Requirements Important information Operation Unrecognized VDX actions OCLC-WCRS Conditional Notes...

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1 Table of Contents Context Requirements Important information Operation Issues Unrecognized VDX actions... 8 OCLC-WCRS Conditional Notes WCRS Special Messages Transmission of accented characters. 11 Messages received from OCLC Supplier libraries. 12 Appendices Appendix 1: Colombo libraries without WCRS accounts Appendix 2: Requirements for valid borrowing requests sent to OCLC-WCRS Appendix 3: VDX fields which are transmitted to OCLC-WCRS. 15 Appendix 4: OCLC number Appendix 5: OCLC-WCRS libraries in VDX Appendix 6: Review heading

2 Context: This document describes the ISO interaction between VDX and OCLC-WCRS for borrowing requests. It will now be possible to send requests directly from VDX to OCLC-WCRS and thus eliminate the duplication of effort in managing requests in both VDX and OCLC-WCRS. ISO interaction between VDX and OCLC-WCRS will be implemented in two (2) phases. To begin with, we will introduce ISO interaction for borrowing requests; and in a second phase, between now and the end of 2012, for lending requests. During the first phase, Colombo libraries with OCLC-WCRS accounts which are OCLC Suppliers must continue to use HOCLC to record lending requests from an OCLC-WCRS partner in VDX. With the exception of Canadian libraries, all VDX locations which are Suppliers in OCLC-WCRS will be configured in VDX as ISO protocol partners. CREPUQ institutions which do not have an ILL account in OCLC-WCRS must therefore manage their requests with these partners using their virtual location Hxxxx. (See Appendix 1). Once this new service is implemented, VDX will include more than 800 OCLC-WCRS Supplier libraries, of which nearly 600 will be new. Many of these new locations will not initially have address data in their records: the Colombo team will be adding this information to these location records in the weeks following implementation. These libraries will be easy to identify in VDX. When locations are added to the Rota of the request, OCLC-WCRS libraries will be displayed as follows: Example 1: Requirements for sending ISO requests to OCLC-WCRS: 1. Your university must have an OCLC-WCRS account allowing ILL transactions in OCLC-WCRS. 2. Your university must let us know, if you have several borrowing libraries configured in VDX, which location will be the library associated with your OCLC symbol. 3. You must provide your OCLC-WCRS account number/password to the Colombo team in order to have your library configured to submit your requests directly from VDX to OCLC-WCRS. 4. The Colombo team must have modified your Delivery Address in VDX to ensure that it will display properly in WCRS: a. We will replace any accented characters b. We will put the province (QC) after the city c. We will transfer your Ariel address into the field 2

3 Unmodified VDX address. Result in OCLC-WRCS Modified VDX address. Result in OCLC-WRCS 5. The default Delivery Method for a copy request sent to OCLC-WCRS by VDX must be Electronic Mail. 6. OCLC-WCRS requires that certain conditions be met for borrowing requests to be accepted in the system. VDX should always provide these (See Appendix 2). Consult as well the fields which are transmitted to OCLC-WCRS (Appendix 3). Important information: 1. All borrowing requests created in VDX and sent to OCLC-WCRS are visible when you login to your OCLC- WCRS account. 2. These ISO requests may easily be identified in OCLC-WCRS. The available actions which normally appear in the header bar of the request will be replaced by the following heading: 3. During the ISO implementation between VDX and OCLC-WCRS, the old requests which are associated with HOCLC must still be managed in both VDX and in OCLC-WCRS and the new requests in VDX only. 4. Although it is possible to de-iso-ize a request by clicking on the Edit ISO button in OCLC-WCRS, it is recommended to do this only when a request cannot be managed through VDX. De-ISO-izing a request will require subsequent actions to be done in both OCLC-WCRS and in VDX. As well, for every subsequent action that you take in VDX, you will receive a Status Or Error Report-ind. with the reason: status is invalid or Unable to locate request in database. 5. There is a delay of up to 2 hours in the transmission of messages between VDX and OCLC-WCRS (reported to OCLC). 6. In order to send the OCLC number to your OCLC-WCRS partner (optional), it must be entered in the field Well-Known Control Numbers / OCLC of the request. (Appendix 4). 7. VDX has been configured to construct strings of lenders that are transmitted to OCLC-WCRS. VDX thus reproduces the mechanism found within WorldCat Resource Sharing. 3

