[Evergreen-general] How do you handle placing temporary ILL items on hold?

[Elizabeth Davis]

Hi Benjamin

We have a mix of workflows.

  1.  Some libraries use the Pre-cats and there are some distinct workflow options:

     *   Notify the patron and then check it out via the pre-cats when the patron arrives to pick it up.
     *   Check it out via the pre-cat option and then notify the patron
     *   Have established pre-cat items that are recycled among the ILLs.  For example, there is a pre-cat item that's just Title: ILL #4 and they check it in and out with each different ILL item. Tracking of which item gets which ILL precat is done via paper.

  1.  Some libraries add brief/short records and there are some distinct workflow options
     *   Use an ILL template that are not OPAC visible but holdable.  Staff add the items and place the patron holds.  Evergreen takes over with the notifications. Each ILL has it's own record and it's on the staff to remove the records when the items are returned.
     *   Some have generic ILL brief/short records that they recycle among each ILL.  Similar to the established pre-cat ill outlined above.

The libraries that use the brief/short record use it for the built in Evergreen notification features and the libraries that use the pre-cats tend to call patrons for normal holds notifications.

We have a few libraries that use the public facing Notes feature to keep in touch with patrons regarding their ILL requests.  It also helps ILL staff keep the circulation staff updated on the status of requests.  We have a video of one of the libraries that uses this workflow here: https://youtu.be/W5KEFq7HO9M?t=956.




[cid:image002.png at 01D91F6C.29760630]Elizabeth Davis (she/her), Support & Project Management Specialist
Pennsylvania Integrated Library System (PaILS) | SPARK
(717) 256-1627 | elizabeth.davis at sparkpa.org<mailto:katherine.dannehl at sparkpa.org>
support.sparkpa.org<https://support.sparkpa.org/> | support at sparkpa.org<mailto:support at sparkpa.org>

From: Evergreen-general <evergreen-general-bounces at list.evergreen-ils.org> On Behalf Of Murphy, Benjamin via Evergreen-general
Sent: Tuesday, January 3, 2023 10:40 AM
To: evergreen-general at list.evergreen-ils.org
Cc: Murphy, Benjamin <Benjamin.Murphy at ncdcr.gov>
Subject: [Evergreen-general] How do you handle placing temporary ILL items on hold?

We're looking for suggestions on how to efficiently place ILL items on hold for patrons that have requested them. (Items that aren't in Evergreen and won't need to be there long term.)

Current behavior we're getting is that the ILL item comes in, the staff add it as a pre-cat item, goes to the Item Status screen, scans it and places an item hold for the item for the patron. When the item is then checked in to capture the hold it says "send to cataloging" because its been added as a pre-cat item. That adds a level of complexity that we're hoping to avoid.

Our goal is to have a scenario where the ILL item can be efficiently placed on hold for the patron and then the ILL item can be removed once it has been circulated. Do any of you have a process you use? Do you have a bib record specifically for ILL items that you add items to? Do you have some other method that allows for the patron to be notified of the available hold and when it is due?

Benjamin Murphy
NC Cardinal Program Manager
State Library of North Carolina
benjamin.murphy at ncdcr.gov<mailto:benjamin.murphy at ncdcr.gov>  | https://statelibrary.ncdcr.gov/services-libraries/nc-cardinal
109 East Jones Street  | 4640 Mail Service Center
Raleigh, North Carolina 27699-4600
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