SEAL 2.0 / ILLiad MANUAL FOR LIBRARY STAFF. Amy Hillick, SUNY Orange. Zachary Spalding, Southeastern NY Library Resources Council

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1 SEAL 2.0 / ILLiad MANUAL FOR LIBRARY STAFF Amy Hillick, SUNY Orange Zachary Spalding, Southeastern NY Library Resources Council

2 Southeastern NY Library Resources Council 2

3 SEAL 2.0 / ILLiad documentation Introduction Southeastern Access to Libraries version 2.0 (SEAL) the SEAL ILL System, developed and administered by Southeastern NY Library Resources Council, includes a virtual union catalog and requesting via . The virtual union catalog is hosted by Index Data and includes links to the catalogs of academic, public, school and special libraries in the eight (Columbia, Dutchess, Greene, Orange, Putnam, Rockland, Sullivan, and Ulster) county region of southeastern New York State. One ILLiad workflow is being offered for the based SEAL system. Version updates that affect the suggested workflow will be published on an as needed basis. Please feel free to adopt these procedures or modify them to best suit your local needs. We appreciate your help to make this system work smoothly and efficiently. Interlibrary loan is based on a tradition of sharing resources between various types and sizes of libraries and rests on the belief that no library, no matter how large or well supported, is self-sufficient. It is also evident that some libraries are net lenders and others are net borrowers, but the system of interlibrary loan still rests on the belief that all libraries should be willing to lend if they are willing to borrow. Quoted from the Southeastern Regional Interlibrary Loan Code. Thank you to Amy Hillick, SUNY Orange for developing these procedures and to Mark Sullivan, IDS Project for developing the SEAL addon! They helped make it possible for ILLiad users to import SEAL requests easily and place requests to other libraries in the Southeastern region. Judy Fischetti Member Services Librarian Southeastern NY Library Resources Council January 3, 2017 Southeastern NY Library Resources Council 3

4 Contents Lending processing (Loans)... 5 Borrowing processing (Loans)... 8 Request in process... 8 SEAL Addon Addresses Maintenance Group Maintenance Systems notes for workflow Borrowing Direct Request Custom queue (optional) Reasons for Cancellation ILLiad custom s/notifications routing (Lending) Custom Searches Requests Lender Addresses Statistics Southeastern NY Library Resources Council 4

Lending processing (Loans) An email will arrive from.... SENYLRC SEAL sealillsystem@senylrc.org with the subject line ILL Request from another library ILL# 2016-40. 1.

5 Lending processing (Loans) An will arrive from.... SENYLRC SEAL with the subject line ILL Request from another library ILL# Open the requesting library s Lender Address record and click on Add Request. Please check that the address you have matches what is in the request. If you need to add a new address record please consult Southeastern NY Library Resources Council 5

2. Set Request type, Doc type, and make sure the System ID is set to OTH.

Make sure you have the correct request and doc type when adding to ILLiad. 3.

For this step you will have to copy the text of the email from your email program to ILLiad.

6 2. Set Request type, Doc type, and make sure the System ID is set to OTH. A request from SEAL could be either for a book/loan or article. The request notification will let you know. Make sure you have the correct request and doc type when adding to ILLiad. 3. Then click on the SEAL Import Tab. 4. For this step you will have to copy the text of the from your program to ILLiad. When in your reading the request, copy all the text, then switch back to this screen in ILLiad and right click in the white space and select paste. Then click on the import arrow at the top. Southeastern NY Library Resources Council 6

5. You will be switched back to the detail screen for the request 6. Take one of the steps below. a. Save the request to go to Awaiting Lending Request Processing. OR b.

7 5. You will be switched back to the detail screen for the request 6. Take one of the steps below. a. Save the request to go to Awaiting Lending Request Processing. OR b. Manual routing can be used if needed. 7. Process as a normal Lending request until Update Stacks Searching. 8. After Mark Found is clicked on in ILLiad, return to the and verify that your library will be filling the request by clicking Yes. If the request is being cancelled, click No to send notification to the borrowing library. 9. At this point you can use all the ILLiad functions to track and monitor this loan. So features like renewal, overdue notices, and recall can be handle the same way you are doing them in ILLiad now. You can find some customized templates on page 12 of this manual that you might find useful for working with other libraries in SEAL. Southeastern NY Library Resources Council 7

Borrowing processing (Loans) Please note: If you intend to use the same request form, the ILL number, OCLC Number, Lending String and System ID all need to be cleared of OCLC data to prevent

If you plan to create a request in SEAL first, please route it to Awaiting Copyright Clearance if it was published in the last five years.

