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Dennis Bridges

Dawn Rapoza

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Comment: added notes 3 and 4

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RequirementStatusPriorityUse Cases
(SAMPLE) Library must be able to print claim to pdf based on a specified template defined in Settings

Status
colourYellow
titlePending

Status
colourGreyRed
titleMediumHigh

Library has identified that a material due for receiving is "past due" based on expected arrival date and needs to notify the vendor of such. Library communicated a pdf via email.communicates via email or submits a claim in the vendor system. Copyright office will also send paper mail to certain vendors because they are required to send "Registered" mail that is signed and returned (often now they are sending pdf copies along side that paper copy)

Status
colourYellow
titlePending

Status
colourRed
titleHigh

Copyright is actually sending claims to publishers. They manage claims differently from the rest of the library, different legal wording in claims. 

Status
colourYellow
titlePending

Status
colourRed
titleHigh

 System

System identifies that a material due for receiving is "past due" based on expected receipt date. System alerts a user that the material is overdue so they can take action. System identifies the claiming deadline for the material in questions so the user is aware of whether a claim can still be made, or how much time they have left to complete the claim. 

  • LC groups rely on reports being generated from the ILS that identify what needs to be claimed OR users are manually identifying this (notice something is missing when opening a package or reviewing the list of expected issues)

Status
colourYellow
titlePending

Status
colourBlueRed
titleLowHigh

User decides is able to decide not to make claims for specific order..orders or based on the details of specific orders.

Status
colourYellow
titlePending

Status
colourRedBlue
titleHighlow

User is not ready to claim material but wants the notification to appear again after a specific interval

Status
colourYellow
titlePending

Status
colourBlue
titlelow

User is following up on a claim made by another librarian and that staff member is not available for consultation

Status
colourYellow
titlePending

Status
colourGrey
titleMedium

The ability to run a report/generate a list of "past due" expected issues would be very helpful, so that we can pick and choose which issues we want to claim and send to the vendor in batches, rather than issue by issue.

Status
colourYellow
titlePending

Status
colourRed
titleHigh

Some vendors have very short claiming windows and LC does not have the staff to meet those deadlines in many cases. Automated electronic claiming would allow library to meet those deadlines. If we don't meet the claiming window we often have have to rebuy something and this value could be better sent else where.
Monographs Specific








Serials Specific

Status
colourYellow
titlePending

Status
colourGrey
titleMedium

Irregular shipments of serial issues is especially prevalent with exchange partners. In the case that there are 2 copies ordered it can be difficult to determine which issue for which copy should be claimed. 





Questions:

QuestionStatusConclusionComments
What order and receiving fields are required?

Status
colourBlue
titleOpen



Can you provide examples of your current claim form? For serials and for monographs




Is there a use case in which in serials receiving a received issue does not trigger a claim for the prior unreceived issue? I.e., should receiving an issue automatically trigger a claim if the previous issue is unreceived?

Status
colourBlue
titleOpen



Is there a use case for searching open claims or viewing all open claims?

Status
colourBlue
titleOpen




Notes

  1. LC currently has Voyager Claim funcitonality disabled. This decision was made many years ago and the claim function was disabled because it was not granular enough and would result in too many distracting alerts.
    1. Currently export list of items that need to be claimed from voyager. Voyager generates a claim file from the reporter module that is sent to servers where another system transforms that into a claim form.
  2. Currently copyright office is manually reviewing titles and identifying what needs to be claimed
  3. (From Dawn Rapoza) Tacking onto a point made by Megan: Even if receipts are checked in only at the holdings record level (Self-Contained Units; no check-in record used), I believe a purchase order is still created (Firm Order/Copyright/Exchange). Can order type (Firm Order/Copyright/Exchange) be used to differentiate between titles for which there are multiple orders? Other SMEs who have been doing this at LC much longer than I have can correct me if I'm wrong.
  4. (From Dawn Rapoza) Tacking onto a point made by Lauren: Even though there might be a purchase order with type = Copyright and a second purchase order with type = Firm Order (used for purchased subscriptions in Voyager) for the same title (representing multiple "orders"), a check-in record for each order might not have been created, for any number of reasons. Though, I think, quite often, the step of creating the check-in record in Voyager simply might have been missed. This can result in issues not getting checked-in or otherwise incorrectly routing/handling issues, necessitating possible erroneous claiming, which the publisher may or may not honor. Just another added layer of complexity.