Intermediate SHAREit Access PA Catalog and ILL system

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IntermediateSHAREit:

AccessPACatalogandILLsystem

AccessPA/POWERLibrary2017FallTraining

• Service:AccessPACatalogandILLSystem• Platform:SHAREit• Vendor:Auto-Graphics,Inc.• Support:HSLC

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Aftercompletingthistraining,youwillbeableto:

• Loadyourlibrary’srecordsintoSHAREit (initialandsubsequentloads)

• UsetheFAILRECORDSfoldertoimprovethequalityofyourlibrary’sandtheAccessPAcatalogs

• SetupyourlibraryasaZ39.50clienttodownloadMARCrecordsfromSHAREit

• IdentifythebestmatchingMARCrecordtodownload• ObtainSHAREit borrowingandlendingstatistics• SolvecommonILLproblemswithdocumentationand

tips

LibraryloadsfileontoSHAREitserver

A-Gprocessesfileaccordingtoprofile

Recordsw/ominrequirementsto

FAILRECORDSfolder

Libraryreviewsfailedrecordsandcorrects

inlocalILS

Libraryextractsnextfullfilereplacement

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FullFileReplacementProcessUploadingHoldings• Firsttime,completethenemailtheprofiledocumentavailableonSHAREitdocumentationpage:

http://www.powerlibrary.org/librarians/statewide-catalog/documentation/shareit-auto-graphics

• UploadfullMARCrecordexportofyourholdingsdirectlytoAuto-Graphicsserver(directionswillbesentwhenprofileisreceived)

HowdoourrecordsgetintoAccessPASHAREit?

• HSLCreviewsprofile,makesanynecessaryrevisions,thenforwardstoAuto-Graphics.

• A-Gstaffcreateloadprofilefornewlibrary/consortiumthenloadfileaccordingly.

• RecordsthatdonotmeetminimumrequirementsareplacedinFAILRECORDSfolder.

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MinimumRequirements

Arecordwillfailtoloadifitmeetsoneormoreofthefollowingconditions:

• Itismissingatitle(MARCtag245)• Itismissingapublisher(MARCtag260subfield“b”orMARCtag264subfield“b”)

• ItcontainsfewerthansixMARCfieldsinitsentirety(excludingfixedfields)

FAILRECORDSFolder

•InstructionsforloggingintoseeFAILRECORDSfolderaresentwithRecordLoadAcknowledgement•Thisemailissenttowhomeverwehavelistedascontactpersonforindividuallibrary•LibrariesmayuseMarcEdittoconverttherecordstomnemonicMARCforeasierreviewofmissingelements

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RecordLoadAcknowledgement

WearewritingtoconfirmthattherecordsforyourlibraryhavebeenloadedintotheAccessPAdatabase;howeversomerecordsmayhavebeenexcludedfromtheload.BibliographicrecordsareexcludedfromtheAccessPAdatabaseifthey:

● lackatitle(MARCtag245);● lackapublisher(MARCtag260,subfield“b”-OR- MARCtag264,subfield“b”);or● containfewerthansixMARCfieldsintheentirerecord(notcountingfixedfields)

Toconfirmrecordsthatdidnotloadforyourlibrary,pleasecheckforafileintheFAILRECORDSfolderidentifiedbyyourlibrary's5-charactercode.ItisyourdecisionwhetherornottoenhancetherecordsfoundintheFAILRECORDSfolder.Theserecordswillremainavailableforyourreviewuntiloverwrittenbyyournextdataload.EnhancingtheserecordsinyourownILStoinclude theabovecriteriawillensuretheysuccessfullyloadintoAccessPAthenexttimeyousubmityourfullcollection.

Toseeyourlibrary'srecordsthatdidnotloadintotheAccessPAdatabase:

1. AllFTPaccesshasbeenmovedtotheA-GCloud.CopytheURLintoyourbrowser'saddressbox:● A-GCloudURL: https://agcloud.auto-graphics.com/index.php/s/wjH0bY9mbCM3xtC● Password:xxxxxxxx

1. OpenthefoldernamedFAILRECORDS2. Searchforthefilenamestartingwithyourlibrary’s5charactercode.ThiscontainstheMARCrecordsthatwererejected

duringtheload.

Youcanreadmoreaboutaccessingtheserecordsat: http://www.powerlibrary.org/wp-content/uploads/2015/11/Access-PA-SHAREit-FAILRECORDS-Folder-201511.pdf

Pleasedon’[email protected] ifyouhaveanyquestions.

