FCLA RESPONSE: Impossible to predict degree of difficulty until there is an SUS-wide agreed upon specification for the criteria for an "active" serial, the definition of "year" (fiscal, calendar, ???), what calculations are required, what data elements should be included in the report, etc...
TITLE: Active Serials Report
OBJECTIVE: To re-work the current Active Serials Report so that it is able to list titles alphabetically or by fund code, listing cumulative sub-totals by fiscal year. Right now, this report is unable to sub-total by fiscal year. If re-worked, this report could be sent to faculty for annual review, needing little manipulation of information by individual libraries.
IMPLEMENTATION: Much work has already been done on FCLA to alter the format of the current version of the Active Serials Report. It needs additional programming in order to show sub-totals by fiscal year.
-- Rosann Bazirjian; Assistant Director, Technical Services; Florida State University rbazirji@mailer.fsu.edu ; phone (904) 644-6321; fax (904) 644-5170
FCLA RESPONSE: HARD
TITLE: Binding Module **Addendum to Rosann V. Bazirjian's item.**
OBJECTIVE/JUSTIFICATION: A direct interface between NOTIS and our commercial binderies would allow for greater speed and accuracy within our binding units. **...generate cost savings (binderies, in response to bid requests, currently offer up to one-third reduction from standard pricing for use of automated systems)**
IMPLEMENTATION STRATEGY: **Develop a module to interface ANSI/NISO Z39.76-compliant binding systems and LUIS records. **STANDARDS: Based on ANSI/NISO Z39.76, "Communication of Binding Data-Elements" [New York, NY : NISO, 1996] and LIBRARY BINDING INSTITUTE STANDARD (8th ed.; Paul Parisi and Jan Merrill-Oldham, editors) [Rochester, NY : the Institute, 1986]. ~~~ ANSI/NISO Z39.76 assumes record compliance with the following:
ANSI X3.30 :: ...Calendar Data and Ordinal Date ANSI X3.43 :: ...Local Time ANSI X2.13 :: EDI, X/12 Price/Sales ANSI Z39.2 :: MARC ANSI Z39.43 : Standard Address Number (SAN) ANSI Z39.56 : Serial Item & Contribution Number (SICI) ISO 4217 :::: Currencies USMARC Holdings Format (? Z39.44 ?)
**FUNCTIONALITY: Module would allow data interchange between systems: (a) ftp of binding tickets or other electronic data exchange as allowed by various ANSI/NISO Z39.76 compliant systems and bindery customers and (b) binding ticket printing (to facilitate automation at the libraries where bindery automation does not exist).
**LUIS INTERFACE: Module would require interface with bibliographic, holdings, patron ID and circulation records. (I'd be happy to make Z39.76 to USMARC and LUIS circulation fields, etc.)
**USER INTERFACE: IF possible module should make Z39.76 coding (code use) invisible through checklists/radio buttons and/or natural language "translation" -- code definition is part of the standard.
**FUNDING STRATEGY (GRANTING AGENCY): Apply for grant funding throught the joint programs of the National Endowment for the Humanities and the National Science Foundation (NEH/NSF) to develop the interface.
**FUNDING STRATEGY (COST-SHARE): Seek partnership with vendors of one or more of the vendors of automated binding systems. (I recommend partnership with Mekatronics with which U.Florida staff worked on ANSI/NISO Z39.76. Mekatronics manufactures/authored the ABLE system used by a majority of library binderies. Mekatronics has expressed interest in enabling its software to communicate/interface with a variety of OPACs including FCLA NOTIS.) Granting is still possible in that no system, vendor or library has yet completed such an interface for the mid-1996 standard.
Erich J. Kesse *- Preservation Dept. *- Smathers Libraries *- Univ. of Florida On the planet's surface at: P.O. Box 117007, Gainesville, FL 32611 U.S.A. Telephone: 352.392.6962 or FAX: 352.392.4788 E-Mail: erikess@nervm.nerdc.ufl.edu
FCLA RESPONSE: MEDIUM -- using the 5.0 functionality Caveats: this code does not retroactively recalculate committed funds everytime the currency table is updated. Nor does this code include any export of currency data from external sources for automatic update. Updating is manual and done for/by each institution.
TITLE: Currency conversion.
OBJECTIVE/JUSTIFICATION: Facilitate fund accounting for foreign currencies.
Martha Hruska; University of Florida
FCLA RESPONSE: HARD.
EDI products are available for many different environments, one of which is relational databases. FCLA has been working on reflecting the NOTIS acquisitions data into a relational database. This reflected copy will be used for ad-hoc reporting. A later phase would be replacing the current NOTIS acquisitions data files with the relational copy, which means real-time updating. This would require touching all of the technical services programs, to greater or lesser extent. Once this was done, we could probably find an EDI product that would work against the relational data. --mh
TITLE: EDI Enhancements
OBJECTIVE: Incorporate EDI to promote electronic data exchange from library to publisher system directly and speed the processing of claiming material and posting payment on invoices to replace paper transactions.
1. Claiming -- allows the library to claim material directly to the vendor and/or publisher using X12 EDI 869 transaction sets through internet transmissions.
2. Invoices -- allows the library to receive invoices and post payments electronically through internet transmission using X12 EDI 810 transaction sets.
OBJECTIVE/JUSTIFICATION: Enable interactive data exchanges with acquisitions vendors.
IMPLEMENTATION STRATEGY: UF will be happy to pilot any early implementation. This item received 4 votes on the 95/96 Ballot.
Submitted by, Michele Crump and Martha Hruska; University of Florida
FCLA RESPONSE: EASY -- if FCLA can meet the need by increasing the fund record size to accommodate 10 years of data. HARD -- if SUS libraries have to agree on what can be purged and FCLA has to develop archiving system to accommodate the purged data.
TITLE: Fund Record Purge Program
OBJECTIVE/JUSTIFICATION: Five years worth of fund sub-records will fill up the space allotted for a fund record in the LMS. We therefore need to purge/inactivate fund records/sub records to an archive file so that SUS libraries do not need to change their fund codes every few years.
IMPLEMENTATION STRATEGY: Review fund record purge program being included in NOTIS LMS Release 6.3 to see if it can be run in a multi-institutional group environment. Determing where old subrecords can be archived. --
Rosann Bazirjian; Assistant Director, Technical Services; Florida State University rbazirji@mailer.fsu.edu; phone (904) 644-6321; fax (904) 644-5170
FCLA RESPONSE: MEDIUM -- we think right now, but reserve the right to call it hard when we actually start testing the NOTIS code against our data
TITLE: Fiscal year conversion.
OBJECTIVE/JUSTIFICATION: Facilitate transfer of open and encumbered orders from one fiscal year to another. Martha Hruska; University of Florida
FCLA RESPONSE: MEDIUM -- if memo statements can be 2 lines on creation of statement but can't be enlarged later on update
TITLE: Ability to write longer memos.
OBJECTIVE/JUSTIFICATION: Need more space to provide full information Prefer free-form.
FCLA RESPONSE: HARD!!! There are at least 15 separate projects identified in this proposal some of which presume that other projects will be voted high and be done first. The statement under OBJECTIVE/ JUSTIFICATION about developing a system that "would be one of those cases which could be transferred/used with a new system" is virtually IMPOSSIBLE. Without knowing what the new system would be, we could not develop for it. Nor, despite the hype about "open systems" do any systems really allow integration of modules from different vendors/creators to work. There is no national or international standard for the integration of a serials control module with other library management modules.
TITLE: Serial Check-in Module Enhancement
OBJECTIVE: Refine serials check-in, payment, and binding processes in a serials database that seamlessly updates the same title entry in the NOTIS database. The database would include scanning capabilities that make use of existing SISAC barcodes on journals or in-house produced barcodes to receive material with little keying and reduced error rate.
1. Develop program that reads the barcode to access the title by ISSN; locates current open order record; creates receipt line and tabs to it; enters volume and number information. This means that each volume and number checked in would have its own receipt line (much more accurate when it comes to tracking actual receipt date for problem solving). Default display on LUIS would be the last 2 receipt lines. The user would have the options of viewing the complete holding display (LO HOLD) or brief holding information (BRIEF HO).
The order record would expand to include separate fields that would be searchable for: the vendor title number; expense code; vendor customer account number; ability to code for type of order, i.e., s/o (standing order), b/o (blanket order), f/o (firm order), subs (subscription), appr (aaproval). Also increase the note field above the payment and receipt area to accommodate longer messages.
2. Coordinate with a binding module the automatic collapsing of holding statements when material is checked out to the bindery.
3. Develop program to print barcode labels for all serial titles, even those with SICI codes. Labels should include: location; title; call number; volume and issue number; date. The barcode label would serve as a standard call number label; record circulation data for use survey, and decrease marking errors/legibility.
4. The database would record use and type of user, track check in dates (for vendor analysis and staff performance evaluation) and issue reports for collection development analysis of cost and use.
5. The database would include an auditing system that refines payment posting by validating payment and prompting staff when payment entry has increased significantly (50%). It would also prompt staff to look at the record whenever double posting occurs. Eventually the system would permit EDI invoice payment direct to the vendor (claiming missed or skipped issues would also become a capability). Default to not set an AD for prompting non-renewal payment situations. Add derive capabilities for moving order records easily when titles change and/or split.
OBJECTIVE/JUSTIFICATION: What is required is a significant redesign which should be linked to near-future direction of the overall system. In other words, this development of the current NOTIS system would have to be one of those cases which could be transferred/used with a new system.
IMPLEMENTATION STRATEGY: Could define a TS Plan group to flesh out specs... This item received 3 votes on the 95/96 Ballot.
Submitted by, Cecilia Botero, Michele Crump, and Martha Hruska; University of Florida
FCLA RESPONSE: MEDIUM -- if consensus is reached on format of call numbers and no automatic display of volume/issue data HARD -- if no consensus and if the expectation is that some volume/issue data will be included in the label display
TITLE: Call number label print from o/p/r.
OBJECTIVE/JUSTIFICATION: Tremendous help with accuracy and time for serials/periodicals check in.
FCLA RESPONSE: MEDIUM
TITLE: Vendor Performance Analysis Program
OBJECTIVE/JUSTIFICATION: The current NOTIS product does not supply information on how well our book and subscription vendors are performing. Turn around time is crucial when making important decisions regarding vendor usage and supplier quality.
IMPLEMENTATION: Develop a program which can pull out the following information sorted and organized by vendor: title; fund code; date opr was created; date received; time span; LUIS record #. Provide summary sheet by vendor. Specs developed at Syracuse Univ have been sent to FCLA for review. This needs to be considered as an enhancement item. --
Rosann Bazirjian; Assistant Director, Technical Services; Florida State University rbazirji@mailer.fsu.edu; phone (904) 644-6321; fax (904) 644-5170
FCLA RESPONSE: Easy if emulate MHLD KEEP/DERI function
TITLE: Ability to derive and overlay bibliographic and/or authority records
OBJECTIVE/JUSTIFICATION: Especially for those institutions downloading records before a firm order is placed, it is often necessary to overlay upon receipt of the item. Sharing the resources of the other State University System libraries is limited, since it is not possible to derive a record from another university and overlay it onto a record in our catalog. It becomes necessary to research OCLC to overlay, including the added search and export charge.
IMPLEMENTATION STRATEGY: Develop a method for the system to do a duplicate check for derived records.
SUBMISSION INFORMATION: Virginia Kuehn; Kathleen V. Goldfarb, Florida State University
FCLA RESPONSE: This can't be done in the 3270 environment. It requires a PC to do the kind of manipulation described below (not just a PC emulating 3270). The CLARR product being considered by the Authorities Subcommittee has some of this functionality. Would it be worthwhile to try using this product for awhile and then deciding what more can/should be done from there? CLARR doesn't not now do spell check.
TITLE: Improved NOTIS editing of Bibliographic Records
OBJECTIVE/JUSTIFICATION: Improving the speed and accuracy of the editing of bibliographic records in NOTIS will produce a more accurate catalog, and increase production of catalogers.
IMPLEMENTATION STRATEGY: At a minimum, provide the cataloger with an easier way to 'insert' a new line in a bibliographic record. Additional improvements would be a seamless word wrap, as is available in most word processing programs, to be able to continue typing on the same screen, and have the system create the page breaks automatically upon completion, and perhaps, spell check.
SUBMISSION INFORMATION: Doris Baker; Virginia Kuehn, Kathleen V. Goldfarb, FSU
FCLA RESPONSE: EASY -- in techmode for just retrieving authority records HARD -- in LUIS if required to integrate authority reference into the keyword search results.
TITLE:Keyword Resource Authority File
OBJECTIVE/JUSTIFICATION:Effective assigment of subject headings and and verification of many corporate headings can be difficult when the unique word identifiers are buried in the heading string. Keyword searches in the bibliographic record file can return way too many hits. Keywording the authority resource file would lead to more effective heading assignment and save staff time. This search technique could be used not only by catalogers, but also by Public Service staff, researchers, etc. It should also be noted that there has been a sharp rise recently in the incorrect heading assignment of subjects by the Library of Congress. Some of these corrections have necessitated resorting to keyword searches on subjects and even titles to assign a legitimate heading.
IMPLEMENTATION:Use the current keyword programming to search in the Authority File. If this programming will not work, determine if another keyword search program could be used or developed. Consider the possibility of keywording the 670 fields as well. These fields include authors and titles and the titles could prove useful in tracking down an elusive subject term.
Nancy Lynne Williams; Authority Librarian, Resource Services; University of Florida nanwill@nervm.nerdc.ufl.edu
FCLA RESPONSE: EASY -- if every copy would get 2 lines of notes fields all the time (means fewer copies displaying per screen)
TITLE: Expand Copy Holdings Note Field
OBJECTIVE/JUSTIFICATION: The copy holdings note field (copy level note) provides an easy to access location for a variety of information, e.g. cataloger, reviser, binding information, cataloging history, 'reason' for an unusual decision, User messages, etc. Currently, the space provided is not sufficient. If a user message needs to be added, often previous information must be deleted.
IMPLEMENTATION STRATEGY: Provide a second line for the copy holdings note, or perhaps, the ability of the cataloger to add a second line, as needed.
It would be desirable, if possible, to also increase the display space in the OPAC.
SUBMISSION INFORMATION: Debbie Maher; Kathleen V. Goldfarb, Florida State University
FCLA RESPONSE: NO -- to request for separate IG or PU... this would make the the batch updating of the file very difficult
What is the real objectives: prevention of accidental derives of deleted records, ability to filter these records out of a search result upon request, and/or ability to identify these records in a search result? Depending upon the answer to this question, this may be three separate enhancements:
1. Modify NOTIS to disallow DERIve function on deleted authority records. -- MEDIUM 2. Create a search type that would filter the deleted records out of the search results (are these records so extensive as to really require this? -- MEDIUM 3. Use some flagging method (e.g., DELETED> in the index display to identify these records without having to look at them individually. -- MEDIUM
TITLE: LTLC Delete records
OBJECTIVE/JUSTIFICATION: Create a separate institution group for the "delete" records now kept in the ltlc ig. This would allow easy access between the active and delete groups through the term command while removing the delete records from the active file. Some of the delete records (primarily subject authorities) contain historical information useful to technical services staff but the increasing number of the records is causing the "active" ltlc file to become cumbersome to use. Separation of the delete records would facilitate automatic derive/claim and, in the long-term, make the active file much easier for staff to use. In terms of database management, it will be easier to use the active, already very large and complex file, by keeping it as small and clean-looking as possible. Also, in the future, the separate delete group could gradually be pared down for space purposes, based upon criteria to be developed for those records which would have no long-term value.
IMPLEMENTATION STRATEGY: Some discussion has already taken place on this and a possible workflow strategy has been proposed by John Hein. Essentially John's plan identifies delete records when first read (as happens currently). When delete records are loaded into ltlc, their second status byte would be set to D, causing them to disappear from the index.
At the same time, a copy of the delete record would be stored for load/merge into the delete institution group, this time without the status byte set to D. (If this procedure works out, it would be acceptable to run it quarterly, rather than with every authority load, if that would help workload).
As a separate project, all current ltlc status d records would be removed from the active file and moved into the new delete group.
SECOND CHOICE: If the above is not possible, it would be some improvement to have the delete records identified in the active file at the index display level by moving them into a separate processing unit. For incoming records, this could be done using the same load process suggested above. This compromise does not really address the long-term concerns of cluttered display and space however.
Submitted by: Linda L. Smith; Head, Cataloging Dept. (904) 646-2550; Thomas G. Carpenter Libary; email: lsmith@unf.edu
FCLA RESPONSE: EASY -- with simple formatting spec for SuDOC and Dewey
TITLE: Spine Label Format (holdover from previous enhancement lists)
OBJECTIVE/JUSTIFICATION: Certain call numbers do not print properly using the labl command. The most noticeable in our institution is SuDoc numbers. The colons (:) do not display and must be hand edited. Improvements to this program would increase efficiency and productivity, while decreasing errors.
IMPLEMENTATION STRATEGY: Analyze the labeling program and add necessary programming for SuDoc numbers (and perhaps others). Specs would need to be written.
SUBMISSION INFORMATION: Judy Depew; Kathleen V. Goldfarb, Florida State University
FCLA RESPONSE: MEDIUM -- as described below EASY -- if, for each institution group, either a) keep the system the current way for those that do authority work on provisional or b) purge the 9XX fields from the comparison data before producing the report. When the heading show up in firm fields, they will then get on the report.
TITLE: Processing of provisional headings
OBJECTIVE/JUSTIFICATION: Most libraries prefer to dedicate valuable Cataloging staff time for authority work on headings that have achieved some level of permanence in the institution's database. In the NOTIS system, so-called provisional headings (those in the 9xx range usually employed on bib-level 9 records) are most often associated with bibliographic records representing library resources not yet even received by the library, or, if received, not yet cataloged. Again, most catalogers would prefer to delay authority work for such headings until they are associated with resources firmly in hand and represented by permanent, full-level bibliographic records. However, it becomes very difficult to exercise this preference in the NOTIS system if one is predicating one's authority work on the New and Dropped Headings Report--the most efficient way --rather than on a record by record basis--the least efficient way. The reason for this is that the New and Dropped Headings Report, while noting that a given heading is provisional, does not allow that heading to reappear on the report once the heading has switched to permanent status. Thus, the cataloger cannot afford to ignore provisional headings because there is, in effect, only one chance to catch them.
IMPLEMENTATION STRATEGY: The solution to the problem is to modify the New and Dropped Headings Report so that the provisional flag (part of the MHI entry) is used as part of the index comparison procedure when generating candidates for the report. The result would be that the same heading, over time could appear on the list three times, as a new provisional heading, as a dropped provisional heading, and, finally, as a new permanent heading. An added benefit of this procedure would be the added flexibility of allowing any libraries that chose to do authority work for provisional headings--or even an occasional provisional heading-- the ability to continue doing so without preventing other libraries the ability to ignore provisional headings until they become permanent. In any case where a library derived an authority record for a provisional heading, when the heading reappeared on the New/Dropped Report as a permanent heading, it would be flagged as already having a authority record, thus avoiding the need for any further action on the cataloger's part.
Submitted by: John Hein, Head, Technical Services Division; UNF Library; jhein@.unf.edu
FCLA RESPONSE: MEDIUM
TITLE: The ability to 'protect' local information in Authority records from overlay. (individual fields within the record)
OBJECTIVE/JUSTIFICATION: Series records (and some name authority records) have local enhancements, local decisions, additional verification information. When the authority record is updated, that local information needs to be located and re-keyed. If that type of information could be protected from automatic overlay, it would speed the processing of authority records.
IMPLEMENTATION: Program a charactor or keystrock combination that would not display to the public, but would protect the field it is in.
SUBMISSION INFORMATION: Virginia Kuehn; Kathie Goldfarb
FCLA RESPONSE: HARD -- mostly due to lack of underlying support in the hardware/software for PCs (can't be done with 3270 emulation)
TITLE: Support of Diacritic Marks
OBJECTIVE/JUSTIFICATION: The catalogs of the State University System provide access to materials in many different languages. It is important to acknowledge and support all languages in the catalog. There are some cases in which the absence of the correct diacritic mark changes the meaning of the access we are providing.
IMPLEMENTATION STRATEGY: Revise the display in the OPAC of the diacritic marks input by catalogers and/or downloaded from OCLC or other sources.
SUBMISION INFORMATION: Debbie Maher, Doris Baker, Chris Gorsuch, Kathleen V. Goldfarb, FSU
FCLA RESPONSE: This request is problemmatic mostly due to the non-NOTIS issues inherent in the status of email service/usage SUS-wide.
MEDIUM -- if the email addresses were included in the regular patron loads from the registrar/personnel data loads OR just from online input by library staff VERY HARD -- if the email addresses require separate load/merge from a different source of data
TITLE: CIRC: Delivery of circulation notices by email.
OBJECTIVE: Email delivery of most or all circulation notices would provide faster delivery of such messages, and should decrease the time between the time a notice is generated and when user responds to a notice (particularly for holds/recalls, overdue notices, etc.). Likewise, there would be dramatic savings in paper, envelopes, postage, and staff time. Since notices are 80 characters per line, the same format used for current notices would be sent email rather than output to print. A condensed listing (all information) would appear in the Circulation Operations Report.
IMPLEMENTATION STRATEGY: Review and analyze other email solutions (particularly the Columbia University local NOTIS enhancement), and report to the PSPC Circulation Services Subcommittee the strategy used and the resources required. It is recognized that this enhancement would require defining and using a new address type in the Patron record and the ability to load email addresses from campus records through existing (or enhanced) batch interfaces. Also provide other options developed/recommended by FCLA. When approved by the Subcommittee, implement.
SUBMITTED BY: Bob Jones/UNF; Endorsed by the PSPC Circulation Services Subcommittee 10/17/96
FCLA RESPONSE: EASY -- IF, and only IF, the note can be increased on same screen as it now displays and there can be agreement on what data can be eliminated from the display to make room for the note
TITLE: CIRC: Expand Patron Note Field in Patron Record
OBJECTIVE: The patron note field displays on the circulation charge screen and provides alerts and important information for library staff. Typically this is used for identifying proxy users of a card, alerting staff to an exception situation, etc. Currently the allocated space is insufficient. Minimally, this field needs to be increased by one line (60 characters).
IMPLEMENTATION STRATEGY: Provide an additional patron note line of at least 60 characters to the patron record header. Adjust both patron screens and charge screens to display the entire enhanced patron note field. Recognizing that there may not be room on the current patron record display for an additional line/field, the following possible strategies are offered: -- Display fewer patronid or address subrecords per screen, thus providing more space. -- Implement the patron note as a repeatable subrecord structure, much like the other components of the patron record. Using this strategy, you would increase the size of the note only when you need to.
INITIATED BY: Bob Jones; Endorsed by the PSPC Circulation Services Subcommittee 10/17/96
FCLA RESPONSE: HARD -- if the switch to vanilla 6.2 circulation also requires keeping all existing FCLA enhancements in the online and batch programs.
TITLE: CIRC: Implement NOTIS 6.2 Circulation Functionality.
OBJECTIVE: The current "vanilla" NOTIS system (version 6.2) offers features and changes that increase the functionality and usability of the Circulation subsystem. The Libraries want and need this updated functionality either by incorporating the NOTIS upgrade into the FCLA version or by implementing corresponding specific features (see below) offered in that product.
IMPLEMENTATION STRATEGY: Evaluate NOTIS version 6.2 circulation for possible implementation in the FCLA environment.
If feasible, identify any lost functionality and refer that list to the PSPC Circulation Services Subcommittee for review and consideration. When/if approved by the Subcommittee, implement.
If implementation is not feasible, and after final review/approval of the Subcommittee, implement the following features using 6.2 functionality as the model: -- Global renewal, all or selected items from a list. -- Use of "lost" and "missing" flags in the item record, in addition to the use of pseudopatrons for this function. -- Use of menus and 3270 function keys for navigation among related patron, item, bill, etc. records and associated functions/transactions. -- Automatic batch fine/bill generation using the new online accounting system which meets prevailing bookkeeping standards.
SUBMITTED BY: Bob Jones; Endorsed by the PSPC Circulation Services Subcommittee 10/17/96
FCLA RESPONSE: This request presumes redundant patron records. FCLA would prefer a strategy that does not require duplicate records.
HARD -- as requested because it requires synchronicity of multiple records MEDIUM HARD -- even if a single record can be used because there is much more behind this request than is described in this proposal
TITLE: CIRC: Patron double accountability check during charge transaction
OBJECTIVE: This enhancement assumes that the same library number (patronid) issued by the user's home institution is also used at another SUS library to establish an account in their patron file. When used for a charge transaction, that number would be validated both in the transacting library's patron file and the user's home institution database each time a transaction is made. This would protect (on a continuing basis) all SUS libraries from charging out materials to an affiliate of another SUS library if the account is not in good standing at their home library. Since NOTIS knows which patronid prefix is associated with which institution, this enhancement involves double validation using existing routines. At some future point, this same strategy might be used to direct notices, fines, bills to the home institution for printing and processing.
IMPLEMENTATION STRATEGY: If a userid is entered into a NOTIS charge transaction (charges and renewals) that does not reflect the prefix code associated with the insititution where the transaction is taking place, the userid would be validated using existing validation routines both in the transacting library's patron file and in the home patron file (based on the prefix code) before being validated in the local file. If the validation fails in either file, the transaction would be blocked: "Transaction blocked, institution: XX" or "Not on File, institution: XX". Override functions as currently used would override the block by either institution.
SUBMITTED BY: Bob Jones/UNF; Endorsed by the PSPC Circulation Services Subcommittee 10/17/96 Revised 10/23/96: Clarified and Circulation Services Subcommittee endorsement added. Change title from: Patron accountability check during charge transaction
FCLA RESPONSE: OPTION 1: MEDIUM OPTION 2: EASY
TITLE: SUS patron validation for accountable transactions
OBJECTIVE: While the current NOTIS verification function only determines eligibility of a user (barcode number) to use LUIS proprietary databases, another transaction/system is needed *IN ADDITION TO* the existing system to provide stronger validation of patrons presenting themselves at SUS libraries other than their home institution. Typically this function would be used by a circulation department to determine if they would open an account and check out items to that person. This function would provide more information that is needed to open the account (create a local patron record). This function needs to answer the questions: Would this user be allowed to check out materials at his/her own institution; and at what privilege level would this user be granted those privileges. This information would then permit another SUS library to assess the risk in providing such services at their library. Patron records as protected under privacy laws must be protected. To ensure that privacy, access to the validation information would be permitted only by direct inquiry (no browse) by social security number (preceeded by the IG code) or by the 14-digit library number issued by the home library. These two numbers should be known only by the person to whom they are assigned. No inquiry would be permitted by name or truncated search. Privacy issues should not be a problem if the patron signs a waiver allowing the non-host library to share host-library registration data.
IMPLEMENTATION STRATEGY: This transaction would be honored only through a NOTIS session signed on at the circulation level (termid/userid). Using this system the operator would enter the user's patronid (pp) or an institution code preceding a social security number (NF123456789). NOTIS will know which database to search based on the prefix of either data string. The system would go to the appropriate institution's patron database and would return the following information:
OPTION 1: If the requesting library also enters the NOTIS transaction
code (LPxx), the host data record and subrecords would be loaded into the
requesting library's LPxx transaction template with a "MORE" or
"DONE" ready for the requesting library to press the
OPTION 2: A listing including (but not limited to), =patronid (parsed, as in NOTIS, typical). If the query was by SS#, then the first ACTIVE patron id would be returned. =Social Security Number (parsed) associated with that patronid =User's full name =patron note field(s) =status code with the corresponding caption: stud (UNF ugr student). This would reflect the privilege level. =Start date =End date =all address subrecords, including email. ="Privileges currently blocked/restricted at home institution" or "Privileges currently unrestricted at home institution"
Each inquiry would have to be number specific, no truncation, and no browse selection screens. If the system cannot find a corresponding record, a "Patron record not found" message would be returned. (This strategy would be reviewed and finalized by the Circulation Services Subcommittee before implementation.)
SUBMITTED BY: Bob Jones/UNF; Endorsed by the PSPC Circulation Services Subcommittee 10/17/96 Revised 10/23/96: Clarification and endorsement by Circulation Services Subcommittee. Title changed from: Inter-institutional patron authentication for accountable transactions Revised 10/27/96: More data to be returned on inquiry with the assumption that patron would waive (signature) confidentiality restrictions.
FCLA RESPONSE:
Phone renewal: HARD and EXPENSIVE (for the equipment required to support dial-access to NOTIS SUS-wide). FCLA is not aware of any 3rd party system that works with NOTIS now.
Web renewal system: MEDIUM if patron ID is sufficient. HARD if PIN is also required for security.
TITLE: Phone Self-Renewals
OBJECTIVE: Provide automated phone self-renewals. Using a touch tone telephone, patrons would receive information on items charged to them, items overdue, and items on hold for them. Information would be accessed using their library card number. This service would also save staff time. Patrons would renew items, cancel holds, and list total fines owed. Dynix has a add-on product called TeleCirc which provides these capabilities. Is a similar add-on available for NOTIS?
IMPLEMENTATION STRATEGY: Find an add-on, such as TeleCirc, which will provide the abovementioned services.
Submission Information: Brett Lear; Assistant University Librarian; Harold Goldstein Library; Florida State University
FCLA RESPONSE: MEDIUM
TITLE: New Front-end LUIS Remote Access Login with statistics.
OBJECTIVE:
1. LUIS, unlike most other systems, does not require a login to initiate the session but waits until specific services are needed. This strategy prohibits us from keeping meaningful statistics. By using a library patronid, and requiring that a user use the host library patronid, LUIS accesses can be made more "library-like" and can be the basis for statistics gathering.
2. By providing a front-end logon, LUIS can perform parameter setups which will help both the user and the LUIS administrators:
IMPLEMENTATION STRATEGY: Upon reaching "remote LUIS" (NERTPX), a menu screen is displayed: 1. Public databases (no asterisk), and 2. SUS Library menus (asterisk).
- If the user selects "1", a LUIS menu with the public databases is presented and all transactions are counted as "remote".
- If the user selects "2", the verification screen appears
which invites the user to type and
- If a user goes out on a menu gateway and the userid/affiliation is "lost", the user is again returned to the initial opening menu, requiring authentication and association with a statistical category.
Since the patronid can be linked to the patron record, other statistics (like remote use by patron group) might be extracted from LUIS.
This plan would not be used when LUIS knows the IP address to be associated with to an in-library workstation. Statistically, known IP addresses would be counted as being in an known library.
SUBMISSION INFORMATION: Bob Jones/UNF; Revised 10/27/96 to accentuate the statistics aspect of this enhancement. Title changed from "LUIS Remote Access Login"
After getting some additional information, we've concluded that what is being requested here is really at least two separate requests.
1. Create a union index of all citation records which contain a link to a full-text document... one-stop-shopping index to only the full-text data. 2. Create a link to any full-text document from any citation record for that document regardless of the origin. For example, if a Wilson index references the same article as the an IAC index which has the link, inform users of the existence of the full-text article.
There may be other functions implied as well.
FCLA RESPONSE:
1. HARD -- mostly because we have no model for handling union keyword indexing and dedupping of records with no common key. There is no standard article identifier to be used. 2. HARD -- for the same reason... no standard article identifier that can be used to link a citation record from one vendor/publisher to full-text supplied by another.
TITLE: LUIS Hook to ELECTRONIC Holdings
OBJECTIVE: Because present Hook To Holdings functionality points only to library holdings reflected in the SUS catalogs, availability information for electronic holdings (full-text in LUIS) needs to be incorporated into the present functionality. Particularly since full-text is new, users will not know about electronic holdings or assume that they are not available because there isn't a caption displayed (as in the IAC databases).
IMPLEMENTATION STRATEGY: A separate index based on the elements of the IAC General Academic and Business indexes (and future indexes) as qualified by fmt=ae (or other strategy) would be replicated in a separate index -- much like the SUS Combined author/title index. This index could be searched separately (helpful for ILL and Reference Departments) or used for matching in the HTH function (below). Results from a search in the index would be clickable in the WWW environment.
Upon selection of HTH, the user would have a menu of 3 choices:
1. Your Home library (Your home library is currently set to: XXX) 2. All SUS libraries 3. Full-Text on WebPortal/WebLUIS
There would be no difference in functionality if either 1 or 2 is selected.
If 3 is selected, LUIS would formulate and execute the following or similar
search in the new "AE" index: k= (no=
When the results are returned, they would be clickable in the WWW environment.
RET would continue to function.
It would be hoped that similar functionality could be used when implementing HTH from ERL and/or other services.
FCLA RESPONSE: MEDIUM -- if we can retain all the duplicates across databases and don't have to do any sorting/ordering/merging of results (this is how most systems offering "broadcast" searching work) HARD -- if duplicates have to be identified (i.e., there is no unique article identifier number) and results have to be merged and sorted
TITLE: Multiple database searching
OBJECTIVE/JUSTIFICATION: This NOTIS function would allow users to search more than one database simultaneous. It would allow the user to pick several databases, either by name, i.e., USF catalog and ABI/Inform and Business Index, or by number, assuming that each database is uniquely numbered or lettered. All other commands, such as LIB or MARK or EMAIL, would still be available.
IMPLEMENTATION STRATEGY: Steps towards implementation would include: unique numbers or letters or any system of identification for each database; a command to elicit the conjoining of databases, such as, TOG for "together."
Submitted by: Karen L. Roth // Reference Librarian; University of South Florida // Tampa, Florida 33620 Phone: 813/974-9865 // Fax: 813/974-9875; E-Mail: kroth@dudley.lib.usf.edu
FCLA RESPONSE: MEDIUM -- but will never be 100% accurate
TITLE: Series display in series number order
OBJECTIVE/JUSTIFICATION: It is assumed that if the patron/staff member knows the title of an individual work, he/she will search by that title, not by the series title. If what he/she has is the series title, the 'secondary sort' should be by series number.
IMPLEMENTATION STRATEGY: Program the system to sub arrange a series
search by the
SUBMISSION INFORMATION: Virginia Kuehn; Doris Baker; Kathleen V. Goldfarb, Florida State University and Cecilia Botero and Martha Hruska; University of Florida
FCLA RESPONSE: Option 1: increase limit to 9999 -- EASY Option 2: enable BROWse over the MHI (a/t/s) indexes -- EASY/MEDIUM
TITLE: Increase or eliminate the 5000 search limit
OBJECTIVE/JUSTIFICATION: For a FEW personal names, the 5000 search limit significantly inhibits the catalogers ability to shelflist properly. This is especially critical for musical performers and composers.
IMPLEMENTATION STRATEGY: I suspect that the search limitation is based on usage of system resources, and am not suggesting a complete elimination of the limitation. Two possibilities are:
1) Warn the person conducting the search that there are over 5000 responses with the suggestion that they limit the search, perhaps with a link to information on how to limit. But also provide the option to view 'all' the results.
2) Warn the person conducting the search that there are over 5000 responses with the suggestion that they limit the search, perhaps with a link to information on how to limit. But also provide the option to view the 1st 5000. At the end of that list, provide the option to continue viewing the next 5000, etc. Not knowing how the system 'queues' results, I don't know which of these would be less system intensive.
SUBMISSION INFORMATION: Randye Jones; Kathleen V. Goldfarb, Florida State University
FCLA RESPONSE: HARD HARDER if using the NOTIS solution which is fundamentally flawed.
NOTE: FCLA is looking into whether the LIB (i.e., the Hook-to-holdings) feature to see if it could be used to help connect users to the series holdings)
TITLE: Linked analytics
OBJECTIVE/JUSTIFICATION: Enable LUIS display of item record information: circulation status and temporary location for analytics with item records attached to series record. Patrons are continually misled by message "Check shelf" on analytics when the piece may be either charged out, on reserve, or otherwise in a special location. This enhancement will reduce such confusion.
IMPLEMENTATION STRATEGY: NOTIS implemented this in 5.1.2 as Linked record function. It should allow multiple linking of one item record to a number of NOTIS records. Of course, FCLA will fix bugs reported in 5.1.2 function.
Yes, it was on last year's ballot.
Submitted by: Judy Depew (judepew@mailer.fsu.edu); Documents/Maps/Micromaterials; Strozier Library, Florida State University
FCLA RESPONSE: EASY
TITLE: Public display of Series A/T crosses
OBJECTIVE/JUSTIFICATION: Fix the public side software so that author/title crosses on series authority records are displayed to patrons. These entries are already included in the Merged Headings Index and display on the staff side. For patrons, vital links are lost because the numerous author/title crosses on series authority records do not display on the public side. Series titles can be "somewhat obscure" and the link from a corporate body serves as an important reference.
IMPLEMENTATION STRATEGY: This is really a fix, not an enhancement, to the public display software and the programmers would have to investigate how this might best be done. (NOTE: A technical fix would be to adjust the indexes so that they recognize all crosses on series authorities for public display when the series use code is set to c. However, this might involve refining the conflict and error detection routines to distinguish crosses from valid headings for purposes of checking the use codes. This would have broader positive implications for the C&E routines in general.)
Submitted by: Linda L. Smith; Head, Cataloging Dept.; (904) 646-2550; University of North Florida; email: lsmith@unf.edu
FCLA RESPONSE: HARD -- mostly because of the analysis required to determine what needs to be done to fix the problem. BUT -- we really want to do this one, so please vote it high. ;-)
TITLE: Searching/verifying Personal Names with Dates * and descriptive identifiers * (Rev.)
and
TITLE: Improvements to redirected series searching for personal name series.
OBJECTIVE/JUSTIFICATION:As UF tested and used the Northwestern CLARR software it quickly became obvious that the FCLA index differs from Northwestern's in handling the searching/verification of personal names with dates. All returned reports of heading verification fail to identify the existence of personal name authorities with dates and all pointing and clicking on personal names with dates fail (does/would this happen in WebLUIS?) There are many personal names with dates--it is almost equal to one personal name with date for every title cataloged (some titles have none, others have three, four, or more) Of course one can delete the dates and reinitiate the search. However this quickly becomes aggravating and we have noted the rise of duplicate personal name authorities being derived because one accidentally supposed the name authority was lacking in our catalog.
IMPLEMENTATION:Develop programming that would identify the existence of matching authority and bibliographic records when personal names with dates are searched. If dates do not match exactly back one to the file without date significance which is what essentially we see now. This would allow one to clean up date strings that do not match. If split files exist between correct and incorrect date strings, their identification would be missed, but future routines may catch these.
Submitted by: Nancy Lynne Williams; Authority Librarian, Resource Services; University of Florida; nanwill@nervm.nerdc.ufl.edu
We would like to add to this enhancement, Fixing the MHI personal names sort of descriptive identifiers, e.g. "Smith, John. Sir" before "Smith, John Adams" May they be combined?
Submitted by: Kathleen V. Goldfarb goldfarb@mailer.fsu.edu
TITLE: Improvements to redirected series searching for personal name series.
OBJECTIVE/JUSTIFICATION: When searching for the complete works of an author, a user will normally encounter the message to search under the Author, date. Complete works. Hitting the key to redirect the search, executes a title search which comes up empty. Changing the search to t= still comes up empty unless one removes the title portion of the complete series title. When one finally does the basic author search, you have to go through all the titles owned to get the Works. There is no short direct route to the title.
IMPLEMENTATION: Consider just making all 490's indexed?? Or make the redirect searches default to K= ?? Or other more sophisticated searching redirection for author/title series is required. Or, other ideas??
Submitted by: Gary Cornwell and Martha Hruska; University of Florida
FCLA RESPONSE: MEDIUM
TITLE: Use of LTLC Reference records
OBJECTIVE/JUSTIFICATION: Incorporate the reference records resident in ltlc in individual databases. Reference records are important informational records the content of which would enhance significantly the use of the authority structures of the databases. Generally, they contain information on subject heading structure which is found nowhere else. This information would help both staff and patrons to use the subject heading system more effectively and efficiently. Examples in ltlc: Accreditation, Administration, Registers
These headings are currently retrievable in ltlc through a jx search only. They are designated REFERENCE RECORD in the ltlc display. They are distinguished by a fixed field code of KIND=b or c and the use codes are > bbb. It would be preferable to have the ability to retrieve only reference records so that they could be isolated and maintained more easily in relation to the rest of a database.
IMPLEMENTATION STRATEGY: Investigate possibilities of using the fixed field "kind" codes to have these record headings and notes display in the subject index and be excluded from the conflict and error detection routines. Experimentation in the UNF database indicates that these records may be derived and are indexed on the staff side. Their content of a 150 and 260 note parallels most closely the situation in which a standard subject authority has a 680 note field. The 680 note field displays on the public side at the main heading.
Submitted by: Linda L. Smith; Head, Cataloging Dept., University of North Florida email: lsmith@unf.edu
FCLA RESPONSE: Strategy 1: MEDIUM Strategy 2A and 2B: MEDIUM
TITLE: Inventory Reports and Database Management
OBJECTIVE: Since the Legislature made NOTIS the statutory substitute for the State Inventory System for books in the SUS Libraries, no reporting functionality has been forthcoming. This is needed to accurately report inventory strengths and write-offs to local officials each year. Presently we are using guesstimates when an automated system could provide us with more accurate information. Likewise, there is no way to take a barcode inventory (partial or full) and put it into NOTIS without affecting the circulation use statistics. As a byproduct this enhancement could provide other useful information and patterns.
IMPLEMENTATION STRATEGY:
1. Provide a version of LCxx disc (perhaps LCxx invy) that would only update the LAST USE field of the item record, except if the item was charged. The objective is not to update the use statistics or create action records, but "found" items would be processed as a discharge; browses would update only the LAST USE field, discharges would be processed normally (to catch "found" items).
2A. Provide a central (segmented by institution?) relational database (DB2 or SQL-compliant) against which management can initiate custom reports (including those in 2B) using a standard commercial end-user client (Oracle, Esperant, etc.).
AND/OR 2B. (Based on item records) Provide a report using the Fiscal Year as the primary separator and provide the following information for each year encountered:
A. Total records with a created date in this fiscal year. B. Total records with a last use date this fiscal year. C. Total records this year which are charged to missing. D. Total records this year which are charged to lost/billed. E. Total records this year which are set to "withdrawn". F. Total records this year have not circulated (no charges/browses) G. Total records this year where the last use date equals the created date (probably never got to the shelf?) H. (At End) Total (all) records analyzed.
Provide the option at the time of the above report is run to generate detail by call number range (NATC) for all or selected years, selected call number spans, with A-G subtotals indicated in columns on that call number range's print line.
SUBMITTED BY: Bob Jones/UNF; 9/4/96 - original submission; 10/1/96 - revision 1
FCLA RESPONSE:
1. IMPOSSIBLE. Providing a security module to run on a workstation that is integrable with any PC application is not possible. For instance, if the application is windows-based, such a module would have to be linked into the application. Somehow, i don't think Microsoft would be very interested in allowing FCLA to relink applications and produce new executables of Microsoft products. Nor would any other PC software vendor. The only way this would be possible, that I can see, would be if it was called as a freestanding executable within a DOS .bat file. While possible, it is fatuous since the DOS .bat environment is extrordinarily insecure.
2. MEDIUM. The implementation descibed in the enhancement request only solves part of the security problem. A proxy Web server is a proxy for a client, not for a server. Using a proxy server, FCLA could make client machines look to a remote server as though they were coming from the proxy server's IP address. There are two other requirements that a proxy server does not address. The first is patron verification by the proxy server. FCLA would need to build an interface between the proxy server and the patron files. The other security need is to connect to remote servers that require USERID and PASSWORD for access. This would require a scripting tool buried as a CGI, such as the one developed by OCLC and which FCLA is currently investigating. --mark hinnebusch, fcla
TITLE: Remote Authentication of PatronID (library number)
OBJECTIVE: With the decentralization of SUS library services, there is a need to authenticate/validate the PatronID (library number) as maintained in real-time on NOTIS as a condition to use local and remote services on a networked (Internet) workstation at both known IP addresses/domains and workstations connected through other IP providers. The solution needs to work both to control access to local campus services as well as provide the authority to connect to commercial servers with the session appearing to be initiated from a prescribed IP address or domain name. These solutions must be transportable to the extent that they can be run both in an SUS Library and/or at FCLA/NERDC. The solution must be integrated and function in real-time reflecting current data in the NOTIS patron record.
IMPLEMENTATION STRATEGY: 1. Provide a module that will run on in-library networked workstations that will interact with the Notis Patron file over the Internet. Success or failure of the validation will be reflected in program return (error level) codes. Timeout with a negative separate response would be controlled by a command line numeric variable measured in seconds, with the default being 10 (seconds). Three responses: Yes, No, Timeout.
2. Provide a WWW pass-through proxy server at NERDC. Upon connection and successful validation of the patronid, the user would be assigned a library specific IP address or domain.name. All connections subsequently initiated through this server would carry this assigned address thus permitting the user to successfully connect with another server and be successfully authenticated on that server. The proxy server would break the connection if unused for 10 consecutive minutes. The model should be like that of The Anonymizer (http://www.anonymizer.com/), but equipped with IP addresses "known" to other servers. For example: A UNF student coming via aol.com connects to a web address at NERDC where his library number is validated. The server assigns that user a specific IP address and displays a WebPage of WWW resources which can be reached using that IP address. The user clicks on a selection (like Encyclopedia Britannica) and is connected seamlessly (based on IP address) to that service without having to give a userid & password. If there is inactivity for 10 minutes, any response to that user would be "page not found" or equivalent. All pages and responses would be routed through the NERDC router to the user's actual workstation browser session.
SUBMISSION INFORMATION: Bob Jones/UNF
FCLA RESPONSE: This item does not have to be prioritized at this time. FCLA believes that a committee or task force made up of knowledgable SUS librarians and FCLA staff need to develop specifications and a plan for further development of WebLUIS. This issue will be discussed during FCLA's portion of the Joint Meeting agenda.
TITLE: Modifications to WebLUIS/WebPortal
Objectives/Justification: To modify WebLUIS to make searching easier, more efficient, and more intuitive for the user.
IMPLEMENTATION STRATEGY: The PSPC would like to see further work on the development of WebLUIS. Such work may include some or all of the following:
1. Change in placement of the command line for the initial search that will eliminate the need to scroll down the screen in order to enter a search. Understanding that different browsers and releases, as well as the user's choice of settings will alter the display for the user and that scrolling is standard in the web environment, the placement of the command line is still up for debate.
2. Text boxes created for author, title, subject, and keyword searches rather than the 3270 look and feel, or if due to the nature of NOTIS the user must enter t=; s=, etc., have the example for each by the text box.
3. A limit feature in the IAC database to retrieve full-text articles only. We are going to assume here that the vendor has something in the record that can be tagged.
4. An indicator on the index screen that displays full-text availability for the IAC databases. This will more than likely mean a more abbreviated version of the article title. Again, vendor must supply information than can be "tagged."
5. Create a constant text notice where the user cannot/should not use the browser back/forward buttons.
6. Formatting of the full-text in WebPortal needs work when displayed or printed. Many times words are strung together and it is difficult to read and decipher.
Submitted by Monica Metz-Wiseman, USF on behalf of the SUS PSPC
38. LUIS: Modifiable Search History
FCLA RESPONSE: This item is already on FCLA's committed list and does not have to be prioritized.
TITLE: Modifiable search history, with numbered, combinable sets
OBJECTIVE/JUSTIFICATION: Numbered, combinable sets in the public access mode (LUIS) would give users valuable options for searching. It would allow users to search and combine these numbered sets, thereby giving them the opportunity to create and re-create their searches, until they have achieved the data sets required or closest to their requested information. The advantage of having a reviewable search history means that the user can combine or review any of the data sets previously created. It would also be advantageous to let these sets "travel" with the user, enabling the searcher to use the same strategies in different databases. A "clear all searches" option would be required.
IMPLEMENTATION STRATEGY: In order to implement this enhancement, NOTIS would have to allow for storage of the search strategy sets created and allow the user access to these by an optional command, such as "REV" for review sets. This would bring up a screen that displayed the sets created, such as:
Set No. Search Results #1 ka=washington 2456 #2 kt=politics 126,893 #3 #1 and #2 126
k= or k[Enter] could then be used to continue searching. "i" could still be used to display the results of a combined search data set.
Karen L. Roth // Reference Librarian; University of South Florida // Tampa, Florida 33620 Phone: 813/974-9865 // Fax: 813/974-9875; E-Mail: kroth@dudley.lib.usf.edu