Technical Note Template

KLAS KLAS UC 2003 Conference Notes Conference Notes These notes were taken during the conference sessions on comments/questions made by the participants. They were not intended to be official notes or documents, rather as brief notes to trigger our thoughts. Thursday, March 13, 2003 Session opened at 9:05 am CST. Welcome Sharon Ruda, Illinois State Library, Conference Chair Jean Wilkins, Director, Illinois State Library Bessie Oakes, Utah Library for the Blind and Physically Handicapped, President, KLAS Users Group Kay Holloman, CEO, Keystone Systems Volunteer of the Year Award: Report from the Selection Committee, Joann Block, Broward County Talking Book Library Introduction of Lucy Posey, Volunteer of the Year Recipient from Mississippi by John Whitlock, Mississippi Library Commission Know who your patrons are (A keynote speech): Speaker: Mitake Holloman Burts, Keystone Systems Reports from User Libraries: Moderator: Laurel Day, ID1A CA1C- Martin Magid - Online 1st week of Feb. We found Keystone very helpful. CO1A – Alex Hernandez– 6 years on KLAS FL1K – Debbie Martin – We love it! You have a really class act. FL1A – Linda Hill - all 11 FL sub-regionals on KLAS and looking forward to v7 FL1J – Marylou Tuckwiller - Love KLAS. It is so easy to use. FL1E – Pat Schubert - since 1999. Only system I want to know. FL1G – Sarah Smedley - starting up volunteer program and will have 2 new systems for public with assistive technology FL1H – Joann Block – Just like everyone else. GA1A – Linda Stetson – Customer service has been outstanding and incomparable. 8fdcb06e-8b05-4c93-a1d3-5b0d0bbbbe05.doc 3/13/03 Page 1 of 24 KLAS ID1A – Laurel Day - Getting Webopac and looking for to v7. IL1R – Patrice Johnson - Assistive technology center in Chicago. IL1L/IL1N – Lori Bell – Staff very much in attendance. Conference Notes IL1I/IL1C - Karen Odean – Appreciated yesterday’s v7 demo and like a lot of the features. MA1A – Kim Charlson – Challenging year with budgets. Late November went up with v3 of OPAC. Launched Descriptive Video collection last month. MS1A – John Whitlock – Library moved last year. 5-600 descriptive videos in collection. Wolfner (MO1A) – Richard Smith - Circulated 3000 books the first day and every day that week. NM1A – John Mugford- Upgrading to Win2000. Unique Carousel system NY1A – Bonnie Farrier- One year anniversary. We are really glad to be here. NC1A – Francine Martin – Overwhelmed by the number of people. Experiencing budget cuts. Have implemented backroom turnaround. Switched 70% of readers to nightly service with no complaints from patrons. OH1A – Will Reed – Cleveland went to WebOPAC and just got done integrating Assistive Technology downtown. OH9 - Judy Bow – now combined with Cleveland and Cincinnati; serving people faster; biggest challenge has been duplicate patron records. OH2A – Donna Foust – nothing new to report. OK1A – Julie Alderson - Education services did not send anyone. Main focus is to keep library open. Setting up digital recording studio with equipment paid for by other grants. UT1A – Bessie Oakes – Bought new servers. Transition was wonderful and seamless. Scanner “from hell.” Kay was extremely patient and wonderful. State of Keystone Systems: Speaker: Dave Holloman, Keystone Systems How many BPH programs (by state) now on KLAS? Now 24 How many are outsourced? 7 soon 9 How many with address validation? All outsourced libraries have it. 8fdcb06e-8b05-4c93-a1d3-5b0d0bbbbe05.doc 3/13/03 Page 2 of 24 KLAS V7 Features and Technical Requirements: Speaker: James Burts, Keystone Systems Will version 7 be able to generate a bibliography in KLAS? Conference Notes To be able to do a catalogue search and generate a list of books and then generate a list. – Will be looking into making this a function in KLAS. Community colleges and BPH libraries want this. From the Patron Book search screen is there a limit on how many hits will be displayed? There is no limit right now. Additional details need to be worked out to provide this. RS & Patron will be all together. Will libraries still have the ability administratively allow and deny access for particular users? Yes. Progress will be able to define what you can do in the system. How does v7 automatically allow updates when new features are provided? Progress is doing a lot of work on user permissions. We will be doing a lot more of grouping users together to be able to grant permission by group. We need to find out how to do this when new capabilities are added to the system. Will shelf location be sortable and printable? We expect to have much more control. Progress allows us to export data to Crystal Reports or Excel. We will be able to take query and export it into an Excel spreadsheet. Will we still have sequential check-in option? Yes. We will be putting in more BPH-centric option. Everyone should be able to use that. With libraries with multiple branches can you do a local and then wider range search? Book search now restricts to books in local library. However, this is a good idea we intend to have. We will probably have another checkbox for “available in my branch ” or “ available in my system.” When will we get this? Nancy will be covering implementation schedules. We are planning on having a BPH with a Beta version in mid-May. What will fee be for App Server? We are hoping to transfer client networking, which you already have, to App Server license. Without this, it would probably $155 per user, however, we are still in negotiation with Progress 8fdcb06e-8b05-4c93-a1d3-5b0d0bbbbe05.doc 3/13/03 Page 3 of 24 KLAS KLAS v7 Training and Upgrade Plan: Speaker: Nancy Underwood, Keystone Systems What is the monetary amount? See section 10 of Proceedings. What do we need to be doing to get ready? Conference Notes Kay is offering one time data issues fixes from v5 to v7. Keystone will create a questionnaire, with a list of things that could be fixed at the time of conversion. There is a limit to what we can do in upgrade. Any time we change bib records must reindex, and since the conversion will already require reindexing, these things could be accomplished at the same time. If changes are requested separately from the conversion, Keystone will have to charge for those services. When a multibranch system goes to v7, all the libraries in the system will have to move at the same time. Will v7 affect the WebOPAC? WebOPAC is a separate module. We are making sure it will tie into v7 database. Will not affect the user interface. 