HOW MACGYVER WOULD USE
ALEPH TO MANAGE OFFSITE
STORAGE
(NO DUCT TAPE REQUIRED)
ELLEN JONES –DATA SPECIALIST, UNIVERSITY OF IOWA
BRIAN THOMPSON – SYSTEMS LIBRARIAN, UNIVERSITY OF IOWA
OVERVIEW
Timeline
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Funding definitely approved
Funding not approved
FEMA may provide funds
FEMA will provide funds
FEMA will provide funds … IF
Scan
Rumors
Move
FEMA
Budget
Crisis
Flood
2005
2006
2007
2008
Funding not
approved
Software
Developed
Local Software
Recommended
GFA
Demo
Steering
Committee
Working
Groups
Site
Visits
2009
2010
MATERIALS
• 941,657 ITEMS
• 606,000 HOLDINGS
• MICROFILM
• OVERSIZE MAPS
• VHS
PHASE ONE  STEERING
COMMITTEE
• CONVENED 9/13/05
• RECOMMENDED A HIGH DENSITY STORAGE
FACILITY
THE DREAM
• HIGH DENSITY STORAGE
• NEW BUILDING
• REFRIGERATED
PHASE TWO 
IMPLEMENTATION WORKING
GROUPS FORMED
• INVENTORY CONTROL SYSTEM WORKING GROUP
• PHYSICAL ACCESS WORKING GROUP
• STORAGE SELECTION WORKING GROUP
• TECHNICAL SERVICES WORKING GROUP
THE FLOOD
FEMA $$$$
• 6 WEEK TIMELINE
• 600 SINGLE SIDED SECTIONS TO BE MOVED
• @ 200,000 TO 250,000 VOLUMES
THE REALITY
• CONVERTED WAREHOUSE
• CONVENTIONAL SHELVING
WORKFLOW
WORKFLOW
•
•
•
•
EACH SHELF IS BARCODED
FACE, SECTION AND SHELF F001S001S001
ROV SCANNERS USED
SCAN SHELF BARCODE, BOOK BARCODES, THEN SHELF
BARCODE
• CREATE TEXT FILE FOR UPLOADING
• STAFF RECORDED THE BEGINNING AND ENDING BARCODE
AND THE NUMBER OF BOOKS
• “CAPTAINS” UPLOADED FILES FROM SCANNER
• VERIFIED COUNT AND FIRST AND LAST BARCODE
• FILE UPLOADED TO A FOLDER
PROBLEMS
• ITEMS NOT BARCODED
• BARCODE NOT FOUND IN ALEPH
• NO HOLDINGS RECORD
• ITEM SCANNED TO TWO DIFFERENT SHELVES
• WITHDRAWN
ITEMS FOUND
ERROR REPORTS
• ERROR REPORT: BARCODE NOT FOUND
• STAFF CHECKS THE SHELF AND REPORTS THE CALL #
• ERROR REPORT: NO HOLDINGS RECORD
• OFTEN BECAUSE ITEMS NOT LINKED TO HOLDINGS RECORD
• BUT ALSO BRIEF RECORDS CREATED BY CIRC STAFF
RESHELVING
• ITEMS CHECKED IN BECOME “IN TRANSIT”
• SCAN SHELF BARCODE, BOOK BARCODE, SHELF BARCODE
• RE-SHELVING FILE BEGINS WITH R AND THEN DATE
• CHECK SHELF #, CHECK IN FROM “IN TRANSIT” PATRON
• ERROR REPORT IF SHELF DOESN’T MATCH
DELIVERY
• REPORT OF ITEMS REQUESTED VIA THE OPAC
• BUILDS ON OFFICE DELIVERY PROCEDURE
• NOTE IN REQUEST “DELIVERY REQUEST”
• REPORT SORTED IN SHELF ORDER
• CHECKED IN BACK AT MAIN LIBRARY AND ROUTED
• PICK UP MONDAY - FRIDAY
TECHNICAL ISSUES
Shelf Barcode
Formatted to process
one item at a time
Item
Barcodes
ITEM RECORD
ITEM RECORD (CONT.)
• Get Current Sublibrary/Collection and HOL
using SQL
• Update Items:
• Translate to new Sublib/Location using
mapping table
• Update Item with SQL
• Update HOL
• Output Aleph Sequential from key list
(p_print_03)
• Translate to new Sublib/Loc using mapping
table
• Update using Aleph Utility (p_manage_18)
ANALYTIC (DUAL LINKAGE) PROCESSING
SUBLIBRARY / COLLECTION SETUP
• CHOSE TO USE SEPARATE SUBLIBRARY CODE FOR OFFSITE STORAGE
• LIBRARIES ANNEX (SUBLIBRARY
CODE:
STOR)
• COULD THEN CREATE COLLECTION CODES THAT WOULD KEEP TRACK
OF LIBRARY/UNIT ITEMS CAME FROM – USE FOR LOCAL REPORTING,
YEARLY STATISTICS (E.G. AAHSL, ASSOCIATION OF ACADEMIC
HEALTH SCIENCES LIBRARIES), ETC.
• ALSO SEPARATE COLLECTION CODES FOR CLASSIFIED VS.
