Table of Contents. ISO INTERACTION BETWEEN VDX AND WORLDSHARE ILL - LENDING September 19, Context Requirements... 2

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1 Table of Contents Context Requirements Important information Special considerations Actions Notes Accents Operation Shipped Action Answer Nonsupply Action Conditional Action Special Messages /Lender in WorldShare ILL... 8 SA-De-ISO a request

2 Context: This document describes the ISO interaction between VDX and WorldShare ILL for lending requests. However, those libraries which only have one OCLC symbol yet wish to use more than one lending library in their institution must implement brokering for lending requests received from OCLC. For those universities with only one OCLC symbol and a single lending location within VDX, it is currently possible to receive requests directly from WorldShare ILL in VDX and eliminate the duplication of effort in managing requests in both VDX and WorldShare ILL. With the exception of Canadian libraries, most VDX locations which are Suppliers in WorldShare ILL are configured in VDX as ISO protocol partners. CREPUQ institutions which do not have an ILL account in WorldShare ILL must therefore manage their requests with these partners using their virtual location Hxxxx. Requirements for receiving ISO requests from WorldShare ILL: 1. Your university must have a WorldShare ILL account allowing ILL transactions in WorldShare ILL. 2. Your university must let us know, if you have several lending libraries configured in VDX, which location will be the library associated with your OCLC symbol. 3. You must provide your WorldShare ILL account number/password to the Colombo team to have your library configured to receive requests directly from WorldShare ILL. 4. The Colombo team will add a Return Address to your location in VDX to ensure that it will display properly in WorldShare ILL: a. We will replace any accented characters b. We will put the province (QC) after the city Unmodified VDX address. Result in WorldShare ILL Modified VDX address. Result in WorldShare ILL Important information: 1. All lending requests received from WorldShare ILL in VDX are visible when you login to your WorldShare ILL account. 2. These ISO requests may easily be identified in WorldShare ILL. The available actions which normally appear in the header bar of the request will be replaced by the following heading: 2

3 3. During the ISO implementation between VDX and WorldShare ILL, the old requests which are associated with HOCLC must still be managed in both VDX and in WorldShare ILL, and the new requests in VDX only. 4. Although it is possible to de-iso a request by clicking on the Edit ISO button in WorldShare ILL, it is recommended to do this only when a request cannot be managed through VDX. De-ISO-ing a request will require subsequent actions to be done in both WorldShare ILL and in VDX. As well, for every subsequent action that you take in VDX, you will receive an Error Report-ind. with the reason: status is invalid or Unable to locate request in database. These requests will appear in the Published Saved Search Lending To be Acknowledged. 5. If you receive a lending request from OCLC in VDX for a partner library which is not a Supplier library in OCLC, and which is defined in VDX as a Generic Script partner, the VDX request History will display Gen. Script as the communication protocol. However, in reality the transactions will be made in the ISO protocol for requests coming from OCLC. Hitlist Display History (Details) Pick List: The fields: Requester, Loc Code, Loc Symbol, Phone, Fax, FTP and which appear on the Pick List are supplied from the VDX location record and not from the OCLC requests. The fields: Source, Fax, , Affiliation, Borrowing Notes of the OCLC request are transmitted into the Public Notes field of the VDX request and appear on the Pick List under Request Notes. The Ship Via field of an OCLC request does not display in the VDX requests, but does appear on the Pick List under Delivery. The Electronic Delivery field of an OCLC request is not transmitted to the VDX request. This field frequently contains the Ariel or Odyssey address of the borrower, but several institutions also enter this information in the field, which is transmitted into the Public Notes field of the VDX request and appears on the Pick List under Request Notes. The borrower s Maximum Cost and whether they use IFM as payment type appear under the Max Cost heading of the Pick List: IFM USD = Payment by IFM up to a maximum of $ USD = Does not use payment by IFM, therefore must be invoiced Shipping List: The fields: Telephone, Fax, FTP and which appear on the Shipping List are taken from the VDX location and not from the OCLC request. If the Payment Type for a shipped document is IFM, the Shipping List will not generate an invoice but will contain the heading: CECI N EST PAS UNE FACTURE / THIS IS NOT AN INVOICE. 3

4 Special considerations The requester number corresponds to the request number in OCLC. But the display varies considerably: Hitlist = Request details = Pick List = Shipping List = OCLC number search: On the Pick List, the Requester number includes the OCLC symbol of the Colombo lending library. If the OCLC symbol of the borrowing library does not exist in VDX, the system will create a location on the fly and will indicate New Location in the Requester field and UNVALIDATED OCLC LOCATION in the Loc Symbol field appearing on the Pick List. If a member of the Colombo team has not yet had time to complete a location created on the fly, the request information will temporarily appear differently in VDX: Hitlist display: Request details: For a copy request, the enumeration (Volume/Issue) appears in duplicate. Ignore the numbers appearing after the first comma: = Means volume 4, issue 3 = Means volume or issue 8 4