95% of WebOPAC for v7 is already there. Do we have to plan for some downtime? We will set up v7 as training database, which you will have along with v5 as live. We would plan to do most of the conversion over a weekend, but we need to have time to do re-indexing as well. The amount of time needed will be dependant on how long the checklist of desired changes will be. Downtime will be between a few hours and a couple of days. In addition, the client part of the software will have to be loaded on every workstation. This is a task which will have to be coordinated with IT department. However, the WebClient install is extremely easy. If we set up user permissions in train will they copied over to live? Don’t see any reason we can’t do that. Keystone will come up with upgrade procedure to do this (user permissions only). What will we be using instead of NetTerm? Progress WebClient. 8fdcb06e-8b05-4c93-a1d3-5b0d0bbbbe05.doc 3/13/03 Page 4 of 24 KLAS Peripheral Equipment Options: Speaker: Kay Holloman, Keystone Systems Will Reed, Cleveland Public Library What is the danger with the LaserMatrix? Conference Notes On starter toner kits there is a big red label that says “it may be carcinogenic.” How long does it take to Zebra print 2500 cards? 5-7 minutes Does Zebra cutter affect performance? Not really. It cuts the cards as they come out of the printer. Do you have problem with card mailing stock? We (Cleveland) worked with Zebra so that when cards were created there were no problems concerning warranty. How will the wireless scanner alert you? In v7 can go back and process by batch. In v5, there will be a message on the base workstation. KLAS Features Roundtable: Moderator: Kim Charlson, MA1A 1. Look of KLAS, fully accessible, GUI based system compliant with all guidelines Bessie, UT – Will we be able to enlarge the screen? Mitake: We can do some amount of enlargement and allow people to select their own fonts. 2. Save and Cancel – where are people currently getting confused Mitake: Difference between F1 and F4 or F2 and ESC. This is a consistency issue. We want to make sure to ask if you want to save the changes. 3. Statistics Mitake: V7 will be able to set parameters for reporting periods. 4. Sorting ability Mitake: In all of browses, you will be able to pick a column in the browse, click on it and sort that column acsending, click again for descending. Alex, CO – Will WebOPAC have that capability? Reserve/Request list sort by date added. Mitake: WebOPAC is html and we are trying to keep it basic html. That sorting ability would have to be added with additional programming. James: That cannot be done with basic html. Mitake: We might be able to turn column headers into links that would make the results display in a new page. 8fdcb06e-8b05-4c93-a1d3-5b0d0bbbbe05.doc 3/13/03 Page 5 of 24 KLAS Conference Notes Lisa, MO – We would like the ability to sort by author as well as code and code description. Mitake: You must be able to make sure there is author information that would become a column in the browse. 5. Global changes to coded files Nancy: We would like an easy way to change things like series codes. Currently, you have to create the new code, do a query on the old code in the Holdings Master and change all of the affected records, then do a query on the old code in the Patron Profile and update/change all of those records before deleting the old code. James: V7 will not make the process any easier. We may be able to schedule a function to be done overnight or over the weekend. We will have to write guidelines with scheduling, etc. Mitake: Batch updates to patrons is something we are looking at as well. James: Changing Patron IDs will be much easier in v7, but it does not extend down to codes. 6. Ability to Change KLAS User ID James: It will be easy. Mitake: Users will be assigned a user number within the system. If you change data such as their login ID they are still tied to that internal number. Laurel, ID: Will the patron IDs we currently have stay the same? James: There is no reason that we need to change them. Kay: Changing patron IDs has implications. All change IDs must be submitted to CMLS. 7. Manuals and Help Screens Mitake: We are offering Online Help Kim, MA: That will help with staff and training issues. With WebOPAC, I have issues on how users tend to use information. They seem to be more comfortable to have something to look at first. I liked Wolfner’s FAQ. Francine, NC – We put FAQ on web and then linked to WebOPAC from there. Richard, MO – We borrowed FAQ from KLAS help page. Mitake: A lot of the FAQs involve policy decisions and each library is different. We can do a template of questions and incorporate them into WebOPAC help. Alex, CO- We set up Helpful Hints page. The majority of our users like to dive in. Big questions are how do I order and when can I get a password. We let user play around with it and then call us with questions. Now 7% of patrons are using WebOPAC. Fay, IL – We find the son or daughter of patrons usually want to do a search. We give them the facts. Then they dive right in and they do it. Kim – 60% of people are children of elders helping them order. 8fdcb06e-8b05-4c93-a1d3-5b0d0bbbbe05.doc 3/13/03 Page 6 of 24 KLAS 8. Enumeration of volumes – A, B, etc. Conference Notes Nancy: We want volumes to reflect what is on the side of the cases. We want to make it match what you will have. Martin, CA – Copy and Volume? James: We will still be tracking sets and the system will know that it will needs to assign all parts of a book. 9. Marking titles that have been withdrawn or deleted by NLS Steve, NLS: We didn’t think we were doing to withdraw any issues? Mitake: NC has an interesting solution Francine, NC – Go in and edit old title to reflect that it is an older title. Sometimes we zero out copies. We created an exclusion called RS for reissued titles. Therefore, patrons can request to have these titles excluded. Mitake: NC added a couple of media codes. Instead of just B, C, and D, they have R as reissued title. Maybe it was just an experiment in the training database. Nancy: The control files will keep a particular medium from showing up in the OPAC, but it would show up in Z-search, with a medium exclusion. Mitake: One of options in OPAC is to exclude certain media. Nancy: Holdings Summary Report would list them as R, so you would have to take that into consideration. 