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ukcs_circulation_control [2018/06/26 20:25] (current)
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 +| ====== 1. ====== | \\ | ===== Circulation control ===== | Importance\\ | Compliance\\ |
 +| \\ | \\ | === Circulation policies === | \\ | \\ |
 +| ==== R1 ==== | \\ | Circulation policies must be library-defined\\ | \\ | \\ |
 +| \\ | \\ | Circulation policies must be determined by a combination of:\\ | \\ | \\ |
 +| ==== R2 ==== | \\ | borrower category\\ | \\ | \\ |
 +| ==== R3 ==== | \\ | item category\\ | \\ | \\ |
 +| ==== R4 ==== | \\ | location\\ | \\ | \\ |
 +| \\ | \\ | Circulation policies determined in this way must include:\\ | \\ | \\ |
 +| ==== R5 ==== | \\ | loan periods (expressed in days, weeks, months, extended/​fixed date)\\ | \\ | \\ |
 +| ==== R6 ==== | \\ | reference only\\ | \\ | \\ |
 +| ==== R7 ==== | \\ | loan entitlements (per item category and overall)\\ | \\ | \\ |
 +| ==== R8 ==== | \\ | renewal periods (according to method, e.g. phone, self-service etc)\\ | \\ | \\ |
 +| ==== R9 ==== | \\ | renewal limits by method\\ | \\ | \\ |
 +| ==== R10 ==== | \\ | reservations - charges\\ | \\ | \\ |
 +| ==== R11 ==== | \\ | reservations – allow/​disallow\\ | \\ | \\ |
 +| ==== R12 ==== | \\ | reservations - maximum number (by item category and overall)\\ | \\ | \\ |
 +| ==== R13 ==== | \\ | reservations - loan period reduction if more than one\\ | \\ | \\ |
 +| ==== R14 ==== | \\ | reservations - length of time held on reservations shelf\\ | \\ | \\ |
 +| ==== R15 ==== | \\ | reservations - expiry period for unsatisfied reservations\\ | \\ | \\ |
 +| ==== R16 ==== | \\ | fine rates (normal and special rates, e.g. overdue reserved item)\\ | \\ | \\ |
 +| ==== R17 ==== | \\ | maximum fines\\ | \\ | \\ |
 +| ==== R18 ==== | \\ | charges – subscription/​membership\\ | \\ | \\ |
 +| ==== R19 ==== | \\ | charges – hire charges\\ | \\ | \\ |
 +| ==== R20 ==== | \\ | notice production – type (e.g. overdue and frequency)\\ | \\ | \\ |
 +| ==== R21 ==== | \\ | notice production - format (e.g. print or e-mail)\\ | \\ | \\ |
 +| ==== R22 ==== | \\ | It must be possible to apply library-defined grace periods\\ | \\ | \\ |
 +| ==== R23 ==== | \\ | The system must maintain a calendar of closed dates for each location. All circulation transactions including due dates, fines, recalls and reservations awaiting collection must take account of closed days\\ | \\ | \\ |
 +| ==== R24 ==== | \\ | === Authorised library staff must be able to update parameters with immediate effect === | \\ | \\ |
 +| \\ | \\ | === General circulation functions === | \\ | \\ |
 +| ==== R25 ==== | \\ | The system must provide automatic blocks/​alerts on borrowers, including:​\\ | \\ | \\ |
 +| ==== R26 ==== | \\ | expired ticket\\ | \\ | \\ |
 +| ==== R27 ==== | \\ | outstanding fines/fees (library-definable threshold)\\ | \\ | \\ |
 +| ==== R28 ==== | \\ | overdue/​recalled items (library-defined threshold)\\ | \\ | \\ |
 +| ==== R29 ==== | \\ | over entitlement\\ | \\ | \\ |
 +| ==== R30 ==== | \\ | Automatic blocks/​alerts must be automatically removed\\ | \\ | \\ |
 +| ==== R31 ==== | \\ | The system must allow authorised staff to input manual blocks with an explanatory message\\ | \\ | \\ |
 +| ==== R32 ==== | \\ | Authorised staff must be able to override any borrower or item block.\\ | \\ | \\ |
 +| ==== R33 ==== | \\ | The system must show the status of items (e.g. reserved, awaiting collection) at all times to both staff and end users\\ | \\ | \\ |
 +| ==== R34 ==== | \\ | The system must maintain a loan history for both items and borrowers, retrievable for a library-defined period\\ | \\ | \\ |
 +| ==== R35 ==== | \\ | The system must support the circulation of uncatalogued items and recording of brief information when issuing, using library-defined defaults for loan control and trapping such items on return to allow full details to be input\\ | \\ | \\ |
