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Susan Currie, Howard Raskin
Debra Lamb-Deans, Carmen Blankinship
Members, CUL Access Services Program Committee (including ILS staff in Mann, Law, Olin/Kroch/Uris, Vet, Geneva)
The Circulation/Reserve System is intended to control circulation
of materials loaned by and among CU Libraries. The system will
also maintain patron files, loan files, and other files appropriate
to relationships between a library and its patrons. The system
will produce appropriate statements and notices for patrons. The
capabilities of the Circulation/Reserve System will be used to
notify patrons of available materials returned from circulation
or newly received. The system must have capabilities for variable
loan periods that accommodate the libraries' schedules; for hold,
recall, and notices for patrons for transaction fines; and blocks
of delinquent patrons for patron accounts; for identifying and
processing materials for course reserve; and for appropriate batch-produced
notices. The system should produce a variety of reports which
can be customized -- both system-wide and by library -- on uses
of libraries and collections and categories of users. The system
should accommodate e-mail transmission of patron notices.
The system must have a fiscal control component capable of tracking
fines and fees owed the library, with the ability to restrict
fine payment to an item's home library. The system must allow
circulation staff to view fines and fees incurred at all libraries.
The system must provide loan histories for items which have overdue
or replacement fees, including a history of notices sent; must
have the ability to automatically generate replacement bills and
for setting various fine rates based on material and location.
Designated staff will be able to enter parameters that specify
desired loan periods for various library locations and types of
materials, as well as parameters that define the period of, and
the processing steps involved in overdue processing activities.
Circulation staff will be able to forward and backdate to accommodate
special loan periods.
Designated staff will be able to override specified system blocks.
Designated staff will be able to enter into the system the effective
date and time of discharge should those be different from the
current date and time. This will permit discharge of items that
were returned when the library was closed or the system was unavailable
without incurring unwanted overdue and fines processing; the system
should alert staff to multi-part items for verification before
final discharging.
Upon the identification of materials with holds or recalls, the
system will notify staff of status; status will be dynamically
updated in the OPAC. The system will produce hold notices and
notify requesters of the availability of unwanted items. The system
will automatically produce "available-items-on-hold"
notices for requesters and set up loan records and processing
cycles to control unclaimed items placed on hold shelves.
The system must track materials being searched, declared lost
or missing; search lists sorted by call number within a specified
time period are necessary.
The system must be compatible with barcodes currently being used
(Data Composition, Code 39). The system should have the capability
to assign a single barcode to multiple items (across bibliographic
records) and should require verification for this process.
The system must accommodate different classes of patron privileges
for each library.
The system must have a complete and flexible interface with other
university systems such as the Bursar, Collections Agency, University
Registrar and Human Resources.
Course reserve processing and records should be completely integrated
with circulation functions. The system should support the processing
of reserve material by generating pick lists of material previously
on reserve, as well as track material as it is being processed
(i.e., "on order," "requested from professor,"
"requested from library X," "not on reserve this
semester"). Charges and discharges of reserve material will
be made for loan periods as short as one half hour, with appropriately
specified processing steps and fine schedules. Patrons should
be able to place holds on reserve materials. Online catalog displays
should be available for reserve items by all the searches and
displays available for other bibliographic records. The system
should provide additional searching and display by course name
and number and by professor's name. The system should be able
to import and export bibliographic records in standard MARC format
to aid reserve book processing. Reserve system software should
fully support the extended ASCII character set. All updates to
reserve course, professor and bibliographic information should
be dynamically updated in staff mode and public displays.
The system must support the integration of electronic reserve
systems. It should interface with university systems for course
descriptions and faculty listings; should accommodate various
file formats, including TIFF, PDF and HTML. The system should
support Web Access and Web transmission of digitized documents;
should provide circulation status of non-digitized items (i.e.
books, videos or other non- digitized materials). The system should
provide a copyright management system; full integration with the
bibliographic file to assist with database building for books;
must be compatible with ATM and other high speed networks; ability
to interface with relational and object oriented databases; should
support a variety of scanners and scanning software.
The system should interface with selfcharge systems for patron self-service check-out and renewal.
The Interlibrary Loan Management component is intended to support
the interlibrary loan activities of CU libraries by providing
an online management system for all CUL borrowing and lending
transactions. It should be able to accommodate the transmission,
updating, storage, and display of interlibrary loan requests and
messages to and from non-CU libraries.
The capabilities required for interlibrary loan include the online
transmission of, and management of, interlibrary loan requests
and other kinds of messages already provided through interlibrary
loan systems utilized and accessed at Cornell including RLIN,
OCLC, and other document suppliers. The system should accommodate
use of document transmission software (e.g. Ariel) and telefacsimilie
software.
