Holds Management - Return to Service

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Added by Dawne Tortorella (06/25/2020 - 09:03) , last updated by Dawne Tortorella (06/25/2020 - 11:44)

As libraries restart services, including a phased return to resource sharing within SWAN, OnShelf Items (Pull Lists) can be overwhelming. Depending on the size of these hold queues, you may return to a relatively normal list of items to pull within a week. Our larger libraries with more holds and more available items are experiencing quite large lists which may take a few weeks to work through the backlog.

These tips may be helpful during this time of transition and gradual return to full resource sharing within SWAN.

  • Process the hold queue daily, but consider a rotation on patron last name range to process per day. This will reduce the number of patron pick-up days/bags.
  • Consider reasonable number of items patron can use within checkout period (e.g. 7 holds are available for Jane Doe, fill only 5, leaving the remainder for the next week).
  • Reduce the number of holds a patron can place. While this will not impact the backlog, it will slow hold placement a bit moving forward. To make this change, submit a support ticket for modifying patron profile limits.

Non-local patron holds

As we restart resource sharing within SWAN, we will be adding configuration rules that rely on reciprocity. This means that only those libraries restarting resource sharing will have hold restrictions returned to pre-COVID settings. Libraries not yet participating in resource sharing will continue to restrict holds on their items to local patrons only. As libraries return to resource sharing their holdable items will be available to fill holds for patrons from other libraries that have returned to resource sharing. Their patrons will also be able to place holds on material owned by other libraries that have returned to resource sharing.

Neighborly practice - what to request, what to fill

To respect the reopening timeline of our colleagues, please consider the following:

  • Do not override restrictions on hold placement. If the title is only available at one library, reach out to that library and ask them to place the hold on behalf of your patron. 
  • Remember that the station library placing the hold is used to determine if the hold can be placed. This station library is associated with the Enterprise catalog the patron was visiting when they placed the hold. Encourage local patrons to use their home library catalog. 
  • If your library has not yet restarted resource sharing and you notice an item on your pull list for transit to another library, simply ignore that item from your pull list.
  • Starting July 7th, the automated process to suspend holds placed by non-SWAN patrons (CHICAGO_P and NONSWAN_RB) will no longer run. If you notice items on your pull list for these patrons and you are not yet offering reciprocal borrower checkouts, simply ignore that item from your pull list.

Why do items that are not holdable to others even appear in the pull list?

If the hold was placed before restrictions were put in place and the station library matches the item library (patron was using your Enterprise catalog profile, or your staff placed the hold for the patron), the system interprets those holds as local. If you do not want to fill holds outside of your local patrons, advise staff not to place holds for patrons other than your home library.

Data snapshot

To understand the dynamic of our consortium holds, this snapshot shows the number of items listed on the OnShelf Items list on June 24, 2020 (~7:30 a.m.). With dynamic holds, these number fluctuate throughout the day. This graph illustrates how libraries will need to made local decisions to determine when they are able to return to full resource sharing configurations. Our range is from 3,508 to 0 - libraries are making progress daily on this backlog.

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