March 30, 2020

ILL Suspension Extended

On March 17, 2020 we suspended van delivery service and the NHAIS ILL system through April 3. Given the stay-at-home order and the extension of remote learning for NH schools issued last week by Governor Sununu we are extending the suspension of van service until at least May 4, 2020.  

The instructions we issued previously remain valid:

Here is what YOU should do as a library in the ILL system:

  • Leave all your transactions exactly where they are. Don't request renewals, return things, ship things, etc. Before we go back online NHAIS Services staff will be issuing guidance (in the form of blog posts) about where various kinds of transactions will end up by May and how to deal with them at that point to get back to business.
  • Whatever is in your outgoing van bin should just be left there untouched until van service resumes.
Note that materials currently in bins here at the NHSL will remain here, untouched until service resumes at which point they will be delivered as addressed.

Please also note that all NHAIS Services staff is now working from home. If you wish to contact the NHAIS Help Desk please do so via email at nhu-pac@dncr.nh.gov

March 26, 2020

Deadlines for New ILL Sign-ups will be Extended

On March 2, 2020 we reopened signups for participating in NHAIS ILL. The deadline set for completing the signup information for this was originally set to be yesterday, March 25, 2020.
Because of the closure of most NH libraries and the suspension of NHAIS ILL service we will be extending this timeline. Once the system is back up and running we will announce a new set of deadlines and an activation date for this. We will use the information that has already been sent in by libraries wanting to join the system while additional libraries that didn't get things done by the original deadlines will have more time.

The steps to be followed won't change, just the due dates. All the resources you need to get set up are available if you have time to work on these things while your library is closed to the public.

Here is what you will need to do to get your library set up as a participant in the NHAIS ILL System:

  1.  Print, sign and return to NHSL (on paper) a new NHAIS ILL Agreement If you have sent us an agreement signed by your current library director within the past 6 months you don't need to send a new one. If you are unsure err on the side of caution and send a new agreement. 
  2. Complete participant profiling surveys (there will be at least 2 for each library) . The surveys are on the ILL System Administration web page where you will also find pdf copies of each survey so you can research your answers before entering them into the online surveys. On April 1st confirmation emails will be sent to the directors of libraries who complete these surveys to let them know we got their data.
  3. If you are NOT going to be set up as a Z-target (this option is explained on the ILL System Adminstration page) you will need to upload a complete file of holdings from your local system (or have one uploaded by NHSL from the old NHU-PAC files).
  4.  Complete the NHAIS ILL System Self-guided Training and return the signed form to NHAIS Services.

March 24, 2020

Red flags, "presuming available," and other adjustments

The NHAIS Interlibrary Loan System will be unavailable for about 10 minutes Tuesday night (March 24) starting at 10 o'clock to install these enhancements and fixes:
 

-In the Request Manager, the red flag is used to notify the lender that it’s the “Last Day to Respond” for a request in Pending status but it was displaying with other statuses like Returned. It will now display only for Pending requests, based on the Days to Respond value in the Participant Record (4). This can be turned on or off by using the gear icon in the upper right of the tablesorter to select displayed columns.
-Some Z-targets were receiving requests for items that were not available; the history showed a message like “Notes: Unable to determine availability for NHHSXX – presuming available.” In some cases, this was due to improper normalization of the ISBN. The normalization has been adjusted.
-When searching the union catalog (NHU-PAC) via a Z39.50 connection (normally used by catalogers to download MARC records), 10-character and 13-character ISBNs will now match regardless of which one is used to initiate the search, as when searching the OPAC.
-When the Modify Search option was added to the Full Record Display last month, it appeared as the last item in the function menu on the left. This was not always convenient, especially for staff users. It will now be the first option in the function menu on the left, immediately below the Request This Item button.


March 20, 2020

Cataloging can continue

Although ILL functions in the NHAIS Interlibrary Loan System are shut down through at least April 5, you can still download records from the system and--for union catalog participants in the ILL system--you can continue to add or delete holdings.

We're still adding new MARC bibliographic records to the union catalog, albeit at a slower pace, and whether you download records by logging into our website (with username ending with all or cat rather than the ill username) or using a Z39.50 connection (separate from whether your library is a Z-target for ILL purposes), the options are covered in an online document and an on-demand video.