8 Borrowing processing (Loans) Please note: If you intend to use the same request form, the ILL number, OCLC Number, Lending String and System ID all need to be cleared of OCLC data to prevent the request from continually returning to Awaiting Unfilled Processing. Please note that the presence of an e-journal holding in SEAL does not mean that the item is available for ILL. If you plan to create a request in SEAL first, please route it to Awaiting Copyright Clearance if it was published in the last five years. Request in process If you patron have submit a request to you through ILLiad, you can easily check SEAL and make the request within ILLiad. 1. Double click on Awaiting Request Processing and open the request. Southeastern NY Library Resources Council 8

At this point please consult the SEAL manual to be familiar with making requests. 4.

9 2. From this window click on SEAL Search. 3. A SEAL search will happen automatically. When you find the item you are looking for, you may click on the request button and ILLiad will automatically log you into SEAL to make the request. At this point please consult the SEAL manual to be familiar with making requests. 4. When the other library responds to the request, you will want to update the status of the request in ILLiad to let the patron know it was filled or to note you need to request it from another location. An with the subject line ILL Request Filled ILL# may prompt a change in ILLiad status to Request Sent. An with the subject line ILL Request Not Filled ILL# will result in a repeat of the SEAL addon search process or you may have to try another service to fill the request. Remember to cancel the unfilled request in OCLC request! Southeastern NY Library Resources Council 9

10 Please refer to the systems note Reasons for Cancellation. Southeastern NY Library Resources Council 10

ILLiad SEAL Addon This addon will have to be installed on each ILLiad client computer; you can download it at the following site: http://www.

$zip; unzip the file and place the unzipped seal folder in c:\program Files (x86)\illiad\addons folder.$

11 ILLiad SEAL Addon This addon will have to be installed on each ILLiad client computer; you can download it at the following site: The download is a zip file called seal.zip; unzip the file and place the unzipped seal folder in c:\program Files (x86)\illiad\addons folder. After you log into ILLiad go over the SEAL addon settings by clicking on the system tab and then Manage Addons. Then click on SEAL Catalog and make sure Active is set to Yes and then enter the username and password for your SEAL account Southeastern NY Library Resources Council 11

Addresses Maintenance If you wish to add all SEAL libraries ahead of time or verify all their information, SENYLRC can provide a spread sheet with their information upon request.

12 Addresses Maintenance If you wish to add all SEAL libraries ahead of time or verify all their information, SENYLRC can provide a spread sheet with their information upon request. OCLC will load lender address records for a fee, an ILLiad library hosting their own server can load them using SQL Management Studio, or the records can be edited manually. 1. When reviewing address records please review the following fields: a. Disable ISO upon system changeover. b. Add phone, fax, Odyssey, . c. Merge records for the libraries that are currently using OCLC unless you have a need to keep separate statistics. For a list of active OCLC symbols in the region consult d. Change the Default Shipping Loan to SEAL if you wish to make these records searchable in the system using that field. To add SEAL to the list, go to the Customization Manager System Billing Setup BillingShippingFees. Click New Record. Southeastern NY Library Resources Council 12

Group Maintenance A SEAL group may be used for statistical purposes. https://prometheus.atlas-sys.

workflow Borrowing Direct Request If you plan to create a new request in Borrowing, it may be necessary to edit

13 Group Maintenance A SEAL group may be used for statistical purposes. ILLiad Client System Other Groups Maintenance Systems notes for workflow Borrowing Direct Request If you plan to create a new request in Borrowing, it may be necessary to edit your Direct Request Sending Routing Rule to prevent the new request from going out automatically. Southeastern NY Library Resources Council 13

Custom queue (optional) https://prometheus.atlas-sys.

