Orca merger planning

Catalog and Circulation

Last updated: March 3, 2003

1 Coordination and negotiation with III

1.1 Software features

1.1.1 Advanced searching

1.1.2 Scoping

1.1.3 Agency-based coding for stats, requesting, etc.

1.1.4 Requesting to own site

1.1.5 Remapping for fixed fields (BCode1,2)

1.2 Services

1.2.1 Profiling, Bib and Circ

1.2.2 Indexing

1.2.3 Loading

1.3 Hardware

1.3.1 Memory and RAID disk space

1.3.2 CPU, Backup, other peripherals

1.4 Maintenance (cost)

2 Catalog Design: Web OPAC

2.1 General design

2.1.1 appearance (aesthetic); function

2.1.2 consider maintenance as well as initial design

2.2 Indexes; Main menu and sub-menus

2.2.1 Journal Title index

§ polling Orbis members to determine need to continue (to work for pass-thru searching)

§ members may continue use in local cat.

2.2.2 MESH

§ continue as separate index

2.2.3 Genre

§ separate index (recommended by CDTF)

2.3 Browse screen display

2.3.1 options?

2.4 Bib record display

2.4.1 fields: order of display

2.4.2 field labels

2.4.3 fields suppressed from public display

2.4.4 system text ‘display holdings’ text

2.5 Advanced searching

2.5.1 How it works

2.5.2 What’s included (and see Profiling below)

2.6 Scopes?

2.6.1 Serial

§ consider separate background color when scope invoked, for easy public service help, trouble-shooting

§ requires BCode remapping table in place before Orbis AVS index is built; need III product development

2.6.2 Orbis DLC project (BCode3)

2.6.3 Start Over

2.6.4 Limits

2.6.4.1 Language

§ list all or limited number of languages?

§ local sites, setup table and data problems?

2.6.4.2 Material type

2.6.4.3 Labels

2.6.5 Export options

§ use Orbis setup

2.6.6 Keyword synonyms? (no)

2.6.7 Information (Help) pages (about using the catalog)

2.6.8 Search Help screens

2.6.8.1 Phrase indexes (A,T,S, etc.)

2.6.8.2 AVS index

2.6.9 Timeouts

§ review Orbis and Cascade defaults

3 Catalog Design: Telnet

§ Match index and display choices. Other issues?

4 Hardware installation

4.1 Scheduling and downtime planning, announcement

4.2 Documentation

§ Equipment diagram, Maintenance procedures, UPS, backup, etc.

5 Bib profiling

§ (staff work using existing catalogs; consult as necessary)

5.1 Record Contribution policy and coding

§ policies are consistent; check local practice

5.2 Suppression/Display policy and coding

§ policies are consistent, except Orbis allows local choice for order record display; check local practice. Clarify and remind staff of distinction between suppression/display and contribution.

5.3 MARC field comparisons

§ compare local Cascade sites to Orbis, check for completeness

5.4 Index Rules

5.4.1 index comparison (Cascade to Orbis) for merger training

5.4.2 Advanced Searching (AVS)options, fields included for AVS Keyword index (convert Orbis prior to load)

5.5 Institution names and codes

5.6 Institution priority (for record matching and merging)

5.7 Mat type for Limiting by Serial (BCode1)

§ remapping table for local site(s) UO, UPS, others as necessary (B2 to B1)

5.8 Material type (BCode2)

§ BCode2, <b> obsolete (fix Orbis data)

§ remapping table for local site(s) as necessary

5.9 BCode3 for suppression and display

§ remapping table for local site(s) as necessary

5.10 Hotlinks (856 fields)

§ union catalog will store and display 856 in bib. record and institution records

§ need 856 from checkin record – III product development required

6 Loading

6.1 test records (bib, item)

6.2 Cascade sites

6.2.1 test files

6.2.2 sequence

§ WSU, UW, WWU, CWU, TESC, EWU, UW-Law

6.2.3 progress of loading (start, finish, etc.) through email anncts

6.3 Orbis sites

6.3.1 project scheduling

6.4 Agency-based software

§ required for separate statistics, etc. Will be useful for Evergreen, EOU, et al.

