SCELC Resource Sharing Toolkit

OCLC WorldShare has a feature called Automated Request Manager (ARM) which allows a borrowing library to send requests to potential lenders without staff intervention. Configuration of ARM entails setting up groups of lending libraries (optional), determining the path of groups to use, and setting conditions which would trigger the automatic routing of a request. Using ARM  increases staff efficiency and cost-effectiveness in helping our users quickly get the resources they need. 

If you wish to have a group customized for your Library use these steps. You may still use ARM without any local holdings groups.

• Login to the OCLC Configuation and choose WorldShare ILL (left-hand column).
• Choose Custom Holdings Groups from the left-hand column.
• Use the link on the right side to "Create New Custom Holdings Group"
• Give the Group a name, enter a description, and then enter OCLC institution codes of the libraries you want in this group. A link to the policies directory is available to look up symbols.  Make sure to SAVE your new Group.

Here is an example group:

OCLC has pre-configured Profiled Groups that include library symbols for large often used Groups. SCELC has two Groups that are helpful for libraries participating in the programs listed below. (Contact SCELC for information on how to join these programs)  These can be added by highlighting and clicking add.

To set up a Holdings Path use these steps. You'll need at least one path to use ARM.

• From OCLC's Service Configuration - WorldShare ILL choose Custom Holdings Paths
• Click "Create New Custom Holdings Path" from the right side of the display.
• You may set up as many paths as you wish. For this example we'll set up a path of Groups to use for borrowing Returnables.
• Enter a Custom Holdings Path Name,  Description, and then highlight a Group you have set up and click add.
• You may reorder Groups within the Path by dragging the Group name up or down.

The last step is to go to the Automated Request Manager tab in OCLC Service Configuration - WorldShare ILL.  This is where you set the conditions that will trigger automatic routing of requests using a particular Path.

Note:

These standard actions are done for all Borrowing New Requests, regardless of profile:

To get started click      Fill in the fields as prompted.

Name - Add a name for your automation.

Priority - This is a numeric value. Multiple automations can match a request. The lower the priority value the higher will be its priority.

Matches - These are values in the request set by the patron which if chosen will carry out the Actions below.

• Age of Material - The older an item is the less likely it will be lendable.
• Languages  - I do not use this parameter.
• Need at Earliest - I do not use this parameter.
• Patron Departments - I do not use this parameter.
• Patron Note - I do not use this parameter. It can be configured to contain only specific words (ex: Rush) or any words - Tricky!
• Patron Statuses - I do not use this parameter.
• Patron Will Pay Up To - I do not use this parameter.
• Formats - Certain formats may not be lendable by libraries. I'm using 'Books' for this example.
• Request Type - Copy or Loan.
• Request Sources - I do not use this parameter.

Actions - If a request matches parameters that you set above, these actions will happen.

• Apply Constant Data - Choose this one second for a direct request.
• Build Lender String - Choose this one third for a direct request.
• Route Request to Review - If you want to want to mediate requests choose this one.
• Route Request to Review for Purchase -If you want to want to mediate requests choose this one.
• Send Request to Lenders - Choose this one first if you want to have requests to be automatically sent out. (direct request)  OCLC will randomly select up to 15 libraries holding the item from the groups as ordered in your holding path.

Exceptions - If you set any of these the request will not be automatically sent out (unmediated).

• If Duplicate Request, Route to Review - The same item is being requested by the same patron.
• If held by Custom Holdings Group, Route to Review - You may want to use this if you participate in a Group where you have special arrangements especially if it is outside of OCLC's Resource Sharing. My example below is for LINK+.
• If Held By My Institution, Route to Review - If the item is available locally you can hold it for the patron for quicker delivery.

Experience has proven that the broader the parameters in an automation are, the more likely it is to succeed in automatically routing a request..

Make sure to Save this automation.

Here is a sample automation: