Sharing Resources: Orca Borrowing Nancy Nathanson, Systems Manager (541)

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3 Patron-initiated borrowing: search & request from unified holdings of all member libraries automated ILL, or expanded circ? –software –agreements & policies patrons materials loan rules (time, fees, etc.) Orca borrowing

4 … easier for patrons … easier for staff verify patron and find available copy sort requests & prepare paging slips track status, due dates consolidated union catalog 24 x 7 established uniform agreements

5 FY03 requests to date

6 Net loans (loans minus borrows) before Load Balancing FY 98 after Load Balancing FY 99

7 Requests 2001 Aug.-Dec.

8 net loans 2001 Aug.-Dec.

9 patrons

10 Orca real time Orca maintains links with all the local sites continuous polling real time updating over the Internet

11 Maintaining the database for example: –receiving order, status now "in process" –updating bib. record, such as author heading update, completing contents note for multi-vol. set –changing item status from 'at bindery' to 'available' Local sites automatically send updates to the central machine

12 Orca also asks local sites for information

13 Orca “central” works as … gatekeeper mediator traffic controller Orca Borrowing: three systems communicating

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15 The basic rules 1. Circulating items 2. Eligible patrons 3. Loan periods (regular, short, CRL; renewals) 4. Fines and fees (replacement, overdues CRL)

16 So now that the data is loaded, and all the sites are connected, how does it work? Borrowing site Orca “central” Lending site

17 Patron sees a record in Orca and requests the item I want that book! Borrowing site Southern Ore. Pacific Lending site

18 Orca picks one library to fill the request based on load balancing table

19 Now Orca is the go-between for communication between the borrowing & lending libraries.

20 Is the patron authorized? ?

21 When would Orca stop a request? … when the book is available at the patron's home library

22 or stop it when... ? the patron isn't authorized at home library the patron has a system block or manual block

23 Patron authorized. Now Orca starts sending information send item data to patron library (added as temporary field in Patron record)

24 … and add temporary patron info to item record at owning (lending) library send patron data to Borrowing (patron) site: added as temporary field in item record

25 at Owning site: print paging slips, page item, check out to borrowing institution Due Date added to Orca “in transit” added at (Patron) site

26 checkout & prepare item for courier 1. bookband or label 2. courier bag 3. courier bag label

27 at borrowing site: receive item, check in, notify patron item updated at Orca and Owning (Lending) site: “received”

28 check out to patron patron checkout info added to Orca and Lending (Owning) site

29 check in from patron, return item to owning library status: “returned”

30 check in at Owning Site system deletes temporary data from patron & item records

31 … at the member libraries increase in activity compromise and support enthusiasm and appreciation from faculty and students

32 More to think about... Relationship to affiliated institutions who can borrow; courier service Local policies and patron services InterLibrary Loan vs OB patron notification Fines & fees (replacement, overdue, CRL) Visiting Patron manual, auto VP with inst’n loan rule, auto VP with local loan rules Pickup Anywhere

33 The system we use Union catalog –“look, no hands!” –reliable, expandable –a bazillion searches, legitimate results –permanent “value added” Borrowing –seamless & familiar –simple & sophisticated –options –joint policies, individual applications Management information Searches. Requests & fulfillments. Collection analysis

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