4 Operation How to send a request to an OCLC-WCRS partner library: OCLC-WCRS locations must be added manually to the Rota. (Appendix 5) VDX can send a string containing up to five (5) OCLC-WCRS lenders in a single ILL request to OCLC-WCRS. 1. Enter your OCLC-WCRS locations in your rota. Important: Consult Appendix 5 for an explanation of how locations are displayed by the OCLC Z39.50 server. Example 2: 2. Copy/Paste the OCLC locations into the Private Note field. 3. Check the Delivery Method (Copy = Electronic Mail). For a Copy request, the Delivery Method absolutely must be Electronic Mail so that the address and the Ariel address are transmitted to the request in WCRS. 4. Enter the OCLC Number (Optional, Appendix 4). 5. Enter the VDX Our Number at the end of the Author field (loan) or the Article Author field (copy). (Optional) 6. Enter other important Notes in the Item Note field. (Optional) 7. Add the appropriate amount in the Max. Cost field ($US) in order to activate IFM billing. This step is obligatory; otherwise the request will be rejected by OCLC-WCRS (see Appendix 6) 8. Then Authorize your request. 9. After having sent the request to OCLC-WCRS, VDX will remove five (5) locations from the rota and replace them with OCLC WorldCat Resource Sharing ISO. (See Example 3). 4

5 Operation: When VDX comes to the first OCLC-WCRS lender in the rota, it will check ahead to see if the next lender in the rota is also an OCLC-WCRS location. If so, it will add this location to the string of potential OCLC-WCRS lenders. It will repeat this operation for up to a maximum of five (5) locations, as long as the next location is also an OCLC-WCRS library. VDX will then send a single request to OCLC-WCRS which contains the five (5) lending libraries (in a lending string). Example 3: 10. Several minutes later, VDX will receive a Status Or Error Report-ind. from OCLC-WCRS containing various types of information concerning the Status of the transaction: Example 4: A) Addition of a clickable link in the request History. (Example 4) B) Identification of the current lender in the Public Notes (Example 5) a. OCLC Intermediary Control : Current (<OCLC symbol>) Status: b. <OCLC symbol> = Symbol of the OCLC-WCRS lender location where the request has been sent. Example 5: (AAA) C) Replacement of the lender s request number assigned by VDX (Example 6) by the current request number from OCLC-WCRS (Example 7); note the addition of the prefix ILLNUM: 5

6 Example 6: Example 7: D) If the first OCLC-VDX lender sends a negative response, VDX will receive at the same time a Status Or Error Report-ind. which will appear in the History of the request (Example 8) and two Public Notes (Example 9), one indicating that the request has passed from the first potential lender to the second with the reason for the negative response, and the other identifying the current active lending location. This scenario will be repeated until either a lender supplies the document or else the request passes to the status Not Supplied. Example 8: History Lender Action Status Date Changed OCLC Worldcat Resource Sharing - ISO Status or Error Report-ind. Pending 27 Feb :25 : 00 OCLC Worldcat Resource Sharing - ISO Status or Error Report-ind. Pending 27 Feb :25 : 00 OCLC Worldcat Resource Sharing - ISO Status or Error Report-ind. Pending 27 Feb :32 : 00 OCLC Worldcat Resource Sharing - ISO REQUEST Pending 27 Feb :28 : 00 Example 9: Public Notes Date Note 27 Feb :25 : 00 OCLC Intermediary Control Current : (AUM) Status : 27 Feb :25 : 00 Request advanced from ALM to AUM. Reason = not On Shelf / Missing 27 Feb :25 : 00 OCLC Intermediary Control Current : (ALM) Status : 27 Feb :25 : 00 Request advanced from AAA to ALM. Reason = not On Shelf / Missing 27 Feb :32 : 00 OCLC Intermediary Control Current : (AAA) Status : OCLC-WCRS locations which must appear twice or more in the OCLC-WCRS lending string Certain OCLC-WCRS locations request that their symbol be entered more than once in OCLC-WCRS for them to process the request. For example, this is the case with the Library of Congress which requires that their symbol be entered five (5) times. To do this: 6