UNCLASSIFIED
• HEALTH SCIENCES CLASSIFIED (COLLECTION CODE: HASTC)
• HEALTH SCIENCES UNCLASSIFIED (COLLECTION
HASTU)
CODE:
ALEPH SET UP FOR DELIVERY
• USE ALEPH REQUEST/RECALL FUNCTION WITHIN OPAC - SETUP SIMILAR TO
WHAT WAS DONE FOR OFFICE DELIVERY SERVICE
• RUNNING OUTSTANDING HOLD REQUESTS REPORT (P_CIR_11) FOLLOWED BY
SOME CUSTOM SCRIPTS TO CREATE PICKUP LIST FOR STAFF
• NOT USING UE_06 (DAEMON REQUEST HANDLING)
ALEPH SET UP
• /XXX50/TAB/TAB37 – ONE OF THE MORE IMPORTANT TABLES, SETS PICKUP
OPTIONS THAT DISPLAY TO PATRON – STOR NOT AN OPTION FOR PICKUP
• /XXX50/TAB/TAB31 – PATRON STATUSES – SET COL. 16 TO ‘Y’ SO HOLDS
ALLOWED FOR ITEMS ON SHELF
• /XXX50/TAB/TAB27 – SET COL. 5 TO ‘01’ SO THAT EMAIL GOES TO PATRON
THAT REQUEST IS AVAILABLE AND HOLD SLIP IS PRINTED FOR STAFF
• ABLE TO REPURPOSE FIELDS IN HOLD TABLE (Z37) AS WE DON’T HANDLE
PHOTOCOPY REQUESTS THROUGH ALEPH
INCOMING REQUEST
DELIVERY REQUEST REPORT
• INSTEAD OF CREATING REPORT FROM SCRATCH, RUN OUTSTANDING HOLD
REQUEST REPORT IN ALEPH (P_CIR_11) AND THEN RUN SOME LOCAL SCRIPTS
OVER XML OUTPUT
•
HOLDSHELF3B.PL ADDS OFFSITE STORAGE EMAIL ADDRESSES INTO REPORT
•
HOLDSHELF3_1.PL FILTERS OUT ONLY ITEMS THAT HAVE “DELIVERY REQUEST” IN THE
Z37_AUTHOR DATA – GETS HOLDS PLACED THROUGH CATALOG NOT BY STAFF
FOR VARIOUS OTHER REASONS
•
HOLSHELF3_CLEANUP.PL
OTHER SCRIPTS
– SIMPLY CLEANS UP SOME TEMP FILES CREATED BY
DELIVERY REQUEST REPORT
• REPORT USED AS A PICKUP LIST – AFTER ITEMS
RETRIEVED FROM SHELF THEY ARE RETURNED TO
MAIN LIBRARY, SCANNED, AND HOLD SLIP IS
PRODUCED
• ADDED Z30-INVENTORY-NUMBER TO
OUTSTANDING-LOAN-REQUESTS.XSL FILE AS A
SEPARATE COLUMN AND SET XSL TO SORT ON
THAT COLUMN
DELIVERY REQUEST REPORT - EXAMPLE
RECORD IN CATALOG
SMALL CHANGE TO OWN/OUT FUNCTION
IN SHORT-A-BODY WEB FILE (OTHERWISE
SHOWED AS “CHECK SHELF”)
<SCRIPT>
VAR PROCCODE
= "$0700";
VAR OWNOUTLINK
= "$0500";
…..
( (OWN >= 0) && (OUT >= 0) && (PROCCODE.SUBSTRING(178,181) ==
"STO" || PROCCODE.SUBSTRING(191,196) == "ANNEX") ) {
ELSE IF
IF
( (OWN-OUT) > 0) {
DOCUMENT.WRITE("BY REQUEST ONLY - <SPAN CLASS=COPYRIGHT><A
HREF=&SERVER_F?FUNC=ITEMGLOBAL&DOC_LIBRARY=IOW01&DOC_NUMBER=$0600&YEAR=&VOLUME=&SUB_
LIBRARY=>REQUEST DELIVERY</A></SPAN>");
}
…
</SCRIPT>
REQUEST STATISTICS
• 34,601 ITEMS RETRIEVED FROM STORAGE SINCE NOVEMBER 2009
•
FY2014 – 7,219
•
FY2013 - 7,813
•
FY2012 – 9,571
•
FY2011 – 7,486
REQUEST STATISTICS – 2014 BY LIBRARY
•
ARSTC
7
•
MASTC
14
•
BISTC
85
•
MASTU
126
•
BISTU
40
•
MPSTC
1
•
BUSTC
3
•
MSRVC
97
•
BUSTU
71
•
MUSTC
1
•
CHSTC
2
•
PHSTC
78
•
CHSTU
16
•
PHSTU
119
•
ENSTC
30
•
PSSTC
38
•
ENSTU
50
•
PSSTU
385
•
GESTC
44
•
SPECC
7
•
GESTU
167
•
SPECU
3
•
HASTC
46
•
STORC
1117
•
HASTU
1279
•
STORU
15
REQUEST STATISTICS
• RUNNING
REPORT TO LIST ITEMS THAT HAVE BEEN
REQUESTED FROM OFFSITE STORAGE MORE THAN FOUR
TIMES – CURRENT RUN SHOWED
CRITERIA
196 ITEMS MEETING THE
• ALSO RUNNING STATISTICS ON MISSING ITEMS FROM
OFFSITE STORAGE – CURRENT RUN SHOWED ONLY 13 ITEMS
MISSING
QUESTIONS