A-GCloudServer

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FAILRECORDSFiles

RecordsinrawMARC

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DownloadingMarcEdit

http://marcedit.reeset.net/downloads

MARCTools

MarcEditincludesaMARCToolssection

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MarcEditTools

UseMarcBreakerfunctiontoconvertMARCdataintoamoreuser-friendlymnemonicfileformatforreadingandeditingrecordsinFAILRECORDSfile

CorrectingFAILFOLDERrecords

RecordscanbedownloadedfromtheAccessPAcatalogandthenuploadedtoyourlocalILS.• SearchfortheneededrecordintheAccessPAdatabase.• Findthebestmatchingrecord.• DownloadsingleormultipleMARCrecordsintoyourILS.

https://www.powerlibrary.org/wp-content/uploads/2017/03/Downloading-MARC-Records-20170227.pdf

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Findingthebestmatchingrecord

• SearchtheAccessPASHAREitdatabase(oranyothercatalog)forMARCrecords.

• Comparetheinformationonthepieceinhandwiththeinformationintherecord.

• Verifythatyouhavefoundanexactmatchbeforeyouaddyourholdingstotherecordorselectarecordfordownload.

Multi-volumesets

Multi-volumesetsmaybecatalogedaseither:

• aset,withallvolumesrepresentedononebibliographicrecord

• individually,witheachvolumecatalogedseparatelyunderthevolumetitle

Followyourlibrary’spoliciesinregardtohandlingmulti-volumesets.

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MARCfieldstocheck• Usual(Standardnumbers;author,creator,contributor;title;

edition;publication;format;extent,pagination)• Fornewmaterials,duplicates/multiplerecordslookfor

highestnumberinQualityfield:

Z39.50ConnectiontoAccessPA

AccessPAparticipantsmaynowdownloadMARCrecordsfromtheAccessPACatalogusingaZ39.50client.

https://www.powerlibrary.org/librarians/statewide-catalog/z39-50-searching-info

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ConfigureyourZ39.50connection

Hostname:accesspa.powerlibrary.orgPort: 2010DatabaseID: ACCESSPAFormat: MARC21Username: accesspaPassword: changesannually(samepasswordusedtouploadyourcollectiontoAccessPA)

ReportCatalogingErrors

Sendemaildirectlyfromrecord→• To:[email protected]• Subject:addproblemafterTitle

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?????Questions??????

• Loadingyourlibrary’srecordsintoSHAREit• AccessingrecordsintheFAILRECORDSfolder• EnhancingthoserecordsinyourILSsothey’ll

loadintoSHAREitnexttime• SetupyourlibraryasaZ39.50clientto

downloadMARCrecordsfromSHAREit• IdentifythebestmatchingMARC record

SHAREitStatisticsTheStatisticsfunctioninSHAREitallowsyoutoviewand

downloadILLandusagestatisticsforyourlibraryforspecifiedtimeperiods.

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Borrower:StatisticsorReports?Statistics…forNumbers Reports…forTitles

ActivityandRequestReports: ActivityandRequestReports:• BorrowingActivity

(includeslendername)• RequestRecords

(includeslendername)• NetActivity

(includeslendername)CONTUCopyrightTrackingReports

BorrowerStatistics StayedTooLongReportBorrowerRecordCountsBorrowerDaystoReceiveReport

Lender:StatisticsorReports?Statistics…forNumbers Reports…forTitles

ActivityandRequestReports: ActivityandRequestReports:• LendingActivity

(includeslendername)• LenderResponseRecords

(includeslendername)• NetActivity

(includeslendername)StayedTooLongReport

LenderStatisticsLenderRecordCountsLenderDaystoSupplyReport

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ILLStatistics

ActivityandRequestReportsReportonactivitybasedontheoriginationdateoftherequest;maybeinconsistentfromdaytodayuntilallactivityontherequesthasceased.

BorrowerStatisticsandLenderStatisticsReportonactionstakenduringspecifiedtimeperiod;donotchangeovertime.

BorrowerStatisticalReportsActivityandRequestReports

BorrowingActivity BorrowerStatistics

GrandTotalsandbylibraryfor:RequestAttemptsFilledNotFilledNoResponseUnfilledRetryLostExpiredCancelledInProcessUniqueRequestsSentMultiCreatedMultiRequests

Totalsfor:RequestsSubmittedRequestsFilledItemsReceivedAverageDaystoReceiveRequestRejectedCancelledNotincollectionNotonshelfNotlendableNotrespondedtoNotcopyable

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BorrowingActivity

• Reportsonactivestatusondayreportrun• Grandtotalsplusdetailsforeachlender• MultiCreated:thenumberofmulti-copyrequestsplaced

• MultiRequests:thetotalnumberofcopiesrequestedformulti-copyrequests;includedinthecountfortheoverallRequestAttempts

BorrowerStatistics

• Reportsonactionstakenonrequests• HTMLonly;canprintorsaveasHTMLfile• CanselectWeeklyorMonthlyperiods• SelectPreviousorNextPeriodstoview

Bestoptionforregularreports(monthly,state,etc.)asthesenumbersdonotchangeovertime

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BorrowerRecordCounts

• Showsthenumberofallcurrent activeandcompletedILLrequestsmadebyyourlibrarytoborrowmaterialsorreceivephotocopiesfromotherlibraries,groupedaccordingtocurrentstatus.