7 1. Take the Request action. 2. Enter the OCLC-WCRS symbol in the location search box and click on the Search button. 3. Select the location in the Found window. 4. Click on the Add button to add the location as often as needed to the Selected window. 5. Then click on Request to send the request to OCLC-WCRS Result in OCLC-WCRS: Lenders: *DLC, DLC, DLC, DLC, DLC There are about a hundred OCLC-WCRS locations which ask their partners, for various reasons, to enter them twice or more in the OCLC-WCRS lending string. To identify these locations consult the following Web page: How to search by OCLC-WCRS request number in VDX: Go to the Requests / Advanced or Standard search option in VDX Search by ILL Number Enter the OCLC number: (See Example 10) Example 10: Note: The OCLC-WCRS request number no longer appears anywhere in VDX when a request passes to the status Not Supplied or Cancelled in VDX. You will therefore have to use WorldCat Resource Sharing for these cases, or search in VDX using a different search value than the Supplier Reference number. 7

8 Issues 1. VDX actions which are unrecognized or problematic in OCLC-WCRS: Action: Damaged: Action: Send Public Note: Action with Public Note: Action: Cancel No message received by OCLC-WCRS partner Problematic (See Notes below) Problematic (See Notes below) The transaction will automatically be terminated in OCLC-WCRS, even if there are still locations in the OCLC-WCRS lending string. If such a case arises and you would have wanted to forward the transaction to the next lender in the list, you will need to recreate a new OCLC-WCRS rota in VDX and send it to OCLC-WCRS. If other lenders were already entered in the rota in VDX, the request will be transmitted to those other locations. 2. OCLC-WCRS Conditional action If you answer Conditional Reply-No to an Answer Conditional Indication from an OCLC-WCRS partner, the transaction will automatically be terminated in OCLC-WCRS, even if there are still locations in the OCLC-WCRS lending string of the request in progress. If such a case arises and you would have wanted to forward the transaction to the next lender in the list, you will need to recreate a new OCLC-WCRS rota in VDX and send it to OCLC-WCRS. If other lenders were already entered in the rota in VDX, the request will be transmitted to those other locations. 3. Notes: Item Note, Send Public Note and Action with Public Note Although the majority of Notes are transmitted to the OCLC-WCRS partner, there is no mechanism within OCLC- WCRS which notifies the lender that a message has been sent by the borrowing library. All the messages and notes sent to OCLC-WCRS are entered one after the other in the Borrowing Notes field of the OCLC-WCRS request (See Example 11). Example 11: 8

9 To summarize by VDX note or action: 1. Item Note: The content of this field is transmitted to all OCLC-WCRS partners in the Borrowing Notes field of the OCLC-WCRS lending request. Normally this note is seen by the potential lending library. 2. Send Public Note: This action is not always transmitted to the OCLC-WCRS partner. It is not sent when the request has a status of Shipped in VDX and SHIPPED in OCLC-WCRS. However, it is sent when the request has a status of Pending, Received, Overdue, etc. Nevertheless, no mechanism in OCLC-WCRS notifies the lender that a Note has been sent with the last action from the borrowing library. 3. Action with Public Note: The content of this field is transmitted to the current OCLC-WCRS partner in the Borrowing Notes field. However, no mechanism in OCLC-WCRS notifies the lender that a Note has been included with the last action from the borrowing library. On the other hand, there is no problem with using the Public Note when you accept the conditions for a Conditional response or when you take the Renew action. Therefore, It is recommended that you use the Item Note field in the original request when you wish communicate specific instructions or information to the OCLC-WCRS partner. It is strongly suggested that you send an outside of VDX to transmit a Public Note to an OCLC- WCRS partner for a request in progress. These addresses may be found through the OCLC-WCRS ILL Policies Directory (See Example 12) or in the VDX location record. Example 12: 4. Special Messages to the borrowing library from OCLC-WCRS: The Special Messages automatically generated by WorldCat Resource Sharing are not transmitted to VDX. These messages are: OVERDUE RECEIVED? When it is 14 days past the Due Date or the New Due Date and the transaction still has the status RECEIVED, OCLC-WCRS sends the Special Message: OVERDUE. When the transaction has a status of SHIPPED in OCLC-WCRS, after 14 days for Loans or 7 days for Copies, OCLC-WCRS sends the Special Message: RECEIVED? 9

