EPUG-UKI Circulation Module Meeting
29th January 2008
Roscoe Room, EgertonCourtBuilding, LiverpoolJohnMooresUniversity
Present:
- Sarah Pumfrey (Liverpool John Moores) (Host)
- Ann Pugh (Liverpool John Moores) (Host)
- Judith Wells (Anglia Ruskin) (Chair)
- Bill Pollard (Anglia Ruskin) (Minutes)
- Marion Blacklaw ( Aberdeen)
- Chrissie Macarthur (Aberdeen)
- Suki Bharaj (Coventry)
- Yvonne Osler (Dundee)
- Matthew Phillips (Dundee)
- Sue Isaac (KingsCollegeLondon)
- Margaret Robinson (KingsCollegeLondon)
- Matt Cunningham (Loughborough)
- Mark Watmough (Napier)
- Sheila Bancroft (Napier)
- Helene Farne (Newcastle)
- Liz Lockey (Newcastle)
- Celia Swann (Nottingham)
- John Turner (Nottingham)
- Anne Thomas (NottinghamTrent)
- Rebekah Broad (NottinghamTrent)
- Elisabeth Hannon (UniversityCollegeLondon)
- Rachel Davies (UniversityCollegeLondon)
- Gerard Bennett (Westminster)
- Jane Henley (York)
Noted meeting was of Ex-Libris Product User Group (EPUG)– Circulation Module now as AUG-UKI renamed.
1. Minutes of meeting held 20th Feb 2007
Were approved and there were no matters arising.
[Group introduced themselves]
2. Update on RFID
John [Nott] successful [3M] implementation; have introduced renewals for a lower limit of outstanding charges, but higher debt referred to lending desk. Digital assistant (scanner) helpful for finding oddities, but requires initial support from systems team to setup well. Noted that confidence in supplier support is essential. Continue to use tattle-tape for added security, rather than rely solely on RFID security (though this means multiple simultaneous loans are not possible).
Sarah [JMU] asked what it did that regular self service did not? John – simpler/quicker to use and will have greater stock management benefits in the future. Also, possible future usage of RFID tags in wider context.
Marion[ABD] asked if anyone uses only RFID security? Sue [KCL] use RFID security tags only (no tattle-tape). When they installed RFID they desensitized the tattle-tape.
Noted that putting self returns straight onto trolleys can cause problems with incorrectly returned items. They currently testing 2CRQ digital assistant to find these items quickly.
Margaret [KCL] added that the 2CRQ messages/screens aren’t really specific enough yet, so still some development there to do.
KCL do not currently allow renewals via self service.
Nott Trent also have RFID, and use Intellident – have had a few issues with reporting and diagnostics, and occasionally the RFID machine can issue/return item on wrong ticket by wide scan.
Matt [LBR] seeking to reduce effort, duplication with RFID. Will probably go with only RFID security, and are making decision based on tenders tomorrow.
John [NOT] – students don’t necessarily make any higher percentage of errors than staff.
No active stocktaking uses yet – NOT use for missing, KCL hoping to use for stock management.
YORK will be trialling RFID in their Key Texts collection in Summer 08.
COV are currently in discussion about it.
Matt [LBR] described the EU pre-tender document which makes it simpler.
All active RFID sites currently only use the item barcode on the RFID tag.
Book suppliers are able to add RFID tags – and barcode at the supply stage.
Judith [ARU] asking whether anyone was putting more information on the tags than just the barcode?
John [NOT] adding information to tag could mean offline circ is possible but also could slow down transactions.
Bill [ARU] if you change information in a tag, it will need changing if you update aleph such as change the items collection.
Sue [KCL] have used RFID offline.
Cost of whole initial installation – perhaps around 300k including self service machines [LBR]. Tags at around 20p.
Tags currently bought off supplier but in future may be international tag standard.
Cheap tags – is cheap glue an issue? Some discussion on this being raised in the press.
John [NOT] - Need to ensure that potential supplier will loan extra equipment (over and above normal usage) to get you started with the initial tagging (or need to hire if can’t loan). Mobile workstation – most flexible as can take directly to different floors. Currently they only fully taggingthe last 10 years of stock. Have 2 staff workstations, plus a tagging station for additional tagging.
Sue [KCL] also have staff tagging stations which can quickly add a tag on demand.
Noted that tags on DVDs don’t work 100%. There is the possible alternative of secure boxes.
Jane [YOR] need quicker solution to high demand times for their Key Texts, so RFID will be quicker.
Margaret [KCL] achieving 98% self service in Short Loan.
Ann [JMU] are there any additional staff costs in e.g. retraining for redeployment as an offshoot of RFID? John [NOT] – happened at time of general staffing review, which did lead to losses, but not solely as result of RFID/Self Service. It did create some new processes. Introduction of Learning Hubs has had a greater effect in need for additional training.
