1 of 26

My Back(log) is killing me!

Receiving in Alma without using the workbench

​

Harvard Library & National Library of New Zealand

National Library of New Zealand | Te Puna Mātauranga o Aotearoa

​

Dale Cousens

Team Leader Collection Development (Acquisitions) | Kaiārahi Rōpū Whakawhanake Kohinga (Ngā Whiwhinga)

​

Harvard Library

​

Erin Britt

Continuing Resources & Acquisitions Library Assistant

​

Katheryn Marchak-Wansor

Continuing Resources & Acquisitions Library Assistant

​

Patty Sutton

Senior Functional Coordinator for Monographic Acquisitions

​

​

​

​

2 of 26

Introducing the National Library of New Zealand

3 of 26

The National Library of New Zealand/Te Puna Mātauranga o Aotearoa is in Wellington, the national capital.

​

We are a library within a library:

  • Alexander Turnbull Library heritage collections
  • National Library general collections

​

We are the Legal Deposit library for New Zealand:

  • We receive 2 copies of all published physical material
  • We also collect digital titles

​

We migrated to Alma in 2016 and with new software come new tools. We also had a tech wiz embedded in the Acquisitions/Legal Deposit team for 18 months in 2019/2020.

Introducing the National Library of New Zealand

4 of 26

Creating the script

  • Using the Receiving workbench is not always efficient due to the size of some of our records
  • Collaboration between librarians and technical experts
    • Jay Gattuzo Python and APIs
    • Dale Cousens interpreting the Alma code
  • Lots of testing, trial and error
  • Data entry can be done by anyone onsite
  • ‘Receiving’ chugs away quietly in the background while we do other things

5 of 26

It started with a backlog

Photo credit: Amy Dittman

Photo credit: Amy Dittman

Photo credit: Amy Dittman

Photo credit: Amy Dittman

Photo credit: Elke Piontek

Photo credit: Elke Piontek

Photo credit: Elke Piontek

6 of 26

It started with a backlog

Little to no experience with Python

  • Patty and Katheryn: Script Development
  • Erin: project manager role and workflow documentation

​

The project took 9 months from start to production

  • We’re still checking items added through the API

Began using the API in Alma production

March 2021

Approved by our Library Technical Services (LTS) for use in Alma production

February 2021

Finished developing the script

December 2020

Began testing in Alma sandbox

October 2020

Began learning Python and modifying the script

June 2020

7 of 26

Making Friends with the Script

8 of 26

How can we make the script locate the correct holdings?

Solution:

Look up the holdings by POL

Script Development

A

B

C

D

E

F

G

Title

MMS

POL

WN Holding

ATL Holding

PROD/SAND

SIGNED OFF

Upper Clutha Messenger

9912928843502830

166395-ilsdb

22195001140002836

22195001140002800

PROD

Y

Valley Voice Rural Lifestyles

9918872173602830

POL-111795

22336002950002800

22336002940002800

PROD

Y

Title Lookup Spreadsheet

A

B

C

D

E

F

G

H

I

J

K

L

M

MMSID

Volume

Number

Issue

Year

Month

Day

ATL_Barcode

WN_Barcode

PublicNote

InternalNote

Title

Informal notes

999255603502836

42

40

​

2020

10

7

74444000339541

32222000926592

​

​

Upper Clutha Messenger

​

9918872173602830

​

​

​

2021

10

​

74444000439498

32222001169450

​

​

Valley Voice Rural Lifestyles

​

A

B

C

D

E

F

G

H

I

J

K

L

M

POL

Volume

Number

Issue

Year

Month

Day

ATL_Barcode

WN_Barcode

PublicNote

InternalNote

Title

Informal notes

POL-232515

42

40

​

2020

10

7

74444000339541

32222000926592

​

​

Upper Clutha Messenger

​

125321-2

​

​

​

2021

10

​

74444000439498

32222001169450

​

​

Valley Voice Rural Lifestyles

​

User Input Spreadsheet

A

B

C

D

E

F

Title

POL

WN Holding

ATL Holding

PROD/SAND

SIGNED OFF

Upper Clutha Messenger

166395-ilsdb

22195001140002836

22195001140002800

PROD

Y

Valley Voice Rural Lifestyles

POL-111795

22336002950002800

22336002940002800

PROD

Y

A

B

C

D

E

F

G

H

I

J

K

L

M

MMSID

Volume

Number

Issue

Year

Month

Day

ATL_Barcode

WN_Barcode

PublicNote

InternalNote

Title

Informal notes

999255603502836

42

40

​

2020

10

7

74444000339541

32222000926592

​

​

Upper Clutha Messenger

​

9918872173602830

​

​

​

2021

10

​

74444000439498

32222001169450

​

​

Valley Voice Rural Lifestyles

​

A

B

C

D

E

F

G

Title

MMS

POL

WN Holding

ATL Holding

PROD/SAND

SIGNED OFF

Upper Clutha Messenger

9912928843502830

166395-ilsdb

22195001140002836

22195001140002800

PROD

Y

Valley Voice Rural Lifestyles

9918872173602830

POL-111795

22336002950002800

22336002940002800

PROD

Y

9 of 26

Will two identical items ever be added at the same time?

Solution:

Remove references to second item

Script Development

User Input Spreadsheet

Title Lookup Spreadsheet

A

B

C

D

E

F

G

H

I

J

K

L

M

POL

Volume

Number

Issue

Year

Month

Day

ATL_Barcode

WN_Barcode

PublicNote

InternalNote

Title

Informal notes

POL-232515

42

40

​

2020

10

7

74444000339541

32222000926592

​

​

Upper Clutha Messenger

​

125321-2

​

​

​

2021

10

​

74444000439498

32222001169450

​

​

Valley Voice Rural Lifestyles

​

A

B

C

D

E

F

Title

POL

WN Holding

ATL Holding

PROD/SAND

SIGNED OFF

Upper Clutha Messenger

166395-ilsdb

22195001140002836

22195001140002800

PROD

Y

Valley Voice Rural Lifestyles

POL-111795

22336002950002800

22336002940002800

PROD

Y

A

B

C

D

E

F

G

H

I

J

K

L

POL

Volume

Number

Issue

Year

Month

Day

Barcode

PublicNote

InternalNote

Title

Informal notes

POL-232515

42

40

​

2020

10

7

74444000339541

​

​

Upper Clutha Messenger

​

125321-2

​

​

​

2021

10

​

74444000439498

​

​

Valley Voice Rural Lifestyles

​

A

B

C

D

E

Title

POL

Holdings ID

PROD/SAND

SIGNED OFF

Upper Clutha Messenger

166395-ilsdb

22195001140002836

PROD

Y

Valley Voice Rural Lifestyles

POL-111795

22336002950002800

PROD

Y

A

B

C

D

E

F

G

H

I

J

K

L

M

POL

Volume

Number

Issue

Year

Month

Day

ATL_Barcode

WN_Barcode

PublicNote

InternalNote

Title

Informal notes

POL-232515

42

40

​

2020

10

7

74444000339541

32222000926592

​

​

Upper Clutha Messenger

​

125321-2

​

​

​

2021

10

​

74444000439498

32222001169450

​

​

Valley Voice Rural Lifestyles

​

A

B

C

D

E

F

Title

POL

WN Holding

ATL Holding

PROD/SAND

SIGNED OFF

Upper Clutha Messenger

166395-ilsdb

22195001140002836

22195001140002800

PROD

Y

Valley Voice Rural Lifestyles

POL-111795

22336002950002800

22336002940002800

PROD

Y

10 of 26

Solution:

Not all of our libraries use the same item policy

Add item policy override

Script Development

User Input Spreadsheet

Title Lookup Spreadsheet

A

B

C

D

E

Title

POL

Holdings ID

PROD/SAND

SIGNED OFF

Upper Clutha Messenger

166395-ilsdb

22195001140002836

PROD

Y

Valley Voice Rural Lifestyles

POL-111795

22336002950002800

PROD

Y

A

B

C

D

E

F

G

H

I

J

K

L

POL

Volume

Number

Issue

Year

Month

Day

Barcode

PublicNote

InternalNote

Title

Informal notes

POL-232515

42

40

​

2020

10

7

74444000339541

​

​

Upper Clutha Messenger

​

125321-2

​

​

​

2021

10

​

74444000439498

​

​

Valley Voice Rural Lifestyles

​

A

B

C

D

E

F

G

H

I

J

K

L

M

POL

Volume

Number

Issue

Year

Month

Day

Barcode

Item Policy (blank=02)

