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FAQs

FAQs are currently a work in-progress as we update them with the new V6 software changes.

If you have a question about Illume BC which is not addressed in our Guides, Training or FAQs below, please contact us directly for assistance!

Bug Issues

Questions related to known bug issues.

[Bug Issues] The Canada Post Shipping Tool or Library Materials Shipping Tool is administered by the Canadian Urban Libraries Council (CULC).

Unfortunately the Illume Admin Centre does not have access to or control over the shipping tool and you will need to contact CULC directly for assistance!

If CULC is not responsive, please feel free to BC Public Libraries Branch <LLB@gov.bc.ca> directly as they coordinate shipping tool issues with CULC.

Category: 

[Bug Issues] The system often has trouble processing Search or Request forms that include any non-english unicode characters (eg.hachek characters ) or HTML/Javascript tags (eg. apostrophes ' or chevron brackets < >) in the text of your request.

Sometimes you may try to submit a request and the confirmation screen shows that the request has been submitted but the system doesn't give you a Request Number or submission date. If you see the message "Your request has been submitted - 1/1/001" that means the system wasn't able to process your request details and couldn't create the request!

So what should you do if you encounter this error?

  1. If you're trying to submit a request from an Illume Union Database record or Z39.50 record but the request works when you create a Blank Request - please contact us and let us know the exact record (via screenshot or link) that's having problems.
     
  2. If the Blank Request doesn't work either then you know the problem is likely within your request details/info (eg. Article Title or Author Name) and not a particular record.
     
    • Article Title Example: If you tried to submit a request for the Article Title ' … They should understand why … ' The knowledge, attitudes and impact of the HIV criminalisation law on a sample of HIV+ women living in Ontario. (example in the screenshot above) the request would fail since the apostrophes ' in the Title can interfere with the javascript of the form.

      Instead strip-out any strange characters including all apostrophes, brackets etc from the request details and try again! The Title "They should understand why The knowledge, attitudes and impact of the HIV criminalisation law on a sample of HIV+ women living in Ontario" worked instead in this case.

    • Article Author Example: if you submitted a Blank Request form for the Book "Stress ribbon and cable-supported pedestrian bridges" by the Author "Jiřʹi Strʹaskʹy", the hachek character contained in the Author's First name would cause the form submission to fail and the request would not show up in your Awaiting Approval.

      Instead enter the Author as Str'ask'y, Jiri with the non-english characters and/or apostrophes stripped out!
  3. If a strange non-english character such as a diacritic makes it through into a request it can also cause an error when the Activity and Request Reports Excel Spreadsheet statistics reports are run under Staff Dashboard > Statistics > Activity and Request Reports > Request Records (Excel only) or Lender Response (Excel only) reports. If you encounter the error "Microsoft OLEDB Persistence Provider error 'c00ce508' " please let us know as Auto-Graphics needs to fix the request causing the error in the database. Usually this impacts only the Origination Date that the request was created so you should be able to run statistics around that date until the error is resolved.


Auto-Graphics is investigating this issue and we hope it will be resolved in future software versions/updates.

If the lending library has live shelf status activated you may need to check for a Mis-Match error and copy and paste the field text exactly as it's shown in the error before you Retry the request. Still encountering problems? Please contact us for assistance!

 

Category: 

[Bug Issues] Requests may be created with an underscore "blank title" or other title bugs, eg. {BK} or {B}, when a catalogue record has been uploaded that contains multiple 245 MARC Title tags. The system expects that the 245 tag will be unique and unfortunately creates these errors.

Note: Auto-Graphics is now identifying all the erroneous records uploaded with multiple 245 Titles as part of a Union Database cleanup project! If your library uploads records with issues, you may receive an email from Auto-Graphics highlighting the records that need corrected. Records can be provided in text or MARC format.

For example the first Illume request below shows a _ "blank title" bug because the record for "Cowboy Christmas" has 3 separate Title 245 tags. While the second request has {B} in one of the 245 tags so the request is erroneously created with [{B}] as the title. Note: Record screenshots in next section.


What should I do if I find a request in my Awaiting Approval or Pending that has a blank title or odd title error?

  1. If possible, first check to see if the the MARC Display for that item shows multiple 245 MARC tags such as the examples below. You can bring up the record used to create the request by clicking the hyperlinked Verification field.

  2. Edit/update your request so that it contains the correct Title information (found in the first 245 $a and $b tags/fields) before your submit your request to a lender library.

    Don't know what the Title is? Click the hyperlinked record found in the Verification field of your request to pop-up the exact record used to create the request.


     
  3. Contact us to let us know which Title or record contains multiple 245 MARC tags so we can investigate and hopefully have it corrected.

We've requested that Auto-Graphics investigate if they can reject any records with multiple 245 tags during import or have the system use the first 245 tag instead. But currently you may encounter these errors or find a patron-created request in your Awaiting Approval or from another library in your Pending that contains a blank or erroneous title.

Have any additional questions/concerns? Please contact us for assistance.

 

Category: 

Holidays or Closures

Questions related to Holidays or other closures (eg. renovations or postal strike).

[Holidays or Closures] This error occurs when a library sets their Days to Respond (DTR) to zero [0] during holidays or closures. Every library in the lender list must have the minimum of:

  1. a valid code (eg. BVI) and,
  2. a Days to Respond number greater than zero [0] (eg. 4).

Error Message: There is an error in one or more of the lenders added to the lender list. Each lender must have a library code and days to respond at minimum. Acceptable formats are: LIBCODE, DAYS or LIBCODE, DAYS, CALL NUMBER or LIBCODE, DAYS, CALL NUMBER, CONTROL NUMBER.

How do I fix this error message?

If you are a Borrower library, you can scan the lender list for a site/code showing a DTR of zero [0] and manually delete it from your lender list before approving the request. Please contact us with the name of the Lender library so we can follow-up with instructions on the correct way to set holiday closures in the Holiday/Temporary Closures guides.

ILL Requests

Questions related to ILL requests and Lender or Borrower issues.

[ILL Requests] As of October 2017, Reading Centres can now submit their requests to the BC Public Libraries Branch (BVIL) as logged in patrons. This allows more account permissions, such as cancelling requests and changing passwords, than the previous guest requesting method! Guest requesting is no longer available. Please contact us if you are no longer able to login.

Watch an updated refresher tutorial on how to search & submit your requests as a Reading Centre patron. Or download a printable version of the Refresher Guide [PDF] to consult. Watch Video [sound ; 10m:26s ; MP4]

 

FAQ:

So how do I now submit my requests if I'm a Reading Centre? Please follow the instructions below for submitting and tracking your ILLs!

  1. Go to the BVIL Illume: https://bcuc.agshareit.com/home?cid=bcuc&lid=bvil
     
  2. LOGIN with your new Patron account. Please contact us if you've forgotten your account or password.


     
  3. Search for the item you wish to request. Check-out our Tips for Searching guide or the refresher tutorial above if necessary.
     
  4. Once you have found the Title or record you'd like to request you can choose or click on the "Request This Item" button to bring up the request form.
     
  5. Complete your request form and hit Submit. If you are logged in correctly your account details including your Reading Centre code (list of codes below) and password will already be pre-filled.

    When logged in you should only have to choose your Pickup Location, add your SHIP TO address, and enter your Max Cost (> 0 for Univs.) then click Submit! You can also add your RC Request Number (optional) and update with your contact name (if the displayed name is incorrect) if desired.

    Please don't update your RC Code or Password within a request. Want to change your Password? Use our FAQ or the video tutorial above. If you forget your password for your new patron account it can now be reset. Please contact us to request a new password.


     
  6. To view your current requests, make sure you're logged in according to Step 2 above. Then click your reading centre staff display name in the top right-hand corner, eg. "Janet", and choose Your Transactions > Items from Other Libraries (click "Show hidden requests" if necessary).

    Important Notes:
    • New requests may take some time to show-up in your interface.
    • As a logged in patron you can now request a cancellation via the "Cancel Item" option next to any eligible request. Your request will not be cancelled until confirmed by BVIL staff. Cancel item option not available anymore? Contact us for assistance instead!
    • You can also update your "Need By" date using the calendar - please beware this date calendar updates the live details of the request immediately and if you select a date that's too soon it will expire your request before it can be received/shipped (minimum 35 days or 5 weeks can be chosen). We recommend you leave the date as is and add a note in your Ship To details instead.

Have any questions or concerns? Please contact us directly.

Reading Centre Codes:

  • Dease Lake: RCDL
  • East Shore: RCEA
  • New Denver: RCNE
  • Pender Harbour: RCPE
  • Riondel: RCRI
  • Telkwa: RCTE


 

Category: 

ISO Partners

Questions about ISO (eg. Relais) partner libraries.

[ISO Partners] Sometimes you may receive a physical item shipped to your library or duplicate items when a lender library forgets to update a request to Will Supply/In Process and/or Shipped before the request expires or moves on to another Lender.

This can also occur with ISO-Relais libraries (BSKC, BVAS, BKCC, BVAU and BVIV) as they're unable to send a Relais message to update the request in Illume with the Will Supply/In Process status and "hold" it in their Pending. Please let us know if you encounter this with ISO-Relais libraries as it is a bug.

Please Note: Requests only remain in Staff Dashboard > ILL Admin > Request Manager> Manage Lender Requests > Pending for as long as the Days to Respond (DTR) set for that library in their Participant Record or the DTR you enter manually into your lender list string. Most libraries set-up a DTR of 4 while Relais libraries usually set-up 7-10 DTR to allow themselves time to mark an item as Shipped before it expires out of their Pending.

How can I tell if this happened?

Check-out the History Information within your request. First your borrower request arrives in Manage Lender Requests > Pending of the lending library.

  1. The request will remain in their Pending only temporarily (for as long as their DTR are active) until they retain "ownership" of the request through holding it with a Will Supply/In Process message (holds for 2 years) or claiming it permanently with a Shipped message.
  2. Many Illume libraries will hold a Pending request with a Will Supply/In Process message until they're able to determine if they can supply the item. They will then update with a Will not Supply or Shipped as appropriate. Occasionally a library accidentally rejects a request with Will not Supply that they have shipped which also may result in a duplicate item arriving.
  3. ISO-Relais libraries are unable to send a Will Supply/In Process message and the first message received by Illume is the Shipped message or a Will not Supply if they reject the request.
  4. If the ISO-Relais Shipped message fails due to a communication issue or the Shipped message is not sent before the DTR (usually 7) expires during midnight processing then the request will expire into your Retry or move on to another lender to fill.

So what can I do if this happens?

  1. If you physically receive an item for a request that's currently sitting in your Retry/Unfilled or with another library Pending, you can contact the shipped library directly and try re-submitting the request to just that Lender library. You may need to contact the current Pending library to ask them to reject the request. Once the request has been marked shipped by the correct library, you can update to Received and proceed normally. We recommend contacting the ISO-Relais lender library first to let them know you're doing this as it may create a duplicate request within Relais that they unknowingly reject.
  2. If you physically receive a duplicate item then we recommend you check within the request History Information to see which lender library Illume currently believes you should have received it from.
  3. We recommend you keep and continue to use the item from the library assigned to your request within Illume and immediately return the duplicate un-assigned item to the lender library. This allows you to continue to process the request normally. But this is a local library decision on whether or not they'd prefer to keep both items or which duplicate item they'd like to return. Please contact us if you'd like additional advice


Have any additional questions/concerns or would like further advice/suggestions? Please contact us.

 

Category: 

Lender Lists & ERTI Smart-build

Questions related to lender lists or enhanced request this item (ERTI) smart-build functionality.

[Lender Lists & ERTI Smart-build] When searching and viewing results in Illume, the Enhanced Request This Item (ERTI) Functionality doesn't always combine all the different hits for an item in the displayed search results. Instead when there are multiple master records for a single item, it should pull all the lenders from the different records when building the Lender List. This should result in fewer lenders missing from the Lender List results.

Please Note: The "OutLook Online" union database has been renamed "BC Union Catalogue". Updates to this FAQ for the V6 software coming soon! **

Multiple Items Example: In the example below the title "Glasslands" has 3 separate master record items with 3, 2 or 16 potential lenders. Lenders may not be pulled in from different master records, even if the items have the same title. To request your item you should use the record that has the most lenders or contains a desired lender. Sometimes the system unfortunately creates additional master records erroneously due to cataloguing issues. You can try adding in the library codes manually into your Lender List also if there are Lenders missing.

Glasslands


Multiple Records Example: In the "Half Broke Horses" example below, there is 1 single item with 4 records. In this case, because the 4 records are attached to the same item, all the lenders should be merged with ERTI to create a total of 11 lenders (not 12 since one record has a duplicate lender).

Half Broke Horses

Questions or encountered records where ERTI still doesn't seem to be working correctly?  Please contact us for additional assistance!

[Lender Lists & ERTI Smart-build] The default System Wide Lender List was created based on recommended guidelines, to best ensure that ILL requests are evenly distributed to lenders across the Illume system. In general, they are organized from smallest to largest libraries in order to disperse requests across all libraries in the BCUC consortia. Libraries with smaller collections are given the opportunity to lend items while libraries serving larger communities continue to receive significant request numbers, due to larger collection availability, without being overwhelmed.

The current System-wide list can be found (but not edited) under Staff Dashboard > ILL Admin > Participant Record > System Wide and it's also displayed below.

Libraries also can have a Preferred Lender List that over-rides the default consortial System-Wide Lender list.

  • Locate your current Preferred Lender List under Staff Dashboard > ILL Admin > Preferred Lender List.
  • Public Library Preferred Lender Lists were created by BC Public Libraries Branch in consultation, and may also be specific to other consortia such as InterLINK. These should not be edited as they are organized to disperse requests as evenly as possible. Have questions about your placement on the Preferred Lender List? Contact Libraries Branch at LLB@gov.bc.ca.
  • Post-secondaries can set-up their Preferred Lender List and we recommend these lists based on geography and size: https://illumebc.ca/guides/preferred-lender-lists

Have any questions/concerns? Please contact us for assistance!

System-Wide Lender List default (your Preferred Lender List over-rides this order):

BRHSP
BTA
BABM
BGRE
BKAS
BIN
BGRZ
FSJA
BHH
BBI
BFRL
BLP
BMB
BBGV
VALE
BSP
BSA
BVAJI
BR
BPI
BM
BVDH
BH
BMK
BNA
BCOM
BSPA
BCHE
BELK
BPE
BPOC
BHA
BGF
BFBV
BS
BTR
BF
BCRK
BGI
BKI
BBUL
BFN
BDCN
BPRD
BGSI
BRCZ
BCS
BT
BNE
BSE
BTEN
BPRC
BVAV
BVAE
BVIC
BMN
BW
BSQ
BKIT
BCRE
BTE
BPR
BCR
BPMP
BCD
BKOC
BFSJ
BDC
BVAL
BP
BVAC
BBIT
BPG
BPGC
BPGCQ
BPGCB
BPGCM
BPGCV
BPGCF
BPGU
BNV
BCOQ
BNWD
BWLC
BSUR
BCLF
BNVD
BNVI
BNW
BKCT
BKCC
BRIZ
BWV
BSKC
BKO
BB
BVI
BNM
BABF
BVA
BVACILS
BVAY
YWC
BVAS
BKU
BVIV
BVAU

[Lender Lists & ERTI Smart-build] As requested by BCUC members, Auto-Graphics has now added the ability to add any lender codes to a new Blocked Lender list that stops the ERTI smart-build from automatically adding those codes during it's lender list builds. This allows you to have Search Targets/Resources active that may charge fees, so you can continue to search their catalogues, but without the worry that their library code will accidentally be added.

You can still request from libraries that you've blocked by manually adding their code to your lender list build before approving your request. Manually adding their code will over-ride your blocked lender list and forward the request along to them normally. For more information check-out the guide with screenshots below or watch the quick video demonstration! Currently manually adding a code only works with Blank Request forms, but we've asked for additional improvements from Auto-Graphics and will update this FAQ when more information is available.

Some sites are unable to manually add a lender code to the Lender List build if the code is included in the Blocked Lenders list. If you encounter an error message while trying to manually add a blocked code you may need to temporarily remove the code from your Participant Record > Blocked Lenders list then add the code manually to your request and approve. Check-out the video or FAQ below on how to re-add your blocked lender after using this temporary workaround!

Watch a quick video on how to add lender codes to your "Blocked Lenders" list within your "ILL Admin > Participant Record". [No sound] Watch Video [90s ; MP4]

How-to Block Lenders:

To update your Blocked Lender list:

  1. Login as an Admin within your Illume.
     
  2. Under Staff Dashboard > ILL Admin > Participant Record > Blocked Lenders you can add the codes you'd like to block from the automatic lender list builds.

    For example to add the University of Victoria code enter BVIV and click Submit to save your changes. Hit return to enter another code on the next line. Multiple codes can be added and each one needs to be on a separate line. Check our Search Now page for a list of all library codes or contact us for assistance.


Remember you can still manually add BVIV before approving your request if you ever need to route to them! Note: Only currently works on requests created from the Blank Request form.

Check-out the Configuring Search Targets Display Guide guides to add or edit your search resources. For example if you've removed The University of Victoria as a search target to avoid any unexpected fees you can now add them back in after you've entered their code in your Blocked Lenders list.

Please contact us if you have any questions/concerns or would like some assistance updating your Blocked Lenders list or Search Targets/Resources.

 

[Lender Lists & ERTI Smart-build] This is a known sporadic issue with some records and a variety of lenders (eg. SFU, UBC, and a variety of public libraries) that has been reported to the vendor. It is related to the ERTI smart-build matching algorithms and is currently under review by Auto-Graphics. We hope they will make improvements within 2018/19!

Add lenders to the list manually instead using the following format:

  • library code, days to respond, call number (optional)

You can increase or decrease the number of days depending on how long you want the library to have to respond. Recommended minimums for Illume (SHAREit) Libraries (4 days) and Relais-ISO libraries (7-10 days). For example:

  • BVAU, 4, HV6275 .F45 1999

Check the Illume Library Codes list for available SHAREit library codes. Contact us if you wish to send us your example request errors to add to the open tickets.

[Lender Lists & ERTI Smart-build] It's likely you have Automatic approval activated. When Automatic Approval is turned-on submitted requests are immediately sent to the first lender found when the system automatically smart-builds your lender list. You cannot manually edit the lender string when Automatic approval is checked-off. Login to another account with Automatic approval deactivated to submit your request or un-check Automatic approval within your account.

With Automatic approval deactivated the requests will first enter Awaiting Lenders (to ERTI smart-build the lender list - please don't edit requests at this stage!) and then are sent to Awaiting Approval. At the Awaiting Approval stage within your Request Manager, you are able to manually add, edit or delete lenders and then submit the request via "Approved - Send". If there are no lenders listed you will be able to see this at the Awaiting Approval stage.

Check the User Account Setup [PDF] document for information on how to edit your user account or contact us for assistance turning off Automatic approval. Locate your accounts under Staff Menu > User Admin tab > Edit User Accounts > Submit to see the entire user list. Click on the user account you'd like to edit then choose the ILL Staff - ILL Permissions link to display and edit the Automatic approval option.

Lender Policy

Questions related to lender policies.

[Lender Policy] An item borrowed from another lender may have a very short Due Date and move very quickly to Borrower > Overdue during midnight processing even though you just Received it! This occurs due to the lender library's settings which calculate due date. The system also calculates Due Date based on when the Lender Shipped the item and not when you Received it.

How Lender's Days to Return and Lending Policy impact Due Date

  • The request Due Date of an item is usually calculated based on the Lender's Days to Return (eg. 35) set-up in their ILL Admin > Participant Record.

  • Unless a lender also has a Lending Policy activated under ILL Admin > Participant Record > Lending and has added a Loan Period there. Then that lending policy loan period over-rides the Days to Return!

For example: If you request a Book from a Lender Library and they have 35 Days to Return set-up; but they also have the Lending Policy "Loan Period" for Books set to 21 and have checked it off for system-use - your borrower request will have a Due Date of 21 days from when the lender Shipped the item!

How can I look-up lender "Days to Return" and "Lending Policy"?

  • Search for the lender library under Staff Dashboard > ILL Admin > Search Library Information using their name or library code and click Submit.
  • The Days to Return will be displayed in the Lender Information on their Library Information page for that code/site.
  • To check-out their Lending Policy also, click on the "ILL Policy Link" hyperlink, on their Library Information page, to pop-up their lending policy. This pop-up doesn't say whether their lending policy is just for information or is being used by the system to deflect material format and calculate due dates though but can help with troubleshooting. Please contact us or the lender library directly to find out if it's activated.

How can I check-out my own Days to Return and Lending Policy in order to make updates?