10 Checking Special Messages in OCLC WorldCat Resource Sharing. You should regularly check the Special Messages/Borrower section found in WorldCat Resource Sharing, to make sure that all transactions are properly completed for partners. Example 13: Currently, when the lender takes an action in OCLC-WCRS more than one (1) hour may pass before the transaction is updated in VDX. This situation may generate certain problems. The situation which is most likely to occur is when the borrower takes the Received action on a Copy request in VDX before the lender takes the SHIPPED action in OCLC-WCRS, or before the transaction in VDX is updated to Shipped - Indication. If such a case arises: For a Copy request: VDX will generate a Report. The transaction will become Completed - Received/To be Acknowledged/ Status Or Error Report - Ind. The problem will thus temporarily be flagged in the report To Be Acknowledged requests requiring action - as Requester. Unfortunately the Status Or Error Report-ind. action does not cause any error message to display in the VDX Web client. However, once the Shipped - Indication action is received by VDX, the transaction becomes Completed - Received/ Acknowledged/ Shipped - Indication. At this point the problematic transaction is no longer flagged in the report To Be Acknowledged requests requiring action - as Requester. On the lender side the request remains with a status of SHIPPED and cannot be updated via an action in VDX. This situation generates a Special Messages/Borrower RECEIVED? in OCLC-WCRS, after 7 days following the shipped date. This also means that the ILL IFM charge will not be credited to the lending library and they will consider that you did not receive the document, given that they did not get a received message from you. 10

11 For a Loan request: The scenario is similar to a Copy request. The difference is that VDX generates another Status Or Error Report-ind. / To be Acknowledged as a result of the Returned action. In this case the error message status is invalid will appear under Public Notes. What you must do: From the VDX Work Queue, check the Published Search Borrower Received before Shipped, which corresponds to the advanced search described below for requests where the Service Type = Copy. For requests where the Service Type = Loan, periodically run the advanced search described below. Service Type 1 = Copy non returnable Service Type 1 = Loan 1.- Library s Role : Borrower Status : Received Last Action: Shipped - Indication Display Completed requests Library s Role : Borrower Status : Received and Returned Last Action: Status Or Error Report - Ind. Display Completed requests 2.- Take the action Resend Received. Take the action Resend Received. THEREFORE, before taking the Received action (especially for a Copy), check whether the last action was in fact Shipped - Indication. If this is not the case, wait for the transaction to be updated in VDX. If the transaction is not updated within a reasonable timeframe, check its actual status in OCLC-WCRS and if it is not SHIPPED, advise the partner to update their request by using their general address, not the VDX action Send Public Note, which does not work in this situation. 5. Transmission of accented characters between VDX and OCLC-WCRS A) In addresses Address data (Appendix 6) is transmitted to OCLC but any accented characters are replaced by question marks: Example: 11

12 B) In bibliographic information The same situation applies to bibliographic data. Example: Look out for titles which start with an accented letter: they may not be understood by the lender We have reported the problem to OCLC. 6. Messages received from OCLC Supplier libraries Currently, approximately 7 % of messages sent by an OCLC partner are not transmitted to VDX. OCLC is aware of this problem. The problem arises within a single string of OCLC lenders (several different lenders). For example, with a string of three different lenders, you will only receive the response of the last lender in the string. You will therefore need to look up the request in OCLC-WCRS in order to see the actual messages of the two previous lenders in the string, if there are any. Note, however, that the response of the last lender in the string is always transmitted by OCLC. 12

