Hogging the Remote (search button)

1. Hogging the Remote(search button) How we added value to remote search to provide staff with access to the best records possible

2. Who are we? • University of Western Ontario, in London, Ontario • One of Canada’s oldest universities • Acquisitions Budget - $12.5 million • 35,000 Undergraduate and graduate students • ARL Library

3. Agenda First Steps Remote Searching Adding Recommendations

5. First Steps • Implemented Millennium Data Exchange – allowed desktop loading of files (previously we ftp’d the files) • Load profile training – enabled us to construct tables which pointed to specific templates

6. First Steps • Began loading files from our main vendor – Coutts • Those loads used newly-created Coutts templates which were set-up to create order and item records automatically

7. First Steps - Summary • 1 ACQ staff member handled workload previously managed by 3 staff • Reduced turn-around from 4 days to 1 • Required either: • Load profile training; or • Innovative to create a new load table - $$$; or • Innovative to edit an existing load table - $$$

8. First Steps - Summary • Eliminated manual creation of our records (bib., order, and item) • Full bib. records visible to patrons at time of ordering • Improved record quality and accessibility

9. Remote Searching • In April, 2005 made decision to make use of Millennium’s Z39.50 functionality for ordering process • The “Remote” button

10. Remote Searching • Doesn’t require Load Profile Training • Doesn’t require uploading files using Millennium Data Exchange • Does require III’s (201C-2) Z39.50 client and server • Enables staff to search other catalogues/databases from within Millennium

11. Cataloguing • Once our cataloguers saw the ease with which Acquisitions staff were obtaining records, they were sold too!

12. Cataloguing The Process is used to: • Upgrade substandard bib records • Upgrade brief order records • Overlay existing records

13. Cataloguing • Performed a review of our current Z39.50 catalogues (which had been set-up years ago and were seldom used) • Created a better list. . .

14. INNOPAC Set-up • A > ADDITIONAL system functions • A > ALTER system parameters • L > LOGIN names & parameters • Z > Z39.50 server file

15. 1. Add Remote Server

16. 2. Add Database

17. 3. Add Search Types

18. Mill. Set-up • Set our New Records “Settings” tab as follows. . .

26. The title duplication key is formed from the first letter of each of the first seven words of the normalized form of the field. If the field does not contain seven words, the key is padded with letters from the last word. If there are not enough letters in the last word, asterisks are used to complete the key. Page # 106223

33. WebOPAC Display

34. Summary – Remote Searching Eliminated manual creation of our records (bib., order, and item) Full bib. records often visible to patrons at time of ordering Improved record quality and accessibility Implementation was a dream – staff were clambering for this set-up

35. Summary – Remote Searching Entire process is run from within Millennium Further increases staff productivity Automatically identifies duplicates Reduces number of clicks and the risk of RSIs

36. Here’s what our staff say. . . “I want to add another significant change is my workload and processes. Since you and Paul trained me on remote searching I have noticed a big change (mostly psychologically) in my workflow. I'm getting more done and feeling less pain and physical stress. I feel like I'm accomplishing a lot more than I was.” Barb Coveny

37. Streamlining Paper Flow • Goal: get rid of paper or email orders submitted by Subject Specialists • How could we automate the addition of order information into Millennium, streamline encumbering of funds and simplify the life of our Subject Specialists? Answer: Recommend Mode

38. Recommendations • When we combined Recommendations with Remote Searching we found that we really had streamlined our process • Orders are placed within 24 hours • Once a record is ordered, the Subject Specialist receives email notification – if they desire • Orders that can’t be placed (e.g. duplicate, insufficient funds) generate automatic notification back to the Subject Specialist too

39. Recommendations • The set-up consisted of: • Changing our Acquire web form • Creating dummy patron records • (one per fund code) • Tagging those records as ‘selector’ records

40. Acquire Form

41. Patron Record

42. Recommendations • Now make that dummy patron record a ‘selector’

45. Selector Record