Delivering Items In Your Physical Collection

What is it?

Most ILS products offer a hold request system that allows patrons to request materials held in your library’s collection. But as we all know, it’s not uncommon to encounter an ILL request for such items anyway. ILLiad’s Document Delivery module offers your library a great way to manage such hold requests that originate in ILL.

How does it help?

Instead of cancelling loan requests that are locally held in your collection, you can supply those books and media materials to your patrons quickly and easily. Not only does this provide a good service to your patrons, it is also a great way to get the most out of ILLiad’s Document Delivery module. This works for circulating items and you can also use ILLiad to refer your patrons to non-circulating items (padding your Doc Del stats, instead of negating your Borrowing stats).

Getting Started

Create a routing rule to bypass Awaiting Document Delivery Processing

When you encounter a locally held item in Borrowing, it’s common to copy the call number and location from the Z39.50 lookup before routing it to Document Delivery. However, ILLiad does not place such requests in Awaiting DD Stacks Searching, meaning you have to manually route those requests again if you want to print pull slips right away.

You can bypass this behavior with a very simple routing rule. Then when you click on the Route To Document Delivery button in borrowing, items with locations will go straight to Awaiting DD Stacks Searching.

Rule No

(This can go at the end of your list)

Rule Active

Yes

Process Type

Borrowing

Transaction Status

Awaiting Document Delivery Processing

Match String

t.Location <> NULL AND t.Location > ''

New Process Type

Doc Del

New Transaction Status

Awaiting DD Stacks Searching

Description

Routes DD requests from Borrowing right to Awaiting DD Stacks Searching for pull slip printing.

Workflow

Once your routing rule is created, you are ready to get started. Here’s the recommended workflow:

  1. When you encounter a locally held item, click on the Z39.50 tab.
  2. Locate the item in your catalog and click the Copy Info button. This will copy the call number and location into the corresponding ILLiad request fields.
  3. Click the Route to Document Delivery button.
  4. Once you have finished processing your borrowing requests, switch to the Document Delivery module.
  5. Click on the Print Pull Slips button.
  6. After printing your slips and searching the stacks, you are now ready to Update Stacks Search in the Document Delivery ribbon.
  7. Just like in Lending, scan each Transaction Number to Mark Found or Mark Not Found. (Items that are not on the shelf can be routed back to Borrowing for fulfillment.)
  8. When finished, do the following based upon the request type and search result:
  1. Articles (Found) -- as in Lending, you just need to scan and deliver the article to your patron. You can do this using your normal scanning workflow (using the ILLiad Client or Odyssey Helper). Once delivered, requests are updated to Delivered to Web.
  2. Loans (Found) -- place the items on hold for your patrons using your ILS. Once on hold, you can make these available per your library’s local procedures. When finished, click the Contact Customers button and notify your patrons to pick up their materials.
  3. Loans & Articles (Not Found) -- items that were not found on the shelf need to be routed back to Borrowing for fulfillment. To do this, simply click on the Move Items Not Found to Borrowing button in the Document Delivery ribbon.

More information

ILLiad documentation for External Systems Interfaces (Z39.50)

https://prometheus.atlas-sys.com/display/illiad83/External+Systems+Interfaces

Delivering Items In Your Physical Collection -