FOLIO Selection Task Group Minutes 3/23/2017

Attendees:

Eric Hartnett

Ann-Marie Breaux (Deactivated)

Charlotte Whitt

sgwenzel

Sebastian Weigel

D Ellen Bonner

Simona Tabacaru

Bill Verner

Deborah Lenares

Susan Martin

Privacy

If a patron requests a resource, is the person’s information stored? For how long?

On the request form, give the patron the option to be notified. If they don’t want to be notified, there’s no reason for their information to be stored. If they want to be notified, can we automate the process of stripping out the personal information once they’ve been notified?

For an item that has been requested/ordered, place a hold on the item record. This serves two purposes:

Once the item has been received, the patron has been notified, and the hold taken off the item, their personal information can be automatically be deleted from the request.
The hold can act as a way for the patron to track the status of the item order.

Ordering

It would be nice if request forms fed straight into FOLIO. It would also be nice if patrons could search/view Amazon/YBP/etc. when completing a request and the information could be pulled into FOLIO. Because these systems are not all-encompassing, it would be necessary that requests could also be entered manually.
The group discussed whether resource announcements on social media, like Twitter, actually triggers many requests. The general feeling among the group was that this is not the case so this functionality that Filip envisions probably doesn’t need to be a priority for the initial rollout.
Some institutions’ interlibrary loan departments sometimes purchase resources apart from the acquisitions department for various reasons so it’s important that ILL is tied to acquisitions in FOLIO.
It would be nice if ebook turnaway reports could be incorporated into the selection process to help selectors make more informed purchases.
Even when data about a resource is pulled into an ILS, selectors still continue to use vendor/publishers systems because they contain more information about the resource than the ILS.
One suggestion for an improvement over the current process is getting paper slips to work seamlessly within FOLIO. This is something vendor systems don’t do well. Can vendor slips be pulled into FOLIO so that selectors can review them there?
During selection, it would be nice to know who already owns a resource [Ex. Who in Ivy Plus owns this? How many libraries in Massachusetts own this? Do we already own this?] It’s also important to know if it’s owned in different formats/editions.
It was suggested that it would be nice if ebook title lists from publishers could be pulled into the system to help with budget planning.

Funds

From Filip: “Large vs small libraries — who decides which fund to encumber for each purchase and does it differ for different sized institutions?”

This really varies by institution. At some institutions, it’s the selector who determines which fund a purchase should come out of. This is particularly the case where funds are broken down into subject areas. At other institutions, selectors place the order but it’s the acquisitions that determine which fund it comes out of. In some cases, a selector may specify a fund but the acquisitions department has some discretion/flexibility in using a different fund if necessary. There are cases where the type of fund used is determined by the resource. For example, endowments/gifts may only be used for a specific type of resource or resources for a specific subject area and it may be at the selector or acquisitions level to determine if/when this is applicable. The key is that flexibility is needed.

Trials

At some libraries, a selector requests a trial (which may have originated from a patron) and the acquisitions department handles arranging the trial with the publisher and setting it up and then the selector markets the trial to interested parties. At other libraries, trials are handled completely by the selector – they arrange, set up, and market the trial.
Gathering feedback also varies. At most libraries, selectors receive informal, direct feedback. Some libraries gather feedback through online forms. It would be nice if FOLIO could store feedback along with the trial record so that one could refer back to it in the future.

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