New Invenio Circulation Module Demo - Requirements and Workflow Proposal
"Introduction to the new Invenio Circulation module demo and its requirements for managing books, documents, and acquisitions. Explore the circulation system's user and librarian views, including search capabilities, loan processes, and item management. Key features include integration of holdings info, configurable queries for statistics, and feasible librarian configuration options. The proposed circulation workflow outlines item statuses, loan periods, and user metadata for effective library operations."
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New Invenio Circulation module Demo & Requirements January, 11th2018 RCS-SIS-LB - 11th january 2018
Introduction Demo of the existing Circulation system: Circulation Acquisition ILL Definition of general requirements for the new module. This concerns mostly Books and proceedings + any document that has a paper copy (for loan or not for loan). Management of periodicals is not covered here. RCS-SIS-LB - 11th january 2018
Circulation RCS-SIS-LB - 11th january 2018
Demo Circulation User view: Search for documents and its availability Request (with dates): available + on loan User profile Librarian view: Loan Return Processing of a request available / on loan Request on a record with multiple volumes List of loans Look for a Record: https://cds.cern.ch/record/700766/, https://cds.cern.ch/record/257493/ See and Modify an Item User profile Send an email to a user Automatic recalls RCS-SIS-LB - 11th january 2018
Requirements Items (holdings) info to be integrated in the JSON data structure together with the Bibliographic information and make these information searchable by users and librarians. (ex user search for available printed books) Electronic versions (ebooks) should be considered as printed copies, and displayed in the same way. Logs of all transactions/messages (change of statuses) should be properly stored. Generation of lists (for statistics, for daily circulation back-office, for inventory) via simple (storable and configurable) queries. Ex: extract the list of most requested and loaned books to be able to buy new copies. Ex: list of items with status missing, on order Ex: delete/modify a list of items in a batch Ideally, the configuration of the module should be feasible by a librarian: Configuration of holidays, in order to automatically change the due date. Configuration of the messages sent to the users RCS-SIS-LB - 11th january 2018
Circulation workflow proposal Record has Item (s) User Metadata: Library Barcode Shelf number Description Medium (print/online) Librarian Requests* (One item at least is available) Requested (No item is available) Reserved (The item becomes available) Statuses: On order In Binding Scanning Missing On shelf Loan period: 4 weeks loan Not for loan (Pick-up) Loans On loan Renew / Change due date of the loan Returns *The request is put by default on the record (=any copy), but it should be possible to request a specific item (in the case of multiple volumes or when there is a specific need for a specific copy) RCS-SIS-LB - 11th january 2018
Acquisition & ILL RCS-SIS-LB - 11th january 2018
Demo Register a request (librarian or user): Purchase (librarian or user view) from a record Purchase from a form ILL book ILL article Process a request (librarian): Purchase (from a form or a record) ILL (article or book) Receive (librarian): Purchase (for the library or a group/user) ILL article ILL book Other/Post-processes (librarian), e.g.: Finance Statistics Claims (provider) Renewals (ILL) RCS-SIS-LB - 11th january 2018
Acquisition- Requirements No duplication of information: Each acquisition request should generate a record and an item with purchase information (possibly invisible) More information needs to be stored (cost and payment information in particular) Each item should have a purchase information An item can be moved from one record to another (with purchase information) Generation of lists (for statistics or for daily circulation back-office) via simple (storable and configurable) queries. RCS-SIS-LB - 11th january 2018
Acquisition workflow proposal If new, the Marc record is at first in a separate collection (Invisible) and can be transformed In a real record afterwards, when we decide to buy the document Creates an purchase request From: - blank order form - Record from an other source - Existing record - PDA record - ServiceNow ticket User Marc Record + Librarian -> Acquisition workflow: New On order Received Cancelled Hidden item Provider -> with cost/payment information Item -> Circulation workflow see slide 6 - The item can remain invisible if necessary (e.g. if the copy is not for the Library collection) RCS-SIS-LB - 11th january 2018
ILL - Requirements We should consider an ILL as an acquisition (it has a provider and a cost) and use the same workflow, so this will be more flexible (i.e switch from ILL to Acquisition if we decide to acquire the document or vice-versa) This implies two workflows: Acquisition workflow + Circulation workflow. RCS-SIS-LB - 11th january 2018
ILL workflow proposal Creates an ILL request From: - blank order form - Record from an other database - Existing record - PDA record - ServiceNow ticket The Marc record is at first in a separate collection (Invisible) and can be transformed In a real record afterwards, if we decide to buy the document User Marc Record + Librarian -> (ILL) Acquisition workflow: New On order Received Returned Cancelled Hidden item Provider -> with cost/payment information -> Circulation workflow see slide 6 - ILL transaction can be transformed in a Purchase transaction if we want to for the Library -> record becomes visible RCS-SIS-LB - 11th january 2018
Metadata table Holding description: Library Barcode Shelf number Description Collection (?) Medium URI Visible enum from list string, format validation string with auto complete? free text enum from list Enum Paper / Electronic From 024 or 856 (only for electronic) Yes / No Under consideration / On shelf / On order / On loan / Missing / In binding / Scanning / Unpublished ILL / Purchase only digits enum only digits Ids only digits enum from list string string only digits User / Library / Bookshop Budget code / Credit card / Cash Format controlled free text Date Free text string yes / no Enum: Perpetual / EBL Autopurchased / Not Owned New / Pre-order / On order / Received / Cancelled / Returned / Owned by the Library / Scanned / Not found / Donation Date (Circulation) status: Acquisition information: Type Original unit cost Currency Total cost Associated orders (n) CHF Unit cost Provider DAI number TID number TID price (CHF) Purchaser User payment mode Budget code Note Credit card debit date (n) Credit card debit note (n) ServiceNow number Is it a user suggestion? Purchase level Purchase status: Status Expected arrival date RCS-SIS-LB - 11th january 2018
BibCirc requirements Sources of records Records, actions and statuses Record reuse Bibliographic and non-bibliographic data Record visualization Circulation routines RCS-SIS-LB - 11th january 2018
Sources of records Records are created/imported/enriched from different sources (users, external dbs, Amazon .): 1. ILL forms (free forms) 2. Purchase request form, for individuals/groups (free form) budget code or cash reimbursement. Books purchased using budget codes should be catalogued in CDS, even though no copy is held by the Library 3. All copies of a book are missing -> ILL request form OR request a paper from a journal available in our collections -> ILL request (both forms should be populated, they aren t at present) 4. Ebook records (importation from providers/publishers) 5. Records imported from Amazon, exposed to collect acquisition proposals 6. Service Now tickets (to request an acquisition for a group or for the Library or to submit ILL requests) 7. Manual input (acquisitions for the Library OR manual enrichment - link to ebook added) RCS-SIS-LB - 11th january 2018
Records, actions and statuses Today, there are two families of records: a) records of material available in the Library and b) records of material requested on external loan or to be purchased. Records a) are visible in CDS, records b) aren t Today, e.g. we copy and paste metadata from ILL or purchase requests in order to create records that should be visible in CDS A single CDS record should instead somehow carry a trace of the actions performed with it (ILL request, purchase for the Library, for a user, for the Bookshop ) and of the status (on order, missing etc.) it is currently in. Today, a record about the same book may exist once as an ILL request, once as purchase for the Bookshop and once as a CDS visible record Concerning statuses: there has to be one indicating if a document is held, and one indicating if a document is available for loan at the moment it is requested. RCS-SIS-LB - 11th january 2018
Use cases -> potential record reuse cases ILL request -> book acquisition for the Library Proposal of acquisition for the Library -> ILL request Proposal of acquisition for an individual/group -> acquisition for the Library Purchase of an additional set of copies of book x for the Bookshop; a record already exists in CDS RCS-SIS-LB - 11th january 2018
Bibliographic and non-bibliographic data The description of a document (=bibliographic info) should be complemented by data about its source of acquisition, price, budget code . It s crucial that such administrative data be searchable, to facilitate cross-querying of bibliographic and admin data -> statistical purposes Stats should not be limited to the count of transactions, but should include e.g. time- to-shelf for books, ILL cost/speed of delivery vs. subscription cost, collection quality assessment with focus on specific UDC classes, budget spent in relation with usage, paper vs ebook usage . Therefore, it s crucial to time-stamp all operations Statistical data are used for service quality assessment, but should also provide the base for 1) a recommender system for users 2) ranking by popularity (=number of loans/request) as an additional option Provide recommendations to the librarian: purchase additional copies of a book e.g. in case a) document frequently requested b) the request repeatedly cannot be satisfied in a defined time frame, or c) more than x concurrent pending requests exist Querying and sorting by shelf number should be used not only for statistical, but also for inventory purposes RCS-SIS-LB - 11th january 2018
Record visualization A single record exist for the paper and the ebook version of the same title Physical copies and e-copies should be displayed jointly Suggest availability of ebooks and previous editions of the same book in the case of non-availability of the requested item Enhanced readability of records in the case of multi-volume, multi-copies titles: move available copies to the foreground Different types of documents and different supports (paper/ebook or both) should be made recognizable using icons The visualization of books should allow the emulation of shelf-browsing (navigation through the UDC subject tree = book covers). Virtual browsing through shelves as a discovery tool The information about the copies should be integrated with the record detailed view RCS-SIS-LB - 11th january 2018
Circulation routines Starting point of circulation operations should be any data: userid, name, barcode, shelf number OR the action: loan, return etc. Standard query UI should be available within BibCirc. RCS-SIS-LB - 11th january 2018
