as suggested. We have reported this issue to SirsiDynix, and they have escalated the case to development. They are asking for additional information. If you have encountered this issue and not reported it, please send an email to help(a)swanlibraries.net<mailto:help@swanlibraries.net?subject=View%20All> with the subject View All, and include any information relevant to your search, how often you've seen the error, which browser you are using, etc. SirsiDynix asks: I'm hoping you can provide more information as to when it occurs. Is it on the first search of the session or subsequent ones? Do any search terms consistently get the problem? How often do you see this? Every 20 searches, or more or less? · Logos: The issue with logos overlapping log in and my account links should be resolved for all libraries listed below. If you are still seeing this issue, please clear your browser cache. After clearing your cache, if you are still having trouble, please email help(a)swanlibraries.net<mailto:help@swanlibraries.net> with the profile, which browser you are using, and if you are using a computer or mobile device. · Log In Box: On mobile devices, the log in box sometimes disappears or moves off-screen. We have reported this issue to SirsiDynix. It seems to work better in landscape mode. · Diacritics: Diacritics and special characters were corrected on over 140,000 records in Workflows. These changes are being indexed over several days. As they are indexed, the changes will be picked up in Enterprise. Until then, you may continue to see special characters displaying incorrectly in Workflows. Corrected Enterprise Logos * AMS * BFS * BPS * BRS * BVS * BWS * BZS * CAS * CCS * CRS * CTS * FMS * GWS * HAS * JDS * MDS * MKS * MPS * MTS * NRS * PCS * PFS * PHS * PSS * RFS * RGS * ROS * RPS * RS * SFS * SHS * SPS * STS * SVS * TFS * TPS * WOS * WRS Rebecca Malinowski SWAN Special Projects Coordinator 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5157 Fax: 630.734.5056 rebecca.malinowski(a)railslibraries.info<mailto:rebecca.malinowski@railslibraries.info> http://support.swanlibraries.net

10 years, 5 months

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Serial Updates Clarification

by Karen Bar

+++ Please route to appropriate personnel +++ For libraries that do not use Serial Control module Please use this document for entering serial call numbers: Symphony Serial Call Number Entry Guide<https://support.swanlibraries.net/system/files/Members%20Only/Acquisitions/…> Note: Class Scheme for Call Number should be LCPER Karen Bar SWAN Bibliographic Services Manager 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5138 Fax: 630.734.5056 karen.bar(a)railslibraries.info<mailto:karen.bar@railslibraries.info> http://support.swanlibraries.net

10 years, 5 months

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Serials Updates

by Karen Bar

+++ Please route to appropriate personnel +++ For libraries that do not use Serial Control module Please use this document for entering serial call numbers: Symphony Serial Call Number Entry Guide<https://support.swanlibraries.net/system/files/Members%20Only/Acquisitions/…> For libraries using Serial Control module We are experiencing a large call and ticket volume concerning Serial Control. Many of the reported issues are related to known migration issues that require cleanup. Please refer to this document<https://support.swanlibraries.net/system/files/Members%20Only/Acquisitions/…> for step-by-step instructions on how to conduct this cleanup. Please also keep checking the Serials section of the Migration FAQ<https://support.swanlibraries.net/content/migration-faq> as well as the general SD Serials<https://support.swanlibraries.net/content/sd-serials-0> Documentation page. Before submitting a ticket, please check these pages to see if what you are reporting is a known issue that can be easily addressed. We will continue to address tickets, calls, and emails as quickly and efficiently as possible. Thank you. Karen Bar SWAN Bibliographic Services Manager 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5138 Fax: 630.734.5056 karen.bar(a)railslibraries.info<mailto:karen.bar@railslibraries.info> http://support.swanlibraries.net

10 years, 5 months

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Migration Update & System Restart at 9:30 PM

by Rebecca Malinowski

Onshelf Items Wizard · The wizard has been updated to exclude On Order, In Process, and other similar locations. You may still see items in your pick list with a call number of ON ORDER if the current location is not On Order. We cannot eliminate those items from the list. · The Export Onshelf Holds helper should be active tomorrow. You may use this helper (it looks like a safe and a spreadsheet) to download a CSV file of your pull list. This export will include Current Location, Call Number, Author, Title, Item Type, and Item ID. · Your list in Onshelf Item Wizard will be updated twice daily, at 7:15 AM and 3:15 PM. System Restart: Symphony will be restarted at 9:30 PM tonight. At this time, any users still connected will briefly lose their connection. This is required to accommodate a configuration change. Diacritics Fixed: Diacritics (ñ, Ă, ö, etc.) did not migrate properly, and were causing searching issues in both Workflows and Enterprise. This issue has been corrected in Workflows, and will push to Enterprise as the harvest process plays out. Users Missing Expiration Date: A number of users were missing an expiration date on their records. This has been added back in for many of those users, and the cleanup continues. Rebecca Malinowski SWAN Special Projects Coordinator Reaching Across Illinois Library System Burr Ridge Office Phone: 630.734.5157 Fax: 630.734.5056 rebecca.malinowski(a)railslibraries.info<mailto:rebecca.malinowski@railslibraries.info> http://www.railslibraries.info From: swancom-bounces(a)list.swanlibraries.net [mailto:swancom-bounces@list.swanlibraries.net] On Behalf Of Rebecca Malinowski Sent: Tuesday, April 21, 2015 9:29 AM To: swancom(a)list.swanlibraries.net Subject: [SWANcom] Migration Update Onshelf Items Wizard: The wizard should be populated this morning, but we are still working to prohibit items in an On Order, In Process and other non-holdable locations from appearing. We are in consultation with SirsiDynix on this issue, and hope to have a resolution this morning. You may choose to work with your Onshelf Items report as it stands and work around those items, or you may wait for another update from SWAN to work with a cleaner list. Notices: Courtesy, Overdue, and Hold Pickup notices are now running regularly. “Y” Override: The Y override has now been changed to allow checking out of items with holds. Enterprise Logos: A number of libraries have reported that their Enterprise logo overlaps the login and my account links on Enterprise profiles, especially when viewed on a smaller screen such as mobile devices. SWAN staff have checked each profile and identified a list of potentially affected profiles, and our SirsiDynix consultant is in the process of correcting the error. The profiles below have been identified, and those with checkmarks have been corrected. The remaining profiles should be corrected by the end of the day. *Users will need to clear their browser cache to see the changes in effect* • AMS • BFS • BPS • BRS • BVS • BWS • BZS • CAS • CCS • CRS • CTS • FMS • GWS • HAS • JDS • MDS • MKS • MPS • MTS • NRS • PCS • PFS • PHS • PSS • RFS • RGS • ROS • RPS • RS • SFS • SHS • SPS • STS • SVS • TFS • TPS • WOS • WRS Rebecca Malinowski SWAN Special Projects Coordinator Reaching Across Illinois Library System Burr Ridge Office Phone: 630.734.5157 Fax: 630.734.5056 rebecca.malinowski(a)railslibraries.info<mailto:rebecca.malinowski@railslibraries.info> http://www.railslibraries.info