5 Actions Notes VDX actions to avoid: Answer Estimate, Answer Hold, Answer Locations Provided, Answer Retry, Damaged, Lost, Overdue, Send Public Note, Will Supply. Valid VDX actions: Answer Conditional, Answer Nonsupply, Checked In, Recall, Renew Answer No, Renew Answer Yes, Shipped. Although the majority of Notes are transmitted to the WorldShare ILL partner, there is no mechanism within WorldShare ILL which notifies the borrowing library that a message has been sent by the lender. All the messages and notes sent to WorldShare ILL are entered one after the other in the Lending Notes field of the WorldShare ILL request. To summarize by VDX note or action: Send Public Note: Do not use. This action is transmitted to the WorldShare ILL partner; however no mechanism in WorldShare ILL notifies the borrower that a Note has been sent. The only exception is if you are taking the Shipped action and you wish to add a note to the transaction while taking the action. Action with Public Note: The content of this field is transmitted to the current WorldShare ILL partner in the Lending Notes field. The Public Note field may be used with the following actions: Shipped, Answer Conditional, Renew Answer No, Renew Answer Yes. Answer Nonsupply: Do not use the Public Note field when you take the Answer Nonsupply action to respond to a lending request. The partner will not see the note. Finally, if you wish to send a message to a partner, other than with the actions listed above, use the partner s general address. These addresses may be found through the WorldShare ILL ILL Policies or in the VDX location record. Accents Accented characters are replaced by question marks (?) for all data received from WorldShare ILL. For this reason we have removed all accented characters from your return address in VDX. In addition, accented characters from foreign languages may also disappear altogether. Operation 5

6 Shipped Action: 1. If necessary, modify the cost to be billed through IFM in the field Base Cost Ex Tax and then click on the Calculate New Cost button to save. (A default cost should normally appear) Complete the other fields as needed: Due Date, Delivery Method, Payment Type, etc. (The Payment Type is normally IFM by default.) 3. Enter all relevant information in the Public Notes field (ex. UPS delivery address) 4. Click on the Ship button to save the action Your Return Address in VDX is transmitted in the OCLC transaction when you take the Shipped action. 6

7 Answer Nonsupply Action: 1. Select a reason from the dropdown menu 2. Do not write a note in the Public Note; this will not be seen by the borrowing partner. (If you have a message to send to the partner, use the Answer Conditional action) Answer Conditional Action (Public Note) 1. Select a reason from the dropdown menu Reason, otherwise the response will be rejected (Check Error) 2. Change the default Answer Date if needed 3. Write a note or condition in the Public Note box In VDX the request will now appear under the heading Conditional. In OCLC the transaction will now be under Conditional with the Public Note transmitted in the field Lending Notes. The borrowing library s response will appear: In the Work Queue under the heading Will Supply In the Published Saved Searches under the heading Lending to Be Acknowledged Note: Do not use the Will Supply and Answer Hold actions. They are not supported by OCLC Do not use Answer Conditional to communicate an incorrect reference, because if the borrower answers Yes and corrects the reference, the corrections will not be transmitted with the response. Instead, use Answer Nonsupply with the reason Not found as cited. Do not use Answer Conditional to ask the borrower to raise the IFM Max Cost, because if the borrower responds Yes and adjusts the cost, this correction will not be transmitted with the response. Instead, use Answer Nonsupply with the reason Cost exceeds limits. Furthermore, to avoid receiving requests with a Max Cost which is less than your cost, you should configure your entry in the OCLC Policies Directory to Enable Real Time Deflection. Contact the Colombo team for assistance. 7

8 Checking Special Messages in WorldShare ILL: The Special Message Returned/Complete? automatically generated by WorldShare ILL is not transmitted to VDX. The Special Message Not Received automatically generated by WorldShare ILL is transmitted to VDX as a Send Note-Indication action with the note Not Received. Returned/Complete? Not Received When a lending transaction has not been completed 14 days after the Date Returned by the borrower, WorldShare ILL automatically sends the Special Message: Returned/Complete? When the borrower responds NO to the Special Message: Received?, WorldShare ILL sends the Special Message: Not Received You should regularly check the Special Messages/Lender section found in WorldShare ILL, to make sure that all transactions are properly completed for partners. If necessary, De-ISO the request and manage it concurrently in both systems. 8

9 SA-De-ISO a request When you De-ISO a request, develop the habit of indicating this in VDX by using the Site Action: SA-De-ISO a request. Afterward, you may use the Advanced Search options Last Action and Any Action to follow up on these requests: For each action taken on a request that has been De-ISOed, VDX will generate an Error Report-Ind. which will appear in the Work Queue under the Published Saved Search Lending To be Acknowledged. You will need to update these transactions manually in WorldShare ILL. In VDX, take the action Add Private Note to remove the request from this heading in the Work Queue. 9