If you have activated (checked-off) a Lending Policy for material format deflections (eg. because you wish to deflect DVDs), we recommend you update all the Loan Periods to be the same as your Days to Return. This allows the system to correctly calculate your Due Dates including shipping turn-around times! If you want to also let sites know how long your Loan Period truly is, we recommend updating the "Exceptions, Comments (300 characters max)" field for that format with the real loan period information (eg. 21 days).

Tip: If you leave the Loan Period default zero (0), the system will use the value in your Days to Return field to calculate due dates rather than your lending policy!

Check-out recently updated Lending Policies Set-up Guide [PDF] for more information.


  • Days to Return, used to calculate Due Date if you don't have a Lending Policy activated (checked-off), is located under your Staff Dashboard > ILL Admin > Participant Record.
  • Click the "Lending" hyperlink within your Participant Record to check-out your Lending Policy also. Your Due Dates for items sent to other borrower libraries will be calculated using your Lending Policy if you check-off "Use my library's lending policies to determine if my library should receive requests of specific item types. Applies only to 'System Checked' items." checkmark. For example, if your Days to Return are 35 but your Book loan period is 21 days in your lending policy - your Due Dates will be 21 days from Shipped for Books!


Have any questions or concerns or would like some assistance updating your Days to Return or Lending Policy? Please contact us for assistance!

 

Category: 

Live Shelf Status

Questions related to Live Shelf Status.

[Live Shelf Status] Sometimes the Live Shelf Status availability check fails due to cataloguing issues/mis-matches or system bugs. Please first double-check that the item isn't currently unavailable due to being checked-out, on hold, in process etc. Or is in a location (eg. Reference) or format (eg. eBook) not available for ILL. 

If your item is currently available at the Lender library but your request is still being rejected due a cataloguing issue/mis-match or system bug please:

  1. Contact us for assistance about the item so we can investigate and open a Helpdesk ticket with Auto-Graphics if necessary.
  2. Use the Blank Request Form to submit your request. All Live Shelf Status sites (except BNVI) have currently disabled live shelf checks against requests submitted using the blank request form.
  3. If the request is failing due to system errors we may be able to override or force the request to go to the Lender library even if the system thinks the item is unavailable. Please contact us with the Request # details including the desired Lender library.

 

Have additional questions/concerns? Please contact us.

[Live Shelf Status] Included in the update to v5.0.22.42 is the BCUC requested optional feature to disable live shelf availability checking when Borrower libraries submit a Blank Request form.

This optional Lender library feature, allows requests that would normally be exceptions (via email or telephone) to instead be integrated into your Illume workflow including statistics!

Important Note: Only Lender libraries that have activated Live Shelf Checks can choose whether they'd like to allow Borrower libraries to by-pass their live shelf checks in this situation. Currently all Live Shelf Status sites (except BNVI) have disabled live shelf checks against requests submitted using the blank request form. For libraries that have not activated this feature (BNVI), you should contact them directly to make an exception request or contact us for assistance over-riding the live shelf check.

Watch a quick video on how to disable Live Shelf Checks on Blank Requests. [No sound] Watch Video [2m ; MP4]

 

FAQ:

If you are a Lender library with live shelf checks activated, if desired you can activate this option.

  1. Login to Illume as an Administrator.
  2. Under your Staff Dashboard > ILL Admin > Participant Record > Blank Request - Disable Availability > check-off "Yes" and click Submit to save.

Please contact us if you have any questions/concerns about this feature or if you are a Lender library and would like some assistance activating this option.

Note: As a Borrower library, you will see the Notification message "Notes: Availability checking disabled by lender for blank requests" if the lender library has already disabled live shelf checks against any blank requests received.

 

[Live Shelf Status] The Illume Admin Centre has been setting up Z39.50 searching and Live Shelf Status checks for as many libraries as possible over the past year.

With Live Shelf Status activated, the Illume system live checks the Lender library's Z39.50 server for the status of the item and confirms that the Lender library owns that exact item.  For some libraries, when searching Illume, you may see Location and Status information available on some of your records (example below) that are found via your Z39.50 Search Target.

You can always check at the top of any record in the "Found in:" section to discover if the record/item was found via one of the union databases (BC Union Catalogue, ELN Media Cat or ELN Serials Cat) or through a Z39.50 server record look-up (eg. College of New Caledonia).

This indicates that your Location and Status information is being successfully retrieved from your Z39.50 server.  But it doesn't necessarily mean that Live Shelf Status has been activated for your library yet!


The Illume Administrative Support Centre will work together with you to activate Live Shelf Status.  To double-check if it has been activated for your library you can check your records found in the BC Union Catalogue (formerly OutLook Online) union database instead (example below).  If you have a hyperlinked "Check Shelf Status" link available next to your Library name - then you have Live Shelf Status activated!  For example only Coquitlam Public Library (BCOQ) and Richmond Public Library (BRIZ) have Live Shelf Status activated below. Click on a "Check Shelf Status" link to see the availability of that item.
 


Most libraries will only search the union databases for records and a few select z-targets, such as Simon Fraser University, and will never see your z-target records when searching Illume. Instead the Z39.50 catalogue records will mostly be used during requesting to check availability.  We do recommend that you activate/configure your own z-target as a Search Resource to make up-to-date records available to your own patrons.  If you've already configured your Z39.50 target with us, you may see Location and Status information available on some of your records even though you don't have Live Shelf Status activated yet.

Would you like to activate Live Shelf Status as soon as possible?  Please contact us for assistance!


List of all libraries with Live Shelf Status Active:

 

[Live Shelf Status] We're currently in the process of setting up Live Shelf Status, via Z39.50 targets, for many libraries so Patron-Initiated Interlibrary Loans can be activated for most institutions. With Live Shelf Status activated, the Illume system live checks the Lender library's Z39.50 server for the status of the item and confirms that the Lender library owns that exact item.  When Live Shelf Status is activated for a particular library, you will have the option to click on a "Check Shelf Status" link to see the current live status of every copy of the item at that library.  The Illume system will also live check the Lender's Z39.50 server when it submits the actual request.

  • As each library activates live shelf status, their "Check Shelf Status" link will automatically become available for everyone to use!
  • When submitting requests, the system will also automatically skip the lenders that don't currently have the item available to lend using the "Item not available - lender XXXX skipped, retry later" message.

In the example below, for the title "Next Episode", Live Shelf Status has only been activated by the Illume Administrative Support Centre for Coquitlam Public Library and Richmond Public Library. If you click the "Check Shelf Status" link beside one of those libraries you should see the live up-to-date status for all copies of that item (eg. the Richmond Public Library copy below shows as Available).
 

 

If you see a "Shelf Status is not available" message for many items please contact us with the item information. This may be due to cataloguing inconsistencies, z-target configuration issues or Auto-Graphics bugs.

 

Can I set-up Live Shelf Status via Z39.50 for my library?

Absolutely! We'd like to activate this for as many libraries as possible. Please contact us to update and verify your Z39.50 Mapped Locations (eg. Main Branch Library), Statuses (eg. Checked In) and Attributes (eg. Holdings via the 852a tag) for your z-target first before we active your live shelf status. If these are incorrect the system has trouble confirming that your library currently owns the item and that it's available to loan.

