Custom Holdings

What is it?

Do you have sticky notes of favorite lenders on your computer screen? Do you ever ask yourself, “When I go on vacation, will so-and-so know the right lenders to use?” Take the guesswork out of ILL Borrowing by using Custom Holdings.

This tool is critical for speeding up processing, streamlining and customizing the borrowing workflow. It automatically organizes possible lenders, and even the selection of lenders based on the criteria you choose. Custom holdings do this by looking at the groups of OCLC symbols you created and arranging them in hierarchical paths. Many libraries arrange groups of lenders by delivery method, cost, due dates, turnaround times, or region. Build a strategy according to your priorities.

How does it help?

Custom holdings provide a significant time and cost savings. It automates the selection of lenders and customizes selections based on your criteria. It can almost eliminate the need to check policies directory while processing requests.

Getting Started

General Strategies

The more lending libraries you can add to your custom holdings groups the more effective the operation, whether your priorities focus on reducing cost, faster turnaround times, preferred delivery (Odyssey, Ariel, FedEx/UPS lenders, etc.), libraries that charge by IFM or Invoice, or libraries that offer extended due dates for loans.

Paths are customized sets of custom holdings lending groups that prioritize lenders according to your strategies, for example; free and regional/reciprocal library partners first, fast or inexpensive second, bound volume lenders, etc.

A recip group is specific holdings group for each library to include libraries that sign a mutual agreement to not charge each other. This reduces billing processing, saves staff time, and reduces overall cost of ILL operations.

LVIS libraries agree not to charge each other, and as such, very effectively lower the cost of ILL and reduce staff time involved with billing (for more details, see the LVIS website).

Because custom holdings takes time to customize and lender policies change periodically, a best practice is to update the groups every other year.

Enter My Symbol Twice (EMST) is a list of OCLC symbols for lenders who require borrowers to enter their symbols twice on ILL work forms. Keeping this updated can lead to more accurate request processing and ensure that you give some libraries the necessary time to process your requests. In ILLiad, libraries that appear in the EMST list will automatically be added twice so you don’t have to check yourself.

Step 1. Create custom holdings groups

The easiest way to create or update a custom holdings group is to access your FirstSearch Admin Module. From the Staff ILL Settings menu, select Custom Holdings Groups.

To create a new group, click on the New Blank Record button. Below in the General Record Information, enter a name and description for the group. Then, simply copy and paste the symbols from a Policies Directory search into the Symbols to be added or removed text area and click the Add Symbols button. When finished, click on the Save Changes button.

To update an existing group, select the group from the Group Name drop-down menu and click on the Go button. To update the groups using the sample groups on this page, click on the View/Print button. Copy and paste symbols from a Policies Directory search into the Symbols to be added or removed text area and click the Remove Symbols button. This will clear the list. Then, copy and paste the symbols into the text area and click the Add Symbols button. When finished, click on the Save Changes button.

The following table is an example of how you might organize your Custom Holdings.

Loans

Copies

1

IDS Project (consortium)

IDS Project (consortium)

2

Regional reciprocal group (e.g. NY3R)

Reciprocal Odyssey libraries

3

State reciprocal group

Free Odyssey libraries (e.g. LVIS)

4

Regional LVIS libraries

Free Email/Article Exchange libraries

5

Libraries charging <= $5 IFM

Libraries charging <= $5 IFM

6

Libraries charging $5-$10 IFM

Libraries charging $5-$10 IFM

Some libraries break groups out extensively by cost, while others cluster them together in smaller Customs Holdings Groups (e.g. $5-$10IFM, $11IFM-$15IFM).

Tip: Tracking Lending Fees

To track changes in charging in a more detailed Custom Holdings arrangement, an Excel spreadsheet that details the library symbol, their charge for Books and for Copies may be helpful.  When you receive your current month IFM charges, or receive an update to charges on the ILL Listserv, and you need to note the change in a charge, you’ll know which group to delete from, and which group to place the symbol in.

Step 2. Create custom holdings paths

Once your groups are created, you need to arrange them in a path. In the ILLiad client, open the System ribbon and click on Resource Sharing Settings. The Custom Holdings Path tab should appear.

To create a new path, simply click the New Path button. Otherwise, select the path you wish to edit from the Name drop-down menu.

Next, drag and drop groups between the Selected Groups and Available Groups columns to add or remove groups from the path. To rearrange the order of the groups in the path, drag and drop them in the desired order. When finished, click the Save button in the ribbon.

Step 3. Choose your default paths for loans and copies

In ILLiad, you can set a default Path for article and loan requests. This enables staff to simply press Ctrl+H to initiate a custom holdings view of possible lenders after selecting a matching title in OCLC.

Logon to the Customization Manager and select System and then OCLC. Next, click on OCLCILLArticleHoldingsPath and for the key value, enter the name of the custom holdings path you want to use for articles. Then click the Save button. Repeat this step for loans by setting the key value for OCLCILLLoanHoldingPath.

How to maintain your EMST table

You can find the current list of EMST lenders at ShareILL.

Logon to the ILLiad Customization Manager: select System, then OCLC, and finally EMST.

Add symbols by clicking the New Record button for additional EMST libraries. Or if a lender no longer requires EMST, select it in the list and click on the Delete button. In each case, be sure to click the Save button when you’re finished.

Setting up or examining your custom holdings

1)     What Custom Holdings Paths will you need? Books, Serials, Audio, Video?

________________________________________________________________________________________________________________________________________________________

2)     What Custom Holdings Groups will you have? And what symbol(s) are in that Group?

Path Name (e.g. “Loans”):

Group Name (e.g. “Free Loans”)

OCLC Symbols

1

2

3

4

5

6

7

8

9

10

Path Name (e.g. “Loans”):

Group Name (e.g. “Free Loans”)

OCLC Symbols

1

2

3

4

5

6

7

8

9

10

         Custom Holdings -