7 Cascade circ wind-down

7.1 “Too long” lists, frequent review and problem-solving

7.2 Stop requesting about June 15

7.3 Create lists of virtual items/patrons at all sites and archive data

7.4 Convert outstanding INN-Reach transactions to local loans

7.5 Shutdown Cascade server

7.6 Reconcile Cascade local loans

8 Circ policies

8.1 Loan rules

8.1.1 Max # requests (Orbis-300, Cascade-100)

8.1.2 Time on hold shelf (Orbis-5, Cascade-10)

8.2 Fines & fees: standard vs. individual; who keeps

8.2.1 Fines for overdue

§ Orbis: standard. Cascade: local fees. For Council review.

8.2.2 Fees for lost and irreparably damaged

§ Orbis: $60, Cascade: $75. Use $75.

8.2.3 Administrative fees

§ Orbis and Cascade: same - $15

8.3 Recalls

8.4 Renewals (check for local holds)

8.5 Load balancing table

8.6 Priority groups

§ reconsider after merger (any potential courier routing changes?)

8.7 Visiting Patron, automated vs. manual; OB cards, etc.

§ staff recommendation: eventually phase out manual VP, all use automated VP with either central Instn or local rule, discontinue use of individual VP cards

8.8 Pickup Anywhere

§ Each site will determine its list of pickup locations, and notify Orca staff

9 Circ profiling

9.1 Status codes and labels

§ will consult with local sites as necessary to synchronize local uses with central (provisional list of status codes for Orca)

9.2 Item types (ITypes)

§ while staff works on Orca profiling for record loading, local itype changes will be postponed until the first priority Orca profiling is completed

9.3 Patron types (PTypes)

§ while staff works on Orca profiling for record loading, local itype changes will be postponed until the first priority Orca profiling is completed

§ review and compare mapping, consider patron status w/r instn enrollment and payroll systems

§ CRL: UW, WSU

9.4 Pickup locations table

§ labels for catalog display, paging slips, etc.

§ assign names following pattern; does Instn need to be included now? depends on design of pickup loc menu(s); e.g. “circ desk” could apply to a dozen or more sites

§ early review of existing and potential new dropsites and pickup locs

§ NN to contact III regarding suppression of Instn field on paging slip, bottom half-left

§ Dropsite Name – instructions to use this for marking TO on the item band/label

§ Pickup At – use this field for internal routing within the institution

§ Delivery Stop – all sites will have Delivery Stop field which includes Instn name (e.g. OSU-Corvallis; GFU-Portland). Orca will request Instn field to be suppressed.

9.5 local sites: table modifications

9.5.1 ALL: add branch codes

9.5.2 Cascade: modify patron blocks table

9.5.3 Cascade: add loan rules

9.5.4 Cascade: add lines to loan rule determiner

9.6 local sites: Home Library field in patron records -?

9.7 Cascade sites: create test patrons and patron loaner records

9.8 Request at local site (enhancement to setup by institution, not system-wide)

10 Circ processing

10.1 time on hold shelf: 7 days

10.2 ‘Too Long’ reports

§ Orbis standard appears to be appropriate

10.2.1 paging slip procedures

10.3 use of Bookbands/labels

§ Orca will accommodate, at least temporarily, members’ interest in using labels as well as Bookbands. Orca will supply “camera-ready” label for sites to print their own, and will also order Bookbands for all sites using Bookbands.

10.4 barcode formats (initial character, length; scanning at various sites)

10.5 communications

10.5.1 policy; problem-solving and daily processing

10.5.2 Cascade lib’s, set up “generic” email account for access by staff at member inst’n

11 Circ and lending materials

11.1 Orbis and ICCL cards for on-site borrowers (recommendation: discontinue. see VP)

11.2 green flags for shipping non-OB items

11.3 bookbands/labels

§ design

§ production (target date for production & distribution?)

11.4 courier bags

§ continue to use existing bags

§ supply? more needed? (new logo)

11.5 courier bag labels

§ additional re-useable label sets between Orbis and Cascade, and within Cascade dropsites