There would also be a test period to ensure that the location and holdings information for most items are being sent to the Illume system correctly. If the system is unable to retrieve current Location or Holdings information via your z-target for many items then borrowers would encounter a lot of erroneously rejected requests. If you find that many of your requests are rejected when the items are actually Available, please contact us to report the issue for another library or update your MARC tag and subfields (eg. 852a or 949b) for your Z39.50 server Location/Holdings information.

 

[Live Shelf Status] With Live Shelf Status activated, the Illume system not only live checks the Lender library Z39.50 server for the status of the item (Available, Checked Out, On Hold etc) but also double-checks that the Lender library actually owns that exact item by checking the ILS for the catalogue record. This is useful when a request is created from a union database record that may be out-dated but can be frustrating when the Lender library's Z39.50 server returns a Title or Author (or other record information) Mis-match error!

The Illume system is set-up to match your request exactly with the Library's catalogue record so you receive the correct item.

TIP: Use the Blank Request Form to submit your request. All Live Shelf Status sites (except BNVI) have currently disabled live shelf checks against requests submitted using the blank request form.

Or check-out the tips below for editing your request to avoid the mis-match error. You can also contact us if you'd like us to over-ride the live shelf check or email the exception sites (BNVI) directly for assistance filling your request.

FAQ:

Rejections occur when a detail (big or small) in the requested Illume master record doesn't exactly match the catalogued record retrieved from the Lender z-target ILS record.

For example when a request is submitted to Surrey Public Libraries (BSUR) for the BC Union Catalogue record "The dark crystal creation myths. (Volume 1)", the details are double-checked against the live BSUR Z39.50 catalogue record available, and the request is rejected because the BSUR catalogue says the title is actually "Dark Crystal Creation Myths Vol 1" NOT "Dark Crystal Creation Myths Volume 1".  It may also reject the request if it finds that the Author mis-matches, for example in the case below the Request said the Author was "Thomas Carter" and the Surrey catalogue record said the Author is "Tom Carter".

Small mis-matches can be common across all Lender Z39.50 targets to differences in cataloguing rules, for example RDA versus LOC.

We agree it's frustrating to have your requests rejected based on such small discrepancies in record details!  We've opened a Helpdesk Ticket with Auto-Graphics about this issue and requested a change to the system to make it more lenient on matching exact details during this shelf status ownership check. In the meantime, there are a couple work-arounds to make your request go through successfully:

  1. When you see this mis-match error message try editing the request details to make it match exactly.  For example on Retry you can edit the Author to say "Carter, Tom" rather than "Carter, Thomas" and the request should successfully go through to BSUR on re-approval. From the error message you can copy and paste the mis-match directly into your request and then Retry!
  2. Submit a Blank Request for the item instead including the changed details, for example a Blank Request for "The dark crystal creation myths. [Vol. 1]" instead of "The dark crystal creation myths. [Volume 1]" should go through to BSUR. Please note this usually only works when submitting it to one specific lender. Note: If desired, Lender Live Shelf Check libraries can also now de-activate shelf status availability checking on requests submitted via Borrower library Blank Request forms. FAQ here with more information: https://illumebc.ca/faq-lss-disable-blank-request
  3. If you request a lot of items from a particular library, you can add their Z39.50 server as a search target for Staff within Illume. Check the Configuring Search Targets Display guides for more information or contact us directly for assistance. Making a request directly from the Z39.50 search resource record should create a request that matches their ILS catalogue details.
  4. If desired, a library can internally update their ILS catalogue record to reflect these differences.  For example updating the above title from "Vol." to "Volume" in the ILS catalogue record title details should resolve this particular record request issue.

Please contact us if you have any additional suggestions or questions/concerns about this issue. Or if you would like to submit your mis-match request examples to our open Helpdesk ticket. We will let you know about any changes to the matching process or enhancement updates as soon as they become available!

[Live Shelf Status] We're currently in the process of setting up Live Shelf Status, via Z39.50 targets, for many libraries so Patron-Initiated Interlibrary Loans can be activated for more institutions and requesting can be streamlined.  With Live Shelf Status activated, the Illume system live checks the Lender library's Z39.50 server for the status of the item and confirms that the Lender library owns that exact item.

When should you see the message [Item not available - lender XXXX skipped, retry later]?

The message should only occur when the Live Shelf Status status check/look-up finds that the item is currently not available because it's Checked Out, On Hold or another reason such as it's a Reference item.  Check first to see if the status of all copies of the item are showing as "Unavailable" for that Library/Code.  For example a request for the item below from North Vancouver City Library (BNV) would be rejected by the system because the item is currently "Unavailable-CheckedOut" when you click on the Check Shelf Status link. If you see the Skipped message when the item is unavailable it's working correctly!

Live Shelf Status checks streamline the requesting process and allow ILL Staff to receive items faster and focus on requests for items that are available. With Live Shelf Status, ILL Staff should no longer have to waste time looking up items and rejecting requests for Unavailable items as the system automatically does it for you!


When shouldn't you see the message [Item not available - lender XXXX skipped, retry later]?

1)
This message may occur in error when there are problems with the Mapped Locations (eg. Main Branch Library) and Statuses (eg. Checked In) for the Lender's z-target. If these are incorrect the Illume system has trouble confirming with the Lender's Z39.50 server that the library currently owns the item and that it's available to loan.  If you request an Available item from another library and see this message please let us know!  Is this happening to your library? Contact us and we can work together to update your current z-target mapped locations and statuses.

2) This error may also occur when the z-target doesn't retrieve any Holdings for that item so it's unable to confirm that it's available.  Unfortunately if the Lender's Z39.50 server doesn't return Holdings information for that particular item, the Illume system has no way of knowing if it's available to loan.  If you find this occurring for many of your items please contact us to update which MARC tag and subfields (eg. 852a or 949b) your Z39.50 server is using to send Location/Holdings information to Illume. 

 

Everything in your z-target updated correctly and this is still happening?  Please contact us so we can have Auto-Graphics investigate the issue.

[Live Shelf Status] Live Shelf Status is a check of the circulation Availability (In Library, On Hold, Checked Out etc) of an item at the time a Request is submitted to a Lender.  Illume connects directly to the Lender library's Z39.50 server for information about the Holdings (Location & Status) of that item including an up-to-date check that the library actually still owns that exact item.

What are the benefits of Live Shelf Status?

  • With live circulation checks the system automatically skips Lenders that don't have an item available to lend. Was your request skipped in Illume for a Lender Library? Double-check the Check Shelf Status link to see the current Availability of all copies of the item.
  • For Borrowers this means you receive items faster as they're routed directly to Lenders that do have the items available without sitting in someone's Pending waiting to be rejected.
  • For Lenders this means ILL Staff won't have to waste time looking up Checked Out items and rejecting requests.  This allows staff to focus on requests for available items only.
  • Live shelf status circulation checks should allow ILL Staff to receive items faster and focus on requests for items that are actually available!

What are the some of the current issues with Live Shelf Status?