• ThisreportreplicatesthecurrentRequestManagerstatuslistbutwithouttheoptiontovieworupdaterequests.

BorrowerDaystoReceiveReport

• Answersthequestion:Howlongdoesittakeitemstobereceivedatyourlibrary?

• ReportsonthetimeframebetweenarequestbeingmarkedShippedbythelendertobeingmarkedReceivedbyyou

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LenderStatisticalReportsActivityandRequestReports

LendingActivity LenderStatistics

GrandTotalsandbylibraryfor:RequestReceivedFilledNotFilledNoResponseUnfilledReferredRetryLostExpiredCancelledInProcess

Totalsfor:RequestsReceivedRequestsFilledItemsSuppliedAverageDaystoSupplyRequestRejectedCancelledNotincollectionNotonshelfNotlendableNotrespondedtoNotcopyable

LendingActivity

• Reportsonactivestatusondayreportrun• Grandtotalsplusdetailsforeachborrower

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LenderRecordCounts

• ShowsthenumberofallcurrentactiveandcompletedILLrequestsreceivedbyyourlibrarytolendmaterialsorphotocopiestootherlibraries,groupedaccordingtocurrentstatus.

• ThisreportreplicatesthecurrentRequestManagerstatuslistbutwithouttheoptiontovieworupdaterequests.

LenderDaystoSupplyReport

• Answersthequestion:Howlongdoesittakeitemstobereceivedattheborrowinglibrary?

• ReportsonthetimeframebetweenarequestbeingmarkedShippedbyyoutobeingmarkedReceivedbytheborrowinglibrary

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NetActivity

YourILLactivitywithinAccessPAand witheachtradingpartner

NetActivity=Lending– Borrowing

NetBorrower Borrowsmorethanlends Negativevalue

NetLender Lendsmorethanborrows Positivevalue

BalancedBorrower/Lender Equalborrowingandlending 0

BreakTime!

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ReportsforTitles

Borrower LenderActivityandRequestReports:• RequestRecords √• LenderResponseRecords √

CONTUCopyrightTrackingReports √StayedTooLongReport √ √

Borrower:RequestRecords

Listseachrequestsubmittedasaborrower• Supplier=noneFinalDispositionisUnfilled/Retry/Cancelled➢UsetofindrequestsnolongerintheRequestManager

• Complete:deletedafter5days• MistakenlyactionedasShipped(non-returnable)– SHAREitTip

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LenderResponseRecords

• Listseachrequestreceivedasalender

UsetofindrequestsnolongerinRequestManager• Complete:deletedafter5days• MistakenlyactionedasShipped(non-returnable)

StayedTooLongReport

Usetofindrequeststhathavebeeninspecificstatusesforalongtimeandmayneedaction:

Borrower Lender

NotReceived NotReceived/Overdue

NotReceived/Overdue Overdue

Overdue Returned

Retry

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CONTUCopyrightTrackingReports

Showslocaldemandforspecificserialtitles• Caninformcollectiondevelopmentdecisionsifthereisahighvolumeofarticlerequests

Reportsavailableforcurrentand3prioryears• Summary:Titleandnumberofrequests• Detailed:alsoincludesrequest/filleddates

DatabaseIndexStatistics

GeneralStats

TotalRecordsThetotalnumberofbibliographicrecordsintheAccessPACatalog

IndexesThetotalnumberofentriesforeachindexsupportedinAccessPACatalog

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DatabaseIndexStatistics

BibRecords– byLibraryCodeBibRecords– byLibraryName

Thetotalnumberofholdingsattachedtobibliographicrecordsforeachlibrary

➢ Usetoseeifalibrary’srecordsareloaded

DatabaseIndexStatistics

QualifiersThenumberofitemswithgivenqualifierse.g.,Language,ReadingLevel

➢Usetoseeiftherearerecordsinaparticularlanguage

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DatabaseFieldStatistics

GeneralStats

BibRecords:totalbibliographicrecordsHoldings: totalholdings(locations)attachedHolderlessRecords:totalwithnoholdingsattachedHolderlessRecordswith<856>$u:totalwithnoholdingsthatincludeMARCTag856,subfieldU

