1. Using Voyager Call Slip for Remote Retrieval Or, How the needles are plucked from the Haystack! C. Heather Scalf Assistant Coordinator, Access Services UT Arlington Library scalf@uta.edu

2. Our Library

4. Now What?? Time to Build the Haystack  A Library Strategy was crafted and a Task Force was formed to address our capacity issues. All concerned program areas were represented; ie. AS, IR, Facilities, IOP, LS, SPCO Meetings were held biweekly (for 18 months) until all issues were resolved and plans made.

5. What We Learned  Conducted literature search and evaluated best practices at the time Primary resource for us Nitecki, D. A. (Ed.). (2001). Library off- site shelving: Guide for high-density facilities. Englewood, Colorado: Libraries Unlimited.

6. What We Learned  Collaborative efforts involving different areas of expertise were critical to the success of the project

7. What We Learned  Collaborative efforts involving different areas of expertise were critical to the success of the project  Each area had significant challenges to their procedures or normal operations

8. What We Learned  Collaborative efforts involving different areas of expertise were critical to the success of the project  Each area had significant challenges to their procedures or normal operations Collection evaluation

9. What We Learned- Collection Evaluation  Collection evaluation can take a REALLY long time…if you let it!

10. What We Learned- Collection Evaluation  Collection evaluation CAN take a really long time…it took us about 5 months Item Counts for Move # 1 to LCD CategoryItem Counts Science & Engineering Books All classes <=199031,472 QA70--QA90 class <=19999,992 Science & Eng Cx Periodicals (count may be higher)*17,472 Central Books in T classes (except TT & TX)9,842 Central Periodicals in T classes (except TT &TX)13,664 Sp Coll Theses & Diss3,588 Sp Coll boxes2,304 Running Total88,334

11. What We Learned- Collection Evaluation  Collection evaluation can take as long as you let it…. Item Counts for Move #2 to LCD from CEN Class QminusQEQMQPItem Count43,556 Class S Item Count3,055 Class TminusTPTX Item Count19,088 Class PZ NeverCirculated Item Count6580 72,279

12. What We Learned  Collaborative efforts involving different areas of expertise were critical to the success of the project  Each area had significant challenges to their procedures or normal operations Collection evaluation Physical identification of items to be moved

13. What We Learned— Physical Identification  Maximization of space drove us to shelve items by size, not call number This required physical measuring and tagging of every item.  We used colored tape to identify which section items would go into—Blue, Yellow, Orange, Purple, etc  Then we scanned the item barcode into an Excel file, grouped by color.

14. Space in the LCD-original Book size# of Shelvesset at: Orange62414" Blue3,52812" Yellow4,45410" Purple6469" Green17616" SPCO books240varies Total9,668 Utilized a “Decider” created to help determine sizes of shelves needed to hold the collection.Decider

15. What We Learned- Physical Identification of Items  After tagging project, we used the flat files with item barcodes for bulk location update

16. What We Learned—Arrangement  Maximization of space drove us to shelve items by size, not call number This required physical measuring and tagging of every item. Every item had to have a barcode (and be in the database)

17. What We Learned  Collaborative efforts involving different areas of expertise were critical to the success of the project  Each area had significant challenges to their procedures or normal operations Collection evaluation Physical identification of items to be moved Arrangement of the items at the LCD

19. What We Learned--Arrangement We created a unique barcode for each shelf in the LCD and associated item barcodes with that for location and retrieval.

20. What We Learned--Arrangement We created a unique barcode for each shelf in the LCD and associated item barcodes with that for location and retrieval.  Lesson learned--Should have used MS Word to print in batches, rather than one little one at a time.

21. What We Learned  Collaborative efforts involving different areas of expertise were critical to the success of the project  Each area had significant challenges to their procedures or normal operations Collection evaluation Physical identification of items to be moved Arrangement of the items at the LCD How do we update item records efficiently?

22. What We Learned—Record update  After items were placed on shelves, IOP staff scanned each item on each shelf and created an Excel file that provided the needed information to update the item locations in a bulk update format. Update script by Peter Zhang. Addfreetextbybarcode.txt '*************************************************** Due credits to Gary Strawn for his VoyagerReader.dll and help 'Before you start this program 'First review your scanned list ' 'Make sure that the shelf and range barcode is before the item barcode(s) 'Otherwise, the program will assign NO shelf information to those item record(s) 'Until it finds a valid shelf barcode in your list 'It should look like this 'RAN36SEC05SF02 '31334020238909 '31334020123456 ' '***************************************************

23. What We Learned—Record update

26. What We Learned  Collaborative efforts involving different areas of expertise were critical to the success of the project  Each area had significant challenges to their procedures or normal operations Weeding/Collection evaluation/Barcoding Physical identification of items to be moved Arrangement of the items at the LCD How do we update item records efficiently? Retrieval procedures—Call Slip

27. Call Slip Daemon  Call Slips are requests submitted through WebVoyáge or through the Circulation client. The items that a patron is able to request is based on the rules set in the Circulation Policy Matrix defined in Voyager System Administration. Retrievals are organized and processed through the Call Slip Daemon.

28. Steps to configuration  Configure Call Slip and Circulation Policy matrix in SysAdmin

29. Configuring Circ Policy Definition-->Patron group-->Rules

30. Call Slip in SysAdmin No Fill Reasons

31. Call Slip in SysAdmin Queues

32. Call Slip in SysAdmin Rules

33. Steps to configuration  Configure Call Slip and Circulation Policy matrix in SysAdmin  Configure the Call Slip Daemon

34. Call Slip Daemon Preferences

35. Steps to configuration 1.Configure Call Slip and Circulation Policy matrix in SysAdmin 2.Configure the Call Slip Daemon 3.Create a call slip request form in the OPAC configuration  Request Forms section of SysAdmin

36. System Forms SysAdmin p.7-33

38. Steps to configuration 1.Configure Call Slip and Circulation Policy matrix in SysAdmin 2.Configure the Call Slip Daemon 3.Create a call slip request form in the OPAC configuration  Request Forms section of SysAdmin 4.Customize the CallSlip.ini for your operation

39. Call Slip ini  CallSlip.ini is located on the C: drive of the machine using the Call Slip Daemon.  There are numerous stanzas within the.ini file, each governing a specific function and customizable to varying degrees.

40. Call Slip.ini General Stanza Call Slip Daemon User’s Guide, 4-15

41. CallSlip.ini  Some values are set by the Preferences in the CS Daemon

42. CallSlip.ini  Some values are set by the Preferences in the CS Daemon

43. Request Print Templates-Default

44. Request Print Templates-Custom

45. Default email stanzas in CallSlip.ini

46. Custom email stanzas in CallSlip. ini

47. Customizing.ini file Voyager® 6.2 Call Slip Dæmon User’s Guide 4-22

48. Making a request in the OPAC

49. Processing Call Slips in the Daemon

50. Email to Patron

51. LCD Statistics… since the beginning 2005-2006 2006-2007 2007-2008 Sept. 257 602 Oct. 414 419 Nov. 487 352 Dec. 143 149 Jan. 434 466 Feb. 463 467 Mar. 293 252 Apr. 230 263 406 May 247 339 255 June 244 250 268 July 199 378 326 Aug. 270 547 315 1190 4268 4277

52.  Questions???