 +| ==== R36 ==== | \\ | The system must allow for loans of multiple sets, e.g. music, drama sets\\ | \\ | \\ |
 +| == V1 == | P\\ | The system must allow end users to borrow, return and renew items at any service point\\ | \\ | \\ |
 +| == V2 == | P\\ | The system must alert the operator to items which need to be returned to their ‘home’ location and manage the transit of such items, showing their current status at all times\\ | \\ | \\ |
 +| \\ | \\ | === Issue, return and renewal === | \\ | \\ |
 +| ==== R37 ==== | \\ | It must be possible to enter the unique item identifier (e.g. barcode, RFID tag) by machine (e.g. scanner, reader) or manual input\\ | \\ | \\ |
 +| ==== R38 ==== | \\ | Item identifier only must be required for return\\ | \\ | \\ |
 +| ==== R39 ==== | \\ | Borrower and item status must be automatically checked on all three functions; any blocks/ accompanying messages must be displayed with an audible warning\\ | \\ | \\ |
 +| ==== R40 ==== | \\ | It must be possible to override the calculated due date at the point of issue/​renewal,​ subject to borrower and item checks\\ | \\ | \\ |
 +| ==== R41 ==== | \\ | Borrower expiry date must override due date; warning of imminent expiry date must be given on screen\\ | \\ | \\ |
 +| ==== R42 ==== | \\ | The system must allow a means of ending the current transaction (to prevent the issue of items to a previously accessed borrower)\\ | \\ | \\ |
 +| == V3 == | A\\ | It must be possible to backdate the date of return to accommodate book drop returns\\ | \\ | \\ |
 +| ==== R43 ==== | \\ | The system must allow for flagging items as ‘claimed returned’,​ leaving the item linked to the borrower as a claimed returned item but suppressing notices and fines\\ | \\ | \\ |
 +| ==== R44 ==== | \\ | It must be possible to flag items as ‘lost’, leaving the item linked to the borrower as a lost item, but suppressing notices and fines\\ | \\ | \\ |
 +| ==== R45 ==== | \\ | The system must alert staff of ‘lost’ items on issue and return\\ | \\ | \\ |
 +| ==== R46 ==== | \\ | It must be possible to flag items as ‘damaged’ and alert staff and end users on issue and return\\ | \\ | \\ |
 +| ==== R47 ==== | \\ | It must be possible to flag items with multiple elements, e.g. triple CD packs, and alert staff/users on issue and return to ensure sets are complete\\ | \\ | \\ |
 +| \\ | \\ | The system must:\\ | \\ | \\ |
 +| ==== R48 ==== | \\ | allow bulk renewal of all items on loan (subject to borrower and item checks), or selected items\\ | \\ | \\ |
 +| ==== R49 ==== | \\ | prevent renewal of overdue items (library defined threshold), reserved or recalled items, and items over the renewal limit\\ | \\ | \\ |
 +| \\ | \\ | allow for renewal of unseen items via:\\ | \\ | \\ |
 +| ==== R50 ==== | \\ | telephone\\ | \\ | \\ |
 +| ==== R51 ==== | \\ | self-renewal via OPAC\\ | \\ | \\ |
 +| ==== R52 ==== | \\ | self-renewal via automated telephone answering service\\ | \\ | \\ |
 +| ==== R53 ==== | \\ | flag method of renewal\\ | \\ | \\ |
 +| ==== R54 ==== | \\ | provide direct access to the borrower record for personal details and details of loans, fines and reservations,​ from issue, return or renewal functions\\ | \\ | \\ |
 +| ==== R55 ==== | \\ | provide direct access to the full item record, including reservation information,​ from the borrower'​s loan record\\ | \\ | \\ |
 +| \\ | \\ | === Fines and charges === | \\ | \\ |
 +| \\ | \\ | The system must:\\ | \\ | \\ |
 +| ==== R56 ==== | \\ | show details for each fine or charge, e.g. the loan which incurred the fine\\ | \\ | \\ |
 +| ==== R57 ==== | \\ | accumulate fines and charges for payment in a single transaction\\ | \\ | \\ |
 +| ==== R58 ==== | \\ | allow for payment to be accepted either in the Return function or by direct access to the fine payment screen from the Return function\\ | \\ | \\ |
 +| ==== R59 ==== | \\ | allow payment in full or part against any individual charge\\ | \\ | \\ |
 +| ==== R60 ==== | \\ | allow payment in full or part against all charges\\ | \\ | \\ |