10. Where to display statistical information like the number of copies available in both the library and associated branches Mitake: In search results, we can have requests to display other libraries’ information. Where will it be most useful to display and should it be specific? Diana, IL – It should be specific with location. It would be cool. James: Display would need to be available on the Stats Screen as well. You should not have to do a search to get that Summary. Mitake: Who wants to see a button in Search Results to see Copy Availability. Shari, IL: I want to have what James said. Linda, MA- I’d like the button the search results Mitake: So we would have a column in browse with copies available in library, state, etc. 11.Improved authority functionality James: Yes we need to. We’re not satisfied with v5. Martin, CA – In rolling out v7, will authority be able to correct and know how to make corrections? Or will we have a straightforward way to do it with human intervention? James: We want to make it easier to do corrections with human intervention. Bonnie, NY – See also function. For example a title that comes in like, “2 nd Season.” Will we be able to do a see also? 8fdcb06e-8b05-4c93-a1d3-5b0d0bbbbe05.doc 3/13/03 Page 7 of 24 KLAS James: Our plan will allow us to do that. 12. Front Desk – Control “O” type functionality Mitake: Do we see any problem with doing that? Fay, IL -How will you enter TBT order in v7? Conference Notes Mitake: We will have a similar interface and need to have fast data entry like Quick Request and quickly add patrons. Kim, MA – Speed of data entry. Full function keyboard applications and commands. Still be able to do things with the keyboard. Mitake: Looking at doing things like hot keys. 13. Notices Mitake: Notices are something that we are working on. If there are criteria that you would like to make sure get added in, overdue/lost book notice, etc. please let us know. We are trying to write down all the requests we get. Nancy: Number of overdue items should be one trigger. And some people more concerned about a particular medium. Mitake: A number of different libraries that want to say which information is on Notices: KLAS ID, title, author, etc. Being able to select what fields and being able to export the data. Will, OH - Including number of items on someone’s overdue notice. 14. Notes on the Patron Record Donna, OH – I would like to have more notes or something on the bottom, would like an indication that there is more. James: The plan is to put short notes as subject line as comments that show up on Patron Screen. We will also have full notes on that same browse. Short notes on top and subject line of full notes. We will take a look into making more obvious when you have seen the whole note. 15. Query options Kim, MA: We want to do this in MA. Linda, MA – This came up yesterday and we were told we could do it. Sort by media type. Bonnie, NY – Every single day we need to perform a query. We query by last name, birth date. I love query. Boolean search is hard. People are intimidated by it. I love it. Got us out of a lot of trouble. James: Here is the Patron Query screen. You can pick up to 10 different criteria across tabs. We need to put Matches as a search mechanism. Mitake: We have Quick and Advanced for novice and advanced query users. 16. Labels from Query Mitake: We are looking to be able to generate labels or list from whatever query is and then being able to generate a label for just the current patron that you are on. Bessie, UT – Can patron number be above or beside the name on the label? Mitake: Format for labels can be done. 8fdcb06e-8b05-4c93-a1d3-5b0d0bbbbe05.doc 3/13/03 Page 8 of 24 KLAS 17. Batch update for patron records Mitake: Yes, we think you should have them. Joann, FL – What is a batch update? Conference Notes Richard, MO – With a label sometimes they were labeled for the printer. I would like to see a .csv format for all query label outputs. Mitake: To update all these records with this criteria changed to X. 18. Addresses Mitake: Address history covered in training session. James: Here is the address screen. Mitake: We want to make sure that as you change a primary address, it would change the current primary to historical. Some libraries want to keep a track of all address changes patrons make. Francine, NC – It would be nice to have name history. James: Various libraries want to be able to track changes. I am thinking we need to have logging mechanism for a greater range of things that may be changing. What amount of information that needs to be stored, who (username) did it, etc. Devil is in the details. CMLS tracking – another form of tracking when things change. Nancy: We are aware you need to be able to store foreign address information. Mitake: Problem with non-US addresses is barcodes. This is something we are aware of and trying to accommodate. Kim, MA: We don’t want to interrupt service if they will be out of country for a short period of time. Martin, CA – Have you ever had trouble trying to get a book back from out of country? Kim, MA: No. Mitake: Must be the property of US Gov label. 