Effective Acquisitions Strategies for Libraries
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Acquisitions Meeting
FOX RIVER VALLEY PUBLIC LIBRARY DISTRICT
SEPTEMBER 11, 2019
Duplicate Records
Duplicate Records: Potential Causes
Import Profiles
Not using correct duplicate detection rules
System defined dupe rules:
Duplicate Records: Potential Causes
Hand-keyed records not able to match with vendor records
Vendor records missing key access points (such as 037)
Staff not merging duplicates when encountered
Discussion: What do
libraries currently do
when encountering
vendor provisionals?
If you encounter a dupe...
MERGE, don't move your items!
Why? Moving your items breaks the links needed for acquisitions to work properly
Merging the records maintains the correct links between records
Fiscal year rollover:
recap!
Types of Rollovers in May-July 2019
Replicate Fiscal Year Hierarchy
Creates a new fiscal year with a fund structure identical
to that of the current FY
All new funds have a $0 free balance
Encumbrances are *not* rolled over to the new fiscal
year
Linked records are *not* rolled over to the new fiscal
year
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Run Fiscal Year Rollover – Zero Out Free Balance
Creates a new fiscal year with a fund structure identical
to that of the current fiscal year
Rolls encumbrances from the current fiscal year to the
new fiscal year
Closes all funds from the current fiscal year so that they
will not be available for future orders
Unlinks certain records from the old funds, and relinks
them to the corresponding funds in the new fiscal year
Creates all funds in the new fiscal year with a $0
free balance, leaving any unexpended funds in
the current fiscal year
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Indian Trails Go Live
Schedule
OCTOBER 16 THROUGH OCTOBER 22
Go Live Schedule: Data Extract
Wednesday, October 16, 9:00 PM
Indian Trails stops work in Horizon at 9:00 PM
SirsiDynix performs a database backup after the library is
closed.
The backup is delivered to Innovative
Go Live Schedule: ITPLD Offline
Thursday, October 17
Indian Trails begins offline circulation using Polaris offline client
Indian Trails remains offline through Monday, October 21
Go Live Schedule: CCS offline
Saturday, October 19-October 20
All CCS libraries begin offline circulation using Polaris
offline client
CCS libraries remain offline
*In a January 2019 survey, for downtime spanning multiple days
, like
adding a library, 63% of respondents preferred concentrating
downtime on weekends and 37% preferred weekdays. Here, results
varied by department (see graph for breakdown).
Go Live Schedule: CCS potentially online
Monday, October 21
CCS libraries may come back online during the day on Monday
*In a January 2019 survey,
when asked if CCS should
bring libraries
back online as soon as possible
or stick with a firm schedule, 89% of
respondents wanted to be back in action as soon as possible. This
option does add some uncertainty for staff, but overall provides
better service for patrons
to add text
89%
Go Live Schedule: Live in CCS!
Tuesday, October 22
Indian Trails is live in Polaris! Staff begin using production Leap and client
Wednesday, October 23
Backup Go Live Day
Polaris Offline
Available Services
Check out materials
Patron registration (optional)
Hourly material check-in (optional)
Available holds pickup
Training PowerPAC search functions
Training Leap search functions
Database/SIP Authentication against
training
Unavailable Services
Technical Services functions (Adding/editing items,
bibs, etc.)
API Services
Checking in any materials
Placing holds
Paying fines
Modifying patron records
Processing Holds
Running the picklist
Creating ILL or on-the-fly records
Explore key insights from a meeting at the Fox River Valley Public Library District, focusing on handling duplicate records, potential causes of duplicates, vendor interactions, and fiscal year rollovers in libraries. Understand best practices for merging duplicates without disrupting acquisitions processes and learn about different types of rollovers for fiscal year management.
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Presentation Transcript
Acquisitions Meeting FOX RIVER VALLEY PUBLIC LIBRARY DISTRICT SEPTEMBER 11, 2019
Duplicate Records: Potential Causes Import Profiles Not using correct duplicate detection rules System defined dupe rules:
Duplicate Records: Potential Causes Hand-keyed records not able to match with vendor records Vendor records missing key access points (such as 037) Staff not merging duplicates when encountered
Discussion: What do libraries currently do when encountering vendor provisionals?
If you encounter a dupe... MERGE, don't move your items! Why? Moving your items breaks the links needed for acquisitions to work properly Merging the records maintains the correct links between records
Fiscal year rollover: recap!
Types of Rollovers in May-July 2019 Replicate Fiscal Year Hierarchy Creates a new fiscal year with a fund structure identical to that of the current FY All new funds have a $0 free balance Encumbrances are *not* rolled over to the new fiscal year Linked records are *not* rolled over to the new fiscal year Run Fiscal Year Rollover Zero Out Free Balance Creates a new fiscal year with a fund structure identical to that of the current fiscal year Rolls encumbrances from the current fiscal year to the new fiscal year Closes all funds from the current fiscal year so that they will not be available for future orders Unlinks certain records from the old funds, and relinks them to the corresponding funds in the new fiscal year Creates all funds in the new fiscal year with a $0 free balance, leaving any unexpended funds in the current fiscal year Libraries: Crystal Lake, Northbrook Libraries: Crystal Lake, Northbrook Libraries: Cary, Ela, Fox River, Fremont, Huntley, Libraries: Cary, Ela, Fox River, Fremont, Huntley, McHenry, Niles, Round Lake, McHenry, Niles, Round Lake, Winnetka Winnetka
Indian Trails Go Live Schedule OCTOBER 16 THROUGH OCTOBER 22
Go Live Schedule: Data Extract Wednesday, October 16, 9:00 PM Indian Trails stops work in Horizon at 9:00 PM SirsiDynix performs a database backup after the library is closed. The backup is delivered to Innovative
Go Live Schedule: ITPLD Offline Thursday, October 17 Indian Trails begins offline circulation using Polaris offline client Indian Trails remains offline through Monday, October 21
Go Live Schedule: CCS offline Saturday, October 19-October 20 All CCS libraries begin offline circulation using Polaris offline client CCS libraries remain offline *In a January 2019 survey, for downtime spanning multiple days, like adding a library, 63% of respondents preferred concentrating downtime on weekends and 37% preferred weekdays. Here, results varied by department (see graph for breakdown).
Go Live Schedule: CCS potentially online Monday, October 21 CCS libraries may come back online during the day on Monday *In a January 2019 survey, when asked if CCS should bring libraries back online as soon as possible or stick with a firm schedule, 89% of respondents wanted to be back in action as soon as possible. This option does add some uncertainty for staff, but overall provides better service for patronsto add text 89%
Go Live Schedule: Live in CCS! Tuesday, October 22 Indian Trails is live in Polaris! Staff begin using production Leap and client Wednesday, October 23 Backup Go Live Day
Polaris Offline Unavailable Services Available Services Technical Services functions (Adding/editing items, bibs, etc.) Check out materials Patron registration (optional) API Services Hourly material check-in (optional) Checking in any materials Available holds pickup Placing holds Training PowerPAC search functions Paying fines Training Leap search functions Modifying patron records Database/SIP Authentication against training Processing Holds Running the picklist Creating ILL or on-the-fly records