 +| ==== R61 ==== | \\ | allow authorised staff to waive all or some fines/​charges owing. The reason for the waiver must be recorded.\\ | \\ | \\ |
 +| ==== R62 ==== | \\ | It must be possible to defer payment (at the discretion of the library)\\ | \\ | \\ |
 +| ==== R63 ==== | \\ | It must be possible to record the payment method\\ | \\ | \\ |
 +| == V4 == | P\\ | The system must enable group payment of fines, e.g. families\\ | \\ | \\ |
 +| ==== R64 ==== | \\ | It must be possible to print receipts of fines/​charges paid on attached or networked printer\\ | \\ | \\ |
 +| ==== R65 ==== | \\ | The system must include cash management functions to enable balancing of income received on the system with that recorded on tills\\ | \\ | \\ |
 +| ==== R66 ==== | \\ | It must be possible to set a default replacement cost (where cost not specified on item record) for lost books\\ | \\ | \\ |
 +| ==== R67 ==== | \\ | It must be possible to set processing/​administration fees\\ | \\ | \\ |
 +| ==== R68 ==== | \\ | Financial history should be retrievable for a library-defined period\\ | \\ | \\ |
 +| ==== R69 ==== | \\ | It must be possible to handle other charges, including:​\\ | \\ | \\ |
 +| ==== R70 ==== | \\ | subscription/​membership charges\\ | \\ | \\ |
 +| ==== R71 ==== | \\ | hire charges\\ | \\ | \\ |
 +| ==== R72 ==== | \\ | reservation charges\\ | \\ | \\ |
 +| ==== R73 ==== | \\ | library sales\\ | \\ | \\ |
 +| ==== R74 ==== | \\ | The system must allow refunds to be made and recorded\\ | \\ | \\ |
 +| \\ | \\ | === Reservations === | \\ | \\ |
 +| \\ | \\ | The system must:\\ | \\ | \\ |
 +| ==== R75 ==== | \\ | allow title-level (first available copy) reservations by staff and end users\\ | \\ | \\ |
 +| ==== R76 ==== | \\ | allow item category and copy specific reservations by staff only\\ | \\ | \\ |
 +| == V5 == | P\\ | allow grouping of locations to satisfy reservations\\ | \\ | \\ |
 +| ==== R77 ==== | \\ | allow/​disallow reservations on items on order\\ | \\ | \\ |
 +| ==== R78 ==== | \\ | allow/​disallow available items (i.e. on shelf) to be reserved if reservation placed in the library\\ | \\ | \\ |
 +| ==== R79 ==== | \\ | automatically notify staff at each site of reservations for items not on loan (remote reservations) for shelf check\\ | \\ | \\ |
 +| ==== R80 ==== | \\ | allow staff to record ‘not found’ status against remote reservation request\\ | \\ | \\ |
 +| ==== R81 ==== | \\ | allow for remote reservation requests to be routed between sites if on shelf copy at more than one site\\ | \\ | \\ |
 +| ==== R82 ==== | \\ | allow for a default collection point to be specified which can be changed if required by staff/end users\\ | \\ | \\ |
 +| ==== R83 ==== | \\ | allow reduction of loan periods when there are outstanding reservations on items\\ | \\ | \\ |
 +| ==== R84 ==== | \\ | allow generation of recall notices for reserved items (recall item due back soonest), and reduction of the loan period\\ | \\ | \\ |
 +| ==== R85 ==== | \\ | alert staff of a reservation on an item on return from loan and notify the requester that the item is awaiting collection\\ | \\ | \\ |
 +| ==== R86 ==== | \\ | alert staff/end users if a reservation is awaiting collection, whenever the user record is accessed\\ | \\ | \\ |
 +| ==== R87 ==== | \\ | allow for reservations to be cancelled automatically on expiration\\ | \\ | \\ |
 +| ==== R88 ==== | \\ | allow for reservations to be cancelled manually by staff (with provision for reason)\\ | \\ | \\ |
 +| ==== R89 ==== | \\ | Staff must be able to change the order of the reservation queue\\ | \\ | \\ |
 +| ==== R90 ==== | \\ | It must be possible to set an expiry date for uncollected reservations,​ with automatic notification to staff (to remove from reserve shelf)\\ | \\ | \\ |
 +| ==== R91 ==== | \\ | It must be possible to set an expiry date for unsatisfied reservations,​ with automatic notification to end users\\ | \\ | \\ |
 +| \\ | \\ | === Bookings === | \\ | \\ |
 +| ==== R92 ==== | \\ | The system must support booking of equipment, e.g. PCs, either directly on the system or via an interface with a bookings system using SIP2/NCIP standards\\ | \\ | \\ |
 +| \\ | \\ | === Borrower records === | \\ | \\ |
 +| ==== R93 ==== | \\ | It must be possible to import and update borrower information from the organisational database\\ | \\ | \\ |
 +| ==== R94 ==== | \\ | The system must be able to generate a PIN number automatically or to accept an externally derived PIN\\ | \\ | \\ |
 +| ==== R95 ==== | \\ | It must be possible to create/edit borrower records manually in addition to importing them\\ | \\ | \\ |
 +| == V6 == | P\\ | It must be possible to duplicate data common to more than one borrower, e.g. family details\\ | \\ | \\ |
 +| ==== R96 ==== | \\ | Fields for the borrower record must be library-defined. Standard fields must include:\\ | \\ | \\ |
 +| ==== R97 ==== | \\ | name\\ | \\ | \\ |
 +| ==== R98 ==== | \\ | address (provision for at least two addresses)\\ | \\ | \\ |
 +| ==== R99 ==== | \\ | e-mail address (provision for at least two addresses)\\ | \\ | \\ |
 +| == V7 == | A\\ | automatic use of address by date (term/​vacation)\\ | \\ | \\ |
 +| ==== R100 ==== | \\ | telephone numbers\\ | \\ | \\ |
 +| ==== R101 ==== | \\ | borrower category\\ | \\ | \\ |
 +| == V8 == | P\\ | date of birth (under 18s)\\ | \\ | \\ |
 +| == V9 == | P\\ | home branch\\ | \\ | \\ |
 +| == V10 == | A\\ | location/​department\\ | \\ | \\ |
 +| == V11 == | A\\ | course\\ | \\ | \\ |
 +| ==== R102 ==== | \\ | joining date\\ | \\ | \\ |
 +| ==== R103 ==== | \\ | date of expiry\\ | \\ | \\ |
 +| ==== R104 ==== | \\ | last use\\ | \\ | \\ |
 +| ==== R105 ==== | \\ | free text notes/​messages\\ | \\ | \\ |
 +| == V12 == | P\\ | The system must provide an automatic change to borrower category, once the borrower reaches 18\\ | \\ | \\ |
 +| ==== R106 ==== | \\ | Borrower records must be accessible by name and number\\ | \\ | \\ |
 +| ==== R107 ==== | \\ | Library staff must be able to delete borrowers'​ records, in bulk or individually,​ except where current transactions or blocks are outstanding\\ | \\ | \\ |
 +| ==== R108 ==== | \\ | It must be possible to delete records by the date of expiry\\ | \\ | \\ |
 +| ==== R109 ==== | \\ | When a library card is being replaced, the existing borrower'​s details must be carried across from the old card\\ | \\ | \\ |
 +| ==== R110 ==== | \\ | It must be possible to flag a borrower barcode/​library card as ‘lost’, prohibiting transactions on that card and alerting staff when it is used\\ | \\ | \\ |
 +| ==== R111 ==== | \\ | The system must be able to generate unique user numbers and accept numbers from an externally derived source\\ | \\ | \\ |
 +| \\ | \\ | === Notices === | \\ | \\ |
 +| ==== R112 ==== | \\ | The system must allow automatic generation of notices, including:​\\ | \\ | \\ |
 +| ==== R113 ==== | \\ | overdue letters\\ | \\ | \\ |
 +| ==== R114 ==== | \\ | fines\\ | \\ | \\ |
 +| ==== R115 ==== | \\ | replacement costs\\ | \\ | \\ |
 +| ==== R116 ==== | \\ | recalls\\ | \\ | \\ |
 +| ==== R117 ==== | \\ | notification of item awaiting collection\\ | \\ | \\ |
 +| \\ | \\ | The system must allow notices to be generated in a range of formats, to include:\\ | \\ | \\ |
 +| ==== R118 ==== | \\ | print\\ | \\ | \\ |
 +| ==== R119 ==== | \\ | e-mail\\ | \\ | \\ |
 +| ==== R120 ==== | \\ | SMS messaging\\ | \\ | \\ |
 +| ==== R121 ==== | \\ | Text and format of notices must be library-defined\\ | \\ | \\ |
 +| \\ | A\\ | === Short loans === | \\ | \\ |
 +| == V13 == | A\\ | The system must allow for short loan periods to be set, including both hourly and overnight loans\\ | \\ | \\ |
 +| == V14 == | A\\ | Hourly loans must cater for both rolling hourly periods (e.g. items due back four hours after issue) and fixed times\\ | \\ | \\ |
 +| == V15 == | A\\ | It must be possible to maintain items in a short loan collection by allocating temporary short loan status linked to courses and reading lists\\ | \\ | \\ |