19. Patron HasHad Linda, MA – Some patrons want the Author’s last name on HasHad record. Martin, CA – Is that doable? James: Probably. Currently v7 is displaying the Author. We can tell it put in whatever information you want to see in there. Pat, FL- The box in the middle of the Items screen would be the great thing to print out. I would like to see RC screen, and can we print out just the browse in the middle? James: Can put a button down at the bottom to send the browse to Crystal, Excel, or can put together the information and spit it out in another format such as raw text. We need to come up with a similar way to print out information for all browses. Bonnie, NY – If you hit Control P right now what will print out? Mitake: Nothing. We are working on it. 8fdcb06e-8b05-4c93-a1d3-5b0d0bbbbe05.doc 3/13/03 Page 9 of 24 KLAS Nancy: A button that says. “Email this to my patron.” Applause from the crowd. Conference Notes Kim, MA: There are certain reports that a patron is more likely to ask us for. Can we capture that in a way to email it to them? Martin, CA – Audible has a way to print out information that is “Printer Friendly.” Can we have that ability to send to our patrons? James: Yes. 20. Last Served – separate date for books, as opposed to magazines Nancy: Yes, we want this. 21. Deletion of reserves/requests automatically, after a library specified period of time Nancy: We had some discussion about this last year. Some libraries were hesitant because patrons have an ability to resurrect themselves. We would like a control file that says erase all old requests/reserves after a set period of time for patrons of specific statuses. Francine, NC – One way I see it could be helpful if it changed the counter on the holdings. It would allow us to better able to keep stats. 22. Withdraw/Purge Patrons and materials Linda, FL – Would like to have an archive of patron numbers. We keep applications by ID number. If person moves away and then becomes suspended or purged, we have no way to search for paper application without an archive list of numbers. James: System is designed that when you delete a record they are only marked as being deleted in the database, but they able to be recalled and archived but not able to be seen by the user. Martin, CA – How do you recall them? James: Right now might be as simple as do some key sequence or an administrative pull down menu to look at archived patrons. Dave: You want a function key for the “anti-data”. Kim, MA: Is it a similar theory as the Del-Pat? James: We keep the info but archive it away. It acts like it is deleted. Julie, OK – Function to pull info from archive and put it back into the record. James: It would be a “Call Mark” button. Julie, OK – We file all records by Patron’s name. James: Resurrect would be a lower priority than quick requests. 23. Service Options – how often to serve, when to serve even if at max, etc. Donna, OH – I would like to see a service type of quarterly or semi-annually. Mitake: We can set that up for you right now. Kim, MA: There are options to that especially for institutional borrowers. Nancy: Send a book even at Max if they must be served once a year. Donna, OH: Raise MAX so that they can get more. 8fdcb06e-8b05-4c93-a1d3-5b0d0bbbbe05.doc 3/13/03 Page 10 of 24 KLAS Alex, CO: Raise Max or do override from their side. Conference Notes Linda, FL: Most customers are at Max of 100 in FL. Send letter to remind to send back books. Kay: Florida wants the option to automatically send a book annually. Martin, CA – Could it be an optional feature? James: One time job to tell system to “go run this”. Fay, IL – One book a year patron, but they keep forgetting to send it back. We need to call and remind them to send them back. If you send them another book they will think it is their one book a year and they will keep it. We need something to find these overdues so we can find them. Laurel, ID- How many people actually do overdues? Debbie, FL – NLS requirement is a book a year or a magazine subscription. 24. Selection rotation for authors and subjects Francine, NC – Can we have a way to rotate authors as well as subjects as an option? Kim, MA: Sounds like a nice mix. James: Will be able to mix subjects as well as authors. Can set priorities for authors as well as subjects. Martin, CA – That would be an RA function? Would it be at discretion of RA working with patron? James: Yes. 25. Author Likes Nancy: We would be able to renew authors like you can renew series. It would starts patron back over. James: Would that be the equivalent of deleting HasHads for that Author? Linda, GA – For the weeklies, that would be good for us. Nancy: Nightly cutoff range – set by patron by author. Is that helpful to you? Pat, FL – Yes. 26 Series Likes Francine, NC - Starting point would be helpful for the same reason as the starting point for the author. Donna, OH – If gave them a starting point of 10, would it start at that one? Nancy – Looks at HasHads and starts from there. Linda, MA – Tried to test. When got older title in and not in HasHad goes backward. 8fdcb06e-8b05-4c93-a1d3-5b0d0bbbbe05.doc 3/13/03 Page 11 of 24 KLAS Friday, March 14, 2003 Session called to order at 9 am Conference Notes KLAS Users Business Meeting 1. By Laws Discussion Richard, MO – Feels that each state regional library should have a vote. Dave: Points out that FL would get 12 votes and GA would get 1 due to contracts. Debbie, FL- Motion to Accept Bylaws passed by majority 2. a) Nomination for President Laurel: Nominates Alex Hernandez Bessie Seconded Alex voted in as President by majority b) Nomination for Secretary Lori Bell nominates Diana Sussman Diana declines Debbie, FL- volunteered to serve as secretary Voted in by Majority Minutes of Meeting will be posted on the Web 3. Discussion of Next Year’s Conference Kim, MA offers invitation for UC2004 in Boston - Mid April Linda, FL – offers invitation for UC2004 in Daytona - Mid January Bessie, UT – offers an invitation for UC2004 in Salt Lake City – Mid March Voting occurs by ballot Nancy tabulates votes 4. a Results of voting UC 2004 – Boston UC 2005 – Keystone in Raleigh UC2006 – Daytona 4b) Membership in the Conference Program Committee President – Alex Hernandez, CO1A Past President – Bessie Oakes, UT1A Local Host – Kim Charlson, MA1A Future Host - Linda Hill, FL1A Keystone Systems – Andrea Ewing 8fdcb06e-8b05-4c93-a1d3-5b0d0bbbbe05.doc 3/13/03 Page 12 of 24 KLAS Other interested parties should contact Alex 5. Volunteer of the Year Award and Selection Committee Conference Notes Joann, FL proposed to allow staff to receive the Volunteer of the Year Award John, MS – doesn’t this mean that we have to have a volunteer of the year every year Kim, MA – thinks that we should not combine because they are 2 separate responsibilities Sharon, IL – wants to keep staff and volunteer separate and is interested in doing alternating years - one for staff and one for volunteers