+++ Please route to appropriate personnel +++
Everyone – what follows is a very lengthy Circulation update
Bills
We have run today for the first time the Assumed Lost Report and Bills. These reports were delayed due to a data problem that has now been corrected.
The bill notices generated by these reports have been sent to your patrons either as text messages, emails, or printed bills. The printed bills are being sent from the SWAN office via US mail directly to your patrons. At this time, SVA robo-calling is still in the testing phase, therefore there were no phone calls made to patrons. This being the initial run of the Assumed Lost Report and the Bill report, your patrons may have received bills for materials overdue prior to our migration. In the future, these bills are scheduled to run daily for any item 42 days overdue.
In order for you to track your items and your patrons/users that have been billed, we have created two new report templates for your library use. These templates can be found in the report module of Workflows. The report templates are named “xxx List Items with Bills” and “xxx List Users with Billed Items”, xxx being your library three letter agency code. Please see the attached document for further information on these reports. This document can also be found on the SWAN website: https://support.swanlibraries.net/content/circ-documentation (bottom of the page under heading “Reports”).
Holds and routing labels
As a reminder, Internet Access libraries and other consortia libraries in RAILS (ShareIllinois) can place holds on SWAN, just as they did previously. However, Workflows does not automatically check out these items to the requesting library. To fill these holds, you need to checkout the item to the generic library patron/user. These holds are easy to identify as they come up “Route/Transit to ILL_Libs” . A number of libraries have recently been addressing delivery labels to ILL_Libs, unfortunately these materials cannot be delivered as addressed. The patron/user record as displayed on the Workflows screen includes routing information “To: For:”. Please see the documentation on the SWAN website explaining how to process and route these materials. https://support.swanlibraries.net/content/interlibrary-loan-processing
OCLC Deep Linking to the Enterprise catalog
While we have been busy working our way through questions here at the central office, two of our member library staff have been busy on a project. Ann Stovall of INS and Jen Fredericks of DGS both worked at getting the deep linking from OCLC WorldCat and WorldShare working with the SWAN Enterprise catalog. They have each shared their information with me. The result is a document you can refer to on the SWAN website to set up links for your library that will retrieve your library item record based upon an ISBN search. The document can be found on the SWAN website at: https://support.swanlibraries.net/content/interlibrary-loan-processing . I had scripted all the links for the SWAN libraries previously to work with Millennium, but since this now involves scripting in WorldCat Registry I no longer have access to those logins and passwords. So, as things settle down and you are looking for a fun project, take a look at the documentation and implement deep linking. This will save the person doing ILL from getting a number of OCLC ILL requests for materials that are checked out or possibly missing.
Statistics
We continue to work on Circulation statistics. Keep those requests coming. We know everyone wants Circ statistics by IC1stat, unfortunately that I cannot generate for you in SirsiDynix. We will see if we can come close to generating something similar. You might have noticed that your ILL statistics are higher this month when compared to last April, I think we can attribute any weird circ numbers this month to the problem we had with holds. Remember we all cleared our hold shelf and sent items home or on to another patron – and then we received the same titles again. So, all of your checkin or checkout numbers might be a little screwy. I promise in May we will have more reports available and more accurate statistics for you. Please bear with us as we fine tune the reports.
Thank you all for your patience and kind attention to this rather long email. If you have any questions, send me an email at help@swanlibraries.net . Have a great week.
Kate Boyle
SWAN Member Services Manager
125 Tower Drive
Burr Ridge, IL 60527
Phone: 630.734.5162
Fax: 630.734.5056
kate.boyle@railslibraries.info
http://support.swanlibraries.net