10 years, 5 months

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Migration Update

by Rebecca Malinowski

Onshelf Items Wizard: The wizard should be populated this morning, but we are still working to prohibit items in an On Order, In Process and other non-holdable locations from appearing. We are in consultation with SirsiDynix on this issue, and hope to have a resolution this morning. You may choose to work with your Onshelf Items report as it stands and work around those items, or you may wait for another update from SWAN to work with a cleaner list. Notices: Courtesy, Overdue, and Hold Pickup notices are now running regularly. "Y" Override: The Y override has now been changed to allow checking out of items with holds. Enterprise Logos: A number of libraries have reported that their Enterprise logo overlaps the login and my account links on Enterprise profiles, especially when viewed on a smaller screen such as mobile devices. SWAN staff have checked each profile and identified a list of potentially affected profiles, and our SirsiDynix consultant is in the process of correcting the error. The profiles below have been identified, and those with checkmarks have been corrected. The remaining profiles should be corrected by the end of the day. *Users will need to clear their browser cache to see the changes in effect* * AMS * BFS * BPS * BRS * BVS * BWS * BZS * CAS * CCS * CRS * CTS * FMS * GWS * HAS * JDS * MDS * MKS * MPS * MTS * NRS * PCS * PFS * PHS * PSS * RFS * RGS * ROS * RPS * RS * SFS * SHS * SPS * STS * SVS * TFS * TPS * WOS * WRS Rebecca Malinowski SWAN Special Projects Coordinator Reaching Across Illinois Library System Burr Ridge Office Phone: 630.734.5157 Fax: 630.734.5056 rebecca.malinowski(a)railslibraries.info<mailto:rebecca.malinowski@railslibraries.info> http://www.railslibraries.info

10 years, 5 months

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SD Circulation updates

by Kate Boyle

+++ Please route to appropriate personnel +++ Everyone - We wanted to let all the Circulation staff know that we are not planning on running the "List onshelf items with holds" report until Wednesday morning. We felt that this will let all of you catch up with the materials sent to you after we cleared all the hold shelves this past Friday. On Wednesday morning all libraries should be able to run the "On Shelf Items" wizard. On Friday 4/24, we will run the "Clean the Hold Shelf" report for the first time. The "Clean the Hold Shelf" reports will be sent to the generic email addresses that we have on record for your library. After Friday they will be run daily for your use. This afternoon we worked more on the reports and tweaked the settings for the email hold pickup notice. We feel confident that the report, next time it runs, will increment correctly. Patrons going forward will only receive one email notification for their items ready for pickup on the hold shelf. Thank you to everyone that has sent in a ticket regarding the new software. We appreciate your patience as we work through the tickets we have received. Since Go Love (Tuesday, April 14th ), we have received 644 tickets, of those 504 have been completed/closed. Those of you that like math already know that means 78% of tickets have been closed successfully. Those of you with tickets still open - we continue to work towards completing yours soon. Thank you for your patience. Kate Boyle SWAN Member Services Manager Reaching Across Illinois Library System Burr Ridge Office Phone: 630.734.5162 Fax: 630.734.5056 kate.boyle(a)railslibraries.info<mailto:kate.boyle@railslibraries.info> http://www.railslibraries.info

10 years, 5 months

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Update hold pickup notices --- good news email notices are okay

by Kate Boyle

Everyone - Update on hold pickup notices. Good news, the email notices are correct. Patrons are being advised of the correct number of items ready for pickup. Only the hold pickup notices sent via text message are wrong. Hopefully, not too many of our patrons have registered for text messaging yet. We were alerted to the problem by libraries where the staff had registered for text. After investigating the notice settings, we are now testing text notification with our staff here at SWAN to make certain the notices are now correctly. Once we are assured the text notices are running correctly, we will schedule them to be run three times a day: 9 AM, Noon, 3 PM. This is the same time settings for the email hold pickup notices also. If you should have any questions, please contact me. Thank you for your patience. Sorry for the misinformation in the previous email. Kate Boyle SWAN Member Services Manager Reaching Across Illinois Library System Burr Ridge Office Phone: 630.734.5162 Fax: 630.734.5056 kate.boyle(a)railslibraries.info<mailto:kate.boyle@railslibraries.info> http://www.railslibraries.info

10 years, 5 months

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Hold pickup notices via Email and SMS text

by Kate Boyle

Everyone- We have just completed running two reports for hold pickup notices (SMS text and email). Unfortunately, it appears that it pulled all the data from last week, instead of just the items currently on your hold shelf. What does this mean, it means your patrons are receiving hold pickup notices for items that may or may not actually still be on your hold shelf. Please extend our apology to your patrons. Hopefully, patrons will call to check on the items they have on the hold shelf before they come to the library. To the staff that have to deal with these disappointed patrons - we are very sorry. Before these two reports are run again we will verify that they will run correctly in the future. Once again our sincere apologies. Kate Boyle SWAN Member Services Manager Reaching Across Illinois Library System Burr Ridge Office Phone: 630.734.5162 Fax: 630.734.5056 kate.boyle(a)railslibraries.info<mailto:kate.boyle@railslibraries.info> http://www.railslibraries.info

10 years, 5 months

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Resolved Locked Bibliographic Records

by Renee Clanton

The issue with the Bibliographic records being locked for a text update has been resolved. Please continue to let us know if you encounter any problems. We appreciate your patience and understanding. Renee Clanton SWAN Member Services Consultant 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5169 Fax: 630.734.5056 renee.clanton(a)railslibraries.info<mailto:renee.clanton@railslibraries.info> http://support.swanlibraries.net

10 years, 5 months

1
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Error message in WorkFlows

by Renee Clanton

It has been reported that some of you are seeing a message in WorkFLows: "The bibliographic record is locked for text update." We are working to resolve this issue as quickly as possible. Sorry for the inconvenience. Renee Clanton SWAN Member Services Consultant 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5169 Fax: 630.734.5056 renee.clanton(a)railslibraries.info<mailto:renee.clanton@railslibraries.info> http://support.swanlibraries.net