James: points out that we do not currently have guidelines for the awards Kim, MA – thinks we should have written guidelines especially if we have 2 awards with a committee to discuss and decide them Vote to accept Julie Klauber Award Name Passed Alternate Award Every other Year Passed Award Committee members: Judy Bow, OH Laurel Day, ID John Mugford, NM Joann Block, FL Mitake Holloman, Keystone 6. Report from the KLAS Representative to NLS Bessie, UT – recommendation to give KLAS access rights and password to NLS website and to be on mailing list for network bulletins 7. Other old business Dave – Correct voting rights question. The voting section in the bylaws allows all represented KLAS libraries, regardless of number of contracts, to vote 9. Door Prizes Kim, MA – wants to have everyone applaud Bessie for a job well done as President of the Users Group 8fdcb06e-8b05-4c93-a1d3-5b0d0bbbbe05.doc 3/13/03 Page 13 of 24 KLAS NLS Report and Updates Speaker: Steve Prine, NLS Kay, Keystone: In what electronic format are stats being sent? Steve: Type stats into website. Conference Notes Bessie, UT – Save as a file and then do an attachment. The NLS site is easy. We did it on the annual on in October. Just run it off of KLAS and then go on and submit it. Steve, NLS: We don’t have staff dedicated to handling electronic information as an electronic file. Kay: If it is attached someone has to key in that information. Why can’t it be submitted as a .csv file so it can be pulled directly into the database? Dave: Is there a way for Keystone to create an electronic format to send to NLS? Richard, MO – Is there a way to submit Newsline information? Deborah, IL- Concerns about Newsline. We don’t have a good way to keep track of numbers. Steve: NLS is asking libraries to report number of people who you signed up and were still active. It doesn’t reflect all Newsline. Martin, CA – We keep a copy of every application sent in even if they are not in San Francisco. Steve, NLS: As Braille lending library, Sacramento has the responsibility to submit the numbers Richard, MO – We would like to be able to submit KLAS information directly Francine, NC – Is any programming required to accommodate changes in KLAS? How are LBPH libraries now recording newsletters constituting activity? Should all readers who have an active status receive the newsletter or should it be submitted as a magazine subscription? NC is not ready to give that information to NLS in April. Kay: I am not sure what we have done in the programming area. Mitake: Could set up a control file switch asking, “How do you send out your newsletter? Based on active status or based on a magazine subscription.” James: With patron status of A would need to know at what point the newsletter went out so we could tell what patrons were active at that point. Francine, NC – It is less than patrons communicating that they no longer want service precipitate half the turnover of active readership. It is after they send out the newsletter annually and 1000-2000 are batch suspended by that route. Concerned that they might be counted as Active patrons. Discussion of batch suspend and counting patrons as active who receive a newsletter. Steve, NLS: We asked for a focused number for the network so a report could be made for Congress. Public libraries don’t count readership the way this count is done. Martin, CA – Also count by number who have a card at a given time. Steve, NLS: Wanted to give libraries a flexibility to report. Bonnie, NY – Once you have a library card in a public library you are active. Steve, NLS: Machine activity and retrieval was tied to active status and it made sense. The longer someone is inactive the less likely you are to get the machine back. If you are sending 8fdcb06e-8b05-4c93-a1d3-5b0d0bbbbe05.doc 3/13/03 Page 14 of 24 KLAS Conference Notes someone only a newsletter in six months you may want to send him or her another letter asking if they still want service. This was focused basically on IDing readers and counting them. Martin, CA – Many different ways to count and different parameters what constitutes an active library? Kim, MA – Maybe we should get a count for Braille newsletters. Bonnie, NY – Created a serial with issues and circulate them by issue which is then counted in KLAS. When you send out a newsletter it is less likely to receive a count. Doing it as a serial is more time consuming but does produce a count. NY Public Library circulates large print and videos. Francine, NC – Concern with adding newsletter, as subscription would suddenly go to having large amounts of large print readers. To add it as a subscription would be misleading. Bonnie, NY – If all you have received in a year is a newsletter a patron will hear from us and then they will continue to be served or deleted from the database. We want to do it ethically. The stats we had previously were inaccurate. We are showing a decrease but in the end those were not real people. Francine, NC – It is easier to query if the only large print you are sending out is that newsletter. Continued discussion of active patrons and newsletters. Bessie, UT – Is there a code to give to a newsletter that would count it differently from a large print. Mitake: Don’t see why we can’t have another media. Nancy – Only have space for 5 media on the Patron Profile in version 5. Mitake: We can talk to Mark about a control file solution. Francine, NC – Will equipment retrieval change or will it based on activity in a certain medium? Steve, NLS: We need to go back and look at that and come up with a recommendation. Francine, NC – Mike Gunde stated this was an entitlement program. People should stay active unless they request to be removed. Steve, NLS: Was that the consensus of the advisory committee? Bessie, UT: Yes. NLS stats are what I report to Congress and my administration. I am counting everyone in my database. For each library it depends on what they need. Sharon, IL – We do a lot of stats that we turn in monthly. We turn in an active number and a registered number for the program for the month. We do include both of those categories because it gets us funding because of those stats. Martin, CA – We keep a count for people who come in person and people who come in to use the accessible equipment. All stats count, as long you know what they mean. Linda, MA – Any comments on transition to Voyager system? Steve: NLS is in the process of migrating. There will be 2 different ways. The OPAC Voyager provides and the feature rich one that NLS will produce. Kim, MA – Is NLS planning on sending out training? Steve – Yes. We are working on instructions. They are working on getting that together. 