  • As we turn on Live Shelf Status for more libraries you will see the "Item not available - lender XXXX skipped, retry later?" message more frequently as requests for Checked Out items skip unavailable Lenders and may be routed to Retry or Unfilled if no other lenders are available. When you see this message for unavailable items it means the system is working correctly as these requests would have been rejected by the Lender library anyways!

  • Requests created from records in the union databases (BC Union Catalogue, ELN Serials Cat & ELN Media Cat) may be rejected due to mis-match errors with the Lender's catalogue records. The records in the union databases are usually the "best" available records for that item and they may not always exactly match the catalogue records found in the live Lender's ILS. Union database records may be out-dated though, so the system checks live to make sure the item is actually still owned by that Lender library. This can result in mis-match errors due to differences found in their ILS records.

    We've requested increased leniency in matching records - but in the meantime there's some easy work-arounds! Update July 2017: In the recent update to v5.0.22.42, Live Shelf Status Lenders can optionally deactivate shelf availability checks for Borrower libraries submitting Blank Request forms. Please check-out our FAQ here <https://illumebc.ca/faq-lss-disable-blank-request> for additional information!

  • During set-up, we need to configure all the Locations, Status and Holdings information of the Lender library's Z39.50 server within Illume. If this information isn't configured correctly the live shelf status check may not properly connect or retrieve information from the Lender's catalogue. Contact us to work together to set-up your shelf status connection correctly within Illume.

  • The system checks for live Holdings of items to determine if an item is in a lendable location (eg. Stacks) and is available in the library (eg. Checked In). If Illume can't find the Holdings statement because it isn't available in the same location as most other returned catalogue records (eg. 852a) or there is no holdings statement (for example with some electronic records) then the system can't do the shelf check because the information isn't available! Please contact us to work together to set-up the Holdings check to be as consistent as possible against your Z39.50 server. In some cases, your library may need to add additional holdings statements to records missing the information.

  • Check-out some of the other FAQ's about Live Shelf Status.

The Illume Admin Centre has been setting up Z39.50 searching and live shelf status checks for as many libraries as possible over the past year.  Have questions/concerns about live shelf status checks? Want to set-up and activate Live Shelf Status for your library? Please contact us for additional assistance.

 

Login or Access

Questions related to your account login or access.

[Login or Access] It is recommended that you update passwords frequently to increase the security of staff logins. As many staff logins are shared, updating your passwords yearly or during staff changes can increase the confidentiality and privacy of your patron information. Alternatively you can also increase security by creating personalised logins for each staff member instead of sharing generic staff accounts.

If you've forgotten your password and can't login, please check with your Local Illume Administrator or contact us for assistance including your login Username (eg. ILLStaff). We're unable to view your current password as it's encrypted but we can reset and email you a temporary new one. Please update all temporary passwords as soon as possible.

How do I update my password?

Login with your current Username/Password and click your account display First Name in the top-right corner of Illume to display your account settings and preferences. Update your password and reminder question under Your Settings > Your Profile. Don't forget to click Save to submit your password changes!

  • Previously passwords could only contain alphanumeric characters. As of March 15th 2017 you can create more secure passwords with a combination of letters, numbers and special characters including: @ $ * ^ [ ] | & ‘ “ # ! ( ) { } / \

  • If you share your account with other staff at your library don't forget to coordinate the new password with all users. Administrators can also reset forgotten passwords under Staff Dashboard > User Admin > "Edit User Accounts".

How do I reset my forgotten password?

If you've forgotten your password and can't login, please contact your local Illume Administrator or contact us for assistance including your login Username (eg. ILLStaff). We're unable to view your current password as it's encrypted but we can reset and provide you a temporary new one. Please update all temporary passwords as soon as possible.

As a local Illume Administrator how do I edit passwords or create new personalised staff accounts?

When logged in as an Illume Administrator you should have the option under your Staff Dashboard > User Admin > to "Add a User" or "Edit User Accounts".

  1. Editing Passwords: Under "Edit User Accounts" click on the desired account name to pop-up a new window. Update the fields *Password and *Confirm Password or PIN and click Submit to save your changes.
  2. Create New Accounts: We recommend using "Edit User Accounts" (click Submit without choosing any options to see all your current accounts) to first check-out the permissions and settings on a similar current Username so you know what settings/permissions you may wish to assign.
     
    • Click on a desired linked account in the first "User Name" column to pop-up a new "Edit User Accounts" window. Click the "ILL Permissions" or "Statistics Permissions" links to pop-up additional information.
    • To then add new users return to Staff Dashboard > User Admin > and click "Add a User". Important Notes: We don't recommend using the "Clone Staff Permissions" option as it does not appear to work reliably. Adding "Library SuperUser" to an account will set Administrator privileges including the ability to change the interface and edit user accounts.
    • You will be presented with additional pages to complete ILL Permissions and Statistics Permissions (if chosen). Click Submit on each page after selecting your permissions and hit "OK" on the last screen confirming the creation of the new account. If you need to update or add additional permissions return to your Staff Dashboard > User Admin > "Edit User Accounts" section to choose the account and make additional changes to the ILL and Statistics Permissions.

Have any additional questions or concerns or would like some assistance adding or editing accounts? Please contact us.

 

Category: 

Network or Server Issues

Questions related to network or server problems separate from software issues.

[Network or Server Issues] You may sometimes receive bounced-back or blocked email messages from various Internet providers (eg. Office 365 or Shaw.ca), if you have Illume patron system email message notifications activated under your Staff Dashboard > ILL Admin > Participant Record > Patron Notices. This unfortunately usually occurs because the email providers have marked Illume messages as spam. This may also occur if your own email provider hasn't whitelisted or allowed the Illume server's IP addresses.

Messages from Illume are marked as spam due to the way they're created/sent by our server. The system uses the email address entered/added (eg.Interlibrary@yourlibrary.ca) in your "EMail Notice Set-up: EMail Notice From Address" section in your Participant Record to "spoof" or fake an email message "from" that entered address. Even though it may appear that the emails are coming from your email address, the internet providers can tell they are really coming from the Illume server. This is a common trait of spam or phishing email messages so many email providers mistakenly mark it as spam and block or bounce it.

So what can we do to fix the problem? Unfortunately not much as it remains an ongoing issue due to spam filters and the large quantity of spammers! We've made requests to various internet providers (eg. Shaw.ca) to not block these messages but that usually only works for a short-time and they're then re-blocked.

If you start receiving bounced back messages try the following:

  1. Check that the email address entered into your Staff Dashboard > ILL Admin > Participant Record > Patron Notices > EMail Notice Set-up : EMail Notice From Address is correct.
  2. Forward along some samples of your bounced messages to <support@illumebc.ca> and we'll try to investigate the issue!
  3. One work-around when you receive bounced-back messages is to Open the bounced back message in your email software and click "Resend". The email message frequently goes through then because it is no longer "spoofed" and the internet providers can see the message is actually coming from your library not the Illume server.
  4. Library Technical Support: Contact your IT Department first to make sure that the Illume servers IP addresses are added to a whitelist or authorized/allowed by your own email provider. IP Addresses: 142.58.232.165-167
  5. ILL Staff: Contact the Internet Provider (eg. Office 365 or Shaw.ca) from the email address entered in your Participant Record (eg. interlibrary@yourlibraryemail.ca) and request that they not block Library messages from the Illume servers. Provide them with the domain name <https://bcuc.agshareit.com/> and IP Addresses <142.58.232.165-167> and additional information on our services: https://illumebc.ca
  6. Library Patrons: Request that your Patrons contact their email service provider to have the messages from Illume not marked as spam.
  7. Contact us to let us know about the issue! We're happy to assist where we can but we recommend you and your patrons start with the options above as libraries have reported better success when a Library or Patron makes the request directly to an Internet Provider.

