This technical note will outline a proposal on how to use a fixed set of bibliographic records and Sitka support’s proposed technical recommendations. The Circulation and Cataloguing Working Group, and the Business Function Group, will all have input to the proposal and recommendations, and it is expected that policy and recommended workflow will be developed as a result.
We recommend the following as potential requirements for a fixed set of records to be used for ILL. Some sites may use all fields, while some may not. Some sites may input actual title and author data for each resource, while some sites may create fixed records with fixed generic bibliographic data. For example, as actual bibliographic data is retained in Outlook, a Sitka library may choose to create their ILL brief records using a generic title such as BFN Interlibrary Loan Book, where BFN is Fort Nelson’s LAC code. (See Appendix for information about LAC codes)
Bibliographic records could include the following fields and text could be in upper case to further identify as a brief record:
100 $a for author's full name
245 $a for title, and 245 $b for sub-title, and ILL designation
850 $a, or $590a, with representation of originating library, either the LAC library code (meets the MARC standard) or a full text representation of the library’s name. If using generic bibliographic data Sitka support recommends the 590 or 850 contain LAC code of library that created brief record
An ILL MARC record template will be created by Sitka support containing final, approved fields. This template will be available by selecting → >and choosing appropriate template from drop down menu.
Volume record can contain a dummy 'ILL' call number that does not need to be changed on a per-loan basis.
Owning library/call number will be the designated ILL branch at a library system.
Copy is assigned a shelving location 'ILL', which is holdable, but not OPAC visible. This will prevent patrons from discovering these brief records. Shelving location can be library system specific, or a Sitka wide shelving location meant to be used by all sites using brief records for ILL.
Sitka support team will create the Sitka - wide shelving location with required attributes upon final formalization of policy.
o Copy is assigned a library system specific, or one agreed upon by Sitka consortia or library federation, circulation modifier that has correct circulation parameters associated with it.
o Library staff can create a cataloguing item record template with all required attributes pre-loaded, thereby facilitating data entry and consistency when creating fixed set of records.
Create fixed set of brief bibliographic records, with attached volume and copy records.
As ILL items are received at central branch, staff key in basic bibliographic data into MARC record in capital letters and flag as ILL in title statement. If using generic bibliographic data this is not required.
Staff place a title level hold on MARC record for requesting patron.
Staff check item in to put it in transit to branch, or to capture hold if patron is at central branch.
Staff send item to branch or to holds/ILL shelf at main branch.
Branch staff checks in item to capture hold and contact patron.
Branch staff checks out item to patron.
Patron returns item and staff check it in to either put it in transit back to main branch, or if returned at main branch to close transaction.
Staff at main branch check item in to close transaction and return item to originating library.
As new ILL items are received staff replace existing bibliographic data (title and author)with new bibliographic data and repeat cycle. If using generic bliographic data this step is not required.
When the ILL item is returned, none of these records are deleted. The bibliographic record is edited with the title, author, and originating library of the new item when the corresponding barcode is reused. If generic bibliographic data is used, editing is not required.
Solution #2 allows the item to be tracked from receipt, through any transfers between branches, and eliminates the need for circulation staff to key in any data when the circulation occurs.
Solution #2 is best for multi-branch libraries, or at single branch sites where circulation staff are not responsible for keying in item information.
Solution #2 allows for email notification to patron when hold is captured.
Note
One issue with Solution #2 using actual bibliographic title and author data is that returned ILL items with outstanding fines will display on the patron record with the current title of the MARC record under which their ILL circulated. For example, if a barcode is re-used while a patron still has fines attached to that copy, patron’s record will be updated and contain the new title information, not the information for the item they originally borrowed.
Sitka support team recommends ILL and circulation staff be aware of this and adopt procedures to manage fines on ILLs at time of check-in if using actual bibliographic data in brief MARC records. This could include voiding the circulation fine and creating a “grocery” bill with all relevant details in note, or collecting payment at time of check-in when possible.
Sites using generic data will not have to manage this as fines on patron account would reflect title BFN Inter Library Loan Book, for example.
LAC Code. Library and Archives Canada http://www.collectionscanada.gc.ca/marc/040010-205-e.html
Quick and easy list for BC available at ELN here http://www.eln.bc.ca/view.php?id=1069
