Using Voyager Call Slip for Remote Retrieval

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Using Voyager Call Slip for Remote Retrieval

• Or, How the needles are plucked from the
  Haystack!

C. Heather Scalf Assistant Coordinator, Access
Services UT Arlington Library scalf_at_uta.edu
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Our Library
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Our Library
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Now What?? Time to Build the Haystack

• A Library Strategy was crafted and a Task Force
  was formed to address our capacity issues.
• All concerned program areas were represented ie.
  AS, IR, Facilities, IOP, LS, SPCO
• Meetings were held biweekly (for 18 months) until
  all issues were resolved and plans made.

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What We Learned

• Conducted literature search and evaluated best
  practices at the time
• Primary resource for us
• Nitecki, D. A. (Ed.). (2001). Library
  off-site shelving Guide for high-density
  facilities. Englewood, Colorado Libraries
  Unlimited.

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What We Learned

• Collaborative efforts involving different areas
  of expertise were critical to the success of the
  project

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What We Learned

• Collaborative efforts involving different areas
  of expertise were critical to the success of the
  project
• Each area had significant challenges to their
  procedures or normal operations

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What We Learned

• Collaborative efforts involving different areas
  of expertise were critical to the success of the
  project
• Each area had significant challenges to their
  procedures or normal operations
• Collection evaluation

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What We Learned-Collection Evaluation

• Collection evaluation can take a REALLY long
  timeif you let it!

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What We Learned-Collection Evaluation

• Collection evaluation CAN take a really long
  timeit took us about 5 months

Item Counts for Move 1 to LCD  
Category Item Counts
   
Science Engineering Books  
All classes lt1990 31,472
QA70--QA90 class lt1999 9,992
Science Eng Cx Periodicals (count may be higher) 17,472
Central Books in T classes (except TT TX) 9,842
Central Periodicals in T classes (except TT TX) 13,664
Sp Coll Theses Diss 3,588
Sp Coll boxes 2,304
Running Total 88,334
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What We Learned-Collection Evaluation

• Collection evaluation can take as long as you let
  it.

Item Counts for Move 2 to LCD from CEN Item Counts for Move 2 to LCD from CEN Item Counts for Move 2 to LCD from CEN Item Counts for Move 2 to LCD from CEN
Class Q minus QE QM QP Item Count 43,556
Class S         Item Count 3,055
Class T minus TP TX   Item Count 19,088
Class PZ   Never Circulated   Item Count 6580
            72,279
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What We Learned

• Collaborative efforts involving different areas
  of expertise were critical to the success of the
  project
• Each area had significant challenges to their
  procedures or normal operations
• Collection evaluation
• Physical identification of items to be moved

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What We LearnedPhysical Identification

• Maximization of space drove us to shelve items by
  size, not call number
• This required physical measuring and tagging of
  every item.
• We used colored tape to identify which section
  items would go intoBlue, Yellow, Orange, Purple,
  etc
• Then we scanned the item barcode into an Excel
  file, grouped by color.

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Space in the LCD-original
Utilized a Decider created to help determine
sizes of shelves needed to hold the collection.
Book size of Shelves set at
Orange 624 14"
Blue 3,528 12"
Yellow 4,454 10"
Purple 646 9"
Green 176 16"
SPCO books 240 varies
Total 9,668
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What We Learned-Physical Identification of Items

• After tagging project, we used the flat files
  with item barcodes for bulk location update

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What We LearnedArrangement

• Maximization of space drove us to shelve items by
  size, not call number
• This required physical measuring and tagging of
  every item.
• Every item had to have a barcode (and be in the
  database)

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What We Learned

• Collaborative efforts involving different areas
  of expertise were critical to the success of the
  project
• Each area had significant challenges to their
  procedures or normal operations
• Collection evaluation
• Physical identification of items to be moved
• Arrangement of the items at the LCD

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What We Learned--Arrangement

• We created a unique barcode for each shelf in the
  LCD and associated item barcodes with that for
  location and retrieval.

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What We Learned--Arrangement

• We created a unique barcode for each shelf in the
  LCD and associated item barcodes with that for
  location and retrieval.
• Lesson learned--Should have used MS Word to print
  in batches, rather than one little one at a time.

