• Are you Ready for Duplication? (And is your Catalog?)

    Working Remotely - Tips & Tricks part II

    Whether you’re chomping at the bit or dragging your feet, sooner or later Duplication on Demand service will be coming to all NLS network libraries. As we get deeper into implementation processes at more and more libraries, we want to make sure we’re sharing what we learn with the rest of you, to help things go as smoothly as possible.

    A big thing that we hope you’re hearing is that the time to work on your cataloging is now.

    As you switch your patrons to Duplication service, they will very suddenly have access to your entire catalog of DB titles. That includes:

    • Almost a decade of Retrospective titles, which you may not have done any cataloging for since no copies were ordered or expected.
    • Anything and everything from Copy Allotment that you requested only 1 copy of, because it wasn’t a subject your patrons had much interest in.
    • All of those titles you returned all of your copies of through the XESS process.

    This can and will be a huge benefit to your patrons, as they will be able to receive their requests and reserves faster than ever, read series in order, and have access to all the classics and old favorites they may have had trouble getting before.

    It can also have its pitfalls, especially if your catalog hasn’t been kept up. But don’t panic! You still have time to fix things.

    Take a look at your catalog, and come up with a plan. If you have questions or need help strategizing, we’re here to help!

    Some things to check on or try out:

    Is this subject set up in your catalog and applied to titles that you don’t want circulating except on request?

    • No Local Subjects

    Make sure your back catalog can circulate (or be excluded!) appropriately. Run a “PDQ – Missing MARC Tags” to find titles with few or no 690s.

    • Missing Exclusion Subjects

    The Merge Queries feature in version 7.7 enables you to query for information that isn’t on a record, and this is a good time to use it! Run a query for books with “Strong Language” in the annotation, and select any result to get the search into your “recent queries list. Then, run a query for books with your strong language subject code or codes (likely SL). Use merge queries to subtract the second search from the first, and you’ve got a handy list of books that need their exclusion added! (Then, you can do the same for violence and sexual content.)

    This version 7.7 feature will help you apply exclusion headings from the Rating Unrated Books project, or add new Local Subjects to appropriate titles quickly and easily.

    • Series Info

    As you add new books to those long, sprawling series... take that as a reminder to do a book search for the series and see if those older titles are cataloged as part of the series, or if its missing some of its lower numbers. Also take a look at the Link Titles screen: titles listed there will count as HasHads for the listed title.

    • High Demand Requests

    The “HD Titles – Requests” report can help you find titles with many outstanding requests. The listed titles (especially those with a high requests-to-copies ratio) are likely to see a big spike in circulation; make sure the cataloging is good so they can keep going even to patrons who didn’t think to ask for them.

    • Outdated Requests

    Do your patrons remember what they requested 3 years ago? 10 years ago? Think about how far back you want to serve request lists, and let us know if you want to clear out some of those ancient requests.

  • Automatic Status Updates for Duplication-Ready Titles

    Automatic Status Updates for Duplication-Ready Titles

    We just released a new feature to help Duplication-on-Demand libraries keep their catalogs up to date!

    From the 7.7.50 Release List:

    You can now choose to have titles automatically updated to an Active status when you add an eDoc, just as you can have titles make themselves Active when you add the first physical item.

    But let’s talk a little bit more about what this can do, and who will want to use it.

    We expect this will be primarily for libraries using Duplication on Demand, and especially the ones who are (or will soon) be going collectionless. If you don’t have physical copies of anything or have very few physical copies, it only makes sense to make everything you can duplicate “Active.”

    Even if you still have a physical collection, if most of your patrons are getting DoD will they be confused that some titles are listed as Active and some are Download Only? Once you zero out your copy allotment, do you want new titles to linger in “In Process” status long after you start duplicating them for patrons?

    If any of the above has you thinking, “yes, I want to use this feature!” here’s what to think about...

    • What title statuses should update when they get an eDoc?
    • What status should they update to?
    • What about the back catalog?

    What title statuses should update when they get an eDoc?

    Open up the catalog and look at the list of Title Statuses. Are there ones that shouldn’tbe over-written, like Withdrawn? If there are titles you purposefully removed from your collection (Ex: outdated medical information or obsolete guides to the internet) we don’t want to accidentally resurrect them.

    If you have a Special Order Only or similar status, do you want to keep those titles segregated? Or if you’re duplicating at full steam, are you ready to fold the ones you can duplicate back into Active?

    When you’re ready, send us the list of statuses that should be updated by this feature.

    What status should they update to?

    I mostly talked about the feature updating duplication-ready titles to Active, but that isn’t your only option. Any status other thanWithdrawn can be duplicated, so it won’t cause problems if you do want to keep these titles under a different status. You could do an “Active – Duplication” or “Active for Digital” title status. Or,  you can put them under “Download Only” if you have that labeled clearly for your OPAC (something like “Available for Download or Books on Demand”). And, of course, if you’re changing things to Download Only, that shouldn’t also be in your list of statuses to be updated.

    Figure out what makes the most sense for your collection and your patrons, and tell us what status titles getting their first eDoc should update to.You can also let us know if you want to set up a new title status or re-label any of the existing ones on your OPAC.

    What about the back catalog?

    Once you’ve set both your statuses to be updated and the status to update them to, those rules will automatically apply whenever a title gets its first eDoc. But what about any titles that already have an eDoc but are lingering in a no-longer-accurate status?

    We have a program we can run through your batch manager to clean those up! We’ll want to run it sometime when you aren’t doing anything in the catalog module, to avoid any conflicting record locks. Most likely, we’ll run it overnight or early in the morning before you get to work.

    Just bear in mind that it can be messy to try to undo this kind of thing, so do your best to be sure about the changes you are making before telling us to run the cleanup.

KLAS Users - Keystone Systems, Inc. logo

Keystone Systems, Inc.
8016 Glenwood Ave., Suite 200
Raleigh, NC 27612