10 years, 5 months

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Go Live Week Roundup

by Rebecca Malinowski

Thank you to all library staff for your cooperation this week. From Tuesday to Friday, library staff submitted 478 tickets. 78% of those tickets have since been resolved, and a number are pending additional testing. Please continue to use the ticket system to report data and configuration issues. SWAN staff will continue to monitor tickets throughout the weekend. Phone coverage also continues, as outlined in Migration Memo 17: Support and Communication: Saturday 9-5 and Sunday 11-5. * Holds: Holds processing has gone well today. SirsiDynix has monitored the system, and it appears everything is in order. Please continue to follow prompts from Workflows. Holds are enabled in Workflows and Enterprise. * Pull List: The pull list will be processed on Tuesday. On Monday, we anticipate that libraries will experience a higher volume delivery than usual. * Notices: Overdue and Courtesy Notices are now scheduled and running. We will schedule and begin running Hold Pickup notices early next week. * SIP connections are up and running. Please report any authentication issues you might encounter. * Data Issues Updates - The updates below are not comprehensive. There are additional issues that SWAN is tracking, and will report on soon. Have a wonderful weekend! ___ Patron Address Changes: We learned yesterday that during our patron data cleanup, a number of patrons who reside in cities that share zip codes with neighboring cities had their addresses incorrectly updated to their neighboring city. We have received a file contain a list of users potentially affected, which we will review today before SirsiDynix updates the user records to reflect the correct city. This file requires some manual cleanup before it can be loaded. RESOLVED: User records have been updated with corrected cities. Please note, there is no way to be 100% precise, and some manual cleanup at the library level may be needed, but this should resolve the issue for most users. ___ Items with autogenerated barcodes: A number of items were loaded into Workflows with autogenerated barcodes. This produces an "Item Not Found" in catalog error when scanning barcodes during check in and check outs. The cause of this problem originated within Millennium when the item was created. In some item records, barcodes were entered by library staff as a MARC field, which could not be included in the data export. As a result, the corresponding item records were loaded with autogenerated barcodes. RESOLVED: Items incorrectly assigned an autogenerated barcode have been reassigned their proper barcode. Resolving this issue also corrected some problems with users missing checkouts or holds on their accounts. There are about 70 additional auto-generated barcodes we have identified and will correct. ___ Items with missing call number pre- or post-stamps: The cause of this problem has been identified, and a list of affected items has been developed. SWAN has supplied SirsiDynix with a list of corrections to make. These errors are due to a number of issues, including call numbers entered as non-MARC, nonstandard call number formats, and data entry problems from Millennium. RESOLVED ___ Patron names displaying in wrong order: Users entered into Millennium without punctuation separating Lastname Firstname are not displaying properly in Workflows. RESOLVED: Please note, there is no way to be 100% precise, and some manual cleanup at the library level may be needed, but this should resolve the issue for most users. ____ Item Types Unknown: These items have been identified and will be remapped to their proper item types. IN PROGRESS: Most of these have been resolved. SirsiDynix is finishing cleanup of these items. ___ Patrons with incorrect barcodes: A small number of users had their barcodes changed last week between April 6 and 10th. They were loaded with their previous barcode. They should now be updated to reflect the more current barcode. RESOLVED _____ Item Status: Items with current locations like Missing, Display, and Repair should be checked out to a corresponding system use user. RESOLVED _____ Serials call number: Dewey numbers were being pulled from bib record where a call number was not present. These call numbers have been replaced with the word PERIODICAL. Sam will send further instructions on serials call numbers moving forward. RESOLVED _____ Uncatalogued Titles: A number of bib records displayed UNCATALOGUED TITLE instead of the actual title. This was due to an anomaly during the data load, and has been corrected. If you continue to see this error, please report it. RESOLVED. Rebecca Malinowski SWAN Special Projects Coordinator 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5157 Fax: 630.734.5056 rebecca.malinowski(a)railslibraries.info<mailto:rebecca.malinowski@railslibraries.info> http://support.swanlibraries.net

10 years, 5 months

1
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Resume Placing Holds in WF, Enterprise Holds Enabled at 12

by Rebecca Malinowski

As mentioned in our previous SWANcom, holds are behaving as expected. Please continue to follow prompts in Workflows exactly as stated when checking in items. You may resume placing holds in Workflows if you haven't already. At noon today we will be re-enabling the placing of holds in Enterprise. While holds in Enterprise will be active starting at 12, it may take time to remove the notice text. Thank you again for your reports. Please continue to send questions and data issues to help(a)swanlibraries.net<mailto:help@swanlibraries.net> Rebecca Malinowski SWAN Special Projects Coordinator 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5157 Fax: 630.734.5056 rebecca.malinowski(a)railslibraries.info<mailto:rebecca.malinowski@railslibraries.info> http://support.swanlibraries.net

10 years, 5 months

1
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SIP2 Services to be restored at 11am (today)

by Steven Schlewitt

SWAN Member Libraries & Information Technology Staff: We will be restoring SIP2 services to the Symphony server at 11am this morning. At that time, connectivity for your local SIP2 hardware, integrated vendor services, and databases will resume. Please email us at help(a)swanlibraries.net<mailto:help@swanlibraries.net> should you encounter any connectivity issues with any of these services at your library. Thank you, Steven Schlewitt SWAN IT Manager 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5130 Fax: 630.734.5056 steven.schlewitt(a)railslibraries.info<mailto:steven.schlewitt@railslibraries.info> http://support.swanlibraries.net

10 years, 5 months

1
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Changes Coming: Restart at 11

by Rebecca Malinowski

Starting at 11 AM, library staff will be able to use the y operator to override a block when a user attempts to check out an item from the regular shelves that has holds for other users on it. Library staff will still not be able to override anything related to available (on the hold shelf) holds. In order to make these changes, we need to briefly halt the system at 11 AM. You will all be disconnected from Workflows, but will be able to sign back in within 3 minutes. So far all reports of abnormal behavior we've seen have been expected, and SirsiDynix thinks the resolution is working as planned. Please continue to follow all prompts for routing and holds when checking in items. Thank you again for your cooperation. Rebecca Malinowski SWAN Special Projects Coordinator 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5157 Fax: 630.734.5056 rebecca.malinowski(a)railslibraries.info<mailto:rebecca.malinowski@railslibraries.info> http://support.swanlibraries.net

