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Prospector & Marmot. George Machovec Associate Director [email protected] Rose Nelson Systems Librarian [email protected] Information Session . Overview of Prospector Policies Statistics Contributing records to Prospector Requesting and Lending Questions of Marmot and Alliance

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Prospector & Marmot

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Prospector & Marmot

George Machovec

Associate Director

[email protected]

Rose Nelson

Systems Librarian

[email protected]


Information Session

  • Overview of Prospector

  • Policies

  • Statistics

  • Contributing records to Prospector

  • Requesting and Lending

  • Questions of Marmot and Alliance

  • Next Steps


Original Project Goals

  • To create a regional union catalog for many of the major academic and public libraries in Colorado & Wyoming

  • To allow patrons to easily request items from other participating libraries and have them delivered to a nearby local library


What is Prospector?

  • Discovery -- a regional union catalog for many of the major academic and public libraries in Colorado (& Univ of Wyoming)

  • Requesting -- allows patrons to easily request items from other participating libraries and have them delivered to a nearby local library

  • Does not replace the Marmot ILS but extends its reach – bigger is better

  • Operates on INN-Reach software from III


Prospector Operations

  • Operated out of offices for Colorado Alliance of Research Libraries by consortium staff

  • Prospector Cataloging Reference Committee

  • Prospector Document Delivery Committee (circ)

  • Annual Prospector Directors meeting (November)

    • Next Directors meeting on November 18th in Denver


Over 10 million titles in Prospector

  • Over10 million titles including books, dvds, cds, audio and e-books, government documents, periodicals and more

  • Over 27 million item records (copies)


Unique bib and item records in Prospector1999-2009

(In Millions)


Unique Records in Prospector

  • 64.98% of records held by 1 library

  • 13.09% of records held by 2 libraries

  • 7.61% of records held by 3 libraries

  • 3.97% of records held by 4 libraries

  • 3.62% of records held by 5 libraries

  • 6.73% of records held by 6+ libraries


How is Prospector Built?

  • Uses INN-Reach Union Catalog software from Innovative Interfaces Inc.

  • A single physical union catalog not a federated interface

  • Real-time updating of records from local systems

  • Generic (master) record


Record Types Transferred to Prospector

  • Bibliographic records (bcodes)

  • Item records (icodes)

    • including circulation status codes

  • Summary serial holdings records (scodes)

  • Order records (codes)


You Control What is Contributed

ValueMeaning

 -Contribute to Prospector; display in both Local and Prospector

lContribute to Prospector; display in Local OPAC; do not display in Prospector

OPAC  

nContribute to Prospector; do not display in Local OPAC; do not display in

Prospector OPAC  

zDo NOT contribute to Prospector; display in the Local OPAC 

sDo NOT contribute to Prospector; do not display in Local OPAC 

gContribute to Prospector. Display at Prospector, but do not show Local Site’s

holdings. Display record with a general <SYSTEM> owns message:

<SYSTEM> Resource. As a general rule in Prospector DO NOT use this value

as it will suppress all associated item records for yourself and other sites too.

o Contribute to Prospector. Display at Prospector, but do not show Local Site’s

holdings. Display record with a general <SYSTEM> owns message: <SYSTEM>

Resource. Do not display on Local OPAC.


You Control What is Contributed

  • Marmot must work with III to determine if you will be using the default contribution/suppression codes with these record types or if custom ones must be defined


How are Bib Records Matched?

