E-CHECKIN

1. E-CHECKIN Johmine Coertzen Gold Fields Library Vaal University of Technology Tel (016) 950 9057 E-mail:johmine@vut.ac.za 9 September 2010

2. “It takes a village to create and manage electronic resources”

3. Overview • What is E-Checkin and why did we buy the module? • Preparation • Pre-checkin • Process • Problems encountered • Successes • Challenges • Acknowledgements

4. What is E-Checkin and why did we buy the module E-checkin is an AUTOMATIC, batch checkin process for printed journal shipments. Why did we buy it? • It is cost effective; and • It’s a time saver.

5. Preparation • Our IT Library specialist did the configuration, to receive the EPS file on our III system and the e-resources librarian did the coding of checkin records for our vendors to access our E-Checkin server. • The serials vendor obtained the following from an organization to be able to send the EPS (Electronic Packing Slips) file: • the IP address for your system’s E-Checkin server login page; • the user name; • a password.

6. Preparation (continues) At this point in time you change the fixed length fields in your Serials Check-in: • Retrieve your record, and double click in the fields that need to be changed. • E-checkin change from none to True (y). • Mediatype from no meaning to Print (p). • UPDCNT change to Increment (i). • If you are barcoding each journal, your label type will change from no label to SP1LBL1. If you do not barcode each periodical, you will leave it at n = no label (n).

7. Preparation (continues)

8. Pre-Check In Before the shipment can be processed, it is important to check that the checkin records have expected checkin boxes in order to be able to check the records in. Very important is to check if all journal titles have their ISSN in the bibliographic record to be able to download the files.

9. Process • Go to the Serials Module; • Change to Serials Checkin; * Choose journal type (Print, All, Electronic) (Most of the times you click on ALL); * Select the EPS file; * Select E-checkin.

10. Example of the EPS file

13. Problems encountered • At first the fixed fields e-checkin and media type were changed to the recommended coding. • The files did not read over properly. I discovered that the UPDCNT field had to be changed to I for (Increment). When this was done, the records read over very well. • Records that do not read over, are the 0000-0000 ISSN records. These are mostly South African titles with no ISSN’s. Sometimes an international title does not read over. This is due to the ISSN on the record and the ISSN on the EPS file that differs from each other. • If the checkin boxes are full, the ESP file cannot read over. Make sure that you check at least twice a year to see if there are enough checkin boxes for your records. • If periodicals were checked in manually, the ESP file would not read over – not a problem, but know why some of the ESP files do not read over.

14. Successes • Most of the records in the ESP file read over. • Successful Venture. • Time and staff efficient.

15. Challenges To sort out problems with the ISSN fields to ensure that the ESP file reads over completely.

16. Acknowledgements • WWIS (Fiona Bester) – she worked with other institutions installing the e-checkin module, always came back to me regarding problems I experienced, and helped me with all the teething problems.

17. THE END Thank you! Johmine Coertzen Periodical and E-Resources Librarian Gold Fields Library