DatabaseFieldStatistics

MARCFieldStatsListseachMARCTagoccurringinatleastonebibliographicrecordandtheassociated:• TagOccurrence:totalnumberoftimesthetagoccurs

• TagContent:thespecificsubfields(andnumberoftimeseachsubfieldoccurs)foreachMARCTag

MARCFieldStatsforyourLibrary

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DatabaseFieldStatistics

LibraryHoldingsStats– notavailable

➢ UseDatabaseIndexStats:BibRecords– byLibraryCodeorBibRecords– byLibraryName

SystemActivities

Summaryinformationforyourlibrary:• Logins• Searches: onlyonedatabaseinAccessPAsoSearchRequestswillequalSearches

• ILLStatistics:ILLRequestsandusingtheBlankILLRequestform

• CatalogingActivity:notdoneatlibrarylevel

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FAQ:ILL

Whattocheckwhen:1. Forgetyourpassword2. Notgettingrequests3. Notgettingemailalertsforrequests4. PlacedrequestbutnotinPendinglist5. Can’tfindarequestintheRequestManager6. Borrowersaysrenewalrequestrejected7.Multi-copies:howmanycanwerequest?

FAQ:ILL#1

UsingForgotYourPassword?butsaysuserrecorddoesnotincludeanemailaddress

Probablecause:❑ Yourlibrarynotselectedfromlist❑ IncorrectUsernameentered➢SeetheSHAREitTip:PasswordManagement

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FAQ:ILL#2

Notgettingrequests

Probablecause:❑ Recordsnotloaded➢CheckDatabaseIndexStats➢SeeAddingYourCollection

❑ HolidayDatesentered➢CheckParticipantRecord→HolidayList➢ReviewtheGettingStartedChecklist

FAQ:ILL#3

Notgettingemailalertsforrequests

Probablecause:❑ DonothaveStaffNoticessetupcorrectly➢SeeStaffNoticesinParticipantRecord doc

❑ Noticesaregoingtospam➢SeetheStaffNoticesNoteinabovedoc

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FAQ:ILL#4

PlacedrequestbutnotinPendinglist

Probablecause:❑ RequestisinAwaitingApproval➢ChangestatustoApprove– Send➢ SeePlacingandFulfillingRequests

FAQ:ILL#5

Can’tfindarequestintheRequestManager

Probablecause:❑ TherequestisCompleteorwasdeleted❑ RequestwasactionedShipped(non-returnable)➢ UseActivityandRequestReports▪ Borrower:RequestRecords▪ LenderResponseRecords

➢ SeeILLStatistics

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FAQ:ILL#6

Borrowersaysrenewalrequestautomaticallyrejected

Probablecause:❑ LendingPolicynotupdated➢ Updatetoreflectyourlibrary’spolicies➢ SeeParticipantRecord

FAQ:ILL#7IstherealimittothenumberofcopiesIcanrequestforaMulti-CopyRequest?

• SHAREitsystem'slimitisdefinedbythenumberofcopiesavailable.Documentationaboutplacingmulti-copyrequestsisonp.3ofPlacingandFulfillingRequests.ThereisalsoaSHAREittiponmulti-copyrequests.

• AccessPAILLisinformedbythe2011PennsylvaniaInterlibraryLoanGuidelines.TheProceduresManual(p.1)indicatesbestsellers,boundvolumes,multiplecopies,recentlypublishedtitles,ortitlesownedlocallymayberequestedandlentifwithintheguidelinesofindividuallibraryorconsortiumpolicy.

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Tokeepinformed…

SignupfortheAccessPANewsfor:• SystemUpdates• TrainingOpportunities• SHAREitTipoftheWeek

http://www.powerlibrary.org/librarians/library-news/access-pa-news/

Tokeepinformed…

AccessPASHAREitDocumentation:

https://www.powerlibrary.org/librarians/statewide-catalog/documentation

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??????Questions???????

• ObtainSHAREitborrowingandlendingstatisticsandhowtousethemforreporting

• SolvecommonILLproblemswithdocumentationandtips

• Anyotherproblemstobringtothegroup?

AccessPACatalogandILLSystemaccesspa.powerlibrary.org

support@hslc.orgThisprojectismadepossibleinpartbyLibraryServicesandTechnologyAct(LSTA)fundsfromtheU.S.InstituteofMuseumandLibraryServicesandthroughLibraryAccessfundsadministeredbytheOfficeofCommonwealthLibraries,DepartmentofEducation,CommonwealthofPennsylvania,TomWolf,Governor.Theviews,findings,conclusions,orrecommendationsexpressedinthiswebsitedonotnecessarilyrepresentthoseoftheU.S.InstituteofMuseumandLibraryServicesortheDepartmentofEducation,CommonwealthofPennsylvania.

