A Very Private OPAC A case study in adding and scoping branch libraries Presented by Phil Brabban and Dylan Harrison 14 th September 2006

∂ Introduction The University The Challenge Scoping Loan Allocation Data Conversion Self-issue

∂ Durham – a Collegiate University 16 Colleges of Durham University Pastoral 12 Colleges have a Library 6 College Libraries are automated –ALICE –AUTOLIB –Homegrown University Library - separate department

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∂ The Proposal Colleges expressed need for an improved LMS Initial interest in networked catalogue using Autolib XML Single automated product for all Colleges

∂ Why Unify? Single search interface for users Maximise investment in Millennium Advantages of Millennium over smaller LMS’s Less work for College Librarians Quality Bib records Professional support Funding

∂ The Specification ‘Private’ collections Access only to individual College’s members Off-campus members should be able to search College holdings College loan entitlement College loan rules Self-issue and return

∂ Scoping – the easy stuff Create the branches Create item and bib locations Edit Locations served

∂ Scoping – the hard stuff How to ensure each College’s holdings are private? –Catalogue must be available ONLY to College members –Members can be on campus or off campus –Members of one College should not be able to view members of another College’s items

∂ Scoping solution Re-scope of Catalogue (105F) Create a scope for each College Use Limit Network Access | HTTP to force OPAC into correct scope Use LOCKSCOPE option to ensure OPAC ‘held’ the scope on new searches Remove the Scope from the OPAC dropdown by changing scope menu order to 0

∂ More scoping problems Leakage View entire Collection University Library Scope

∂ Off-Campus Scoped search for off-campus users College affiliation? Can engage scope via url VLE (Blackboard) Liaised with Learning Technologists Blackboard building block

∂ Determines the user's College affiliation from field in VLE user account Displays the relevant College crest Sets the ~S URL parameter to engage the relevant scope

∂ Blackboard building block Above screenshot shows relevant scope "Castle + ULCAT" engaged

∂ The Downside Hidden scopes can’t be seen No Keyword search Complex setup

∂ Loan allocation Patron blocks table Max item A-D By ptype Item OR location ONLY Create new itypes for colleges

∂ Self-issue 24 hour opening Unstaffed Student assistants Minimal security if any Graphical Self-check product (310M)

∂ Diminished returns Students were used to return items No self return product Circulation module – reduced modes Needs to be staffed Controlled access

∂ Data Conversion 5 Libraries had pre-exisiting catalogues Records were very basic Colleges re-barcoded first to elimnate duplication Autolib data extracted as flat file tab delimited by supplier ALICE export and manipulation done locally In-house Perl scripts and MARCEdit used to manipulate the data Local load tables developed

∂ Data Conversion machinery Comments from the Perl scripts: # Terminate subtitle with full stop if none present # Pull off first author and dedup the remaining author list # Add a 700 field for each additional author # Ensure pubplace ends in space colon # Terminate pub with comma if none present # Add a 598 field # Check beginning of series for skippable words Perl module MARC::Record

∂ Data Conversion machinery Graphical version of LOC MARCMakr/Breakr

∂ Finishing touches Loan Rules Local operational review Fines payment E-commerce Training

∂ Conclusion 12 Libraries 45 Scopes 1 Catalogue