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A.1) Why all of this preparation? The process of sending, adding to, and retrieving items from the LSF is based on workflow procedures that are enhanced and made more efficient through automation. Preparation is vital to the process as the steps taken before items are accessioned into the LSF enable the automated processes to be enacted. The steps described below provide documentation about the process flow from the temporary status after the ORBIS records are updated to when the items are successfully accessioned into the LSF online database, making them available for circulation. Careful steps in the preparation of materials before sending them to the LSF further ensures database integrity and overall project success. A.1.a) Updating the ORBIS record
Example Item Record with loan code changed to 'lsfn':
 A.1.b) Flagging the materials for preservation wrap
[This section should include a link to the LSF preservation documentation by Paul Conway.] A.2) Scheduling pickup and delivery to the LSF [This section should include a link to the online schedule for pickup and delivery to the LSF.] A.2.a) Contacting the LSF
A.2.b) Pickup schedule for delivery to the LSF
B.1) Accessioning Accessioning is the process by which all materials are placed into the LSF. Library materials are represented in the LSF database by individual barcode. This is the same barcode which is attached to the physical item and put into the item record in ORBIS. Barcodes are the link between the LSF database and ORBIS. The LSF process of accessioning ensures accuracy and integrity through a work flow which implements checks and repeated steps. B.1.a) What is Accessioning? An item is accessioned by adding its barcode to the LSF database, shelving the item in a specific location in the shelving warehouse, and then noting that location in the LSF database. When the item is later requested, the accessioned item is searched for by barcode, location determined, and then the item is retrieved and sent to the requesting library. B.1.b) How long does it take? The time it takes to successfully accession an item into the LSF depends upon the workload at any given moment at the LSF. From report logs, we have found that the LSF staff accession between 1,000 and 1,500 items per day on average. Items shipped to the LSF may be accessioned that same day depending upon the pickup and delivery schedule. B.2) Updating ORBIS Every day the LSF staff carry out end of day processing which generates a file of barcodes that have been successfully accessioned into the LSF database. This file is transferred to ORBIS every night. A program runs against the ORBIS database to change the loan code in each item record to read 'lsfn'. Though this process automates and thus assists in updating each item record, it depends upon the preparation of the owning library to work properly. Errors are noted and recorded in reports and must be addressed by the owning library in a timely manner. B.3) Viewing reports Three reports are generated by the accessioning/updating ORBIS process. A log records the statistics relating to the processes. An error report is provided to denote the error type and record in question. Finally, a file of barcodes is provided which records each item successfully accessioned into the LSF. The reports are and should be viewed by the owning library throughout the accessioning process. The reports will assist in ensuring that the LSF processing footprints are documented and maintained. Where are the reports? The reports are located on the WINDIGO server. The files can be accessed by mapping to the server from your NT workstation. Please contact Michael Dimassa at 2-9140 for information about the access login and password.
What are the accession reports called? The reports generated by the accessioning/updating ORBIS processes are as follows:
Once the files are opened using NOTEPAD or WORDPAD, they may be printed and/or saved to your workstation.
 LNCDLOG.D990331
LNCDERR.D990331
1. Barcode not found in Barcode/Item File - This alerts the library that the item barcode had not been linked in ORBIS before being accessioned into the LSF. Verify that this item should be at the LSF (depending upon your processing documentation you may need to request that this item be returned to you from the LSF), locate the record, check that the holdings record has an LSF location code, link the item, and change the Item Loan Code to read: 'lsfn'. 2. Not an LSF location - This indicates that the holdings record to which the item barcode is linked does not have an LSF location. Verify that this item should be located at the LSF, change the location in the holdings record, and change the Item Loan Code to read: 'lsfn'.
LNCDINPT.D990331
The process by which items are retrieved from the LSF for use by patrons in the library system is through ELI Express Requests (ELIX). C.1) Placing the requests To request an LSF item, place a normal ELIX request for the patron/department as you would for any other item in the library system. C.2) Viewing reports Two reports are generated by placing ELI Express requests in ORBIS: A log records the statistics relating to the processes and an error report denotes the error and the record in question. Where are the reports? The reports are located on the WINDIGO server. The files can be accessed by mapping to the server from your NT workstation. Please contact Michael Dimassa at 2-9140 for information about the access login and password. Mapping a drive to WINDIGO Using Windows Explorer, select Tools, then Map Network Drive.