13 Appendix 1: Colombo libraries without WCRS accounts Once the ISO interaction between VDX and OCLC-WCRS is put into production, you will no longer be able to interact using Generic Script messaging with OCLC-WCRS partners which have the string OCLC appearing at the end of their name in the Long Description. VDX does not allow two different protocols to be used for a single location. A) If you are a VDX borrower and you wish to send a borrowing request to an OCLC-WCRS library: You will have to use a Virtual Location (non VDX) with Hxxxx and indicate which library you are sending it to in the request (in the title for example). Confirm beforehand that the lending library accepts requests by . If that is not the case, use HVDX. If you try to add a library configured as an OCLC-WCRS ISO partner to the rota you will get an error message (Authorisation Status: Check Error): Erreur générale CreateILLRequestMessage: Requester Id problem; TransStore reports No public alias exists for the location (LOC_ILL_SYMBOLS table), error no. 50 B) If you are a VDX borrower and you wish to send a borrowing request to an American library which is not a Supplier in OCLC-WCRS: The library will be registered in VDX but the Long Description will not have OCLC at the end. There is no problem with using this location so long as it is a lender. C) If you are a VDX lender and an OCLC-WCRS library tries to borrow from you using their GS symbol and the Colombo Web form: The request will be rejected by VDX and the Colombo team will resubmit it having replaced their GS symbol with your library s Virtual Location (non VDX) with Hxxxx. The Colombo team will also add the OCLC symbol and the Long Description of the library in a note. The messages that you send to this library in VDX will be redirected to your and you may then transfer them to your partner. For OCLC-WCRS libraries which do not know their Colombo symbol and wish to send you a request, provide them with your colombo.peb@university.ca address for them to send their request, and enter their request in Colombo using the ILL Web form and a virtual location symbol for the borrower: HXX01 or HVDX. (See the document CREPUQ Libraries without WCRS Account on the Colombo web site). 13

14 Appendix 2: Requirements for valid borrowing requests sent to OCLC-WCRS For a request sent to OCLC-WCRS to be valid, the following VDX fields must contain a value: Title Service Level (Configured by default in VDX) Expiry Date (Configured by default in VDX) Send To (Configured by default in VDX) Ref. Source (If empty, VDX will automatically insert OCLC) In order to transmit your Ariel and Electronic Mail addresses to your OCLC-WCRS partner for a Copy request, the Delivery Method transmitted to OCLC-WCRS by VDX must be Electronic Mail. (Value configured by default in VDX). 14

15 Appendix 3: VDX fields which are transmitted to OCLC-WCRS VDX LOAN OCLC-WCRS Equivalent VDX COPY OCLC-WCRS Equivalent Service Type Request Type Service Type Request Type Title & Subtitle Title Title & Subtitle Title Author Author Publisher Imprint Publisher Imprint Place of publication Imprint Place of publication Imprint Date Imprint Edition Edition ISBN ISBN ISSN ISSN Volume / Issue Volume / Number Part date Date Title Article Title Article Author Article Author Pages Pages Ref. Source Verified Ref. Source Verified Service Level Yes Service Level Yes Expiry Date Need Before (See Notes) Expiry Date Need Before (See Notes) Date Shipped Shipped Date Shipped Shipped Date Received Received Date Date Received Received Date Need by Date Need Before Need by Date Need Before Due Date Due Date Desired Due Date Renewal Request Completed Date Returned Answer Date Yes (To VDX 5 Days) Answer Date Yes (To VDX 5 Days) Cost To Library Maximum Cost Cost To Library Maximum Cost Copyright Text Copyright Compliance (CCG) Copyright Text Copyright Compliance (CCG) Delivery Method Ship Via Delivery Method Ship Via Send To Ship To Address 1 Send To Ship To Address 1 Fax No Yes if Delivery Method=Fax Fax No Yes if Delivery Method=Fax Yes, if Delivery Method=Electronic Mail Yes, if Delivery Method=Electronic Mail FTP No, but transferred with FTP No, but transferred with Item Note Borrowing Notes (See Notes) Item Note Borrowing Notes (See Notes) Send Public Note Borrowing Notes (See Notes) Send Public Note Borrowing Notes (See Notes) Public Note Borrowing Notes (See Notes) Public Note Borrowing Notes (See Notes) 15