8fdcb06e-8b05-4c93-a1d3-5b0d0bbbbe05.doc 3/13/03 Page 15 of 24 KLAS Conference Notes Asked Francine to send us a print screen of the web page that they are using to fill out the statistics. She said that she would if we could send her an e-mail to remind her. Ways to Increase Circulation and Managing Inventory: Speakers: Tom Turnquist, IL1I and Alex Hernandez, CO1A Terminal Digit Shelving: Speakers: Bonnie Farrier and Austreberto Nicot Jr, NY1A Steve, NLS: We may reach a point where libraries may not have to be required to keep everything. Bonnie, NY: Libraries are finite in space. The stream of books is infinite. To determine space, the library counted stacks and then divided by 100. Diana, IL – We are a small subregional and shelve vertically. Would it be possible to do it by a smaller collection? Bonnie, NY: We have not increased our shelving. If collection fits in shelving now it will fit in shelving after doing terminal digit. Kay: It is also much easier to pick the correct book. Also, Orlando, a small Florida subregional, uses Terminal Digit Shelving. Bonnie, NY: Shelving is pretty good and the books leap out at you if they are shelved incorrectly. Diana, IL: Is KLAS able to do location codes? Mitake: Yes. Bonnie, NY: Solved problem of big shift and big weeding. Information Transfers between KLAS Systems: Speaker: James Burts, Keystone Systems Richard, MO – This is ILL loan of RC books correct? James: Yes. I would like the system to do both local and NLS books. On the patrons HasNows would it show the source? Mitake: We have separated out the Patrons HasNows Sel column into three fields. James: It would show up on their HasHad/HasNow. Would this be automatic or manual? James: Could be either. I would like to see what the libraries would like to see done. Maybe limit it to older titles and things not in stock. What about reserves? James: Would probably send out any reserve that at the end of the day had been filled. Any outstanding reserves would be sent out. I would also like to see it pick up some requests, but that would have to be limited. Diana, FL – I would like to see it initiated by the borrowing library. Unless it is a locally produced book. 8fdcb06e-8b05-4c93-a1d3-5b0d0bbbbe05.doc 3/13/03 Page 16 of 24 KLAS James: Right now I don’t know. Conference Notes Jerry, IL1R – Would we rely on the multi-state center still? Is it an undercutting of a part of the service they provide? Fay, IL – It would not be undercutting. It would be patrons being able to get older books. The only way I know is to do the multi-state. It would be good if there were something like that that you would be able to do to do the older ones and not send a bunch of them. Richard, MO – I don’t think we have a problem because we have a bunch of masters and duplication system. James: I expect that the same way we have a circulation cutoff for your own patrons there would also be one for ILL. So the ratios of serving someone else’s patrons would not outweigh your own patrons’ services. Richard: This is not a high priority on my service. Local ILL we do by the NLS system. Bessie, UT – If we send a request into the multi-state center we are able to get it within a few days. Bonnie, NY – When patrons use the OPAC, there is no indication that the reserve is not being filled until we get a complaint, Martin, CA – Our regional is not on KLAS that would allow us to access the CIL collection. It would be great to know we could use KLAS resources. Kim – One of the collections this would be extremely helpful for would be Braille. Right now it is a 6-8 week process. All the users were really excited about patron transfers. Jerry, IL – I would like to see something like being able to bring up the local titles in KLAS. Martin, CA – You would be able to do a Patron Transfer to another KLAS library through KLAS and if on another system through the traditional way? Mitake: Spoke with READS and may be able to work it out with them, but it does not look like it would work with DRA. On Patrons transfers include notes especially long notes. Bonnie, NY – Would it identify which FL branch it would be assigned to? James: It would be sent to the Regional in FL. Would the method be like transferring within the state? James: It would be similar in that it would be behind the scenes and a notification to the receiving library. How would serials be handled? Mitake: Direct NLS serials would be the same as other materials. Steve, NLS: One of the things we have been discussing is a transfer within CMLS. And then CMLS would make that transfer. It is not the capability of transferring someone from the losing library but how to get the information to the receiving library. Still discussing how to handle the library ID. Francine, NC – The time consuming part on the part of the staff is the data entry. To have it available on KLAS would save us the time. 8fdcb06e-8b05-4c93-a1d3-5b0d0bbbbe05.doc 3/13/03 Page 17 of 24 KLAS Conference Notes Bessie, UT – When Alabama signed on with us for Braille it worked wonderfully and it was one of the most painless things we have done. We are not resending books they have had before. Their requests go out. It was one of the best things we did. Martin, CA – What would the last feature (address validation) actually tell us? James: It would go out and check to make sure the postal address is correct upon save. If it is not correct it would come back and give its best guess as to what it should be. Nancy: It makes it the correct postal format. Mitake: It also fills in county. Richard, MO – We think this is a high priority. Kay: These are services that are available to libraries that are willing to pay the fee. James: Outsourcing libraries are already running this. Richard, MO- Can we go in as a group for this base price? Kay: We are trying to come