  • First match point is OCLC number with first 3 words of title

  • Secondary match point is ISBN or ISSN combined with first 3 words of title

  • If a match occurs the encoding level is checked (highest prevails)

  • If match occurs and encoding levels are equal then the precedence table is checked


Requesting

  • User is prompted for affiliation, name and library card number

  • System checks with local OPAC to ensure their good standing

  • User selects pick-up location (options predefined by each library)

  • The system does load balancing to determine who gets the request (users do not select) unless a multivolume set


Circulation Policies

  • Monographs

    • 21 day loan period (monographs)

    • 1 renewal, Holds permitted but no recalls

    • 40 requests/check-outs per person

    • Delivery via existing courier

  • Media

    • 7 days and no renewals

  • PASCAL Journals

    • 7 days and no renewals

  • Prospector policies are fixed by agreement. However, your local PIH policies are separately administered. You can choose to match them up or not


Circulation Policies

  • Late overdue fees are subject to the policy of each local library and each library keeps late fees (even for Prospector books)

  • Lost book fees are subject to the policy of each local library and each library keeps late fees (even for Prospector books)

  • An end-of-year annual reconciliation is done to clean house (not for the purpose of exchanging money)


General Statistics

  • Average fulfillment rate is 85%

  • Turn around time averages 3.5 days

  • Average annual loss rate 0.23%

    • In 2009 933 items lost out of 541,000 lends

    • 2009 loss rate (less than .2% of lends)

  • Quarterly database statistics are available from III and posted on our Website

  • Borrowing / Lending statistics are available for real-time queries


Patron Request

Item Circulated

INN-Reach

Catalog

Server

Item Request

Patron Verified

Local

System

Local

System

Request Filled

Item Sent

Record

Contribution

Local

System

Local

System

Lending/Borrowing


You Control What You Lend

  • Through proper setting of itypes by mapping local itypes to a central set of values

  • Through proper setting of circ status codes

  • Location codes are not used for controlling lending

  • These can be changed at any time


You Control Who Can Borrow

  • We have a central set of Prospector patron types (ptypes)

  • We map these from your local values to a central set of values to determine who can borrow


Document Ordering Features

  • Libraries have local control over what items can be delivered (itype mapping)

  • Libraries have local control over which of your patrons can borrow (ptype mapping)

  • If local copy is checked-out or missing it may be requested through Prospector

  • System is sensitive to multi-volume sets so particular volumes may be selected


Itype & ptype mapping

  • Usually initially done by III after you fill out profiling worksheets

  • Alliance office maintains changes after implementation

  • Marmot must notify us of any itype and ptype changes in an ongoing basis or borrowing and lending may be messed up


Some Reasons for Failed Requests

  • Item is available at your local site (unless you allow it)

  • Item is a reference book or has some other non-circulating status at owning library

  • Item is an electronic resource (exceptions include Springer eBooks) – we’ll need special circ contacts for delivery of Springer eBooks

  • Your patron record has a problem


Detailed Procedures

  • Barcode any requested item before it leaves your library.

  • Fold the paging slip and insert into front cover for each book loaned.

  • Paging slips should be printed at least once per day M-F except holidays/closures.


Detailed Procedures

  • Holdshelf life should be no more than 14 days.

  • Clear your holdshelf and send expired holds back to owning library.

  • Claims Returned function is used 1) for those C.R.’s you are accepting or 2) to clear book from patron’s account after some period of time.


Detailed Procedures

  • If a book destined for a different library comes to your site, re-tag the book and route to appropriate destination. Inform the lending library of the mistake

  • Do not affix any date due slips or sticky-type materials to borrowed books. Use bookbands, bookmarks or other non-adhering type processing Barcode any requested item before it leaves your library.


Detailed Procedures

  • Courier issues should be reported to CLiC since they manage the statewide courier

  • Courier damaged items should be reported immediately

  • Once per year reconciliation allows for cleanup but no money changes hands

  • You keep any late or lost book fees


Mesa State Lending/Borrowing


Two Prospector Interfaces

  • ENCORE: Innovative’s next generation interface

    • Facets, tagging, word clouds

    • Ability to overlay more than just the catalog (e.g. repositories)

    • Graphical and very nice UI

    • Fully integrated and updated in real-time as changes flow-in to the union catalog

  • WebPAC Pro (Classic)

  • VuFind searches should transfer to Encore and Marmot WebPAC searches should transfer to Prospector Classic


Questions?

Contact:

George Machovec or Rose Nelson

CO Alliance of Research Libraries

303-759-3399

[email protected]@coalliance.org


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