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What We Learned

• Collaborative efforts involving different areas
  of expertise were critical to the success of the
  project
• Each area had significant challenges to their
  procedures or normal operations
• Collection evaluation
• Physical identification of items to be moved
• Arrangement of the items at the LCD
• How do we update item records efficiently?

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What We LearnedRecord update

• After items were placed on shelves, IOP staff
  scanned each item on each shelf and created an
  Excel file that provided the needed information
  to update the item locations in a bulk update
  format. Update script by Peter Zhang.
• Addfreetextbybarcode.txt
• '
  
• Due credits to Gary Strawn for his
  VoyagerReader.dll and help
• 'Before you start this program
• 'First review your scanned list
• '
• 'Make sure that the shelf and range barcode is
  before the item barcode(s)
• 'Otherwise, the program will assign NO shelf
  information to those item record(s)
• 'Until it finds a valid shelf barcode in your
  list
• 'It should look like this
• 'RAN36SEC05SF02
• '31334020238909
• '31334020123456
• '
• '
  

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What We LearnedRecord update
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What We Learned

• Collaborative efforts involving different areas
  of expertise were critical to the success of the
  project
• Each area had significant challenges to their
  procedures or normal operations
• Weeding/Collection evaluation/Barcoding
• Physical identification of items to be moved
• Arrangement of the items at the LCD
• How do we update item records efficiently?
• Retrieval proceduresCall Slip

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Call Slip Daemon

• Call Slips are requests submitted through
  WebVoyáge or through the Circulation client. The
  items that a patron is able to request is based
  on the rules set in the Circulation Policy Matrix
  defined in Voyager System Administration.
  Retrievals are organized and processed through
  the Call Slip Daemon.

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Steps to configuration

• Configure Call Slip and Circulation Policy matrix
  in SysAdmin

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Configuring Circ Policy Definition--gtPatron
group--gtRules
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Call Slip in SysAdmin

• No Fill Reasons

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Call Slip in SysAdmin
Queues
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Call Slip in SysAdmin
Rules
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Steps to configuration

• Configure Call Slip and Circulation Policy matrix
  in SysAdmin
• Configure the Call Slip Daemon

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Call Slip Daemon
Preferences
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Steps to configuration

1. Configure Call Slip and Circulation Policy matrix
   in SysAdmin
2. Configure the Call Slip Daemon
3. Create a call slip request form in the OPAC
   configuration ?Request Forms section of SysAdmin

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System Forms SysAdmin p.7-33
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Steps to configuration

1. Configure Call Slip and Circulation Policy matrix
   in SysAdmin
2. Configure the Call Slip Daemon
3. Create a call slip request form in the OPAC
   configuration ?Request Forms section of SysAdmin
4. Customize the CallSlip.ini for your operation

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Call Slip ini

• CallSlip.ini is located on the C drive of the
  machine using the Call Slip Daemon.
• There are numerous stanzas within the .ini file,
  each governing a specific function and
  customizable to varying degrees.

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Call Slip.ini General Stanza
Call Slip Daemon Users Guide, 4-15
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CallSlip.ini

• Some values are set by the Preferences in the CS
  Daemon

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CallSlip.ini

• Some values are set by the Preferences in the CS
  Daemon

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Request Print Templates-Default
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Request Print Templates-Custom
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Default email stanzas in CallSlip.ini
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Custom email stanzas in CallSlip.ini
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Customizing .ini file
Voyager 6.2 Call Slip Dæmon Users Guide 4-22
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Making a request in the OPAC
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Processing Call Slips in the Daemon
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Email to Patron
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LCD Statisticssince the beginning
  2005-2006   2006-2007   2007-2008
     
Sept.          
Sept.     257   602
Oct.     414   419
Nov.     487   352
Dec.     143   149
Jan.     434   466
Feb.     463   467
Mar.     293   252
Apr. 230   263   406
May 247   339   255
June 244   250   268
July 199   378   326
Aug. 270   547   315
           
  1190   4268   4277
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• Questions???