16 Appendix 4: OCLC Number What is the OCLC Number? The OCLC Number is the OCLC bibliographic record number with which your ILL request is associated. This number may be useful to the lender for verification purposes if there are problems with your ILL request. Is it possible for the OCLC Number to already be entered in an ILL request created by a user? Yes, the OCLC Number is a recognized control number. To check whether it is entered in a request: Click on the Details button Go to the Well-Known Control Numbers section of the request Check whether there is an OCLC Number there. If so, the number will be transmitted to OCLC-WCRS partners. (Note: if the label for the number is (Local) OCLC instead of OCLC, the number will not be transmitted and you will need to add it) How to transmit the OCLC Number to a partner Modify your request by using the Request or Local Change Request Details action Go to the Well-Known Control Numbers section 1. Select OCLC from the drop-down menu. 2. Enter the OCLC Number in the appropriate box. 3. Click on the Add button to save. 16

17 Appendix 5: OCLC-WCRS libraries and VDX How to find an OCLC lender to add them to a rota As already mentioned in this document, these libraries will be easily identifiable in VDX. When locations are added to the request Rota, OCLC-WCRS libraries will display as follows: Example 1 Using the OCLC WorldCat target in VDX to identify lending libraries Call Number field: The Call Number field in the Holdings for the target OCLC WorldCat is in fact the OCLC symbol of a library which is not registered in VDX. OCLC suppliers and non-suppliers are identified in this manner: The OCLC symbol appearing in uppercase letters in this field indicates a library which is a Supplier in OCLC. The OCLC symbol appearing in lowercase letters in this field indicates a library which is not a Supplier in OCLC. Only libraries whose symbol (under Call Number) is in uppercase letters may be added to VDX. If you have found a library where only the symbol (in uppercase letters) appears in the Call Number field and you would like to send them a borrowing request, use the Colombo Library Registration Form and enter the OCLC symbol and the name of the institution. Location field: The Location field in the Holdings for the target OCLC WorldCat lists those locations which are registered in VDX. Over 500 libraries will be added to VDX during the implementation of ISO interaction with OCLC. These libraries will not have return addresses and the Colombo team will be working to complete this data in a timely manner. The OCLC libraries lacking a return address will have their names displayed in UPPERCASE letters. Please notify the Colombo team of partners which you have added to lending rotas but which do not have return addresses. 17

18 Example of holdings display: 1. - OCLC-WCRS non-supplier library which is also not registered in VDX. cdx is the OCLC symbol for Coutts Library Service OCLC-WCRS Supplier library which is registered in VDX as an OCLC-WCRS lending location OCLC-WCRS non-supplier library which is however registered in VDX OCLC-WCRS Supplier which is not registered as a location in VDX. 18

19 Appendix 6: Review heading A request may be rejected by OCLC-WCRS for three different reasons. 1. The lack of a Max. Cost for IFM 2. The lack of COPYRIGHT 3. Supplier temporarily inactive in OCLC-WCRS. In all three cases the request changes to the Status Not Supplied in VDX and appears under the heading Review in the Resource Sharing module of OCLC-WCRS. What must be done in OCLC-WCRS: 1. Display the request found under Review 2. Verify the reason the request was rejected 3. Select Delete Record 4. Click on Update What must be done in VDX: 1. Reason: Lack of a Max. Cost for IFM a. Resend the rejected request from within VDX, being sure to enter a maximum cost (US dollars). If you forget either one of these variables, your request will be rejected by OCLC-WCRS and two possible scenarios will arise: a) If you don t enter a Max. Cost: In VDX, the request will change to a status of Not Supplied (or pass to the next lender in the rota). In OCLC-WCRS, the request will be found in Resource Sharing under the heading Review. b) If you have not selected US Dollar as the currency: Your request will be accepted by OCLC-WCRS but IFM billing will not be activated. 19

20 2. Reason: Lack of COPYRIGHT a. Advise the Colombo team, who will attempt to resend the request for you. If this is not successful, you will probably need to Complete the active request and create a new request in your user s name. b. VDX requests where the original Service Type has been modified will be rejected by OCLC- WCRS (To be verified by the Colombo team). 3. Reason: Lender temporarily inactive in OCLC-WCRS a. Resend the rejected request from within VDX to another potential OCLC-WCRS lender. 20