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

Our Library

Our Library

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.

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.

What We Learned

Collaborative efforts involving different areas of expertise were critical to the success of the project

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

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

What We Learned-Collection Evaluation

Collection evaluation can take a REALLY long time…if you let it!

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  

Category Item Counts

   

Science & Engineering Books  

All classes <=1990 31,472

QA70--QA90 class <=1999 9,992

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 & Diss 3,588

Sp Coll boxes 2,304

Running Total 88,334

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 Q minus QE QM QP Item Count 43,556

Class S         Item Count 3,055

Class T minus TP TX   Item Count 19,088

Class PZ   Never Circulated   Item Count 6580

            72,279

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

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.

Space in the LCD-original

Book size # of Shelves set at:

Orange 624 14"

Blue 3,528 12"

Yellow 4,454 10"

Purple 646 9"

Green 176 16"

SPCO books 240 varies

Total 9,668

Utilized a “Decider” created to help determine sizes of shelves needed to hold the collection.

What We Learned-Physical Identification of Items

After tagging project, we used the flat files with item barcodes for bulk location update

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)

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

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.

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.

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?

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''***************************************************

What We Learned—Record update

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

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.

Steps to configuration

Configure Call Slip and Circulation Policy matrix in SysAdmin

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

Call Slip in SysAdmin

No Fill Reasons

Call Slip in SysAdmin

Queues

Call Slip in SysAdminRules

Steps to configuration

Configure Call Slip and Circulation Policy matrix in SysAdmin

Configure the Call Slip Daemon

Call Slip Daemon

Preferences

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

System Forms SysAdmin p.7-33

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

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.

Call Slip.ini General Stanza

Call Slip Daemon User’s Guide, 4-15

CallSlip.ini

Some values are set by the Preferences in the CS Daemon

CallSlip.ini

Some values are set by the Preferences in the CS Daemon

Request Print Templates-Default

Request Print Templates-Custom

Default email stanzas in CallSlip.ini

Custom

email stanzas in CallSlip.ini

Customizing .ini file

Voyager® 6.2 Call Slip Dæmon User’s Guide 4-22

Making a request in the OPAC

Processing Call Slips in the Daemon

Email to Patron

LCD Statistics…since the beginning

  2005-2006   2006-2007   2007-2008

     

Sept.          

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

Questions???