For libraries who contribute holdings to the union catalog (i.e., libraries that are not Z-targets), you can still directly add or delete holdings one by one while logged into the NHAIS ILL System following steps shown in an on-demand video or you can send files of MARC records representing additions or deletions to your collection.

Questions? Contact the NHAIS Help Desk via e-mail or call 271-2141.

March 18, 2020

If You Want to Process ILL Transactions NOW


The suspension of ILL service and van service was done in such a way that if your library has closed, or you are operating with very little staff, you can just ignore the ILL system entirely until we resume service and that will be fine. There will be instructions posted here on the NHAIS Notes blog before we restart things telling you where you will find your transactions and how to most efficiently deal with them.

If you are in your library and want to deal with materials you have coming back from your patrons you can mark things Returned in the system and put them in your van bins to be picked up and taken back to their owners when van service resumes. This can wait until service resumes if you prefer to let the stuff just sit untouched.

Please DO NOT:
 - place any new requests (they will just go to Retry because there are NO lenders available and have to be cleared out later)
- request renewals (in many cases there is no one in the lending library to answer and the request will complicate things later)--just let everything go overdue and they can be returned from that status when we are back up and running
- forget to take care of yourself and wash your hands

March 17, 2020

NH State Library suspends statewide Inter-library Loan service due to COVID-19

The Department of Natural and Cultural Resources released this announcement today:

Due to the current State of Emergency directives in New Hampshire regarding COVID-19 and current Center for Disease Control recommendations regarding behaviors to stop the spread of COVID-19, the New Hampshire State Library will suspend its statewide inter-library loan operations beginning on March 18, with a projected end date of April 3.

Inter-library loan allows patrons to borrow items that may not be part of their own library’s collection but are available from another library in New Hampshire. The State Library coordinates this service; more than 500,000 items are delivered through inter-library loan in New Hampshire each year.

Van deliveries from the State Library to participating libraries throughout New Hampshire will cease during this time, and all online Inter-library Loan activities will be shut down as well.

Interrupting this service is an important step to minimize the spread of COVID-19 and reflects the current closed status of the many libraries across the state.

The State Library will re-evaluate the COVID-19 situation by April 3 to assess whether an extension of the inter-library loan service suspension is warranted at that time.

Part of the N.H. Department of Natural and Cultural Resources, the N.H. State Library promotes excellence in libraries and library services to all New Hampshire residents, by assisting libraries and the people of New Hampshire with rapid access to library and informational resources through the development and coordination of a statewide library/information system; by meeting the informational needs of New Hampshire’s state, county and municipal governments and its libraries; and by serving as a resource for New Hampshire. For more information, visit nh.gov/nhsl.

Before the end of the day today NHAIS Services will take the following steps to implement this decision:
  • All libraries in the system will be set "on vacation" from today until 4/5/20 (4/3 is a Friday, so lenders will be reactivated at the end of the day on Sunday ready for Monday morning).  If a library notified us that they will not do ILL until a date after 4/5 then the date they provided will be the date they will resume as a lender.
  • Libraries that have set up patron-initiated ILL in the system will have the "request this" button removed from their interface for logged-in patrons. (It will still display for staff). 
  • The front page of the system will be updated (this may take a day or two to get out to all library interfaces) to explain that the system is shut down.
Here is what YOU should do as a library in the ILL system:
  • Leave all your transactions exactly where they are. Don't request renewals, return things, ship things, etc. Over the next few weeks NHAIS Services staff will be issuing guidance (in the form of blog posts) about where various kinds of transactions will end up by April 3 and how to deal with them at that point to get back to business. So many libraries are closed that the chances are good that whoever is the partner in your transaction isn't there to respond. 
  • Whatever is in your outgoing van bin should just be left there untouched until van service resumes. If you must take your own materials out of your bin that were already "shipped" in the ILL system there will be a post on the blog tomorrow about how to clear that in the system.
Note that materials currently in bins here at the NHSL will remain here, untouched until service resumes at which point they will be delivered as addressed.