 

Since this is an ongoing issue - what else can be done? Auto-Graphics is exploring alternate notification options such as text messages and mobile apps.

Please contact us if you have any additional questions/concerns or enhancement suggestions for Auto-Graphics!

Patron-Initiated Interlibrary Loans

Questions related to patron-initiated interlibrary loans (PI-ILLs).

[Patron-Initiated ILLs] Using Auto-Graphics feature of Patron Categories, it is now possible to set ILL Request Limits on unauthenticated guest patrons.

Request limits can be set by "number active", "number per week", or "number per month". Patron requests are rejected on the basis of their name (Firstname and Lastname) and their Password/PIN entered during the creation of the requests. For more information check-out the guide with screenshots below or the video tutorial!

Watch a video tutorial on how to add guest request limits to your Patron-Initiated Interlibrary loan requests. [Includes sound ; Autoplay] Watch Tutorial [3m42s ; SWF]

FAQ:

How are requests counted in this feature?

A borrow request is considered active from the time it is submitted by a patron until:

  • Returnable (loan) - counted active against a patron's request limits from the moment it's submitted to Awaiting Approval until it's been returned and checked in by the lender library so it's gone to Complete.
  • Non-returnable (copy) - counted active against a patron's request limits from the moment it's submitted to Awaiting Approval until it's received by the borrower library so it's gone to Complete.
  • Unfilled requests (requests not provided by a Lender library) - will count against a patron's request limit until it's been deleted! For example if you receive a request from a patron in Awaiting Approval and you Cancel the request before it's been approved or filled - this request will count against their limit until it's been deleted manually or by the system (90 days).

How do I set this up?

For example if you would like to allow your guest patrons 5 active ILL requests at one time only:

  1. Contact us to request Auto-Graphics adds this feature to your site!
     
  2. Once available - login with your Administrator account.
     
  3. First create a "guest" category within Staff Dashboard > User Admin > Patron Categories > click "Add a Category". The category must be named exactly "guest" in order to apply to the guest patron account. Please check the screenshot below for an example. Don't forget to click "Submit" to save your changes!

  4. Once you have added your patron category, you can add some ILL request limits under Staff Dashboard > ILL Admin > ILL Request Limits. For example uncheck "No limit" and enter your desired active limit, eg. 5, in the "ILL Limit (do not enter commas)" column.

  5. Click Submit to save your changes!
     
  6. Your guest patrons should now encounter a pop-up when they try to submit additional requests, including Blank Requests, past the active limit. The submit button is removed from their request form after they click "OK" on the pop-up. They must contact library staff instead in order to request additional items.

Notes:

  • Logged in Staff accounts can over-ride this and create additional requests for a patron.
  • A patron may already have active requests submitted prior to your library activating ILL request limits. These previously submitted requests should continue on as normal but please let us know if you encounter any processing issues. When the patron receives the pop-up notification it may tell them they are already past the maximum (for example 6 out of a maximum of 5) if they already had more than the maximum active requests.
  • The pop-up message cannot currently be changed.

I don't see the "Patron Categories" or "ILL Request Limits" options so how do I activate this feature? Please contact us for assistance! Auto-Graphics has to activate this feature on your library account. Please be aware it can take a few weeks for them to configure this feature for your site.

Guest Patron Request Limits Training

Check-out the e-training tutorial below to learn how to implement guest patron interlibrary loan request limits within Illume. Sound available including additional tips but all necessary steps are included without sound also. Click the Next Step, Replay and Restart buttons to navigate. Available in Flash (.swf) embedded below or HTML5 version coming soon.

 

Software Customisation

Questions related to the Illume search interface or ShareIT software.

[Software Customisation] If you don't want certain features to show, such as the Social Media icons (eg. Facebook, Twitter, Pinterest etc) below the book jacket art, you can deactivate them within your UX Admin.

Watch a quick video on how to deactivate Social Media icons for patrons and/or staff. [No sound] Watch Video [2m ; MP4]

FAQ:

So how do I deactivate Facebook, Twitter, Google, Pinterest and other social media icons for patrons or staff?

  1. Login as an Admin within your Illume.
  2. Under UX Admin > System Settings > Full Record Options > un-check "Display Social Media Buttons" for Patrons/Guests and/or Staff and click Save to submit your changes.
  3. You should see a confirmation pop-up saying "Your data has been successfully saved". Search for a record to view the changes (you may need to re-log and clear cookies/cache first)!

Currently we can't disable only particular social media icons that may not work, eg. Pinterest. To deactivate one icon, you currently have to turn off all the social media icons.

Please contact us if you have any questions or would like any assistance updating your UX Admin features.

 

Staff Settings & Customisations

Questions related to user or library account permissions or settings including UX Admin, User Admin and ILL Admin's Maintain Participant Record.

[Staff Settings & Customisation] If your library accidentally marks a request as status Lender > Shipped but can't actually deliver the item - there's the option to allow staff to "Undo Shipped" a request! Check-out our User Accounts Setup Tips [PDF] guide for additional information and screenshots or follow the steps below.

As of August 9th, 2018 - this option applies to both Returnable (loan) and Non-returnable (copy) requests. Important Note: Using Undo Shipped on a Non-returnable (copy) request will return a request to Pending and remove any uploaded/attached documents.

Recommended: As the Status Option: Undo Shipped is rarely used we recommend this permission is only activated on Illume Admin (Library Superuser) accounts and not necessarily for all staff accounts. Using the Lender > Undo Shipped or Borrower > Cancel Shipped Request status changes may have workflow implications for the currently assigned partner library. We often recommend consulting with the other library before using this status option.

To activate this option on an account:

  1. Login as an Illume Admin and choose Staff Dashboard > User Admin > Edit User Accounts.
  2. Choose User's Type: Library Superuser from the drop-down then Submit to filter to Admin accounts only.
  3. Click on the hyperlinked name of the account you wish to update. A new pop-up window will appear.
  4. From the "Edit User Accounts" window click on the hyperlinked "ILL Permissions" to pop-up a new window.
  5. From the "Maintain ILL Permissions" window check-off the "Undo Shipped Item" option to add this permission.
  6. Click Submit then Close to save your changes.


Please contact us if you have any additional questions or concerns!

Statistics

Questions related to the statistics module.

[Statistics] In 2017 Auto-Graphics has re-organized the statistical reports and moved all reports previously located in ILL Admin to the Statistics tab instead. They've also added some new reports such as the "Stayed Too Long" report. Unfortunately these reports were not automatically displayed to users assigned the ILL Statistics permissions so you may need to activate them manually.