PublicNote

InternalNote

Title

Informal notes

POL-232515

42

40

​

2020

10

7

74444000339541

20

​

​

Upper Clutha Messenger

​

125321-2

​

​

​

2021

10

​

74444000439498

​

​

​

Valley Voice Rural Lifestyles

​

A

B

C

D

E

F

G

H

I

J

K

L

M

POL

Title

Barcode

Volume

Number

Issue

Year

Month

Day

Item Policy (blank=02)

PublicNote

InternalNote

Informal notes

POL-232515

Upper Clutha Messenger

74444000175852

42

40

​

2020

10

7

​

​

​

​

125321-2

Valley Voice Rural Lifestyles

74444000439498

​

​

​

2021

10

​

​

​

​

​

11 of 26

What about those descriptions?

Script Development

User Input Spreadsheet

Working Description Output

​

v. 42, no. 40 (2020 10 07)

​

​

​

A

B

C

D

E

F

G

H

I

J

K

L

M

POL

Title

Barcode

Volume

Number

Issue

Year

Month

Day

Item Policy (blank=02)

PublicNote

InternalNote

Informal notes

POL-232515

Upper Clutha Messenger

74444000175852

42

40

​

2020

10

7

​

​

​

​

565490-1

Continuité

74444000439498

167

​

​

2021

winter

​

​

​

​

​

160391-1

Jahrbuch für Regionalwissenschaft

32044149291346

40

2

​

2020

​

​

​

​

​

​

A

B

C

D

E

F

G

H

I

J

K

L

M

POL

Title

Barcode

Volume

Number

Issue

Year

Month

Day

Item Policy (blank=02)

PublicNote

InternalNote

Informal notes

POL-232515

Upper Clutha Messenger

74444000175852

42

40

​

2020

10

7

​

​

​

​

565490-1

Continuité

74444000439498

167

​

​

2021

winter

​

​

​

​

​

160391-1

Jahrbuch für Regionalwissenschaft

32044149291346

40

2

​

2020

​

​

​

​

​

​

A

B

C

D

E

F

G

H

I

J

K

L

M

POL

Title

Barcode

Volume

Number

Issue

Year

Month

Day

Item Policy (blank=02)

PublicNote

InternalNote

Informal notes

POL-232515

Upper Clutha Messenger

74444000175852

42

40

​

2020

10

7

​

​

​

​

565490-1

Continuité

74444000439498

167

​

​

2021

winter

​

​

​

​

​

160391-1

Jahrbuch für Regionalwissenschaft

32044149291346

40

2

​

2020

​

​

​

​

​

​

Working Description Output

​

v. 42, no. 40 (2020 10 07)

​

v. 167 (2021 winter)

​

​

​

​

​

Working Description Output

​

v. 42, no. 40 (2020 10 07)

​

v. 167 (2021 winter)

​

v. 40, no. 2 (2020)

​

​

​

Working Description Output

Harvard’s Desired Output

v. 42, no. 40 (2020 10 07)

v.42:no.40(2020:Oct. 7)

v. 167 (2021 winter)

​

v. 40, no. 2 (2020)

​

​

​

Working Description Output

Harvard’s Desired Output

v. 42, no. 40 (2020 10 07)

v.42:no.40(2020:Oct. 7)

v. 167 (2021 winter)

no.167(2021:hiver)

v. 40, no. 2 (2020)

​

​

​

Working Description Output

Harvard’s Desired Output

v. 42, no. 40 (2020 10 07)

v.42:no.40(2020:Oct. 7)

v. 167 (2021 winter)

no.167(2021:hiver)

v. 40, no. 2 (2020)

Jahrg.40:Heft 2(2020)

​

​

A

B

C

D

E

F

G

H

I

J

K

L

M

POL

Title

Barcode

Volume

Number

Issue

Year

Month

Day

Item Policy (blank=02)

PublicNote

InternalNote

Informal notes

POL-232515

Upper Clutha Messenger

74444000175852

42

40

​

2020

10

7

​

​

​

​

565490-1

Continuité

74444000439498

167

​

​

2021

winter

​

​

​

​

​

160391-1

Jahrbuch für Regionalwissenschaft

32044149291346

40

2

​

2020

​

​

​

​

​

​

12 of 26

What about those descriptions?

