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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

Prospector & Marmot

George Machovec

Associate Director

[email protected]

Rose Nelson

Systems Librarian

[email protected]


Information session

Information Session

  • Overview of Prospector

  • Policies

  • Statistics

  • Contributing records to Prospector

  • Requesting and Lending

  • Questions of Marmot and Alliance

  • Next Steps


Original project goals

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

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

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

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 prospector 1999 2009

Unique bib and item records in Prospector1999-2009

(In Millions)


Unique records in prospector

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

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

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

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 contributed1

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

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

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

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 policies1

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

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


Lending borrowing

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

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

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

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

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

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

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 procedures1

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 procedures2

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 procedures3

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

Mesa State Lending/Borrowing


Two prospector interfaces

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

Questions?

Contact:

George Machovec or Rose Nelson

CO Alliance of Research Libraries

303-759-3399

[email protected]@coalliance.org


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