Update March 27, 2017: Auto-Graphics has tried to update all Library SuperUser (Administrator) accounts to include all statistical report options.

If you continue to only see the "Activity and Request Reports" report under your Statistics tab follow the instructions below to display any of the additional reports highlighted with the orange box below. Or contact us for assistance.

When logged in as an Administrator under Staff Dashboard > User Admin > Edit User Accounts > click Submit to view all users > and choose the account you'd like to edit to activate the new permissions. For example click on "illstaff" below to pop-up a new window with the permissions for this account. Then click on the "Statistics Permission" link to pop-up yet another window to "Edit Statistics Permissions". Click on the plus (+) to expand the menu options and display the "ILL Statistics" available for this account.

We recommend that you display all the reports except the "Download Participant Records" report which only saves a copy of your Participant Record settings. Or check-out our Statistics guide for more information on each report so you can decide which you'd like to assign.

Don't forget to click Submit to save your changes! Repeat this for each account you'd like to assign any of these reports. You will need to re-log to refresh your Staff Dashboard with the new reports. Please contact us if you have any questions/concerns or would like any assistance updating your statistics reports permissions.

 

Category: 

Union Database

Questions regarding the Union Database (BCUC, ELN Serials Cat or ELN Media Cat) records or uploads.

[Union Databases] Set-up and activation of a library Z39.50 server/resource in the Illume (SHAREit) software is mainly for the purpose of activating Live Shelf Status so each library can facilitate Patron-Initiated Interlibrary Loans and streamline requesting... and not for their use as Search Targets/Resources. We currently recommend each library continues to submit at least a yearly upload, if not more, of records to sustain healthy levels of Interlibrary Loans for your institution.

Can everyone just use our Z39.50 server target instead?

  • Each library would need to individually add your Z-target as a Search Resource in Illume, rather than relying on the ease of the consolidated union database search targets only. It can be cluttering and overwhelming for many libraries to add and maintain dozens of search target resources as each Z39.50 server becomes available.
  • While you can add any search targets you desire, we currently recommend adding the University Z-target-only resources (SFU, UBC, UVic and UNBC), if you'd like to request items from them, and your own library Z39.50 search for your patrons to see up-to-date records. Please note that SFU, UBC & UVic requests have attached fees.
  • Warning: If a library doesn't add your search target and you no longer upload records to the union databases, you will not receive ILL requests from these libraries.

Problems with Z39.50 searches compared with union databases?

  • Cataloging Mis-matches: We've found that there are many inconsistencies in cataloguing of items between each institution and these are highlighted during Z39.50 searches where items are not consolidated within one record even though many institutions may own the same item. The union databases try to overcome these issues by adding your records under a Master Record so you will receive requests for that item. Note: This can cause the Mis-match error message with live shelf status checks and Auto-Graphics is investigating options to improve this. In the meantime, we recommend ILL Staff use the work-arounds available.
  • Consolidate Lenders: Frequently if someone requests an item from just your Z39.50 retrieved record the system is unable to consolidate other lenders, who also may own the item, under the same request due to mis-matches with your Z39.50 retrieved record. This results in other applicable lenders not ERTI smart-loading into the Lender List when a borrower makes a request directly from z-target results only. Due to these mis-matches, we recommend that borrowers make requests from an available Illume record instead to reliably auto-load the most lenders. If you do not upload your records to the union databases you may miss receiving these requests if your z-target record mis-matches.
  • Complex Searches: Most Z39.50 servers are set-up for simple searching only. Complex searches for items frequently fail to retrieve records resulting in your library being skipped for ILL, unless you've uploaded separate records to the union databases. For example a title search for an item containing a Title and Sub-Title will frequently fail against many Z39.50 servers as too complex. The master records in the union databases allow for complex searching.
  • Missing Lender Code: We're also finding with some requests that your Lender Code will not automatically populate the Lender List even if the request was created from a record found via your library's z-target, due to Auto-Graphics algorithm issues or mis-matched mapped locations and statuses. Borrowers will need to manually enter your code. Creating requests from union database records more frequently overcomes this issue.
  • Shadowed Locations: While you are able to set-up certain z-target locations (eg. Reference) as not lendable, most Z39.50 servers are unable to shadow these locations from display. A search against your Z39.50 server will always return every matched result even if it's an item you have normally blocked as "viewable", such as in your library catalogue OPAC.  With the union databases you can choose to exclude these records during upload instead.
  • Connection Issues: Every time a z-target is searched via Illume, or a request is submitted where a live shelf status check is performed, there is the opportunity for the connection between the Illume server and institutional Z39.50 server to fail due to internet connection issues or temporary server problems. Uploading your records to the union databases overcomes these issues and ensures that ILL requests will make their way to you even if Illume was unable to connect to your Z39.50 server.
  • "Flashing" Search Results: Patrons and Staff will need to use the new refresh button to display results from slow Z39.50 live targets. To remove the issue of "flashing" records due to slow Z39.50 targets, Auto-Graphics implemented a process where union database & fast Z39.50 target results are shown quickly while slower Z39.50 targets continue to search in the background. The refresh button can be used to actively add new results from slow Z-target resources later.

Any feedback, questions or concerns about these issues? Or having trouble with your Z39.50 server settings, live shelf status or union database uploads? Please contact us for additional assistance!

 

Category: 

[Union Database] The Z39.50 Search Resources/Targets available to Guests/Patrons and ILL Staff at your library will depend upon your Administrative settings under Staff Dashboard > Pac Admin > Search Resources. Check-out our Configuring Search Targets Display Guides for more information on how to update your search targets/resources.

Watch a tutorial on how to add or edit your Search Resources/Targets for both patrons and staff. [No sound] Watch Video [7m30s ; MP4]
  • Within Illume you can usually display search results from multiple Search Resources (formerly called Targets) including the BC Union Databases (BC Union Catalogue, ELN Serials Cat and/or ELN Media Cat) as well as any available Z39.50 Resources (for example below the University of British Columbia, University of Victoria, Simon Fraser University and/or University of Northern British Columbia). Check-off all the Search Resources you'd like to display in your results and then enter your search terms!

    Please Note:
    Even if you don't check-off all the Search Resources/Targets to display in your Search Results, the system should separately build the ERTI smart-build lender list based on all the Search Resources displayed to ILL Staff (even if un-checked).


     
  • You can also distinguish union database record results from Z39.50 records in a few other places in your search results.  For example, below where it says BC Union Catalogue (a Union Database Record) or Simon Fraser University (a Z39.50 Record) in the Locations results.  Or within the record where it says "Found in:"

    If you want to only view the records from the Union Databases you can check-off just the BC Union Database(s) such as OutLook Online (now called BC Union Catalogue).




     
  • Lastly, if you'd like to know whether or not your request was created from a Z39.50 record you can check-out the History Information located at the bottom of your request. For example in the request below, the first history entry has "Notes: Created from Z39.50 record by staff".

Please let us know if you have any additional questions or concerns about creating your requests from Union Database records or Z39.50 records.

 

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