DocFind Responder

Sculpture by Brian Dettmer

Issues- Looking up call numbers is time-consuming.

- The call number supplied by the borrower is sometimes incorrect or missing from the request.

- DocFind Responder did not function properly with GS requests before VDX version 4.

DocFind (Requester)DocFind functions: VDX checks for the requested

document in your local catalogue

Then, DocFind looks in other catalogues for locations holding the document, and brings back the call number(s) associated with it if they exist.

In Colombo, DocFind uses the following search keys: ISBN, ISSN, LCCN

Picture DocFind Responder performing the same operations in your local catalogue

DocFind ResponderBasic Configuration

Searches only your catalogue and not those of other institutions.

If the request does not contain a call number: DocFind Responder adds it only to the Pick List.

Only configured for MONOGRAPHS, as it is triggered by requests having Service Type = Loan.

Uses: ISBN, LCCN or the combination Title/Author/Date. Call number transmitted with the original request is retained

(even if it is incorrect).

DocFind ResponderLog Messages

- Referred to Staff - Not Held

- Handed over for Manual Processing - Holdings Found For Manual Processing

- Referred to Staff - Not Found As Cited (indicates that the document format in the request is different from the document format of the bibliographic record found in your catalogue)

- Referred to Staff – Unavailable (indicates that a bibliographic record was found which has no holdings attached to it)

- More than 1 bib record located

DocFind ResponderAdditional Information

Libraries using Aleph should note that the Local location, when there is one, is not included in the call number found by DocFind (submitted to OCLC).

We have had to add new symbols to your institutions’ locations so that DocFind can identify the documents held by all lending libraries.

The search by title/author/date is not very accurate. For example, a title containing parentheses will not be found by DocFind. A small typo in one word of the title is sufficient to prevent a match.

Depending on the configuration, if the document is held by a lending library at the same institution which is not the library to which the request was sent, the log message may indicate that the item is not held.

In all instances, when DocFind Responder is activated, it adds a message to the Log Messages section of the request details.

DocFind ResponderAnswer Nonsupply

Automates the Answer Nonsupply action by VDX when all copies of a document are on loan

Only applies to requests where the Service Type 1 = Loan.

Service available to all Colombo libraries which have activated DocFind Responder.

Possible to exclude specific locations from responding automatically

The “Answer nonsupply” action with an Unfilled Reason of “other” and a Note “Item Available Later” will be transmitted to the partner.

The loan request will be automatically completed and will disappear from the Work Queue, since it is complete.

In the case where DocFind Responder locates a bibliographic record and at least one of the copies attached to it is available: no automatic reply.

DocFind ResponderAnswer Nonsupply

ADVANTAGES

DocFind Responder can reply to approximately 25 % of loan requests with an Answer Nonsupply.

The response time is from 1 to 4 minutes after the loan request is received. It is possible that you may print out the Pick List (including the request which is in process) during this timeframe; the list will contain the item, but DocFind Responder will still send the “Answer Nonsupply”.

ILL staff will therefore save time by not having to: Print a Pick List for this request Search in the local catalogue Respond to the request

From the borrowing library’s perspective, the automatic response will occur more quickly than with human intervention, and the request may then be forwarded to another potential lender.

Operates even when the request is sent outside business hours.

DocFind ResponderAnswer Nonsupply

DocFind ResponderExclusion of Specific Partners from the

Answer Nonsupply

Generally, this would apply to those partners for whom you wish to reserve documents which are currently on loan by your users. You may have specific agreements with them such as reciprocal borrowing agreements. DocFind Responder would therefore only be used to look up call numbers.

Institutions with several Colombo Lending Libraries:

Centralised model Decentralised model

DocFind ResponderSpecial Considerations

And with VDX 6?•DocFind Responder will

be configured for everyone

•Answer Nonsupply will be configured for everyone

•The call number found by DocFind Responder will be

entered in the Call Number field of the

request

•Other automatic responses may be

proposed; however, it will depend on the data and

the catalogue system used.

Sculpture by Brian Dettmer

And with VDX 6? Other possible

responses:

•Item Not Held

•Item Not Found as Cited

•Item Unavailable

•Item Due Before Expiry

•Item Available Now

•Item Due After Expiry

Sculpture by Brian Dettmer

And with VDX 6? SFX and Copy

requests

Finding call numbers for Copy

requests: is there a need?

Sculpture by Brian Dettmer

QUESTIONS, COMMENTS?