10 years, 5 months

1
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Holds Fix Reminder and Data Issues Updates

by Rebecca Malinowski

Good morning library staff, As you come into the libraries this morning, please remember to first check in your hold shelf items, following all prompts from Workflows exactly, and then check in your incoming delivery items, also following all prompts from Workflows exactly. It is necessary to follow any instructions from the software in order to complete the reset process started by SirsiDynix last night. Please refer to https://support.swanlibraries.net/content/migration-hold-fix-instructions-f… for additional information including detailed instructions and an FAQ. SirsiDynix and SWAN will monitor the holds situation throughout the day and SWAN will send updates as they become available. Please continue to report data issues to help(a)swanlibraries.net<mailto:help@swanlibraries.net>. Be sure to include patron and item barcodes for issues with checkouts, holds, and other circulation functions, and control numbers or barcodes for catalog issues. We cannot troubleshoot the issues you observe without this information. Data Issues Updates: The updates below reflect current progress on a number of issues impacting all or most libraries. We are also tracking a number of other isssues including date numbers for weekly and daily periodicals, replacing unwanted Dewey call numbers with PERIODICAL and investigating On Order items. Holds: We are in the middle of a process to resolve hold issues. All items on hold shelves should be checked in this morning, followed by all delivery items. Please refer to https://support.swanlibraries.net/content/migration-hold-fix-instructions-f… for details on the processes you should be following this morning. We will continue to monitor the situation and send updates as they are available. ___ Patron Address Changes: We learned yesterday that during our patron data cleanup, a number of patrons who reside in cities that share zip codes with neighboring cities had their addresses incorrectly updated to their neighboring city. We have received a file contain a list of users potentially affected, which we will review today before SirsiDynix updates the user records to reflect the correct city. This file requires some manual cleanup before it can be loaded. IN PROGRESS: Manual cleanup complete, file transferred to SirsiDynix to update affected patron records in Workflows. Please note, there is no way to be 100% precise, and some manual cleanup at the library level may be needed, but this should resolve the issue for most users. ___ Items with autogenerated barcodes: A number of items were loaded into Workflows with autogenerated barcodes. This produces an "Item Not Found" in catalog error when scanning barcodes during check in and check outs. The cause of this problem originated within Millennium when the item was created. In some item records, barcodes were entered by library staff as a MARC field, which could not be included in the data export. As a result, the corresponding item records were loaded with autogenerated barcodes. RESOLVED: Items incorrectly assigned an autogenerated barcode have been reassigned their proper barcode. Some items including acq titles and legacy ebook records will have autogenerated barcodes. This is expected. Resolving this issue also corrected some problems with users missing checkouts or holds on their accounts. ___ Items with missing call number pre- or post-stamps: The cause of this problem has been identified, and a list of affected items has been developed. SWAN has supplied SirsiDynix with a list of corrections to make. These errors are due to a number of issues, including call numbers entered as non-MARC, nonstandard call number formats, and data entry problems from Millennium. IN PROGRESS ___ Patron names displaying in wrong order: Users entered into Millennium without punctuation separating Lastname Firstname are not displaying properly in Workflows. With Middle Initials: RESOLVED No Middle Initials: IN PROGRESS: A file has been created with over 4000 effected patrons that will be corrected. Please note, there is no way to be 100% precise, and some manual cleanup at the library level may be needed, but this should resolve the issue for most users. ____ Item Types Unknown: These items have been identified and will be remapped to their proper item types. IN PROGRESS: Most of these have been resolved. SirsiDynix is finishing cleanup of these items. ___ Patrons with incorrect barcodes: A small number of users had their barcodes changed last week between April 6 and 10th. They were loaded with their previous barcode. They should now be updated to reflect the more current barcode. RESOLVED _____ Item Status: Items with current locations like Missing, Display, and Repair should be checked out to a corresponding system use user. RESOLVED

10 years, 5 months

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*Action Required* Upload of Library Offline Data Tonight

by Steven Schlewitt

SWAN Library Staff: All VPN tunnels are currently open to accept your WorkFlows offline transaction data. Please login to the WorkFlows production server (10.120.131.25) to upload your data prior to closing up for the night. Thank you! Steven Schlewitt SWAN IT Manager 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5130 Fax: 630.734.5056 steven.schlewitt(a)railslibraries.info<mailto:steven.schlewitt@railslibraries.info> http://support.swanlibraries.net From: swancom-bounces(a)list.swanlibraries.net [mailto:swancom-bounces@list.swanlibraries.net] On Behalf Of Aaron Skog Sent: Thursday, April 16, 2015 3:39 PM To: swancom(a)list.swanlibraries.net Cc: swancirc(a)list.swanlibraries.net Subject: [SWANcom] Update: *MOST IMPORTANT SWANCOM EVER* How You Are Needed to Fix Our Holds TRUST THE PROCESS To All Library Staff: Thank you all for your continued patience and flexibility. We understand the importance of holds in our system, and want to resolve these issues as quickly and as cleanly as possible. After many hours of work and brainstorming, SirsiDynix has developed a plan to resolve our holds issues. In short, all holds will be set to unavailable, and libraries will have to check in every item that is currently on their hold shelf. Please read on for an overview of tasks libraries should perform tonight and tomorrow, as well as a detailed explanation. Overview of Responsibilities at Member Libraries Tonight and Tomorrow Tonight: * Immediately stop filling holds from your hold shelf. These will all be checked in tomorrow. Consider removing all wrappers and slips tonight to save time in the morning. * Continue operating in offline for the rest of the day * After completing your day in offline, log into the production server to upload offline data on each workstation that operated in offline mode today Tomorrow: * SWAN will open access to the Symphony production server at 7 am * Consider bringing library staff in as early to check in all items from the hold shelf and all incoming delivery. Library staff may come in as early as 7 am to start this process. * Resume circulation at your regular opening time * Continue reporting issues to help(a)swanlibraries.net<mailto:help@swanlibraries.net> Details Tonight, libraries will continue to operate in offline mode while SirsiDynix runs a script in the background to set all holds to "unavailable." This is basically pressing the reset button on all of our holds that have been problematic. Because holds are being set to unavailable, please stop circulating items currently on your hold shelves immediately. Libraries with open hold shelves will want to physically remove those items, or otherwise make them physically unavailable to patrons. Much like this past weekend, libraries should only be checking out or renewing in offline mode. At closing today, libraries will need to log into the production server on each machine that circulated any items in offline mode. This will upload the files to our server, and we will process these transactions over night. Please upload these files as close to 9 PM or your scheduled closing time as possible so we can begin processing them as soon as possible. In the morning, all libraries will need to do the following, in this order. Everyone must do as instructed or this process to fix all the holds across SWAN will fail. 1. Check in each item on the hold shelf (or that was removed from the hold shelf on Thursday night). Follow whatever prompts the system gives you, printing a new hold slip, hold wrapper, or routing label as prompted. Trust the process. Follow the prompt even if it will not fill the hold for the current patron. It may tell you to route an item back to the home library, or to another library to fill a hold. Even if the system requires you to fill a hold that you normally would not, please follow the prompts exactly. It is important to follow the instructions from Workflows in order to complete the reset that SirsiDynix is starting on our system tonight. 2. Check in each item in your incoming delivery and other items that you have held during this process. Again, it is imperative that you trust the process and follow the prompts given by Workflows. It is possible that it will prompt you to send your nonholdable items to another library to fill a hold. Please follow the instructions and send the item. You may wish to make a note of the barcode to submit to SWAN for review later, but in this case, please send all items as instructed by Workflows. Again, it is imperative that all prompts from Workflows are followed. *If prompts are ignored, this process to fix all the holds across SWAN will fail.* You may want to consider bringing staff in early to begin processing these items. SWAN staff will be available beginning at 7 AM. Processing these items prior to opening the library may help relieve confusion after opening, and will give you a chance to get some of your hold shelf repopulated. After processing your hold shelf and incoming delivery, you may resume regular library operations. Please note, the pull list will not be run until we are confident that these hold issues have been resolved and libraries have successfully completed the tasks listed above. Similarly, we will not run the clear hold shelf report tomorrow or until further notice. Please continue to report any anomalies to SWAN at help(a)swanlibraries.net<mailto:help@swanlibraries.net>, being sure to include item and patron barcodes or control numbers where you encounter issues. Without these barcodes, we are not able to troubleshoot your issue. Please note: SIP connectivity will remain down tomorrow morning. That means that any services or equipment that are not authenticating or functioning today while in offline mode will continue to not authenticate or function tomorrow morning. We will send a SWANcom when SIP connectivity is restored. Thank you again for your patience. Please continue to direct questions and reports to help(a)swanlibraries.net<mailto:help@swanlibraries.net> or 630-734-5153. We will continue to send updates via SWANcom and will begin an FAQ about this process at https://support.swanlibraries.net/content/migration-hold-fix-instructions-f… Aaron Skog SWAN Executive Director 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5122 Fax: 630.734.5056 aaron.skog(a)railslibraries.info<mailto:aaron.skog@railslibraries.info> http://support.swanlibraries.net

