Access Services Minutes - November 13, 2018

FYI:

Last Meeting Summary – Risa

We discussed the shelving order guide, collecting email addresses from customers, the change in withdraw / damage, and delivery tracking.

TLC Product & Ticket Updates – Risa

We discussed the issue with mobile renewals. The issue is generating on item numbers beginning with a letter and can be resolved if the customer switches to the full site. (Update: TLC is currently doing development work to fix this and will be available in the next upgrade)

We also discussed issue level holds, on which Risa will provide more information later.

Issue holds do not currently use the router preference table, which assigns holds to the most efficient library based on pickup location and the delivery routes.

TLCU Report – Risa and Janeal

Risa took detailed notes of all her sessions and shared them on the Access Manager OneDrive.

We discussed Self-check Connect, a new software interface that allows any staff station to temporarily turn into a self-check machine for both checkouts and check-ins, FRBR-izing the catalog, the addition of a notes field, text vs. email notices, and the circulation focus group Risa attended. Janeal said there were good sessions on engagement as well.

Spring Access Training – Risa

Risa created a training plan. Volunteers signed up to be trainers and are still selecting which session to teach. Milissa has posted the schedule on the intranet and in EduBrite Train the trainers will be last week of November- Tuesday, Wednesday, Thursday. The wait list is now automatically filling, so if an employee is absent or unavailable the day of the training, make sure to call L&D to facilitate unsubscribing so the slot can be filled.

Cash handling – Risa

The business office is seeing more errors in deposits where libraries are off on their counts. It may be in the making change process and may be related to staff who are less familiar with the POS assisting with payments. Iterate to staff to be careful when working the POS and cash drawer.

Hiring Procedures available – Risa

They have been posted to Access Manager drive in main OneDrive folder. The interview documents for AS I’s have been updated to include a place for a cart score. There are guidelines as to what to put on the cart for assessment in the procedures document. The object of process is not to trick the candidates. We are trying to look for basic understanding of standard Dewey and standard fiction order.

A suggestion was made to create a kit for shelf test by creating “books” from DVD/audiobook cases. We would have to have space for them. Possibly the regional libraries could each have a set to loan out for hiring. Higher turnover locations could try it out and report back in January.

Action Item: Edmond will try this out with their next round(s) of hiring and report back in January.

Manager of Access – position has been posted

This position is primarily a leader of access staff and will handle procedures, processes, and guidelines. Technical processes were removed from the job requirements. This person will lead or be at trainings each month and is expected to work in a library on a regular basis as an ASI or ASII to stay familiar with processes. This rotation will not just be DN, but will rotate through all locations. The position requires an MLIS and will be the supervisor for eventual Access floaters.

Discussion:

CollectionHQ & Inventory Schedule, Shelf Reading – Janeal & Todd

The Collection HQ Inventory Proposal & Schedule are posted in the Access Manager OneDrive. The schedule will be balanced with the least amount of work in summer & December/January and the heaviest in off-season. MC is experimenting with new inventory process that replaces shelf-reading. We will do at least 2 inventories a year, though may want to do more. It is up to locations how often they want to shelf read and inventory. Currently weeding macro is doing a good job in sorting, but there are a few things Excel just can’t do. There have been requests for manager training on reports.

Action Item: Janeal followed up on 11/15 stating that it could be implemented immediately. The CollectionHQ schedule has also been updated on the intranet.

Discussion on delivery/mail data gathering – Risa & Michelle

Michelle synthesized the data. She looked at time and number of problems by branch. Edmond has 2 deliveries and were entering data twice, so, double their time spent. Risa forwarded data to Morgan so we can take this into account with the cross-functional delivery review workgroup. Make sure we aren’t sending items out in poor shape. Pull it before it’s been checked in to have a label put on it. If it’s a DN item, check to make sure it isn’t the last copy before weeding. A surprising number of problems coming from TP. Next time we do this, we need to clarify in the reporting instructions to indicate that the location it was sent from is the “sending location” not tech processing. Only indicate TP if it was a missing label.

Action Items:

• We want to do this again this spring before summer reading with all libraries participating. Discuss at the February meeting delivery best practices from each location.
• Form a work group in February to discuss issues of delivery and establish best practices that are applicable to all locations. The group will also establish guidelines to use for tracking deliveries during two weeks each year (fall and spring).
• A baseline study will occur in April 2019 using the workgroup’s guidelines.

Library account naming – Kiley

Each location has internal accounts and we need to determine standard naming practices

Last Name: @ - location code – purpose (no space)

• P – Pest (REQ)
• D – Display
• Y – Youth (or YA) programming;
• C – Children’s programming
• A – Adult programming
• X – Access - other damage & non-holdable items, such as board books
• W – Withdraw (REQ)
• M – Main

First Name: Location spelled out

MI: Library

Risa will post this as a recommendation on the Intranet to garner feedback. It will be posted at the beginning of December, so we have time to discuss with our teams.

Action Item: Proposed Implementation Date (after Intranet feedback) is January 1

Use of damage status – Michelle

We discussed possible reasons to continue using the Damage status. The decision was made that the potential benefits were not strong enough to justify using a second withdrawn status and therefore this status would be discontinued.

Action Item: Libraries will discontinue the use of the ‘damaged’ status by January 1. Items previously coded damaged do not need to be recoded, but future items will only be coded ‘withdrawn.’