ILS: Things We Learned Week 5

Things seem to be humming right along and yet we are still discovering some aspects that needed closer attention.  Here are some things you should know:

1. POS - This week three additional library locations were added to the testing of the updated system.  Anne reports that many of the bugs have been fixed and she is confident that we can roll out the program to all libraries next week.
2. Paperbacks - Please DO NOT change the location codes for paperbacks - they must remain as YP, AP, JP.  These codes are what prevent the item from generating a hold.  The Place Hold icon will continue to show for paperback materials in the catalog, but the customer will not be able to complete the hold. We are still inquiring about removing the hold option, but no resolution yet.
3. Tracer Lists - You may notice that items from TP or ILL show up on your tracer lists.  This is due to these items not being checked in when they are received at their destination.  For example, when you get new items from TP they still need to be cleared when you receive them to change the "in transit" status to "on shelf".  Items that stay "in transit" for more than 10 days automatically go to trace and will begin to appear on your trace list.
4. Lag Time - Please be aware that when you change an item's status it takes some time before it will be reflected correctly in the catalog.  For example, when you change an item to BKR it will not be suppressed in the catalog until a while later.  We are not confident on how long it takes to update, but it is not instantly!
5. Deposit Card Process - The Temporary card type is set up to allow checkout with override.  This allowed us to have an Internet only card where you would never allow the customer to check out materials and a Deposit card for “Cash Deposit” customers.  What we’ve discovered is that TLC really wants you to know that you are overriding the checkout, so they tell you multiple times.  The first screen you see when you try to check out to a “Deposit” customer tells you that the Branch Limit is Exceeded.  On this screen, click the “Override Limit” button.  The second screen then has a “Big Red Box” (BRB) that says that it’s a non-circulating item.  (This is not exactly true except for the fact that it is non-circulating to this customer unless you override.)  On this screen, you will want to set the Due Date (change to 2 weeks from today’s date), then click the “Permit Charge” button.
6. Permanent Tracers - It appears that some of permanent tracers were completely removed from the customer account and some transfered to TLC as lost.  If they transfered as lost they do not count as one of the 3 occurrences.  If you know the item was a permanent tracer in the old system, check the item in and then withdraw the item.
7. RFID - There is nothing new to report at this time.  IT is still working on the issue.  In the meantime, please be sure to carefully scan each item to ensure a proper read.  Remember that the 'beep' doesn't automatically mean the scan was successful.