In Windows Explorer, when you click on the drive you just mapped, you will find many files for reports. Scroll down to the files that you wish to view. What are the ELIX reports called? The reports generated by the ELI Express process are as follows:
 ELIXLOG.D990323.h1030
ELIXERR.D990331.h0730 ELIX Errors The only ELIX-related error is the "No matching Item Request Record:" which means that an ELI Express request page had not been placed. Remove the original ELIX request and place a new ELIX request including the page step. Verify that your library's circulation procedures are being followed when placing requests. The LSF ELIX requests are processed twice daily, once before 7:30 a.m. and again just before 10:30 a.m.. These scheduled times are subject to change. The frequency may increase in the future depending upon use and service requirements. The LSF staff receive the requests through an automated file transfer between ORBIS and the LSF database server. The LSF staff locate the item in the warehouse, collect the items according to requesting library and prepare the items for shipment. C.3.a) Delivery Requested materials should arrive at your library within a 24 period. Factors such as when the item is requested may affect the turn around time. Requests should be received within a 48-hour period at the lastest. [This section should include a link to the online schedule for pickup and delivery to the LSF.] C.3.b) Packing slips When requested materials are received by the library, a packing slip is included with the shipment. This slip may be used to verify that all items that were shipped have been received by the requesting library.
C.4) Patrons and Circulation
LSF materials must be checked out to the requesting patron to remove the
ELIX condition from the record. If you circulate the material within your
library only, you should still check out the material to a departmental
account.
D. Sending material back to the LSF
After an item is requested, received, and circulated, it's ready to be
returned to the
LSF. When you check in the item, a TRAN condition code is added to the
record indicating
that it should be sent to the LSF. It is then shipped to the LSF,
refiled into the
warehouse, and the LSF database is updated. This process generates a
barcode
file that is transferred to ORBIS. Each night, a program takes these
refiled item
barcodes
and removes the TRAN condition from their record in ORBIS.
Materials returning to the LSF for storage do not have any preparation requirements
apart from checking in the material in ORBIS.
D.1.a) Pickup schedule for material return
You may return items requested from the LSF in coordination with the delivery schedules.
D.1.b) Contacting the LSF
If you have any questions or comments about materials being returned to the LFS, please
contact:
D.2) Refiling at the LSF
After materials are checked-in in ORBIS, which places a TRAN condition in
the item record, the materials are returned to the LSF facility. LSF
staff check in the item in the LSF database and a work
order is produced which indicates the location of the
item within the LSF warehouse. The work order also notes whether the
item should be rewrapped for preservation.
D.2.a) What is refiling?
The steps for refiling at the LSF are iterative in order to ensure accuracy and
system integrity. The system requires several checks and rechecks of the
work flow and
alerts the LSF staff to problems. Using the printout from
the database, the LSF staff locate the same exact aisle, range, shelf, and tray
(or box)
to which the item was originally accessioned. This information is
recorded using a
portable data terminal (PDT). The PDT is used to collect the
data from the shelf, tray, and the item barcodes. The LSF database imports
this information and verifies it for accuracy.
D.2.b) ORBIS is updated to remove TRAN condition
When items are refiled into the LSF warehouse, a file of barcodes is generated. This
file is sent to ORBIS which in turn updates the records over night to
remove the
TRAN condition. The process then produces a log and an error file.
D.3) Viewing reports
Reports concerning the refiling of items at the LSF may also be found on
the WINDIGO server.
There are three reports generated by the refiling process. There
is a log which records the statistics relating to the process. An error report is
provided to denote the error type and record in question. Finally, a file of
barcodes is
provided which records each item successfully refiled into the LSF.
The reports are located on the WINDIGO server. The files can be accessed
by mapping to the server from you NT workstation.
Please contact Michael Dimassa at 2-9140 for information about the access
login and password.
Mapping a drive to WINDIGO
Using Windows Explorer, select Tools, then Map Network Drive.
In Windows Explorer, when you click on the drive you just mapped, you will find
many files for reports. Scroll down to the files that you wish to view.
What are the refile reports called?
The reports generated by the refile processes are as follows:
TRANLOG.D990322
---------------
TRANERR.D990409
1. Home service unit not SF - The requires Immediate Action. An
item was returned to the LSF that did not
have the service unit of SF in ORBIS. This occurred because either the
item was sent to the LSF by mistake or the record needs an LSF location
code.
2. TRAN match record not found - An item was returned to the LSF that did
not have a TRAN condition code. The TRAN condition is generated when an
item is shipped to the LSF after being checked-in by the circulating
library. The lack of a TRAN condition indicates that the circulating
library forgot to check the material in before shipping it back to the
LSF. Please verify your LSF material checkin procedures.
3. No Item Condition Records Found - No transactions were recorded for
that particular item. The lack of a TRAN condition indicates that the
circulating library forgot to check the material in before shipping it
back to the LSF. The library should review its LSF material checkin
procedures.
4. Barcode not match - This error indicates that ORBIS is unaware of
the item. It represents a SERIOUS problem that may result in
lost material. You will need to recall the item and determine
that an item record with that barcode has been successfully linked to a
holdings record in ORBIS. This could indicate instead that the barcode was
deleted or re-linked since the item was checked-in.
5. Create date exceeds 14 days from Today's date - This indicates that 14
or more days have passed since the item was checked-in. This error
functions as an alert to the refiling process. No corrective action is
required, but you may want to review your shipping procedures.
TRANINPT.D990322
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