Solution:

Part 1: Update enum and chron fields

Script Development

User Input Spreadsheet

A

B

C

D

E

F

G

H

I

J

K

L

M

POL

Title

Barcode

Volume

Number

Issue

Year

Month

Day

Item Policy (blank=02)

PublicNote

InternalNote

Informal notes

POL-232515

Upper Clutha Messenger

74444000175852

42

40

​

2020

10

7

​

​

​

​

565490-1

Continuité

74444000439498

167

​

​

2021

winter

​

​

​

​

​

160391-1

Jahrbuch für Regionalwissenschaft

32044149291346

40

2

​

2020

​

​

​

​

​

​

A

B

C

D

E

F

G

H

I

J

K

L

M

POL

Title

Barcode

enum_a

enum_b

enum_c

chron_i

chron_j

chron_k

Item Policy (blank=02)

PublicNote

InternalNote

Informal notes

POL-232515

Upper Clutha Messenger

74444000175852

42

40

​

2020

10

7

​

​

​

​

565490-1

Continuité

74444000439498

167

​

​

2021

winter

​

​

​

​

​

160391-1

Jahrbuch für Regionalwissenschaft

32044149291346

40

2

​

2020

​

​

​

​

​

​

A

B

C

D

E

F

G

H

I

J

K

L

M

POL

Title

Barcode

enum_a

enum_b

enum_c

chron_i

chron_j

chron_k

Item Policy (blank=02)

PublicNote

InternalNote

Informal notes

POL-232515

Upper Clutha Messenger

74444000175852

42

40

​

2020

10

7

​

​

​

​

565490-1

Continuité

74444000439498

167

​

​

2021

24

​

​

​

​

​

160391-1

Jahrbuch für Regionalwissenschaft

32044149291346

40

2

​

2020

​

​

​

​

​

​

13 of 26

What about those descriptions?

Solution:

Part 2: Update description formatting

Script Development

User Input Spreadsheet

Working Description Output

Harvard’s Desired Output

v. 42, no. 40 (2020 10 07)

v.42:no.40(2020:Oct. 7)

v. 167 (2021 24)

no.167(2021:hiver)

v. 40, no. 2 (2020)

Jahrg.40:Heft 2(2020)

​

​

A

B

C

D

E

F

G

H

I

J

K

L

M

POL

Title

Barcode

enum_a

enum_b

enum_c

chron_i

chron_j

chron_k

Item Policy (blank=02)

PublicNote

InternalNote

Informal notes

POL-232515

Upper Clutha Messenger

74444000175852

42

40

​

2020

10

7

​

​

​

​

565490-1

Continuité

74444000439498

167

​

​

2021

24

​

​

​

​

​

160391-1

Jahrbuch für Regionalwissenschaft

32044149291346

40

2

​

2020

​

​

​

​

​

​

v.X, no.X, iss.X (YYYY MM DD)

v.X:no.X:iss.(YYYY:MM DD)

v.X:no.X:iss.(YYYY:Mo./Season [D]D)

Working Description Output

Harvard’s Desired Output

v.42:no.40(2020:10 07)

v.42:no.40(2020:Oct. 7)

v.167(2021 24)

no.167(2021:hiver)

v.40:no.2(2020)

Jahrg.40:Heft 2(2020)

​

​

Working Description Output

Harvard’s Desired Output

v.42:no.40(2020:Oct. 7)

v.42:no.40(2020:Oct. 7)

v.167(2021:winter)

no.167(2021:hiver)

v.40:no.2(2020)

Jahrg.40:Heft 2(2020)

​

​

14 of 26

What about those descriptions?

Solution:

Part 3: Add Description Override Field

Script Development

A

B

C

D

E

F

G

H

I

J

K

L

M

POL

Title

Barcode

enum_a

enum_b

enum_c

chron_i

chron_j

chron_k

Item Policy (blank=02)

PublicNote

InternalNote

Informal notes

POL-232515

Upper Clutha Messenger

74444000175852

42

40

​

2020

10

7

​

​

​

​

565490-1

Continuité

74444000439498

167

​

​

2021

24

​

​

​

​

​

160391-1

Jahrbuch für Regionalwissenschaft

32044149291346

40

2

​

2020

​

​

​

​

​

​

Working Description Output

Harvard’s Desired Output

v.42:no.40(2020:Oct. 7)

v.42:no.40(2020:Oct. 7)

no.167(2021:hiver)

no.167(2021:hiver)

Jahrg.40:Heft 2(2020)

Jahrg.40:Heft 2(2020)

​

​

A

B

C

D

E

F

G

H

I

J

K

L

M

N

POL

Title

Barcode

enum_a

enum_b

enum_c

chron_i

chron_j

chron_k

description override

Item Policy (blank=02)

PublicNote

InternalNote

Informal notes

POL-232515

Upper Clutha Messenger

74444000175852

42

40

​

2020

10

7

​

​

​

​

​

565490-1

Continuité

74444000439498

167

​

​

2021

24

​

no.167(2021:hiver)

​

​

​

​

160391-1

Jahrbuch für Regionalwissenschaft

32044149291346

40

2

​

2020

​

​

Jahrg.40:Heft 2(2020)

​

​

​

​

Working Description Output

Harvard’s Desired Output

v.42:no.40(2020:Oct. 7)

v.42:no.40(2020:Oct. 7)

v.167(2021:winter)

no.167(2021:hiver)

v.40:no.2(2020)

Jahrg.40:Heft 2(2020)

​

​

15 of 26

What about those descriptions?

Solution:

Part 4: Take Captions from holdings 853

Script Development

Working Description Output

Harvard’s Desired Output

v.42:no.40(2020:Oct. 7)

v.42:no.40(2020:Oct. 7)

no.167(2021:hiver)

no.167(2021:hiver)

Jahrg.40:Heft 2(2020)

Jahrg.40:Heft 2(2020)

​

​

A

B

C

D

E

F

G

H

I

J

K

L

M

N

POL

Title

Barcode

enum_a

enum_b

enum_c

chron_i

chron_j

chron_k

description override

Item Policy (blank=02)

PublicNote

InternalNote

Informal notes

POL-232515

Upper Clutha Messenger

74444000175852

42

40

​

2020

10

7

​

​

​

​

​

565490-1

Continuité

74444000439498

167

​

​

2021

24

​

no.167(2021:hiver)

​

​

​

​

160391-1

Jahrbuch für Regionalwissenschaft

32044149291346

40

2

​

2020

​

​

Jahrg.40:Heft 2(2020)

​

​

​

​

853 20 |8 1 |9 1 |a Jahrg. |b Heft |u 2 |v r |i (year) |w f |x 02 |y pm07,12

A

B

C

D

E

F

G

H

I

J

K

L

M

N

POL

Title

Barcode

enum_a

enum_b

enum_c

chron_i

chron_j

chron_k

description override

Item Policy (blank=02)

PublicNote

InternalNote

Informal notes

POL-232515

Upper Clutha Messenger

74444000175852

42

40

​

2020

10

7

​

​

​

​

​

565490-1

Continuité

74444000439498

167

​

​

2021

24

​

no.167(2021:hiver)

​

​

​

​

160391-1

Jahrbuch für Regionalwissenschaft

32044149291346

40

2

​

2020

​

​

​

​

​

​

​

16 of 26

Problems & Solutions

Script Development

Multiple POLs on bib records

Only adding one barcode

Different item policies

NISO/ANSI Descriptions

​

​

Unconventional descriptions

Items with no barcodes

Look up by POL instead of MMS ID, remove MMS ID column

Remove column from spreadsheet, update references in script

Add item policy override column

Update Description script to use month/season abbreviations

Pull captions from most recent 853 subfields |a, |b, |c

Format descriptions to fit standard description

Add Description override column

Adjust script to accept no barcode and not re-try

Count items without barcodes to confirm that sheet is done

Multiple POLs on bib records

Only adding one barcode

Different item policies

NISO/ANSI Descriptions

​

​

Unconventional descriptions

Items with no barcodes

Look up by POL instead of MMS ID, remove MMS ID column

Remove column from spreadsheet, update references in script

Add item policy override column

Update Description script to use month/season abbreviations

Pull captions from most recent 853 subfields |a, |b, |c

Format descriptions to fit standard description

Add Description override column

Adjust script to accept no barcode and not re-try

Count items without barcodes to confirm that sheet is done

Multiple POLs on bib records

Only adding one barcode

Different item policies

NISO/ANSI Descriptions

​

​

Unconventional descriptions

Items with no barcodes

Look up by POL instead of MMS ID, remove MMS ID column

Remove column from spreadsheet, update references in script

Add item policy override column

Update Description script to use month/season abbreviations

Pull captions from most recent 853 subfields |a, |b, |c

Format descriptions to fit standard description

Add Description override column

Adjust script to accept no barcode and not re-try

Count items without barcodes to confirm that sheet is done

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How it works

For row in sheet:

