Holdings – vital to library success Spring 2017 Presented by Kathryn Riedener, Library Technical Services Specialist Pioneer Library System These are the slides presented at the May 9th workshop.

Topics for discussion Putting our best public face forward Accuracy impacts searching How our users actually use the catalog OPAC vs. Staff Client Adding items Templates – how your choices impact circulation and other transactions Reports – which ones and how to use them for highest ROI PLUM – your online resource Problems – what to do when it goes wrong Best practices reminder Questions – yours and mine

Putting our best public face forward Our catalog, known as OWWL to the public, is the first and sometimes the only interaction users have with the system as a whole First impressions… Making the best experience for our users The catalog is the basis for all interactions with our libraries’ materials. We want to make it the best possible experience for our users.

Accuracy impacts searching Spelling Butterfies Butterfles Coding errors Missing icons Format issues Weird title spacing As you know, accuracy is critical to finding materials in the OWWL catalog. The above spelling errors return either 1 record (Butterfies [which will be corrected shortly]) or 0 records (Butterfles). Looking below the 0 results for Butterfles, you will see suggestions for searching that may be helpful to you. As we discovered in the workshop, most people had rarely, if ever, read this information.

How our users actually use the catalog Welcome to the OPAC Teaching users about filters Keyword searching is their best friend, too Advanced Search for the ambitious/discerning/confused The broader the search, the better the chance for finding what you’re looking for. Using filters after the broad search can help narrow the possible records to examine. I demonstrated in the Advanced Search that you can select a number of format filters by CTRL+click to select each one.

OPAC vs. Staff Client What can you see that they can’t? Why the difference? What should you do? The staff client displays EVERY record in the catalog. The OPAC displays only those records that have items marked “OPAC Visible = Yes” field of the Item Attributes. This means that “empty” records (those new records with nothing attached OR older records with only volumes) are not seen by our patrons.

Accuracy impacts searching Mistakes in records Identifying Reporting Mistakes on items Correcting Mistakes on records can only be corrected by PLS staff, namely, Kathryn. Please report errors to cataloging@pls-net.org. Mistakes on items can be corrected by owning library staff. You can correct a shelving location, call number, barcode, or any other information connected with your specific item.

Adding items Careful searching is the first step Oops! I made a mistake – what do I do? …and there goes the record  If you make a mistake, especially when adding a new holding, add a corrected holdings BEFORE deleting the mistake. If you are the first on a record and you delete your error first, the record will also be deleted. If this happens, contact Kathryn to have the record undeleted.

Templates – how your choices impact circulation and other transactions Item Attributes Location/Collection Circulate? Holdable? Age-based Hold Protection Loan Duration Fine Level Circulation Modifier Price OPAC Visible? Reference? OWWL Statistical Categories (Stat Cats) Each field is critical to making sure your item behaves as expected – especially with regards to circulation. Most times if an item checks out for what seems to be an odd time frame, it is due to either a missing or incorrect entry in the Item Attributes fields.

Reports – which ones and how to use them for highest ROI Scheduled Copy Status Bad Stat Cat (Statistical Categories) [includes Circulation Modifier, too!] Ad Hoc Shelf List by Call Number Range Shelf List by Shelf Location We reviewed the reports – 2 Scheduled (found in the PLS Custom Reports) and 2 Ad Hoc. The copy status displays everything that is not currently Available, Checked Out, In Transit, or Reshelving. The items that appear on this report require some amount of staff action. The Bad Stat Cats Report will most often generate items that are missing a Circulation Modifier. The Shelf List reports are useful if you need to make changes en masse or to aid in weeding.

PLUM – YOUR ONLINE RESOURCE Where to find it What’s in it? How, when, why to use it http://pls-net.org/ http://plum.pls-net.org/twiki/bin/view/ The PLUM includes all procedures involved with holdings maintenance. If you have a question, you can always look there for guidance. Using the Index is probably the best way to find the topic you are looking for.

Problems – what to do when it goes wrong Record problem? Report it via email or PLUM form BE SPECIFIC! Include as many details as possible Urgent issue? Call me (585-394-8260 x114) Call number or item problem? If it is your item, you can fix it If it belongs to another library… We reviewed how to transfer volumes from one record to another and how to transfer items from volume to volume on the same record. Directions can be found in PLUM. Look for TransferCopy and/or TransferVollume in the Evergreen web index.

BEST PRACTICES REMINDER Label ALL items being sent to PLSHQ for cataloging Look INSIDE items for additional ISBNs to submit DON’T DELETE a mistake until it has been corrected (especially if you’re first on the record) But if you do, and the record disappears, PLEASE contact Kathryn to undelete it Submit requests for summer reading items as soon as you have them Ask questions as needed – I am here for YOU! It’s always a good idea to follow these best practices. Please call or email if you have any questions at any time.

Questions – yours and mine Did you learn something new and useful? Would you like to discuss anything in more detail?