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OCLC ILL Basics and Tricks |
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Lesson #1, Introduction to OCLC, Constant Data, Searching WorldCat
Lesson #2, Looking at Holdings, Sending Request
Lesson #3, Basic ILL Cycle, the Request Manager and Batch Processing
Lesson #4, ILL Guidelines, Union List Information and ILL Policies
Lesson #2, Looking at Holdings, Sending Requests
Recap
This lesson dives right into the details of being an effective borrower on the WRS system. You use the system to find out which libraries own exactly what it is our patron wants. We'll look at returnable items such as books and CDs, as well as non-returnables which are primarily photocopies of journal articles. Then we'll actually perform the creating requests process. It's fun fast and easy, especially since last week we did such a good job setting up our Constant Data and learned how to search the WorldCat database in ways that make finding the correct bibliographic record straight forward. At the end we jump into our next fun assignment.
You can contact me by using the Discussion function within the Desire2Learn courseware, or at times it might be better to email me directly at:
Course hint. If you have a large enough computer screen you might want to try opening up 2 or more browser windows. One to display the course itself in it's Desire2Learn environment. The other window would be to the OCLC WorldCat Resource Sharing system so you can follow along with the lesson. Log in instructions are given below with special play authorizations for you to use listed in the Assignment area at the bottom of this page.
This might seem a bit weird, but we'll separate using Holdings between returnables such as books, CDs, DVDs, VHS tapes and Cassettes and non-returnables which are usually photocopies from serials. The reasoning is that while discovering which library owns a specific title is the same for both categories of materials, for serials there is an additional method to discovering specific volume and year holdings of a specific title held by a specific library. So we'll explore the simpler returnables holdings first. Then build on that experience to add in the deeper discovery of serial holdings.
Using your WorldCat searching skills you have located just the right bibliographic record, or a list of possible records. You'll note that on both displays there is a link to either Libraries: Wisconsin Libraries ...
Or to Libraries that Own Item: Wisconsin Libraries
In both cases you see how many Wisconsin libraries own that item as well as how many libraries Worldwide own it.
Click that link.
You are presented with one of the richest displays in all of the WRS system. We'll briefly cover each of the elements while leaving all the variations for you to explore on your own.
Wisconsin locations are listed by default. If there aren't very many WI owning libraries then you'll see surrounding states listed too as a Regional Holdings display and if the number of owning libraries is really small you'll see the whole world.
Display All Libraries is the link that takes you to see everyone who owns this item. Wisconsin again will be listed first with the subsequent libraries divided into their states and listed in alphabetical order by state name.
The Lenders box is where you can start to build a "lender string" of potential lending libraries to be automatically filled into the request form. More on that below. But you can fill in those lender string library codes by either typing in the box, or extra simple just click on the Codes, that are links, on the right hand side of each library listed.
Click that QuestionMark next to the Code and up pops the ILL Policies display for the library, telling you all about their library to help you decide if they are the kind of lender that works for you.
Choose the Library name link, and if it is a link, you will be automatically taken to that library' OPAC and a search for that bibliographic item will automatically be executed, allowing you to see if the item is available. The full functionality of this process is dependent on the lending library fully configuring their WorldCat on FirstSearch subscription. But the power is great.
The additional fun for serials starts again with the Libraries link.
The WRS has modernized to simply display the deeper serials holding information right along with the same kind of display we saw for returnables. All of the options we saw before are here, but in addition lending libraries that have recorded their specific serials holding information will have a summary of those holdings included in the display. It is quite a nice bonus. Clicking on the Local Holdings link though really doesn't give you any additional information.
Again we can click right through to the OPAC of our choice.
Through a pretty arcane historical process, one of the ways that deeper and more complete serials holdings information is organized and arranged is by the original serials holdings groups that were set up many years ago by various consortia of OCLC libraries. This gives you another way to look for lending libraries.
To access these older groups you type in the name of the group into the Group Holdings box. Most of the groups are organized on a state wide basis. If you don't know the secret voodoo password name for any given group note the small Group Names & Codes link to the right of the Group Holdings box and Select button.
That link will pop open a display of all the OCLC groups. You just have to type the appropriate name for the group you wish to sort by. The most often used groups by Wisconsin libraries are:
WCSU - Wisconsin Libraries
MULS - MINITEX libraries, including Minnesota, South Dakota and North Dakota
SILS - Illinois Libraries
So you have a choice. If you have the better serials holdings using the same format as you're already used to, why play around with the old Group Holdings set up? Mostly because it's another way to slice and dice your potential lenders. For those of us in WI being able to see the holdings display for WI or for all the specific MINITEX libraries can be a real bonus in deciding which lenders to use.
Now we've seen all the potential lenders for the item our patron wants, and in the case of serials even seen which libraries for sure hold at least the volume and year of the serial our patron wants. All great information to help us choose lenders that can deliver the material in a timely fashion. So let's send those requests.
