March 3, 2011

 Projects completed December – February  Initiatives for 2011  SkyRiver investigation

 Subject Lines on Notices  Notice Automation  Web-based Services: Locked Records, Days Closed  SWAN Tech website  Item Deletions System-wide  Max Item Limits  Status Report workshop  Loan Rule Changes for ILL under 7 Days  Circ du SWAN classes

 Subject Line on Notices: started January 4, 2011  “Courtesy”  “Hold Cancel”  “First Overdue”  “Second Overdue”  “Materials Have Arrived”

 Courtesy Notices Automated: December 6 th documentation for your staff on procedure changes. Started Dec. 15 th  Next up, overdue notices ( & print)  Level 1: completed  Level 2: completed  Level 3: completed  Billing: to be determined (all print, no )  Hold Pick-up: run late evening by staff

 Once designated as automated, notices fit into “autonotices” process  Scheduled at 3:00am  Runs for minutes  Printing occurs in the morning when the 1 st shift of SWAN Support arrives. Previously printing was completed during the night by 3 rd shift staff.

 What next?  Automated notices creates a print file, which is transferred to another server on LAN, or anywhere on the Internet  Possibility for outsourcing printing would be possible, e.g. Unique Management Services, or another library  Or other areas can be explored with IT help!

 LinkMate: will be automated in next 30 days  Back-ups: can run as “unattended”  Locked Records: can run as an automated process (R2009A resolved the majority of locked records in Millennium)

 SWAN Services is moving away from paper based forms  Days Closed Requests: now online  Locked Record reporting: soon to be online

 This will transition to a web-based form  After an announced date, faxes will no longer be collected by SWAN staff  Calling in a record lock will continue  Password access for circ staff, separate from Member’s Only website

 Web-based form created /

 Online form created: bottom half

 Unique password for IT or contracted IT staff  Will have software download access  Cannot access the Member’s website

 New system-wide item deletion option  Began January 31, 2011  Deletions run monthly last week day of each month  January 3,483 items marked for delete  February 3,388 items marked for delete

 New Itypes added for Console Games (Itype 42 & 142)  Circ Advisory recommendation brought to Council to swap out the Max Item Limit category Juv Kit for Console Games  Implementation plan being created by SWAN staff CurrentRecommended A.Compact Discs B.Cassettes C.Videos & DVDs D.Juvenile KitConsole Games

 Held on February 10 th  54 attendees (even had a waiting list)  Learn how to transition into doing these reports in your library using the Create Lists and Statistics mode on the Report Server. Review basic Create Lists procedures, Saved Search strategies, and introduce the integration of the Statistics mode into report procedures.  Second workshop to be held in April-May  On track for July 1 transition

 Loan rules under 7 days available for ILL were “banned” under a membership vote in Nov 2010  SWAN consulted with each of the 13 libraries affected (thank you Heidi)  9 completed, 4 in progress

 Eisenhower Public Library District Circ du SWAN

 Prairie Trails Public Library District Circ du SWAN

 Circ du SWAN  Classes online on SWAN Member’s website   51 libraries represented on average  Upcoming classes: ILL as a Borrower, ILL as a Lender, Reciprocal Borrowing, Financial Functions, Statistics, Create Lists  Search L2 “circ du swan”

 Restructuring of SWAN organization and managing service changes  Creation of independent finances for SWAN  Completion of FY12 Capital Plan  SWAN FY12 contract with regional library system  Working with SkyRiver or starting up new services with OCLC

 Facility planning, moving  Group Purchase of databases  Millennium R2009B upgrade  Report server: possible upgrade as per the FY11 capital plan  SWAN organization preparation for possible employment of staff  Delivery outsourced to SWAN?

 LLSAP directors and board reps meeting  Meeting held December  2 nd meeting March 11 th for LLSAP boards  Discussion on LLSAP needs within new regional library system  Facility needs  FY12 contract/agreement  Bibliographic Utility: state-wide OCLC contract

 Whitepaper in Quarterly Packet  Presents two options side by side  Inter-library loan decision

 OCLC inter-library loan represents 1.8% of the total ILL in SWAN  Pages 12 & 13 of report  Use of SHARE and I-SHARE noted as ILL options outside of OCLC

OCLC ILL FY09: SWAN Requests SWAN ILL FY09: Filled OCLC ILL FY11 Cost: $181,430 - $85,000 = SWAN FY11 Operating Budget Cost per Item: OCLC ILL Cost per Item: SWAN ILL Percentage of OCLC ILL for SWAN ILL total 21,9481,177,719$96,430$1,907,622$4.39$ %

 All 80 SWAN libraries would no longer be OCLC members  Updating of OCLC quarterly holdings by SWAN would stop  SWAN libraries that wish to remain OCLC members would not be in the quarterly updates, no small subset would or could be updated

 SWAN catalog will be comprised of OCLC and SkyRiver records, both of which will are full MARC records. There is no “conversion” of the existing SWAN database.  MARC is a standard, where they come from doesn’t affect SWAN’s ILS choice

 Membership Questions?  Ask Aaron Skog & Council Reps  Cataloging Libraries: Tony Siciliano

 Memo handout  Web-based access 

 End of Executive Director report  Look for this presentation here: