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National Library of Sweden - Reading Room Workflow

Preconditions

• A majority of the items at National Library of Sweden are reading room loans placed in closed stacks.

• Items for reading room use are defined by location and loan type.

• Regular reading room items can be requested to the main service point and used in the main reading room.

• Special collections items can be requested to the special collections servicepoint and used in the special collections reading room.

• The loan period for most items are 30 days (with automatic renewal) but patron must use the item at least every 7 days to keep it on shelf. When material has been on the shelf for more than 7 days without being used it is checked in by staff and returned to stacks.

Workflow in current system (Aleph)

1. Patron requests item (in closed stacks) in OPAC/Discovery.

2. A callslip is automatically printed at a specific printer (depending on stack location or pick-up servicepoint. The pickslips are divided in two parts with duplicate request information on top and bottom halves and are split on retrieval: half stays on the stack shelf as a placeholder, the other half travels with the material placed in the books as pick-up slips.

3. The material is retrieved from stacks and delivered to a material handling area.

4. If the loan type indicates reading room loan the material is checked out to Patron (before patron arrives) and a notice is sent. The material has status  ”On Shelf”  in the ILS Reading Room tab.

5. The material is delivered to Hold shelf.

6. Patron arrives to collect the item.

7. Staff register/toggle the material as ”In reading room” in the Reading room tab and hands out the material.

8. Patron return the item and choose to return it to stacks (check in) or keep the book for further reading another time (the material is toggled to status ”On Shelf” in the Reading room tab).

Prefered workflow in FOLIO

1. Patron requests item (from closed stacks) in OPAC/Discovery.

2. Request is printed at specific stack location.

3. Item is retrieved from stacks and delivered to a material handling area.

4. Item is checked in and notice is sent to patron. Request-status: Open – Awaiting pickup.

5. Item is delivered to Hold Shelf.

6. Patron arrives to collect item.

7. Item is checked out.

8. When Patron returns the book they can choose to return to stacks (check in) or keep the book for further reading another time. Some alternatives to do this:

Alt 1 – Item is toggled to the status/location (or other) ”On Shelf” (and is still checked out to the patron).

Alt 2 – Item is checked in and staff choose to either return to stacks or keep request/reserved.

Key features

• It must be possible to see if a material is on Shelf or in Reading room (individually and lists) and when it was handed out.

• It must be possible to create lists of items that has been on shelf for more than 7 days (both used and not used material)

• A smooth workflow - as simple as possible with as few pop-ups as possible.