1. 1 Introduction to Remote Storage Yoel Kortick Senior Librarian

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3. 3 Agenda Introduction Adding a Remote Storage Location Testing the Setup

4. 4 Introduction It is often the case that the library will have some items stored in a location which is considerably physically further away than most other locations. Often the items which are stored in this “distant” location are in less demand than items in closer locations, where real estate may be more valuable and space more limited.

5. 5 Introduction When items are needed from the “distant” location they are 1. Transited to a different location where loans and returns are performed 2. Checked out to a patron at the location 3. Checked in from patron at the location 4. Transferred back to the “distant” location In Alma this “distant” location is known as “Remote Storage”

6. 6 Introduction The “Remote Storage” is a physical location similar to other locations. In this sense it Belongs to a fulfillment unit Has fulfillment unit rules Items in the Remote Storage location behave according to a terms of use It has Circulation Desk like others.

7. 7 Introduction Typically there is no checkout or checkin (loan or return) from a Remote Storage location. In most cases items are transited from the Remote Storage location to a location which does do checkout and checkin, and then transited back to the Remote Storage location The location to which the item is returned may or may not do “reshelve” to the Remote Storage location.

8. 8 Introduction If an item belonging to the Remote Storage location is returned at a location which does "reshelve" to Remote Storage library then it will appear as in place when checked in at the location even before transit to the Remote Storage. The item will still need to be transferred to the Remote Storage location. If an item belonging to the Remote Storage location is returned at a location which does not "reshelve" to Remote Storage location then it will appear as in transit when checked in at the location before transit to the Remote Storage. The item will still need to be transferred to the Remote Storage location.

9. 9 Agenda Introduction Adding a Remote Storage Location Testing the Setup

10. 10 Adding a Remote Storage Location Here is what we will do now to add a Remote Storage Location 1. Add a new location of type “Remote Storage” in desired library. We will signify “Remote Storage” and “Remote Storage Offsite Facility” in the new “Remote Storage” location. 2. Define a new circulation desk which includes the new Remote Storage location and does reshelve for the Remote Storage Location. 3. Add the new Remote Storage location to an existing circulation desk where the items from the Remote Storage location will be checked in and checked out

11. 11 Adding a Remote Storage Location From the general configuration menu switch to the library in which you want to add the Remote Storage location and choose “Locations > Physical Locations” Library in which we will add a location

12. 12 Adding a Remote Storage Location From the list of existing physical locations click “Add Location”

13. 13 Adding a Remote Storage Location Fill in the form Whatever you want Choose these values in the pull down box More on the “Offsite Remote Storage Facility” later

14. 14 Adding a Remote Storage Location Now the new Remote Storage location appears with the other locations for the library

15. 15 Adding a Remote Storage Location Now we will create a circulation desk for the Remote Storage location. This may be done by adding it from the list of circulation desks by editing the location and then adding a new circulation desk. We will edit the location and then add a circulation desk.

16. 16 Adding a Remote Storage Location Add a circulation desk

17. 17 Adding a Remote Storage Location The Remote Storage circulation desk

18. 18 Adding a Remote Storage Location In the Remote Storage circulation desk the location of type “Remote Storage” does not checkin or checkout but it does reshelve

19. 19 Adding a Remote Storage Location Add the operator who can use this desk

20. 20 Adding a Remote Storage Location Now we will add the new Remote Storage location to an existing circulation desk where the items from the Remote Storage location will be checked in and checked out

21. 21 Adding a Remote Storage Location Edit existing circulation desk

22. 22 Adding a Remote Storage Location Add new remote storage location Do have options for checkin and checkout Do not have option for Reshelve (because you want it “in transit” after being checked in until it gets to the remote storage location)

23. 23 Adding a Remote Storage Location Add new location to fulfillment unit loan and request rules (if your rules are location based) Fulfillment Unit Rule for loan

24. 24 Adding a Remote Storage Location Add new location to fulfillment unit loan and request rules (if your rules are location based) Fulfillment Unit Rule for request

25. 25 Adding a Remote Storage Location Previously when we added the Remote Storage location we chose “remote Storage” “Offsite Remote Storage Facility”. In this way, we have associated our remote storage location with a remote storage facility

26. 26 Adding a Remote Storage Location The “Offsite Remote Storage Facility” is a remote Storage facility which exists in the ‘Out of the Box” setup and is accessible via the fulfillment configuration menu on the institution level:

27. 27 Adding a Remote Storage Location The “Offsite Remote Storage Facility” has its own calendar which affects all remote storage locations with which it is associated. It also has its own event type “Shuttle” which described the period where the item is actually transited from one physical location to another. This is evident in the following slide showing the calendar which is accessible when doing ‘edit” on the “Offsite Remote Storage Facility”

28. 28 Adding a Remote Storage Location

29. 29 Agenda Introduction Adding a Remote Storage Location Testing the Setup

30. 30 Testing the Setup We will now go through a typical workflow: Item is in Remote Storage location Item is requested for pickup at non remote location Item appears in “pick from shelf” list of remote location Item is scanned in at remote location Item is transited to the non-remote location where it was requested Item is loaned then returned at the non-remote location Item is transited back to the remote location.

31. 31 Testing the Setup Here is an item in the Remote Storage location

32. 32 Testing the Setup A patron places a physical item request on the item He designates pickup location “The Yoel Institute for Library and Information Science” The request states “Managed By Desk: Etzion Block Remote Storage Circulation Desk”

33. 33 Testing the Setup There is a staff user at the “Etzion Block Remote Storage Circulation Desk”

34. 34 Testing the Setup The staff user at the “Etzion Block Remote Storage Circulation Desk” views the “Requests - Pickup from Shelf List” …

35. 35 Testing the Setup And he sees the request for the item at the “Etzion Block Remote Storage Location” Item is scanned in at the remote storage desk and transited to the default circulation desk

36. 36 Testing the Setup Item is transited …

37. 37 Testing the Setup And scanned in at the default circulation desk The item then goes on the Hold shelf, and is loaned and returned from the default circulation desk

38. 38 Testing the Setup When the item is returned at the non-remote circulation desk the following message will appear, ensuring that the item will not be put with items of the wrong library

39. 39 Testing the Setup After the item is returned it will appear “in transit” to the remote storage location

40. 40 Testing the Setup The process was successful and is now complete It arrives to the remote storage location, gets scanned in, and the process is over.

41. 41 Final Note Note that there is also an external integration profile of type Remote Storage. This is not necessary to use the previously- described remote storage workflow. If a profile of this type has been configured and is running then Alma will export a file of requests for items in the remote storage location and it will be placed on the defined ftp server. The file may then be retrieved by the remote storage location and processed. This would be instead of or in addition to the task list “Requests – Pickup from shelf”.