up with a monthly fee service with this. Richard, MO – When you do, let me know and I will pay it. Martin, CA – Any idea what the fee will be? Dave – I have an answer but not off the top of my head. It is dependant on the number of end user licenses. Kay – Patron transfers will be provided as an upgrade. Address validation and ILL will be chargeable features. WebOPAC and Outreach: Speaker: Alex Hernandez, CO1A Martin, CA – When do new books get loaded on OPAC? Alex, CO: When you download the modification, immediately. Shari, IL: When will the New version be available Mitake: It already is. Linda, FL - How many questions do you usually receive from patrons? Alex, CO: About one a month WebOPAC Options: Speaker: Mitake Burts, Keystone Systems Martin, CA- Will the changes be made in house? Or will I notify you to make the changes? Mitake: There is no way to make the changes against your training database. If you make a change, it will be out there for everyone to see. You would probably want to speak with us about the change. 8fdcb06e-8b05-4c93-a1d3-5b0d0bbbbe05.doc 3/13/03 Page 18 of 24 KLAS KLAS Roundtable 27. Reserves & Requests Richard, MO – How do I get out when I get on Progress? Nancy: You can hit escape and it will get you out. Conference Notes Alex, CO – Regarding the WebOPAC ability to add delete request. Mitake: We are looking into having that. Kim, MA: Ability for us to be able to UN reserve and UN request. Nancy: You can change the Request/Reserve in the Patron Main. Mitake: You would highlight the record in v7 and then delete the record. You can also highlight the record and change the priority. Nancy: Other thing the Reader Advisors want to see is a couple of other things like seeing everything that has to do with a particular media. James: I have no problem with making it more like it is on the items screen. Francine, NC – Would also like to see what exclusions that the request is violating on the Patron Mail Requests screen. Kim, MA: Would it be able to say when you add a person on reserve if they already had a reserve? James: Need to put in something to do that kind of check. If you were coming from the RA Search, it will show both A Search and Z search and the various reasons you may not want to do something with a title for a patron. Pat, FL – Patron might come in and want something and the only thing the office knows how to check out is to unassign it run the risk of having it reassigned and then check it out. Mitake: Run mailing card by Patron ID. Francine, NC – Book search would be helpful to have Patron Subject and Exclusions show. Is there a way to see the Patron’s Favorite Authors? James: Right now it just gives you an alpha list from whatever you typed in. Mitake: May set this up to have Favorite, All, and then something that allows you to filter it down. James: To change a request to a HasHad. Do a Book Search from the Search Results and then make items be HasHads. Or from the Requests, make a HasHad …on the toolbar. Martin, CA – In what situation would you do that? Kim, MA: In the case of ILL. Mitake: If they had gotten a commercial version. Alex, CO – May think about putting the HasHad in the Priority. Martin, CA – If they had read it, it would assign it the KLAS id title even if it had been read commercially. Mitake: It is a different type of record. 8fdcb06e-8b05-4c93-a1d3-5b0d0bbbbe05.doc 3/13/03 Page 19 of 24 KLAS 28. Searching for books James: For Annotation would only want Keyword Option. Conference Notes Mitake: Available from my branch and available system wide are missing. Bessie, UT – If someone walks in and wants a book, it picks from the turnaround shelves first. Pat, FL – What about number of hits to show up? James: It will show us everything you can find every time. Mitake: In v5 it (# to select) was a processing time thing. It was to speed up the time you had to get results. Alex, CO – I was thinking of the Subject Search that if you have the opportunity to code your system. You could do your search by the latest Talking Book Topics. James: The way Alex has it implemented it is actually a separate subject search. Mitake: Want to add a number available column to Search Results and a way to look at Copy Availability from the Search Results James: Button or command to see availability across all branches. Francine, NC – It would be nice to see the Patron’s Subject codes on the Search Results. 29. Clear RS Queue administratively James: There will be the Patron Profile screen and nightly processes to build ques. We can have the ability to administratively unassign everyone. Nancy: Can we go through an delete DIN’s in one fail swoop. James: There is a status and a reason code that can be deleted. Not something you would want to do on a daily basis. Control file to do this by various logic. Alex, CO – Would like to see a list box. Kim, MA: Is traditional deleting from RS Que not going to happen? James: You will delete the reason and not the record because you will delete the Patron Record. Martin, CA – Would there be a note added to record the particular action that was taken? James: You would delete the reason and then go to comments and add a comment which is the same thing as the existing notes. Plan is to put short notes as subject line of full sized notes. Martin, CA – When reassigning an RS Que will it be the same? Nancy: Yes. 8fdcb06e-8b05-4c93-a1d3-5b0d0bbbbe05.doc 3/13/03 Page 20 of 24 KLAS 30. Reports Conference Notes Francine, NC – Because adding people by service types. Would like to see number of active patrons with each media and in each service type. James: We would like to do that. Donna, OH – Printing the OPAC reports does not give you the number of searches. Mitake: Should be able to do the number of sessions and the number of requests and number of individuals making a request. Jerry, FL: Num of request online? Mitake: Yes. 31. Report writing capability Report writer will be Crystal Reports. 