2020-09-10 (Item's returning)

Meeting details

Agenda

• Integration points during item’s returning

  • Storage is expected

  • Item is stored

• Deviations from standard circulation process

• Send hold/recall requests to Remote Storage cases

• “Returning an Item to remote storage” full flow

• Outstanding questions
  
  

  • Locations and circulation stops mapping

  • Request process case (item is checked in before notification about its retrieval from remote storage is received)

  • Should items be prevented from requesting while they are in the process of accession?

  • Ability to cancel remote request while an item is still in its storage

  • Is it okay to update item's metadata while it is circulating out of the storage?

Notes

• Stacy asked group to look at documentation as it's nearly final

• Dematic EMS does not have this integration point

• Makes item requestable in Sierra so when item arrives at work station it flags as check-in and then check-out to another patron, rather than shelving, retrieving and then checking out again

  • Dematic developed this for GVS

  • All agree very nice feature

• FOLIO can achieve this by ability to place hold on item checked out or in transit

• Caiasoft has ability, but Duke doesn't use it

• FOLIO shouldn't make item available until item is stored message is received in Dematic

• Caiasoft sends materials to remote storage, items are accessioned, then integration with ILS that says material is at facility, holdings and items need to be updated

• When item returned in Caiasoft knows item has been returned, still has ability for a request to be placed on item even when checked out in Caiasoft

• Cammie doesn't think Caiasoft needs integration point like in Dematic

• Stacy truing to prevent making the item available before it reaches it's storage box

• Cammie - patron is always able to place hold, but not page

• Custom item status - item status becomes "available in storage" as ASR request separate from paging or holding

  • Causes some issues at times

• Item being lost would be an outlier

• Caiasoft - daily process runs after midnight puts the data in sync so if something checked out late Friday then it's resolved on Saturday morning so there's no time lag of not knowing where the object is

• We need some means of tracing when Dematic or Caiasoft does not fulfill request, and there's no alter or report to tell someone - custom item status above usually prevents error

• Cammie - only issue we have now is with Borrow Direct, where items go out in Caiasoft but they don't show out in the ILS right away until something is done with them on campus

• Group agrees that FOLIO shouldn't allow an item to change its status to "Available" until item's arrival notification from Remote Storage System is received 

  • David points out we may need another item state like "awaiting storage" in future iterations

• Stacy proposed FOLIO check item in automatically to primary service point if it hasn't be done so manually (in case of forgotten check in in ILS while checked in in remote storage)

  • Some complications, harder than it sounds because of associated pop-ups - how is that handled?

  • Also could be issue for multiple item items like multi-cd recordings

  • Helpful if we can find a way to handle pop-ups

  • Tod brings up issue of forgotten/missed check-in in FOLIO, should this be automatically rectified? 

  • At Duke there is no way for anything to get to offsite facility unless it's been checked in 

  • Cammie notes that perhaps this should be part of accession

  • Group agrees this would be nice to have down the road

    • Chicago can solve with report when items get out of sync

• Does EMS has data it spits out that's not being captured? Some confirmation about something coming?

• Suggestion: remote storage sends message to FOLIO to say this thing is now stored, then FOLIO checks to say are there any outstanding requests for this item, if so I'll push those through

  • Seems okay for EMS

  • Tod - Dematic would need to take a new action; we'd need to pay them for some new programming

    • If we can not have that enhancement on the Dematic side, what is the work around?

      • Stacy suggests leveraging ASR

• How do materials acquired and sent straight to storage fit into this workflow? It's a technical services workflow (Duke)? 

  • "To be accessioned" item status? 

  • Items sent to remote storage automatically accessioned though

  • GVS workflow may help prevent items mistakenly sent to storage from being accessioned 

• Locations and mapping: Collection codes that are in ILS that reflect physical locations across campus

  • mapped to a table called accession table to separate location codes that record history of original locations in remote storage 

    • work done in ILS, in the naming convention of the shelving location

    • group at Duke is working on this mapping for FOLIO, but not sure they've looked at it for remote location codes

Artefacts

Attendees