10 years, 5 months

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MKS closed early

by Lauren Peltier

SWAN Libraries- The Markham Library is experiencing problems with their water supply to the building. They are closing tonight at 7:15pm. They anticipate a normal opening tomorrow at 9am, pending notification. Lauren Peltier SWAN Member Services Support Analyst 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5155 Fax: 630.734.5056 lauren.peltier(a)railslibraries.info<mailto:lauren.peltier@railslibraries.info> http://support.swanlibraries.net

10 years, 5 months

1
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Update: *MOST IMPORTANT SWANCOM EVER* How You Are Needed to Fix Our Holds

by Aaron Skog

TRUST THE PROCESS To All Library Staff: Thank you all for your continued patience and flexibility. We understand the importance of holds in our system, and want to resolve these issues as quickly and as cleanly as possible. After many hours of work and brainstorming, SirsiDynix has developed a plan to resolve our holds issues. In short, all holds will be set to unavailable, and libraries will have to check in every item that is currently on their hold shelf. Please read on for an overview of tasks libraries should perform tonight and tomorrow, as well as a detailed explanation. Overview of Responsibilities at Member Libraries Tonight and Tomorrow Tonight: * Immediately stop filling holds from your hold shelf. These will all be checked in tomorrow. Consider removing all wrappers and slips tonight to save time in the morning. * Continue operating in offline for the rest of the day * After completing your day in offline, log into the production server to upload offline data on each workstation that operated in offline mode today Tomorrow: * SWAN will open access to the Symphony production server at 7 am * Consider bringing library staff in as early to check in all items from the hold shelf and all incoming delivery. Library staff may come in as early as 7 am to start this process. * Resume circulation at your regular opening time * Continue reporting issues to help(a)swanlibraries.net<mailto:help@swanlibraries.net> Details Tonight, libraries will continue to operate in offline mode while SirsiDynix runs a script in the background to set all holds to "unavailable." This is basically pressing the reset button on all of our holds that have been problematic. Because holds are being set to unavailable, please stop circulating items currently on your hold shelves immediately. Libraries with open hold shelves will want to physically remove those items, or otherwise make them physically unavailable to patrons. Much like this past weekend, libraries should only be checking out or renewing in offline mode. At closing today, libraries will need to log into the production server on each machine that circulated any items in offline mode. This will upload the files to our server, and we will process these transactions over night. Please upload these files as close to 9 PM or your scheduled closing time as possible so we can begin processing them as soon as possible. In the morning, all libraries will need to do the following, in this order. Everyone must do as instructed or this process to fix all the holds across SWAN will fail. 1. Check in each item on the hold shelf (or that was removed from the hold shelf on Thursday night). Follow whatever prompts the system gives you, printing a new hold slip, hold wrapper, or routing label as prompted. Trust the process. Follow the prompt even if it will not fill the hold for the current patron. It may tell you to route an item back to the home library, or to another library to fill a hold. Even if the system requires you to fill a hold that you normally would not, please follow the prompts exactly. It is important to follow the instructions from Workflows in order to complete the reset that SirsiDynix is starting on our system tonight. 2. Check in each item in your incoming delivery and other items that you have held during this process. Again, it is imperative that you trust the process and follow the prompts given by Workflows. It is possible that it will prompt you to send your nonholdable items to another library to fill a hold. Please follow the instructions and send the item. You may wish to make a note of the barcode to submit to SWAN for review later, but in this case, please send all items as instructed by Workflows. Again, it is imperative that all prompts from Workflows are followed. *If prompts are ignored, this process to fix all the holds across SWAN will fail.* You may want to consider bringing staff in early to begin processing these items. SWAN staff will be available beginning at 7 AM. Processing these items prior to opening the library may help relieve confusion after opening, and will give you a chance to get some of your hold shelf repopulated. After processing your hold shelf and incoming delivery, you may resume regular library operations. Please note, the pull list will not be run until we are confident that these hold issues have been resolved and libraries have successfully completed the tasks listed above. Similarly, we will not run the clear hold shelf report tomorrow or until further notice. Please continue to report any anomalies to SWAN at help(a)swanlibraries.net<mailto:help@swanlibraries.net>, being sure to include item and patron barcodes or control numbers where you encounter issues. Without these barcodes, we are not able to troubleshoot your issue. Please note: SIP connectivity will remain down tomorrow morning. That means that any services or equipment that are not authenticating or functioning today while in offline mode will continue to not authenticate or function tomorrow morning. We will send a SWANcom when SIP connectivity is restored. Thank you again for your patience. Please continue to direct questions and reports to help(a)swanlibraries.net<mailto:help@swanlibraries.net> or 630-734-5153. We will continue to send updates via SWANcom and will begin an FAQ about this process at https://support.swanlibraries.net/content/migration-hold-fix-instructions-f… Aaron Skog SWAN Executive Director 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5122 Fax: 630.734.5056 aaron.skog(a)railslibraries.info<mailto:aaron.skog@railslibraries.info> http://support.swanlibraries.net