Hostedby

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Hands-onTime

HaveyouloggedintoseeyourFAILRECORDfile?

Toseeyourlibrary'srecordsthatdidnotloadintotheAccessPAdatabase:

• Fromyourbrowser,gotohttps://agcloud.auto-graphics.com/index.php/s/wjH0bY9mbCM3xtC

• EnterPassword• OpenthefoldernamedFAILRECORDS• Searchforthefilenamestartingwithyourlibrary’s5charactercode.Thiscontainsthe

MARCrecordsthatwererejectedduringtheload.

Youcanreadmoreaboutaccessingtheserecordsat: http://www.powerlibrary.org/wp-content/uploads/2015/11/Access-PA-SHAREit-FAILRECORDS-Folder-201511.pdf

Hands-onTime

HaveyoudownloadedMarcEditandusedMarcBreakertoconvertfiletoreadableformat?

• Enterhttp://marcedit.reeset.net/downloads intoyourbrowseraddressbar

• DownloadMarcEdit• ClickonMarcTools• UseMarcBreakerfunctiontoconvertMARCdataintomnemonic

MARC• Openfiletoreviewrecords

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Hands-onTime

HaveyoufoundarecordwithaformatofBook,butit’sclearlyaDVD?

Haveyouhadtowadethrough5recordsthatseemtobeforthesameitembeforedecidingwhichonetousetoplaceyourrequest?Pleasetakeamomenttoletusknow!• FromtheStaffFunctionsontherighthandsideoftherecord,select

EmailThisItem

• FillinTo:• Addproblemtoend

ofSubject• Send

Hands-onTime

HaveyoucheckedyourparticipantrecordsincetheSHAREitupdate2/27/2017?

Using AccessPASHAREitILLAdmin:ParticipantRecord (passwordispowerweb)asaguide,makesurethefollowingareuptodate:

• PreferredLenderList/BlockedLenderList:Adjustifnecessary,e.g.,toremovelocalsystemlendingpartners

• ShipToAddressFields: Checktheaddressiscompleteandcorrectifnecessary.LibrariesusingIDS:IntheShipToName box,enteryourlibrary’sIDSnumberbeforethelibraryname,e.g.,ShiptoName:IDS123MyLibrary

• EmailAlerts: IfyouwanttoreceiveemailalertsfromSHAREit,gototheStaffNoticessection.SelectYes forthetypesofalertsyouwishtoreceiveandentertheEmailaddress towhichtheemailalertsshouldbesent.

• LendingPolicy:UpdatethedefaultLendingPolicy toensureyouwillnotreceiverequestsformaterialsyourlibrarydoesnotlendandthatrenewalrequestsarenotautomaticallyrejected.

• HolidayList:makesureit’suptodate

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Hands-onTime

WhatkindsofSHAREitReportsorStatisticsdoyouneed?

• Actionstakenonactiverequestsduringspecifictimeperiod?

StaffDashboard>IllAdmin>Borrower>Statistics>StartdateMMDDYYYY;EnddateMMDDYYYY;Monthlyview>Submit

• Activityonaparticularsetofrequestsbasedonoriginationdate?

StaffDashboard>Statistics>Reports&Downloads>StartdateMMDDYYYY;EnddateMMDDYYYY>Submit

Hands-onTime

Doyouneedareportoftitlesrequested?

• RunaRequestRecordsreportfortitlesrequestedasborrower

StaffDashboard>Statistics>IllStatistics>DateRange>RequestRecords>SubmitReportonlyavailableinExcel;includessupplier,title,requestdate,andfinaldisposition

• RunaLenderResponseRecordsreportfortitlesrequestedfromyourlibrary(aslender)

StaffDashboard>Statistics>IllStatistics>DateRange>LenderResponseRecords>SubmitReportonlyavailableinExcel;includesborrower,title,callnumber,andfinaldisposition

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Hands-onTime

DoyougetweeklyupdatesviaAccessPANews?Newprogramsandresourcesoffered,systemupdates,traininginformation,SHAREittips,etc.

Ifnot,subscribenowat:https://www.powerlibrary.org/librarians/library-news

Ifyou’vesubscribed,buthavenotbeenreceivingtheNews,pleaseconsultwithyourITstaffandaskthemtowhitelisthslc_news@hslc.organdalsomaildogmanager.com