Outdated version (20.01.2023)

See now Folio-Wiki: https://wiki.folio.org/x/ujC-BQ

Proposals on periodicals and subscriptions - short version

by UB Leipzig and SLUB Dresden

Table of content

• Introduction
• Description Jira-Tickets
• Description additional functions (mockups)

Introduction

• In German libraries, specific demands on the management of periodicals exist, which are mostly not available in Folio. Especially in big libraries the ordering, receiving, claiming, … of several subscriptions of one periodical title are necessary and should be assisted by automatisms.
• Example: The SLUB Dresden holds 7.432 active print subscriptions and in 2021 (January until September) around 30.200 issues were checked in.
• The aim of the presentation is to explain the necessary adjustments. To reach the aim, in the following sections planned developments and missing elements and functions are described.
• Jira-tickets concerning the claiming process in Folio
• Functions, which should be implemented or improved in Folio

Description Jira-tickets�

• Checkin Maintenance (managing pieces with publication patterns)
• https://issues.folio.org/browse/UXPROD-194
• Create expected check-in pieces automatically based on pattern and frequency
• https://issues.folio.org/browse/UIOR-253
• Create Expected check-in piece based on the one being checked in currently
• https://issues.folio.org/browse/UIOR-254
• Claiming unreceived or unreceivable items
• https://issues.folio.org/browse/UXPROD-1845

Description additional functions�Subscription management in the app Orders

• Description:
• There is no functionality in Folio to manage periodical subscriptions and claimings.
• Proposals:
• The management of the subscription and its claiming should be located in the app Order.
• In each Purchase order (PO), the elements to manage the subscription and claiming are necessary. They are described in the following slides

Description additional functions�Subscription management in the app Orders / Example

Description additional functions�Subscription management in the app Orders / General description

• Subscription:
• In the PO, it should be possible to define standard values to facilitate the check-in of issues by automatically writing the standard values in the defined fields
• In each PO, the accordion “Subscription standard values” should be implemented.
• It must be possible to assess the most applied parameters in the settings as for example the location, loan types, statistical codes, … Thus, each institution can define its own set of parameters for the standard values. This could be configurable in the settings.
• It must be possible to enter basic information to create the issue caption automatically. This includes the number of volume, the number of issue, the first date of issuance, … It must be possible to agree on a specific set, which can be applied by all institutions, because specific functions need to be implemented.

Description additional functions�Subscription management in the app Orders / General description

• Claiming:
• In each PO, the accordions “Subscription caption values” and “Claiming information” should be implemented.
• It must be possible to enter basic information to derive the the dates on which the issues should be delivered. This includes the number of volume, the number of issue, the first date of issuance, … It must be possible to agree on a specific set, which can be applied by all institutions, because specific functions need to be implemented.
• It must be possible to manage the claiming process by an overview of received and expected issues and by implementing a batch claim process.
• Some values in “Claiming information” must be modifiable, in case of undeliverable issues, delays in delivery … as for example: caption, date due, claim 1-4, claim code

Description additional functions�Claiming settings in the settings of the app Orders

• Description:
• There is no functionality in Folio to manage the claiming dates of periodical.
• Proposals:
• The claiming settings should be located in the settings of the app Order.

Description additional functions�Claiming settings in the settings of the app Order / Example - 1

Description additional functions�Claiming settings in the settings of the app Order / Example - 2

Description additional functions�Claiming settings in the settings of the app Order / General description

• Description:
• In the settings of the Order app, it should be possible to manage the claiming settings for periodical according to their issuance.
• In each claiming setting it should be possible to define the amount of the claiming periods and the duration of each claim number.
• It should be possible to activate and to deactivate each claiming setting.
• …

Description additional functions�Enhance receiving in the app Receiving

• Description:
• The receiving of periodicals is time consuming, because the caption and other metadata values must be entered manually for each issue.
• Proposals:
• The receiving of periodical issues should be supported by the automatic creation of the caption and by the integration of standard metadata per subscription.

Description additional functions�Enhance receiving in the app Receiving / Example

Description additional functions�Enhance receiving in the app Receiving / General description

• Description:
• Automatic creation of caption value by the “subscription caption information” in the app Orders
• Automatic creation of additional metadata value by the “subscription standard information” in the app Orders
• Basic call number, Loan type, Location …
• Enable configuration of table titles according to the subscription information in the app Orders
• Each institution should configure the columns according to its specific demands
• Integration of additional notes (inventory, order notes, …)
• Title notices: Include notes in the instance, which are valid for all subscriptions and to avoid redundant information in the subscriptions
• Improve the field “Receiving note”: It should be possible to structure the notes to enhance the interpretation of several notes