Voyager 6.1: Barcode Lookup

1. Voyager 6.1: Barcode Lookup New Functionality Circulation Workflow “Dirty Data” Implications

2. New functionality in version 6: Barcode Lookup Files • New functionality in version 6: Barcode Lookup Files • Configuration file in each I-Share database contains information to identify the patron’s home library and item’s holding library, based on patron and/or item barcode prefix • Similar to DRA functionality

3. Barcode Lookup configuration file details • Most (but not all) I-Share libraries have at least itembarcode prefixes unique to the library • Libraries that converted from shared DRA system also have conversion item prefixes (e.g., 38888xx) • All known item barcode prefixes already included in existing barcode lookup config files

4. Barcode Lookup configuration file details (cont.) • Most (but not all) I-Share libraries have a patronbarcode prefix unique to the library • All known patron barcode prefixes already included in existing barcode lookup config files • If library uses SSN as barcode currently, an alternative prefix was assigned previously by ILCSO/CARLI Office • Alternative patron prefix is also included in existing config files, to help libraries transition away from SSN barcodes

5. Barcode Lookup configuration file details (cont.) • Server level configuration files • Maintained by CARLI Office staff • Each file contains data for all I-Share libraries • Data taken from “ILCSO” Directory entry per library • Summarized listing available from the URL below: http://office.ilcso.illinois.edu/Docs/ILCSO_barcode_formats.html An excerpt from this listing follows.

6. ILCSO BARCODE FORMATSURL http://office.ilcso.illinois.edu/Docs/ILCSO_barcode_formats.html

7. Where will I see Barcode Lookup Functionality? Barcode Lookup Functionality is only visible in the Circulation client: • Patron search screen • Charge screen • Discharge screen

9. How does it work? • When a barcode is entered into the Patron Search Screen, the Charge Screen, or the Discharge Screen, the computer goes to work trying to identify the barcode library affiliation, <Auto-Select from barcode>. • The following slide shows what’s happening behind the scenes to look up this information. • Color coding corresponds with colors on the earlier ILCSO Barcode Formats slide.

10. <?xml version="1.0" encoding="UTF-8"?> <Consortium> <Flag> <TryLocalClusterFirst>true</TryLocalClusterFirst> <UseFirstMatchingPatronCluster>false</UseFirstMatchingPatronCluster> <UseFirstMatchingItemCluster>false</UseFirstMatchingItemCluster> </Flag> <Cluster> <DatabaseName>Augustana College</DatabaseName> <DatabaseKey>AUGDB20030608200405</DatabaseKey> <ClusterName>Augustana College</ClusterName> <ClusterId>1</ClusterId> <Patron> <BarcodePattern>20059.*</BarcodePattern> </Patron> <Item> <BarcodePattern>30050.*</BarcodePattern> <BarcodePattern>T0050.*</BarcodePattern> </Item> </Cluster> <Cluster> <DatabaseName>Benedictine University</DatabaseName> <DatabaseKey>BENDB20020507031016</DatabaseKey> <ClusterName>Benedictine University</ClusterName> <ClusterId>1</ClusterId> <Patron> <BarcodePattern>22811.*</BarcodePattern> <BarcodePattern>27513.*</BarcodePattern> </Patron> <Item> <BarcodePattern>32811.*</BarcodePattern> <BarcodePattern>3888847.*</BarcodePattern> <BarcodePattern>37513.*</BarcodePattern> </Item> </Cluster>

11. Barcode Lookup functionality within the Circ client • Local database will always be searched first by default • If patron or item barcode not found in local DB, client will look for prefix in barcode lookup config file • If prefix is configured for a particular library, client will automatically search that UB database for patron/item • If prefix is not configured for any library, client prompts staff to select the appropriate DB from drop-down list of I-Share libraries • Barcode lookup design assumes patron and item prefixes are unique to a single DB!

13. “Dirty” data issues • If patron/item prefix has error such that prefix not found in any library’s config file, circ/ILL staff from another library have to select patron’s home library or item’s owning library manually • Remember, your DB is always searched first by default from your circ/ILL desk, so errors in your DB not likely to affect your circ/ILL staff • UB libraries not as familiar with your practices will be inconvenienced by these errors

14. “Dirty” data issues (cont.) • If patron/item prefix has error such that the incorrect prefix in your DB is configured for another library, barcode lookup will search that other DB • Staff don’t get option to select appropriate library • Patron/item may or may not be represented in the DB that is searched • Patron/Item “not found” messages; no other hints as to how to proceed Remember, design is that prefix is unique per DB • UB libraries will be particularly inconvenienced by errors of this type

15. If your library is planning to change patron barcode numbers (for example SSN to some other number, the library should strongly consider adopting the ILCSO/I-Share standard 14-digit barcode. • This number begins with a 2 to denote patron and is followed by 4 digits unique to that library.The remaining 9 digits can be whatever meets the needs of the library. • See Batch Loading Patron Data into the ILCSO/I-Share Voyager Databases, page 17 for further explanation. • URL:http://office.ilcso.illinois.edu/voyager/general/batch_load.pdf