 +| == V16 == | A\\ | It must be possible to set specific parameters for short loan items, to include:\\ | \\ | \\ |
 +| == V17 == | A\\ | loan periods\\ | \\ | \\ |
 +| == V18 == | A\\ | loan entitlements\\ | \\ | \\ |
 +| == V19 == | A\\ | renewal periods\\ | \\ | \\ |
 +| == V20 == | A\\ | renewal limits\\ | \\ | \\ |
 +| == V21 == | A\\ | reservations\\ | \\ | \\ |
 +| == V22 == | A\\ | fine rates\\ | \\ | \\ |
 +| == V23 == | A\\ | notice production\\ | \\ | \\ |
 +| == V24 == | A\\ | The system must support bookings of short loan items for a given date/time\\ | \\ | \\ |
 +| \\ | P\\ | === Mobile library services === | \\ | \\ |
 +| \\ | P\\ | The system must offer equivalent circulation functions to mobile libraries, to include:\\ | \\ | \\ |
 +| == V25 == | P\\ | issue, return and renewal of items\\ | \\ | \\ |
 +| == V26 == | P\\ | borrower loans and messages\\ | \\ | \\ |
 +| == V27 == | P\\ | fines and charges\\ | \\ | \\ |
 +| == V28 == | P\\ | interception of reserved items\\ | \\ | \\ |
 +| == V29 == | P\\ | borrower registration\\ | \\ | \\ |
 +| == V30 == | P\\ | borrower search\\ | \\ | \\ |
 +| == V31 == | P\\ | OPAC search\\ | \\ | \\ |
 +| == V32 == | P\\ | It must be possible to list all stop points and group them into routes\\ | \\ | \\ |
 +| == V33 == | P\\ | Loans must be associated with a stop point/​route\\ | \\ | \\ |
 +| == V34 == | P\\ | The system must support bulk renewals of all loans at a stop point (for use if stop point is postponed)\\ | \\ | \\ |
 +| == V35 == | P\\ | Mobile library transactions must be synchronised with the main library system\\ | \\ | \\ |
 +| \\ | P\\ | === Housebound services === | \\ | \\ |
 +| \\ | P\\ | The system must support services to the housebound to include:\\ | \\ | \\ |
 +| == V36 == | P\\ | profiles and borrower history of housebound readers to enable selections to be made\\ | \\ | \\ |
 +| == V37 == | P\\ | generation of pick lists\\ | \\ | \\ |
 +| == V38 == | P\\ | issue and return of selected items to individual housebound readers according to specific parameters\\ | \\ | \\ |
 +| == V39 == | P\\ | block issue and return of selected items to day centres, homes etc according to specific parameters\\ | \\ | \\ |
 +| \\ | P\\ | === Project/​group loans === | \\ | \\ |
 +| == V40 == | P\\ | It must be possible to group multiple items for issue under a single ‘parent’ identifier\\ | \\ | \\ |
 +| == V41 == | P\\ | It must be possible to return items from the project/​group loan individually\\ | \\ | \\ |
 +| == V42 == | P\\ | The system must automatically return the ‘parent’ item when the last on-loan item in the group has been returned\\ | \\ | \\ |
 +| == V43 == | P\\ | It must be possible to unlink on-loan items from the project/​group loan, so that the rest of the project/​group loan can be re-issued\\ | \\ | \\ |
 +| \\ | P\\ | === Stock rotation === | \\ | \\ |
 +| == V44 == | P\\ | It must be possible to move collections of stock from branch to branch on a rotating basis\\ | \\ | \\ |
 +| == V45 == | P\\ | The rota must incorporate dates for transfer of collections and produce an alert when collections are due to be moved\\ | \\ | \\ |
 +| == V46 == | P\\ | Items on loan in a collection must be routed to the new location\\ | \\ | \\ |
 +| \\ | \\ | === Back-up circulation === | \\ | \\ |
 +| ==== R122 ==== | \\ | In the event of system or network failure, there must be a back-up circulation function capable of handling all issue and return transactions without disruption to services\\ | \\ | \\ |
 +| ==== R123 ==== | \\ | Recovery of transactions must be possible as soon as the system is back online\\ | \\ | \\ |
 +| ==== R124 ==== | \\ | All recovered transactions must be time‑stamped so that later transactions supersede earlier ones\\ | \\ | \\ |
 +| ==== R125 ==== | \\ | The system must report on current reservations on recovered return transactions\\ | \\ | \\ |
 +| \\ | \\ | \\ | \\ | \\ |
ukcs_circulation_control.txt · Last modified: 2018/06/26 20:25 (external edit)