POL in Title Look-Up sheet?

yes

no

Use POL to find holdings ID, add to Title Look-Up

Barcode already logged?

Skip barcode

Barcode in Alma?

yes

yes

no

Get captions from holdings field 853 subfields |a, |b, |c

Add item, include (1st pass):

  • Barcode (“real” or Alma)
  • Enum a, b, c
  • Chron i, j, k
  • Description
  • Receiving operator

If barcode included (2nd pass):

  • Public note
  • Internal note
  • Item policy

no

If any barcoded items were not added, try again (up to 3 x total)

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Workflow

Referencing Alma to populate the spreadsheet workflow:

Search

Search Alma using persistent search:

Order lines:All

Find the POL with Waiting for Renewal status

Read Notes

Read the receiving note for any special processing instructions

Copy & Paste

Alma Spreadsheet

  • POL
  • Title

​

Alma label

  • Call no.

​

​

​

Item description

Update spreadsheet with the enumeration and chronology based on item in hand

​

barcode

Scan a barcode to spreadsheet, if needed

Find Item Description

In Alma, Click Items Received to bring you to the List of Items to view correct item description info.

​

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​

Searching for titles and info in Alma to add to a spreadsheet is not necessarily faster than receiving predicted items in Alma.

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Real time savings when:

  • Eliminate the need to edit items, create items, or open predicted items in the receiving workbench
  • Add barcoded items
  • Receive large runs of one title
  • Easier and faster to train students or staff with little or no Alma experience

​

​

Workflow

What we learned

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​

  • Loeb Design Library

Began testing in March 2021; caught up on the majority of the backlog by June 2021

The ultimate takeaway from the Production test was the same as the Sandbox test: the most time consuming part of the process was searching Alma for title and issue information

Using the data from the spreadsheets that had already been created and processed, we created a master reference spreadsheet for all the Design library titles, allowing us to skip the Alma searching step of the workflow

Workflow

Alma Production testing

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Master reference spreadsheet creation

  • Created a long spreadsheet of all the items already run through the script for the Design library
  • Kept one representative line item for each title
  • Brought in the Receiving Note and ISSN from Alma, and added it to the spreadsheet for reference when receiving
  • Added a blank line for spreadsheet-specific receiving notes

Workflow

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Workflow

The spreadsheet is constantly evolving, and is updated when a new title is added or the enumeration/chronology for a title changes.

Search

Search master reference spreadsheet with piece in hand by title or ISSN

Read Notes

Once the correct title is located, read the receiving note and any special processing instructions

Copy & Paste

Copy the item information line, and paste it into the input spreadsheet

Barcode

Scan a barcode, if needed, and then you’re done!

Update

Update the enumeration and chronology, notes, and item policy for the title based on the columns that are filled out in the master spreadsheet

Master reference spreadsheet workflow:

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We are currently:

  • Receiving all new Design materials via master reference spreadsheet
  • Receiving large backlogs of print serials for other libraries & collections

​

This process is only used in a limited capacity, and it hasn’t replaced regular receiving in Alma for the majority of titles and libraries.

Current Applications

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  • Training additional student assistants and staff in spreadsheet creation
  • Vendor packing lists
  • Ebsco JETS service pilot - Two test libraries

JETS is an Ebsco service that provides direct to destination processing for serial issues

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Future Uses

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Drawbacks to the API spreadsheet method:

  • Order maintenance
    • Claiming
    • Duplicate items
    • Bibliographic changes
  • Does not update the holdings record
  • Limited number of staff are able to run spreadsheets
    • Running the script does require some learning about error messages, and or permissions/authorization to run in production.

Workflow

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Questions?