Gerard [ WEST] – what did ARU do to get high self-service rates without RFID? Judith [ARU] – it is a user training issue and they now only have the option of self service. Bill [ARU] also walk-in short loan is now on open access.
Sheila [NAP] are having problems with location of barcodes – told they need re-barcoding – ARU and Dundee shared their experiences.
Sue [KCL] location of self service is critical for them to use the machines in preferences to queuing at counter.
Jane [YOR ] do you still have your bookdrop open during self service hours? Judith [ARU] book drop is only open when library is closed to make self service the simplest option.
Liz [NEW] took down signs around desk (issue and return) to re-emphasise.
Sheila – how do you cope with blocks/fines? ARUwe do not allow borrowing if any fines are outstanding. YOR – raised limit to £10 before refusal to borrow.Marion [ABD] – bringing in self service meant that there were many more problem users coming to desk, which upset staff, so now have more lenient approach to fines blocks with self service. John [NOT] – staff have some discretion to waive fines if first occurance, but they have also had feedback that possibly need more staff at service points.
Gerard [NOT] what is the current situation with inter-site loans via self-service. Bill - Ex-Libris solved it so that it is put into transit rather than being put straight into stock at site A when returned from site B.
ARU couldn’t confirm this fix is working yet, but KCL were able to confirm it.
Rebekah [NT] – there are more items appearing on their inter-site tickets than can explain – and it’s gone up since the change.
3. Self Payment
Yorkis interested in linking up their fines and other charges with central payments systems using online solution. Is anyone made progress in this?
Sarah [JMU] also looking at this have visited Salford who have achieved this with Salford Systems and Talis, where they can include library fines in their online payment scheme.
Concern about the default order in which aleph pays off fines (wouldn’t have choice of which items get paid off).
Judith [ARU] have a beta self payment coin operated system on test from 3M. Also gives change [Intellident does not currently give change].
Matthew [DUN] looking into online payment - they currently have campus wide payment system for P-Counter for printing. They are looking for an OPAC solution that mirrors a sip2 cash transaction (to mimic a self service machine with payment option).
4. Key texts and Aleph functionality
Jane [YOR] is anyone using rolling bookings?
Anne [NT] looking at rolling periods, currently have ‘up to 24 hours’
Matt [LBO] short loan used less and less – looking towards digitisation.
Margaret [KCL] – looked at rolling short loans last year but not implemented – not convinced figures on short loan reservations necessarily back up need for being in short loan.
Elizabeth [UCL] – considering removing short loan collection from Science Faculty but not well received from their faculty staff or students.
Sheila [NAP] disbanded Reserve Collection and offered 1-day loans instead. Lecturers seem to want it to be there so it’s permanently available.
Suki [COV] short loan gone into main library and is now one-day loan - those no longer required as short are now one week.
5. Round Robin
Suki [COV] – renewals – Since the max is 9, some have problems using 9 as limit – too small. Is there are any indication of how many renewals have already done on aleph OPAC? Judith [ARU] on v18 can tell from OPAC – by checking individual item via loans to find limit. Matthew [DUN] suggests there may already be an enhancement in for this, but if not, we should create one.
Judith [ARU] we use 12 months rather than a number of loans – months is the other option to number of loans.
Sue [KCL] – interested in in-transit script for RFID Digital assistant – need to contact Pete Marsh at NOT.
Matthew [DUN] – introduced Self Service this year – now trying to encourage students to use them. Judith [ARU] – encourage usage by having staff out by the machines training users. Yvonne [DUN] staff definitely concerned about losing jobs.
Marion [ABD] – needed to add 1000 pieces of equipment - managed to do this by adding 1000 items to a single bib. This slows down issue like mad. Any help?
Margaret [KCL] said this was a problem they had noted and would provide details of the pivotal problem they had logged for it and the answers received.
Following the above problem mentioned at the meeting, this is the Pivotal information from when we noticed this:
Z folders are primarily what we catalogue as missing journal articles etc and are largely in the short loan collection, which is why it caused problems.
Original request 31 August 2006
8192-31802 Incident Name: error message when issuing Z folders
Problem
When issuing material in the Zfolder collection, the following error message appears: 'Failed to read reply'. Zfolders are Short loan items, status 03. There are 296 individual items which have always been catalogued on the same bibliographic record. This message does not appear when issuing other short loan items.
Resolution
The reason for the error message is in a system limits. The system has limits for the "like" items (z321), which is 100 and limits for the number of records for a schedule (z320) - it should not be more then 5000 (slots * items). We checked the problem deeply and, unfortunately, these limits cannot be increased. We added a limit check in order to avoid the crash.
But, you have a very specific workflow. In order to avoid the problem you should divide the items between a number of bibliographic records.
The number should be less than 100
Development request 27 November 2006
8192-40365 zfolders and limit of items to bib records
This refers to SI 8192-31802. I'm not thrilled that the number of items has suddenly been limited in version 18. We had problems with this in version 11.4 and were pleased when they were sorted out in version 12 - this is not a convenient time of year to get staff to re-catalogue several hundred items....
Marion [ABD] Circulation logger - Problem with speed issue – there is a logger cleanup - Cir-78 cleanup. But is SQL preferable?
Sarah [JMU] – can limit what is logged by limiting events – may make the situation easier to handle.
Margaret [KCL] – are running cir-78.
Sheila [NAP] having problems with e.g. hotmail accounts, etc. Matt [LBO] because hotmail accounts expire if not used – just delete email and send letter instead. Matthew [DUN] had some problems as their server was virtually invisible so that it didn’t appear valid when some spam checks were made. Have also had occasional problems with Groupwise where something from the University was decided as spam by the user and so everything else from the University was similarly tagged.
Sheila [NAP] – have problems with 02 address field in PLIF download. This causes a problem. Sarah [JMU] yes it causes problems as active date is needed. Margaret [KCL] new student identity system automatically adds 10 years to address.
Sheila – 3M V machines – problems with statistics. Judith [ARU] can use IP address to query machine directly. Bill [ARU] you can use IP address to query aleph event table (z35) as long as have permanently assigned IP.
Matt [LBO] – now have a facebook application for their OPAC, set up by Gary Brewerton . Now concentrating on RFID work.
Elizabeth [UCL] – testing grace periods – currently can’t renew anything that is already overdue. Marion [ABD] use grace for 15 min short loan. Rebekah [NT] have grace period for 28 days for a collection. (you can’t renew it but you aren’t charged a fine for the first 28 days). Marion [ABD] can have fines not charging immediately. Anne [NT] have grace period 14 days for staff. Gerard [WES] have grace periods but not fines. Margaret [KCL] grace period is difficult to explain difference to students (4wk loan 1 wk grace – is like 5 wk loan).
Elizabeth [UCL] – renewing of items where item on hold – if like copy brought to desk for loan, didn’t trap but allowed loan. Message was ‘user not first in hold queue’. Matthew [DUN] this message appeared to Dundeein v18 with new circ-checks (6/6a/6b). An email with more detail will sent out to the list.
Margaret [KCL] – new services
-allowing people to reserve with item statuses, on order, in processing, etc.
-now getting PLIF from new student id management system
-inter-site loans
Raised issue that Courtesy notice looks like gone out but not really gone out…
Jane [YOR] keep a list of what’s sent for three months
Matthew [DUN] several places it can go wrong – e.g. smtp server fierce checking – had to set up own smtp server. Can also have issues with PC firewalls. Bill [ARU] noted that Peter Corrigan from Galway has set up a way for aleph to send email message out directly from the Aleph server rather than a local PC.
Margaret [KCL] – another problem is with the hold notice email hanging –Matt [LBO] reported slowness in letter/email speeded significantly when new server installed. Matthew suggested other reasons and has provided the following for the minutes:
Can be several different possibilities for slow e-mail sending. If you are not using the print daemon, the client downloads the XML to the local machine, and runs an XSL processor (written in Java) to convert it to HTML and possibly text, depending on options. I guess process can be speeded up if patrons are only sent plain text or only sent HTML rather than both, but I've not tried this. Then the e-mail is generated and sent via an SMTP server (which may or may not be the same as your Aleph server).
Things that can slow it down:
1) slow networked storage.
We operate a networked client installation, where the temporary files and the staff user profiles all end up on the shared drive. Also the XSL processor will be loaded from the network drive. We've found that, comparing like for like, the workstation installation worked faster, so this was simply down to the slowness of networked storage by comparison to loacl hard drive.
2) slow Java start up
UEA had this: they eventually found that the virus checker was scanning the entire Java Virtual Machine (JVM) every time it started to process a letter, which slowed things down a lot. They configured the virus checker so it knew the JVM was OK.
3) connection to SMTP server
Our SMTP server was badly configured. As a guard against spammers, the people who look after servers had set it up to do some sort of reverse lookup for any PC which connected, to check whether it was accessible across the network. If it failed to look up it then introduced a 10 second delay before it accepted the connection. Unfortunately, the people who look after PCs had decided to get the PCs not to respond to this sort of lookup, again for security reasons! The upshot was that the server and PCs were not trusting each other and it added to the delay. We fixed the server settings because it was limited to only allowing connections from Library PCs anyway.
4) other SMTP server settings
This doesn't affect speed, but it can affect rejection of messages "Error sending to all recipients". Our main University SMTP server checks the username before accepting any mail to @dundee.ac.uk addresses, and it checks the domain (bit after the @) for any other messages. If either is dodgy, the e-mail is not accepted and Aleph gives that error. We found it was hard to train the staff to deal with this. We now have our own SMTP server, which does not check address validity (apart from totally wacky addresses with no @ and so on) and then *it* tries to pass the message on to the University server. This stops staff seeing the rejection messages, and any dodgy e-mails get bounced back to a central address for redaer services staff to handle.