From a Holdings display the first thing to do is to select potential lenders. Use libraries listed that are designated as "yes" Suppliers. Also of course use libraries that you have agreements with. Just click on their Code in the order you want them listed in your string of up to 5 libraries, or as few as one. You can enter the same library twice in a row to give them more time to fill the request (however if they say "no" it immediately goes to the next lender, it doesn't go back to them again). Their codes appear in the Lenders box. When you've finished making your string of lenders then click the Transfer to ILL Staff Workform button.
Warning Will Robinson: Do NOT ever list the codes in a lender string in Alphabetical Order. Always mix them up. Otherwise the same library, in the case of Wisconsin that would be GZA Alverno College, always gets hit on. Spread the love please.
Now you get a Workform. All you need do is fill it out and click the Submit button. Important items to notice:
All the bibliographic information has been automatically imported for you
All of the Constant Data information from the Default CD record has been automatically entered for you
Your Lender String selections have been automatically imported for you, and they are editable if you wish
When filling in the form you can easily tab from one field to the next
Note all the "?" buttons, it's very nice pop up help, use it
If you click the drop down next to Apply Constant Data and select one, that new CD information will be immediately applied for you
At this point, in most cases, if you are requesting a Returnable item, then all you need fill in is the single Patron field that's at the top of the Borrowing Information section. Most libraries find this single field to be more than enough to enter their patron information. The more extensive patron fields further down the form are in most instances overkill as the ILL department needs only enough patron identification to be able to deliver the materials to them. Let the library circulation department handle the greater in depth information they more routinely need and keep for the whole library.
Keep your patron information simple, but format it the same way every time. If you always enter for example the patrons last name into the field first, then you'll always be able to search your outstanding requests by the patrons last name. More on this in one of the next lessons.
Other fields of possible concern would be Copyright and IFM, Max Cost. We'll discuss these in depth in upcoming lessons too. But as a quick start:
Copyright, there is none for returnables.
For Serials, public domain items and serials older than 5 years are: CCL
Serials 5 years old and newer use: CCGIFM and Max Cost, use only if you're willing to pay
In Max Cost put in exactly the final total number amount, not a calculation or note
USE IFM, more on this later but it saves you and the lender tons of time and money
For non-returnable requests, mostly serial photocopies, you have a bit more information to add, the citation for the article your patron wants. This is all entered in the fields provided at the bottom of the Bibliographic Information section of the Workform.
The fields for the citation information are:
Article
Volume
Number
Date
Pages
You'll note in the example how you can fill in this information. The field with the greatest variability and most likely to be confused is the Article Field
The Article Field contains BOTH the article author name and the article title, separated by a colon :
The Author field at the top of the workform is supplied only from the bibliographic record.
When you've completed the Workform, just click the Submit button. Success!
Note the request now has a Request Identifier, that is an ILL number
Note the whole request shows with a Print button should you now wish a print copy
Note the Redisplay Request button, clicking there goes to the active request where you can Delete it, Edit it some more, or use it as template to start a New request.
That's the whole deal for creating requests as a Borrower. Now it's Assignment time.
We have 2 play accounts to use in the course. These accounts can be used in a way to experience the full WRS system but without interfering with regular ILL work being done by other libraries. In order to share our 2 accounts we'll divide usage alphabetically by last name:
If your last name falls between Andrew and Melanz, use
You will be library code: TQY
autho number: 100-017-631
password: tie
If your last name falls between Meulemans and Zlosel, use
You will be library code: TQZ
autho number: 100-017-630
password: try
For the first part we'll simply play in the WRS version of WorldCat. You can follow up with the searching you did last week, but this time click on those library links and look at the holdings. Play particular attention to holdings for obscure versus popular items. Note how many clicks it takes to find locations that are applicable to your borrowing parameters for location, cost, birds of a feather. For serials make use of the Serials Holdings groups such as WCSU, MULS and SILO. Make sure to check the displays for matching dates as well as those libraries that only show the title level holdings and therefore might of might not own what you need.
For the second part of the assignment lets make requests. At least 4 of them. 2 book requests and 2 serials requests each. As with the Constant data fill in the data areas however you like. Remember to click the Submit button. Creativity makes it more fun for me to review the records.
More Warning Will Robinson: Although you're using play accounts, you're playing in the real live OCLC WRS system and world of libraries. So any requests you create and send WILL GO TO A REAL LIVE LIBRARY. In order to avoid this problem when you create your play requests let's just send them to each other and not live libraries. So...
If you are a TQY librarian, send your requests ONLY TO TQZ
If you are a TQZ librarian, send your requests ONLY TO TQY
Fill in the name in the Patron field after yourself.
So if your Desire2Learn NetID is for example: jsmith.ill
then name your CD: jsmith.
This way I can tell if you completed this part of your assignment.
Then log onto the discussion section for Lesson #2 of our Desire2Learn course and tell everyone at least:
what was a problem for you looking for holdings searching WorldCat, and
what made discovering holdings easy in WorldCat, and
was creating borrowing requests fun easy and fast
and finally read the discussions of your classmates and respond to them.
I'll be monitoring and participating too.