When the Answer is No

1
When the Answer is No

• Using OCLC Local Holding Records to Deflect
  Inter-Library Loan Requests

2
Overview

• This program will discuss
• Deflection of Inter-Library Loan (ILL) requests
• The use of OCLC Local Holding Records to deflect
  ILL Requests
• Batch-loading Local Holding Records to OCLC

3
Why Deflect ILL Requests

• To save staff time
• To improve ILL fill rates
• To speed up the ILL process for the end user

4
How to Deflect ILL Requests

• By Type of material (video recordings, sound
  recordings, manuscripts, etc.)
• With coding in an OCLC Local Holding Record
  (books, scores, etc.)

5
What is a Local Holding Record (LHR)?

• The LHR is an OCLC Record that contains a
  librarys holding information. It is attached to
  the bibliographic record for the title.
• The LHR is primarily used to display serial and
  periodical holdings to assist with interlibrary
  loan requests.

6
Why Use an LHR for Deflection

• Provides more control than the all or nothing
  choice provided by deflection by type
• Allows deflection of individual titles
• Can be accomplished by batch-load

7
LHR 008 Field Elements 20 21

• Elements 20 and 21 of the 008 field control
  lending and reproduction policies.
• u unknown
• a will lend/will reproduce
• b will not lend/will not reproduce

8
Local Holding Record (LHR)
9
LHR 008 Field
10
Creating an LHR

• Manually enter data through OCLCs Connexion
  Browser
• Batch load holding records (MFHDs) from a local
  library system to OCLC
• The first batch processing is FREE!
• Although there is a flat fee for Evaluation and
  Setup. Contact Solinet for pricing. Our charge
  was 392.08.

11
Batch Loading Holding Records to OCLC

• Step 1 Prepare holding records (MFHDs) in the
  local system for export
• Determine which holding records will be included
  in the batch
• Change 008 characters 20 21 to b for will not
  lend/will not reproduce
• Verify that all records contain an OCLC for the
  associated bib record in 004, 014 or 035 field
• For more information including guidelines and
  additional specifications see http//www.oclc.org
  /us/en/batchprocessing/options/holdings/localdatar
  ecords/default.htm

12
Preparing Records Locally Using Voyager

• Clayton State used the Catalogers Toolkit
  Validation Function
• Makes batch changes to records
• Works on sets of records specified by local bib
  ID or MFHD ID
• Performs custom-written commands, as in
• 1H 008/20!b F 008/20b
• If 008/20 is not coded b (will not lend),
  then change code to b

13
Adding OCLC s to Holding Records

• Validation can also create 014 fields in MFHDs
  and populate them with OCLC s
• Need a way to match each MFHD with the proper
  OCLC to enter
• Match on the local bib ID of the associated bib
  (couldnt get this to work)
• Match on the MFHD call number using 852 h, 852
  i, and OCLC s (what we did)

14
Adding OCLC s to Holding Records

• The validation commands looked like
• 1H 852/hPS3501.I5 AND 852/iC55_2000 F
  lt37014,1_,a00161716bOCoLCgt
• One validation rule needed for each MFHD
• Generated rules using batch processes and
  global find and replace

15
Batch Loading Holding Records to OCLC

• Step 2 Complete Order form
• The Local Holdings Record Updating Order form is
  available at https//www3.oclc.org/app/ldr/
• Include instructions regarding coding for 008
  characters 20 21
• Contact your systems staff regarding the
  extraction of records
• Contact Solinet if additional assistance is needed

16
Batch Loading Holding Records to OCLC

• Step 3 OCLC Approval of the Project
• OCLC will respond to the Local Holdings Record
  Updating Order by acknowledging receipt of the
  Order
• If the library does not have an EDX account it
  will be necessary to complete an EDX Assessment
  Form. A link will be sent for this form if it is
  necessary. The file of records cannot be sent
  until the EDX account is set up. A notice will
  be sent when the account is ready.
• The acknowledgement will include FTP instructions

17
Batch Loading Holding Records to OCLC

• Step 4 Extract the local holding records
• Prepare a list of holding record ID numbers for
  the records that will have LHRs created
• Submit the list to local systems staff
• Forward FTP instructions to local systems staff
• Systems staff will extract the records and FTP
  them to OCLC
• OCLC will send an e-mail to acknowledge receipt
  of the records

18
Batch Loading Holding Records to OCLC

• Step 5 OCLC will create LHRs for the titles in
  your file
• Once OCLC has both the order form and a useable
  file in house, OCLC will assign a database
  specialist to the project and place it in the
  queue for evaluation
• Be patient it may take a few weeks for your
  project to reach the top of the list!
• The specialist will contact the Library to
  request any additional information that might be
  needed to process the file such as how to relate
  Voyager location codes to OCLC holding library
  codes.
• The specialist will provide a report of findings
  and request approval for the batch load to
  proceed.

19
Batch Loading Holding Records to OCLC

• Step 6 The Batch file is processed by OCLC
• LHRs are created for the batch file and attached
  to the appropriate bibliographic record
• The project is complete.
• On-going procedures need to be developed

20
Results of the Project

• As expected our unfilled book requests decreased
  for the months of July, August, September.

21
July

• In July, Rhonda turned on the Deflections by Type
  (CDs, DVDs, VHS)

22
August and September

• The batch load was completed in August
  (non-circulating materials).

23
Rhondas Statistics

• 21 requests of 33 were autodeflected due to type

• In three months by using deflection, we cut our
  No's by 41

24
Questions

• Please feel free to contact us if you have
  questions
• Cathy Jeffrey
• CathyJeffrey_at_clayton.edu 678-466-4336
• Adam Kubik
• AdamKubik_at_clayton.edu 678-466-4337
• Katherine Ott
• KatherineOtt_at_clayton.edu 678-466-4326