32. Request List management for patrons on the OPAC Covered 33. Ability for libraries to place ILLs through OPAC Alex, CO: Have set up pseudo patron records. Other libraries can right in and order directly from OPAC. Kim, MA: Every library in system is in database but we have not allowed them to access OPAC. Martin, CA – Is this for NLS and locally produced. Alex, CO – Yes. Richard, MO – Except for DVDs. 34. Statistics on number of patrons active in WebOPAC Mitake: We can tell you the number of patrons that have ever requested something through OPAC and the number of searches done. But right now we are not able to tell you everyone who has a pin or everyone who has signed up. We are talking about giving you a toggle or checkbox to be able to indicate whether they have been assigned a PIN. Dave: Could we do it based on unique IP address? Mitake: No because of IP (dynamic) address issues. Dave: Most useful set of stats is who is placing requests. Alex, CO – Checkbox would be helpful 35. Advise patron who is going over MAX, the #OUT and #ASG and ask “Are you sure” Good OPAC feature 36. Advise patrons who are ordering books in the OPAC of any overdues they have Good idea. From Pre-Conference Comments: Can Braille and Cassette Titles be linked? James: A good point don’t currently have solution. Mitake: Also we need to address for IRC’s. 8fdcb06e-8b05-4c93-a1d3-5b0d0bbbbe05.doc 3/13/03 Page 21 of 24 KLAS Conference Notes Can the computer keep track of the number of items checked into turnaround and display that on the screen? Nancy: You can do now. Holdings -> Utilities -> View location RS – How can you set and divide the nightly que? Nancy: Interface is not there yet, but will be. How will select types work in v7? James: It will display on the Patron Main Items screen. In v7 it will be broken into the Select Desc the Function Desc and the Library. Will we be able to list or have a print out of all patrons in the RS Que? Mitake: Talked about it in the find. James: Can print out the contents of a browse. Will we be able to have one KLAS window with multiple interfaces? James: Progress does not allow us to do a multi-document interface. In the future we have options to do that. Mitake: Would probably end up being a user defined option. Black on grey is hard to read – will there be color options? James: Progress is doing a better job on colors but still working on fonts. Bessie, UT – Will we have a little bigger font in Crystal Reports? Mitake: Output of reports would be html based and you will be able to select in your browser the font size. Will the old version of KLAS be available plus v7? Mitake: Old version will be available until June 2005 or until you are switched over. All users must be on v7 – you won’t be able to have some of your users on v5 and some on v7. James: Libraries will get a training v7 database so they can get staff familiar before switching. Martin, CA – What is the timeframe on that? Mitake: June or July. James: Want a good quality database in v7 before doing that. Alex, CO – We would like to be able to limit by medium other than starting point. James: Should that be an index option or a limit option? Alex, CO: It could be an index option on Book Search. Quick HasHads – Quick Request version of Has Hads. James: Sounds like a good idea. 8fdcb06e-8b05-4c93-a1d3-5b0d0bbbbe05.doc 3/13/03 Page 22 of 24 KLAS Saturday, March 15, 2003 Knowing Your Patrons: Conference Notes Presented by: Nancy Underwood and Mitake Burts, Keystone Systems Bonnie, NY – NLS needs to look at this stuff. James: When talking about reserves doesn’t take into account status of patron. Richard, MO – We had few reserves before. Now RA’s are putting reserves on. JoAnn, FL – When the books are put into the system? Is the primary subject put in first? Kim, MA - We do put the primary subject first. Karen, IL: How does that affect the nightly search? Francine, NC – Put primary first unless bestseller. JoAnn, FL – It has have an effect on stats. If I am looking at best-selling fiction, that won’t show. Mitake: We did notextract whether it was bestselling or not. Martin, CA – When you download you can see it in the profile. I give them the broader range. Dave: Yesterday we had a discussion on weeding. Does anyone do it by stats? Francine, NC – We do it by the Results Query. Dave: KLAS has a weeding report. Would it be useful if you wrote the weeding report? YES! Bonne, NY – At any point, can we break down those stats? Mitake: That is something we are looking into. Jerry, FL: Is this data fed back to NLS? Nancy: When we sent this out I think that was what NLS planned to do with the information. Mitake: However, they were afraid the data might skew to KLAS libraries. Were you able to compare it to other libraries? Mitake: At this time I was not able to. Francine, NC – I would like to see the factor where you put 0 available. Patron status will also affect. Laurel, ID – I would like to keep track of books in series. JoAnn, FL – With series the trouble is the first book is not available. Until you have it the rest cannot go out. Sharon, IL – Do you build by what patrons want or what librarians think is a valid collection? Classics are generally available at local library on tape. These stats are important and there are unique variables that show what our clients want and NLS needs to know. Martin, CA – A lot of branches order abridged copies due to financial considerations and they are not the same quality NLS provides. The best quality comes from what we produce. We used to get listing of bestsellers. What happened? 8fdcb06e-8b05-4c93-a1d3-5b0d0bbbbe05.doc 3/13/03 Page 23 of 24 KLAS Mitake: We were looking at doing it by RC#’s. Conference Notes Pat, FL – The last three months came basically the same day over the web. The ramification of ILL would be consistent cataloguing and serious designation. Jerry, FL – Why shouldn’t I use the biweekly service code for nightly? We’ve tried it in the past, but the patrons didn’t get any books. NA also doesn’t seem to be as stable sending books to patrons as setting them up as Calendar –CA (i.e. CAWM). Mapping Patron Demographics: Speaker: Dave Holloman, Keystone Systems Linda, GA – How may patrons in GA right now? Dave: 8,835 Sharon, IL – If you want to look at IL GIS stats it is on the IL website. Mitake: Can you send an email with that to Users’ Group? John, MS – Are there any tech notes on how to pull from KLAS to GIS? Dave: We pulled from KLAS into a .csv file and then imported it. 8fdcb06e-8b05-4c93-a1d3-5b0d0bbbbe05.doc 3/13/03 Page 24 of 24