A c t i o n f o r L i b r a r i e s — J u l y 2 0 0 0

OCLC Update

By Rosario Garza

OCLC Proposes Research Projects to NSF
The OCLC Office of Research submitted two grant proposals to the U.S. National Science Foundation (NSF). Both are for projects initiated at the September 1999 ARL/OCLC Keystone Conference.

The first proposal, "Real-Time Reference for Undergraduate Students in Science, Mathematics and Engineering," systematically explores issues and solutions related to the efficient and effective delivery of librarian-assisted reference services using Web- based, real-time interactive technologies.

The second, "Virtual Online Library for Undergraduates in Mathematics, Engineering and Science (VOLUMES)," examines issues and solutions related to creating a database of reference resources through a coordinated, cooperative library effort.

The grant proposals can be read on the OCLC Institute home page (www.oclc.org/institute/).

Switching to Non-supplier Status
When requesting BCR and OCLC to change your library's ILL status on OCLC to Non- supplier for a temporary period, the change prevents your library's symbol from being included in the lender string of requests created during the time you are a Non-supplier. The supplier status of symbols is verified only at the time the lender string is built. If your symbol has been included in active requests before the profile change, you could get items in your message file that need attention. Remember to check your ILL message file even after going to Non- supplier status.

Please do not assume that switching to Non-supplier status works like a postpone command to an electronic mail list and that once it is issued, nothing new can enter the Message File. This is not the case, and requests can get held up when lenders don't check their files.

If you find you need to change to Non-supplier, put your request in one to two weeks before you are unavailable for ILL. Then check the message file regularly and automatically answer "No" to any new requests that show up.

To change your OCLC ILL supplier status, or for any other OCLC ILL questions, contact BCR's Bonnie Robinson (brobinso@bcr.org).

Does Your SHIP TO Measure Up?
One of the new features of OCLC's ILL Micro Enhancer for Windows 2.0 allows OCLC ILL lenders to print mailing labels when they reply "Yes" to "Can you supply?" The label is formatted using the :SHIP TO: field of the borrower's request. The ILL Micro Enhancer mailing labels have size parameters of five lines of 27 characters each. The sixth line is the ILL record number. Each line of an address is separated from the next by a slash (/). When the line of an address exceeds 27 characters or there are more than five lines, the ILL Micro Enhancer prints a mailing label with all "####" and the ILL record number to indicate the address didn't fit in the five-line x 27-character parameters.

Please edit the :SHIP TO: fields of your Constant Data records so lenders can use this time-saving feature. They have been receiving many "####" labels due to improperly formatted addresses. For each, they must stop and manually write or type a label. In the past, no guidelines existed regarding the format of the borrower's address beyond using slashes. With the new feature, OCLC hopes all libraries will improve their own lending and their lending partners' productivity.

To edit the Constant Data records, type cdi<F11> to get a list of all your records. Select one and edit the :SHIP TO: field so the address has only 27 characters per line (including spaces) and no more than five lines, each line separated by /. There is no need to put spaces before or after the slash. Abbreviate as much as possible as long as the address is useful for the delivery agency. Send the edit <F10> and replace rep<F11> the record. If you have several records, highlight and copy the new :SHIP TO: field so you can paste it into the next record.

Even if you don't use the ILL Micro Enhancer or don't use the mailing label function, your lenders may and that means you get your materials faster.

To use the ILL Micro Enhancer's mailing label function, in the Batch Update Settings of the window select the check box that reads "Print Labels from records of Yes(Copies) and Yes(Loans)." Make sure the correct label paper is in the printer when you run the update. Laser printer labels should measure 1-inch x 2 5/8-inches. Suggested is Avery Address Labels #5160. Continuous pin feed printer labels should measure 15/16-inch x 2-inches, three labels across. Suggested is Brodart Cat #86-495-002 Labels or Avery Standard 4144 Address Labels. This information is available in the OCLC ILL Micro Enhancer Help area. If you have two printers available, go to Tools, Options, Printers to select the second printer as your label printer. When the update is completed, the labels print and can be peeled off and affixed to your regular ILL shipping label.

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