The Interlibrary Loan Management functions should be integrated
with the Circulation/Reserve System and should support Z39.50
as well as ISO standard protocol. Processing functions will use
ILL protocol (ISO 10160 and ISO 10161), a communications standard
which permits the exchange of ILL messages between different ILL
systems and hardware. The ILL protocol provides support for the
control and management for both lending and borrowing activities.
The ISO ILL Protocol should have been tested for interoperability
by the vendor to ensure that two or more implementations can communicate
with each other in an operational environment. Additionally, the
system should fit the profile established by the ILL Protocol
Implementors Group and should include all requestor states, responder
states, messages and all three types of ILL transactions (simple,
chained and partitioned).
The system should support a variety of scanners and scanning software
for digital document transmission for interlibrary loan.
This component will provide a variety of statistical, operations, and management reports and should have an integrated invoicing program.
The Patron Control Function will create, store, and maintain patron
records that contain personal information about patrons and their
relationships with libraries. The system will accommodate input,
update, and maintenance of patron data from a variety of sources
(e.g., host institutional personnel files, files of currently
registered students). The system will accommodate both the voiding
of patron privileges granted for academic terms, and validation
of privileges for new registrations. It will allow for automatic
purging of unwanted patron records, according to library -specified
parameters.
Patron records should include, but not be limited to, the following
fields:
Confidential patron information will be displayed only to authorized
personnel.
Staff will be able to display all or selected portions of the
file as needed.
The system will provide for patron accounting and will be able
to produce on-line displays and printed reports that show patrons'
outstanding loans, fines, and other recorded relationships with
libraries. The system should provide for dynamic updating of patron
records.
The system will provide the capacity to produce delinquent patron
fine records for purposes of collection.
The system will allow libraries to record charges for services and rental of materials. An interface with the Fiscal Control System will permit accounting and billing information to be generated accordingly. The system will interface with other university Accounting systems (e.g. Registrar, Human Resources, Collections.)
The system should allow staff to perform shelf-reading using portable
scanning devices to read the machine-readable labels on library
materials.
Staff will upload data from the portable devices. The system will
compare to the Bibliographic Data Base System the items so identified
in addition to the items whose locations are recorded by Circulation/Reserve
System files, and produce reports of items not on the shelves
whose absences are not recorded. The system will also report those
items on the shelves that are not in their proper places by call
number order. The system will also produce reports of materials
that have circulated and have been browsed as well as materials
which have not circulated within a specified amount of time.
The system will also allow staff to tally in-house use of uncharged materials by reading the machine-readable labels of items being reshelved.
The library management system must be compatible with a "stand
alone" inventory system. Bibliographic information will be
shared between the systems; barcodes must be compatible.
All user interaction will be through the library management system; users will be able to request direct requests through the catalog. The system must interface with patron database and circulation system; must generate pick lists from patron requests, provide collection use, management information and other statistics.
The system should support binding operations for serials which
have a variety of receipt schedules, patterns, indices, tables
of contents, etc. The system should be able to recognize when
it is time to bind a copy of a particular title based on information
input into the order/pay/receipt records. Additionally, there
should be sufficient space to record information on the type of
binding, color, spine title, special instructions, etc.
The system should generate pull slips for retrieving issues that
are ready to be bound. Generated pull-slips should have the capability
to be printed in any desired order (e.g. by title, call number,
etc.). When generating pull slips and other forms, the system
should be able to generate routine and specialized reports and
statistics on volumes bound, items at bindery, overdue, etc. The
system should also have flags to alert staff when binding periods
have been overlooked as well as have the capability to be overridden
if binding schedule is to be changed. Local units would have the
ability to customize changes to the binding schedules.
The system should accommodate printing binding slips according
to a library's specifications including which items were sent
to the bindery and when they were sent. This information should
display in the online catalog. The system should accommodate holds
for patrons who want to view volumes upon return.
The system should record which issues have come back from bindery and automatically update holdings statements according to established standards.
The Booking/Scheduling functions are intended to support booking
and loan of audiovisual and computer hardware and software by
CUL and booking of meeting rooms and other physical plant facilities.
The Booking/Scheduling functions should have capabilities to determine
possible booking dates for requested audiovisual and computer
hardware and software, to identify materials by subject and type
(e.g., 16 mm or 8 mm), to record advance bookings, to cancel or
change bookings, to produce picking lists for gathering preparation
of pieces to be loaned, to note when equipment of films are damaged
and are not available for use pending repair, and to schedule
equipment and software for preventive maintenance/replacement.
The system must take into account the use of available delivery
systems; requests for multiple, possible booking dates; multiple
bookings per day. The system should record and report the use
of materials in a variety of ways.
As with the circulation/reserve/interlibrary loan components,
the system must accommodate various institutional policies on
where and by whom items may/may not be used, interlibrary loan
of audiovisual items, etc.
Back to LMS Committee Page | StaffWeb Index
3/31/97 sac & hbr
rev. 7/24/97 dih