10 years, 5 months

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Update: Contacting Patrons About Holds

by Aaron Skog

To All Library Staff: If you are contacting patrons about holds which appear to be available for them, stop and await instructions we will provide you. Some holds that appear to ready are not correct. We should have another update around 3pm. Aaron Skog SWAN Executive Director 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5122 Fax: 630.734.5056 aaron.skog(a)railslibraries.info<mailto:aaron.skog@railslibraries.info> http://support.swanlibraries.net

10 years, 5 months

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Update: Please continue to operate in offline mode

by Rebecca Malinowski

To All SWAN Library Staff: Please continue to work in offline mode today. While SirsiDynix has made progress on resolving our holds issues (and others, see below for details), they are not resolved and we are not ready to resume regular circulation. We will notify all libraries via SWANcom and the SWAN support site when the issues are resolved and we are back online. Thank you for all of the calls and tickets you've sent in over the past two days. Your feedback has helped us identify and troubleshoot a number of issues. We appreciate your patience as we continue to work towards resolutions. Updates: Holds: The two main concerns are that Many holds are appearing as available when they are not, and multiple items are trapping for the same hold on in transit items. These issues appear to be affecting all libraries. SirsiDynix has worked through the night to identify the source of these errors, and we hope to have a resolution soon. Patron Address Changes: We learned yesterday that during our patron cleanup, a number of patrons who reside in cities that share zip codes with neighboring cities had their addresses incorrectly updated to their neighboring city. While this does not pose a problem with mail delivery, we understand it is confusing to both staff and patrons, and have been working with our vendor to resolve the issue. We have received a file contain a list of users potentially affected, which we will review today before SirsiDynix updates the user records to reflect the correct city. Items with autogenerated barcodes: A number of items were loaded into Workflows with autogenerated barcodes. This produces an "Item Not Found" in catalog error when scanning barcodes during check in and check outs. These items have been identified, and a list of correct barcodes has been supplied to SirsiDynix. Items with missing call number pre- or post-stamps: The cause of this problem has been identified, and a list of affected items has been developed. SWAN has supplied SirsiDynix with a list of corrections to make. Item Types Unknown: These items have been identified and will be remapped to their proper item types. Patrons with incorrect barcodes: A small number of users had their barcodes changed last week between April 6 and 10th. They were loaded with their previous barcode. They should now be updated to reflect the more current barcode. Patron names displaying in wrong order: Users entered into Millennium without punctuation separating Lastname Firstname are not displaying properly in Workflows. SirsiDynix has developed a list of affected users with middle initials, and is working on a list of users without initials. The next step is to review the list and properly parse the data to update the records in Workflows. Item Status: Items with current locations like Missing, Display, and Repair should be checked out to a corresponding system use user. Migrated items came over with the proper current location, but were missing that corresponding check out. A script has been run to correct that issue for all system use users. Offline Exceptions: Each library should have received an offline exception report last night, sent to their library email alias. See last night's SWANcom for more details. Rebecca Malinowski SWAN Special Projects Coordinator 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5157 Fax: 630.734.5056 rebecca.malinowski(a)railslibraries.info<mailto:rebecca.malinowski@railslibraries.info> http://support.swanlibraries.net

10 years, 5 months

1
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**Update** Your Help Needed: Circulation Offline Starting Tonight, 5PM

by Rebecca Malinowski

To all SWAN library staff: Thank you for your cooperation and patience throughout the day. Our team is continuing to work through the holds issues, and are making progress. We do not yet have an estimated completion time. Please plan to continue offline circulation in the morning. SWAN will notify all libraries via SWANcom when we can resume normal circulation. There is no need to log into production tonight to upload offline files. We will collect and process them tomorrow once the holds issues are resolved. Rebecca Malinowski SWAN Special Projects Coordinator 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5157 Fax: 630.734.5056 rebecca.malinowski(a)railslibraries.info<mailto:rebecca.malinowski@railslibraries.info> http://support.swanlibraries.net From: swancom-bounces(a)list.swanlibraries.net [mailto:swancom-bounces@list.swanlibraries.net] On Behalf Of Aaron Skog Sent: Wednesday, April 15, 2015 4:30 PM To: swancom(a)list.swanlibraries.net Subject: [SWANcom] *Action Required* Your Help Needed: Circulation Offline Starting Tonight, 5PM To All SWAN Library Staff: Please plan to operate in Offline Mode starting at 5 PM tonight, through closing. At 5 PM tonight, the production server will be restricted and all libraries will lose their connection to Workflows. At that time, please reopen Workflows and check the "Operate in Offline Mode" box. Please only perform check outs and renewals. *Do not check in items or register patrons.* Enterprise will continue to be accessible, but users will not be able to place holds. In order to resolve the hold issues we have experienced over the past two days, we need to halt activity on the server and give the SirsiDynix team time to identify and correct the problem. We plan to resume normal circulation in morning, and will notify SWAN libraries when we are ready to resume circulation. Please do not attempt to log in until hearing from SWAN. We will send an additional SWANcom about 3rd party services which will be affected. Self-checks will not work, but reservation systems will be left running. We will keep libraries updated via SWANcom. Please continue to monitor your email. Aaron Skog SWAN Executive Director 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5122 Fax: 630.734.5056 aaron.skog(a)railslibraries.info<mailto:aaron.skog@railslibraries.info> http://support.swanlibraries.net

10 years, 5 months

1
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Offline Exception Logs from Go-Live weekend 4/10-4/13

by Kate Boyle

+++ Please route to appropriate personnel +++ Everyone- Attached is a pdf document with all the Offline exceptions from the weekend. You will notice that the pages are sorted by individual library. It appears that the exception message is rather simply stated. If you should have any questions after you review the printout, feel free to contact SWAN Member Services at 630-734-5153 or send us an email: help(a)swanlibraries.net Kate Boyle SWAN Member Services Manager Reaching Across Illinois Library System Burr Ridge Office Phone: 630.734.5162 Fax: 630.734.5056 kate.boyle(a)railslibraries.infous<mailto:kate.boyle@railslibraries.infous> http://www.railslibraries.info