14 Custom queue (optional) Reasons for Cancellation CM Borrowing Cancellations--ReasonsForCancellation Southeastern NY Library Resources Council 14

ILLiad custom emails/notifications System documentation for setup custom emails https://prometheus.atlas-sys.com/display/illiad/creating+and+editing+email+templates https://prometheus.atlas-sys.com/display/illiad/adding+email+routing+rules https://prometheus.

15 ILLiad custom s/notifications System documentation for setup custom s templates are created using the Notification Templates tab in the Customization Manager. routing also needs to be set up for full functionality. Southeastern NY Library Resources Council 15

Lending Notifications Recall Dear <#LenderAddress.LibraryName>, SEAL Number: <#Transaction.ILLNumber> Loan Title: <#LoanTitle> Loan Author: <#LoanAuthor> TN: <#TransactionNumber> is being recalled.

16 Lending Notifications Recall Dear <#LenderAddress.LibraryName>, SEAL Number: <#Transaction.ILLNumber> Loan Title: <#LoanTitle> Loan Author: <#LoanAuthor> TN: <#TransactionNumber> is being recalled. Please return it to us as soon as possible. Interlibrary Loan office hours are <#BorrowingHours>. Thank you for the rapid return of this item. If you have any questions about this please contact us at <#LocalInfo.Lending Address> Our office phone number is <#LocalInfo.LendingPhone>. Sincerely, <#LocalInfo.LendingContactName> <#LibraryName> Southeastern NY Library Resources Council 16

Lending Notifications Renewal denied Dear <#LenderAddress.LibraryName>, A request you have placed for renewal of: Title: <#LoanTitle> Author: <#LoanAuthor> SEAL Number: <#Transaction.

17 Lending Notifications Renewal denied Dear <#LenderAddress.LibraryName>, A request you have placed for renewal of: Title: <#LoanTitle> Author: <#LoanAuthor> SEAL Number: <#Transaction.ILLNumber> TN: <#TransactionNumber> has been denied. Please return it as soon as possible. If you have any questions, please contact the Interlibrary Loan office at <#LocalInfo.Lending Address> or <#LocalInfo.LendingPhone> with the ILLiad Transaction Number <#TransactionNumber>. Sincerely, Interlibrary Loan Staff Questions and comments regarding ILL policies and procedures may be directed to <#General Address>. Our office phone number is <#BorrowingPhone>. ILL office hours are <#BorrowingHours>. Southeastern NY Library Resources Council 17

18 Lending Notifications Renewed Dear <#LenderAddress.LibraryName>, The renewal you have requested for <#LoanTitle> has been approved, it is now due: <#DueDate> Title: <#LoanTitle> Author: <#LoanAuthor> SEAL ILL number: <#Transaction.ILLNumber> Please refer to our contact information below if you have questions regarding your request. When contacting us, please have the transaction number <#TransactionNumber> available. Sincerely, Interlibrary Loan Staff Questions and comments regarding ILL policies and procedures may be directed to <#General Address>. Our office phone number is <#BorrowingPhone>. ILL office hours are <#BorrowingHours>. Southeastern NY Library Resources Council 18

Email routing (Lending) Customization Manager System

19 routing (Lending) Customization Manager System Routing Southeastern NY Library Resources Council 19

or lender addresses. https://prometheus.atlas-sys.

20 Borrowing Notifications Standard Renewal OK, Renewal NO, and Recall messages are functional. Custom Searches Custom searches for tracking can be built by clicking on the Custom Search for requests or lender addresses. Southeastern NY Library Resources Council 20

21 Requests Southeastern NY Library Resources Council 21

Lender Addresses Statistics The Fill Rate report, available in Borrowing and Lending, may provide data on submitted, cancelled, in process, and filled requests for the SEAL ILLiad group as well as

22 Lender Addresses Statistics The Fill Rate report, available in Borrowing and Lending, may provide data on submitted, cancelled, in process, and filled requests for the SEAL ILLiad group as well as any other in region group. OCLC libraries in SEAL can be in multiple groups or separated depending on your reporting requirements. SENYLRC will also be providing statistics. Southeastern NY Library Resources Council 22

OCLC WorldShare Interlibrary Loan: Lending

OCLC WorldShare Interlibrary Loan: Lending Creating an account You will need to create a new user name and password, using your 9-digit authorization number and password for WorldCat Resource Sharing.