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National Library of Sweden - Reading Room Workflow

Preconditions

and background

• About 75 % of the

• loans at the National Library of Sweden are reading room loans

• .

• The reading room loans are items that cannot be taken out of the building, they are checked out (loaned) for use inside the National Library of Sweden. The reading room loans can be viewed either in the Main Reading Room or in the Special Reading Room for rare books. Both reading rooms have circulation desks and waiting shelves (which are out of reach for patrons and this is where the items are placed before they are loaned).

• The reading room loans can be returned completely, i.e. checked in and sent back to the closed stacks (to loan the item again a new request from the closed stacks is needed). Alternatively the loans can be stored temporarily for further reading the same or another day, i.e. kept on the waiting shelf and marked in the Integrated Library System (ILS) as such (to read the item no request from the closed stacks is needed).

• The actual location of items can be tracked in the ILS throughout the period the patron has them on loan. It is also possible in the ILS to see the time period the items have been on either the waiting shelf or in the Reading Room, and when the patron loaned/received a message about the item for the first time and the return date due for the loan.

• 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” by scanning the RFID tag in the ILS reading room tab and hands out the material.

8. Patron return the item and

1. either 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/in.

• 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.

• Possibility for statistics