10 years, 5 months

1
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*Action Required* Your Help Needed: Circulation Offline Starting Tonight, 5PM (Correction on SIP2)

by Steven Schlewitt

SWAN Library Staff: Just a quick correction - SIP2 access will be disabled entirely for the evening to prevent circulation or changes to patron records. During that time, your self-checks, AMH's, integrated vendor services (such as Axis 360, 3M Cloud Library, etc), and local vendor services (SAM, PC-Res, etc) will not authenticate against the ILS server. We sincerely apologize for the inconvenience. Steven Schlewitt SWAN IT Manager 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5130 Fax: 630.734.5056 steven.schlewitt(a)railslibraries.info<mailto:steven.schlewitt@railslibraries.info> http://support.swanlibraries.net From: swancom-bounces(a)list.swanlibraries.net [mailto:swancom-bounces@list.swanlibraries.net] On Behalf Of Aaron Skog Sent: Wednesday, April 15, 2015 4:30 PM To: swancom(a)list.swanlibraries.net Subject: [SWANcom] *Action Required* Your Help Needed: Circulation Offline Starting Tonight, 5PM To All SWAN Library Staff: Please plan to operate in Offline Mode starting at 5 PM tonight, through closing. At 5 PM tonight, the production server will be restricted and all libraries will lose their connection to Workflows. At that time, please reopen Workflows and check the "Operate in Offline Mode" box. Please only perform check outs and renewals. *Do not check in items or register patrons.* Enterprise will continue to be accessible, but users will not be able to place holds. In order to resolve the hold issues we have experienced over the past two days, we need to halt activity on the server and give the SirsiDynix team time to identify and correct the problem. We plan to resume normal circulation in morning, and will notify SWAN libraries when we are ready to resume circulation. Please do not attempt to log in until hearing from SWAN. We will send an additional SWANcom about 3rd party services which will be affected. Self-checks will not work, but reservation systems will be left running. We will keep libraries updated via SWANcom. Please continue to monitor your email. Aaron Skog SWAN Executive Director 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5122 Fax: 630.734.5056 aaron.skog(a)railslibraries.info<mailto:aaron.skog@railslibraries.info> http://support.swanlibraries.net

10 years, 5 months

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*Action Required* Your Help Needed: Circulation Offline Starting Tonight, 5PM

by Aaron Skog

To All SWAN Library Staff: Please plan to operate in Offline Mode starting at 5 PM tonight, through closing. At 5 PM tonight, the production server will be restricted and all libraries will lose their connection to Workflows. At that time, please reopen Workflows and check the "Operate in Offline Mode" box. Please only perform check outs and renewals. *Do not check in items or register patrons.* Enterprise will continue to be accessible, but users will not be able to place holds. In order to resolve the hold issues we have experienced over the past two days, we need to halt activity on the server and give the SirsiDynix team time to identify and correct the problem. We plan to resume normal circulation in morning, and will notify SWAN libraries when we are ready to resume circulation. Please do not attempt to log in until hearing from SWAN. We will send an additional SWANcom about 3rd party services which will be affected. Self-checks will not work, but reservation systems will be left running. We will keep libraries updated via SWANcom. Please continue to monitor your email. Aaron Skog SWAN Executive Director 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5122 Fax: 630.734.5056 aaron.skog(a)railslibraries.info<mailto:aaron.skog@railslibraries.info> http://support.swanlibraries.net

10 years, 5 months

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Re: [SWANcom] phone field in User Registration

by Kate Boyle

+++ Please route to appropriate personnel+++ SWAN has made the decision to have the User "Phone" include hyphens. We have edited the "Phone" field to only accept 12 characters, the format must be (xxx-xxx-xxxx) with no leading +1. Please when entering a User Phone number make certain to use the hyphens, otherwise the phone number will not be stored in the user record. Thank you for your understanding. Kate Boyle SWAN Member Services Manager Reaching Across Illinois Library System Burr Ridge Office Phone: 630.734.5162 Fax: 630.734.5056 kate.boyle(a)railslibraries.info<mailto:kate.boyle@railslibraries.info> http://www.railslibraries.info

10 years, 5 months

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Request to Stop All Transit Checkins

by Aaron Skog

To All Library Staff: We have been working to resolve many problems you have experienced with holds. Libraries checking in materials that have arrived from other libraries to fulfill a hold are definitely experiencing the worst of the problems. As a first step to correct the problems, we need all libraries to not check-in any material transited to your library. Please set aside this material. Check-in of your home library material should continue. We recognize this a burdensome step for you to take. We are doing further testing, and we will keep you posted. We are hopeful we can resolve this issue before tomorrow. Aaron Skog SWAN Executive Director 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5122 Fax: 630.734.5056 aaron.skog(a)railslibraries.info<mailto:aaron.skog@railslibraries.info> http://support.swanlibraries.net

10 years, 5 months

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Day One Summary

by Rebecca Malinowski

To All Library Staff: Thank you all for the tickets and reports you sent in yesterday. Together we identified a number of issues-some affect individual libraries and users, and some had an impact across the system. Below you'll find a brief summary of those items that appeared to be system-wide. Please continue to report issues to help(a)swanlibraries.net<mailto:help@swanlibraries.net>. Please include specific examples with barcodes wherever possible. Today SWAN and SirsiDynix will continue to resolve issues, and work to schedule notice reports. We will continue to send SWANcom updates throughout the day. Thank you again, and happy tax day! Holds: A number of holds were displaying as unavailable when they should have been available for pickup. Our first attempt at a fix reversed the problem, and all holds were displaying as available. Our second attempt seemed to resolve the issue for most users. At this point, holds should display accurately in the user account. Please report any inaccuracies to help(a)swanlibraries.net<mailto:help@swanlibraries.net>, including a brief description, the user barcode, and the item barcodes. On Shelf Item Wizard: A number of non-holdable locations were appearing in the onshelf item wizard. We have worked to restrict these from appearing on the pick list. You may still see on order items in your lists if you are not using the on order location. The list can only be restricted by location, so items that are listed in Adult New, or Stacks, or any other regular, holdable location will appear, regardless of an "on order" call number. The wizard is ready for you to use this morning to process your pick lists. We will be scheduling this to run automatically from today into the future. Serials: Date number in weekly periodicals is missing. This will be corrected. Serial Call Number: Many item records for serials are pulling a call number from the bib record when no call was present in the item record. Our data loader is working to isolate those records and replace the Dewey call number from the bib record with PERIODICAL. Moving forward, each control record should list base call number as PERIODICAL. Acquisitions: We are aware of the ACQDUMMY item IDs and investigating. They were required if no on order item record was present to link the order to the bib. As libraries receive materials, the ACQDUMMY item ID should be updated with a proper barcode. This will not be an issue moving forward, it was a byproduct of the migration. Call Numbers: We are aware of an issue with call number poststamp (Millennium subfield f) and poststamp (Millennium subfield e). They have not all migrated properly, and we are looking into this issue. Barcodes: A number of items appear to be missing from the catalog when searching by barcode (or checking out, placing holds, etc. by barcode). We are aware of the issue, and its cause and are working to resolve it. These items are in the catalog, and you should be able to find them using Item Search and Display or the Item Search Helper. Search by standard number or title to locate them. We will notify all libraries when the issue is resolved. Name Order: User names in Millennium were housed in one field. Entries without punctuation (last name, first name) Unknown Item Types: A number of item types have migrated as unknown instead of the proper item type. This is causing the items to circulate under the wrong rules. Our data loader is working on correcting this mapping. Rebecca Malinowski SWAN Special Projects Coordinator 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5157 Fax: 630.734.5056 rebecca.malinowski(a)railslibraries.info<mailto:rebecca.malinowski@railslibraries.info> http://support.swanlibraries.net

10 years, 5 months

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Holds Issues Resolved

by Rebecca Malinowski

SirsiDynix has resolved the issues with unavailable holds displaying as available. Please check your accounts to confirm. We have also rerun the onshelf items report to exclude locations like On Order, In Process, etc. If your Onshelf Items Wizard is open, please close it and reopen. You may now continue processing your pull lists using the Onshelf Items Wizard. Please continue to report issues to help(a)swanlibraries.net<mailto:help@swanlibraries.net>, being sure to include barcode examples and/or screenshots where applicable. Rebecca Malinowski SWAN Special Projects Coordinator 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5157 Fax: 630.734.5056 rebecca.malinowski(a)railslibraries.info<mailto:rebecca.malinowski@railslibraries.info> http://support.swanlibraries.net

10 years, 5 months

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Enterprise UP: Fix in Place

by Aaron Skog

SWAN Libraries: Enterprise is back up and functioning. SirsiDynix has applied a fix to prevent this specific problem from occurring. Aaron Skog SWAN Executive Director 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5122 Fax: 630.734.5056 aaron.skog(a)railslibraries.info<mailto:aaron.skog@railslibraries.info> http://support.swanlibraries.net

10 years, 5 months

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Enterprise Problem 12 noon

by Aaron Skog

SWAN Libraries: We are currently having an Enterprise response issue, causing a temporary outage. SWAN anticipated this could occur during a "delta harvest" from Symphony. We are addressing the issue and will adjust this setting. Aaron Skog SWAN Executive Director 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5122 Fax: 630.734.5056 aaron.skog(a)railslibraries.info<mailto:aaron.skog@railslibraries.info> http://support.swanlibraries.net

10 years, 5 months

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Updates on Reported Issues

by Rebecca Malinowski

To all library staff: Thank you for all of the reports we've received this morning. As a reminder to all library staff, when you are submitting tickets please describe the issue you are experiencing and include examples with user and/or item barcodes. That will help us answer your questions more quickly. As mentioned in a previous SWANcom, we are aware that there are a number of issues with holds, and resolving those is our top priority. Our data loader is currently running a script to correct the available/unavailable holds discrepencies. We will notify all libraries when the script is complete and the issue is resolved. We anticipate this could take another 2 hours to resolve. Please continue to hold off processing your pick list, and if you have not already checked in your delivery, please wait until this issue is resolved. Minimizing check-ins at this point will help speed the process and reduce the possibility of errors. Thank you again for your patience as we work out the kinks in our new system. Rebecca Malinowski SWAN Special Projects Coordinator 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5157 Fax: 630.734.5056 rebecca.malinowski(a)railslibraries.info<mailto:rebecca.malinowski@railslibraries.info> http://support.swanlibraries.net

10 years, 5 months

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No Restart at 11 AM

by Rebecca Malinowski

We are postponing the scheduled 11 AM restart. Our data loader is currently working on resolution to the holds issues we are experiencing. Thank you to everyone who has reported issues this morning. We are aware that hold availability is not displaying properly and are working on a resolution. It is currently our top priority. Once this issue is resolved, we will send out a SWANcom and reschedule the planned restart. Rebecca Malinowski SWAN Special Projects Coordinator 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5157 Fax: 630.734.5056 rebecca.malinowski(a)railslibraries.info<mailto:rebecca.malinowski@railslibraries.info> http://support.swanlibraries.net

10 years, 5 months

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**Please Stop Processing Pull List**

by Rebecca Malinowski

Please stop processing pull list items temporarily. Our data loader is working to resolve a number of the issues that have been reported with holds, and the volume of holds being checked in is interfering with is work. We will let you know as soon as we're cleared to process holds again. Thank you for your patience as we work to resolve these issues. Rebecca Malinowski SWAN Special Projects Coordinator 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5157 Fax: 630.734.5056 rebecca.malinowski(a)railslibraries.info<mailto:rebecca.malinowski@railslibraries.info> http://support.swanlibraries.net

10 years, 5 months

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Update on Pull List

by Rebecca Malinowski

A number of errors have been reported regarding the pull list. We have taken steps to correct them, and will rerun the list as soon as possible. However, our data loader is currently making corrections to some holds information, so we need to wait for that process to complete. We will send a SWANcom when the pull list has been refreshed with corrected information. Rebecca Malinowski SWAN Special Projects Coordinator 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5157 Fax: 630.734.5056 rebecca.malinowski(a)railslibraries.info<mailto:rebecca.malinowski@railslibraries.info> http://support.swanlibraries.net

10 years, 5 months

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Planned restarts at 11 AM and 4 PM

by Rebecca Malinowski

In order to facilitate configuration changes that will take place throughout the day, we are scheduling system restarts at 11 AM and 4 PM. At those times, all workstations will briefly lose their connections to Workflows. Each outage should be momentary-users may log back in after closing and reopening Workflows when prompted. Ideally, these will be the only restarts during operating hours today. However, if any critical issues are discovered, we may need to change the schedule. We will alert staff to any changes to this plan via SWANcom. Rebecca Malinowski SWAN Special Projects Coordinator 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5157 Fax: 630.734.5056 rebecca.malinowski(a)railslibraries.info<mailto:rebecca.malinowski@railslibraries.info> http://support.swanlibraries.net

10 years, 5 months

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Pick List Now Available in Onshelf Items Wizard

by Rebecca Malinowski

The pick list is now available in Onshelf Items Wizard. You may access your library's list of holds to be filled using the wizard. Please refer to documentation available at https://support.swanlibraries.net/system/files/Members%20Only/Circulation/O… for assistance. Rebecca Malinowski SWAN Special Projects Coordinator 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5157 Fax: 630.734.5056 rebecca.malinowski(a)railslibraries.info<mailto:rebecca.malinowski@railslibraries.info> http://support.swanlibraries.net

10 years, 5 months

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