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Learn how to create the details for each library location in OLIB.

►User Management> Locations
►Cataloguing Reference Data> Locations

Locations records are required for Acquisitions, Cataloguing, Circulation and Serials.

Complete some of the fields on the Main sheet and the Circ. Details sheet below. Other sheets may be required depending on the scope of your implementation.

Main sheet

Field Description
Code, Short, Long Description Enter to uniquely describe the location.
Type Use the drop down to select the correct location type and area if required
Login Location? If you set to Yes it means Users with correct privileges can change the location they are logged in at, to this Location.

Click New to add an address. In the address details select an Address Type for this address.

Addressee is not used for this type of address. Enter House Name for named houses and flats only.

Enter the house number and street name in No/Street, and P.O.Box number, if applicable. Where applicable enter Village/District, Postal Town, County/Region, Country, Postcode, Telephone, Fax. Save and Close - the address for this location will now display as a single line on the Locations Main sheet.

Email Optionally enter the Email address of the location. Different library locations can, if required, send automated email overdue notices therefore enter a location specific ‘from’ address.
Def. User Email Root This is where you can enter the 'root' email address that should automatically populate the Users Email ID field when a new record is created. Alternatively set this default at system level (OLIB Defaults: User and Circ. Defaults).
Record Source Optionally this can be selected from the drop down values.
Default Shelf Optionally select the default shelf area that populates when copies are added to this Location.
Def. Catalogue Language

OLIB displays this language for the Cataloguer's location as each record is created, unless you specify otherwise in Title details. It can be set system wide in OLIB Defaults; if there is a different default at the cataloguing users’ location, then the value at location level will be used instead.

Language of Cataloguing is displayed on the MARC details sheet.
Language of Cataloguing is assigned to MARC records that do not have their own cataloguing language during export (040 $b)

This is an important value to specify for data sync / WorldCat matching.

OCLC Symbol If required, you can enter the OCLC Symbol for this Location. (The system manager first needs to add the field to the Location layout using Layout Manager). OCLC Symbol is only needed at Location level if your organisation has separate holdings symbols for each Location in WorldCat. It will be supplied from OLIB into the data being pushed to WorldCat.
*WorldCat Registry ID The WorldCat Registry ID for the Institution - for exporting transaction information to WorldShare Management Services (WMS).
*WorldCat metadata API Set to Yes if / when you are ready to start synchronising your holdings additions and deletions with WorldCat via the OLIB-WorldCat Metadata API Link.
*wskey You request the WSKey from OCLC. Having obtained it, the values need to be added to fields in OLIB Defaults and Locations
*Secret This is the authentication token that you will be given once your WSKey application is completed.
Principal ID The identifier for the WorldShare user associated with the WSKey. You will be given the Principal ID once your WSKey application is completed.
Authorised Yes/no drop down that is only used for the Unauthorised Location search.
Sub-locations Click New to create a Sub-location record specific to this Location.

* If these fields are not present and you want to implement the OLIB-WorldCat Metadata API Link, the system manager needs to add them using Layout Manager.

Circ details sheet

Opening Times and Circulation Parameters are essential in controlling and allowing stock to be circulated. This information is used by OLIB to determine when items should be returned and when fines should be charged.

Open times

Field Instructions

Monday ...Sunday


For each day the Location is open e.g. on Mondays select Yes from the Open Monday box. If the Location is not open then select No.

Default times are supplied which may be altered if necessary. Adjust the calendar to select the time this Location opens e.g. 09:00 and closes e.g. 17:00.

Short Loan Pre-Close Mins / Short Loan Post open Mins

These settings refer to hourly loans and ensure that items do not become overdue until the specified number of minutes after the library has opened or closed.

Short Loan Pre-Close Mins How many minutes before closing should an hourly loan be returned before fines are applied?
Short Loan Post open Mins How many minutes after opening should an hourly loan be returned before fines are applied?
Calendar Gen Days 365. As part of the Daystart process, this field is checked to determine whether the location is open or closed on each day. A check is made on the next 365 days and should be left to this default setting of 365 days (or 366 during a leap year), unless you have loan periods of longer than a year.
Holidays OLIB displays the Holiday and Return date information from the Calendar records. This is to help you with the closed days, holiday and loan terms configuration.

General circulation parameters

Field Instructions
I/R/R Transaction Types Is the default below only apply to some transactions, list them here using the drop down and Add to list.
Stop OPAC/SIP/NCIP Transactions Default

Trap messages defaults can be set so that you can control whether circulation transactions can still go ahead for items or users that have traps on them.

The Yes/No flag for OPAC/SIP/NCIP circulation trap messages can be set. When you create a new Copy/Title/User trap, or a Standard trap, there is an option to stop circulation transactions going ahead for those affected copy/title/user records. If you enter e.g. Yes here in Locations, then in the respective PC Location where you are creating new traps, Yes will always default into the trap record.

Alternatively you can set this default at a system wide level in OLIB Defaults:User and Circulation Defaults. (If it is not set at location level, then any default at the system wide level will apply).

Reservations / recall parameters

These can be set at Location level as part of Circulation reservation parameters set up.

Issue/renewal/return parameters

Field Instructions
Display Renew To Date? Relates to the Circ. Desk screen. Yes/No whether the date to which the item will be renewed, is displayed as the rightmost data element in the Renewal Info column in the Loan Items list box. You only need to set this to No if the library users ever have hundreds of items on loan, thereby slowing the system down by displaying the renewal information.
SIP Date Format Select one of the valid Oracle date formats if required for SIP processing. A date in this more readable format is then passed back to the SIP client for return dates. This can also be set at system level in OLIB Defaults but this one in Locations will take precedence.
NCIP Password Required This Yes/No field is used by the NCIP code in the database.
In Transit To Alerts Email Used to receive an alert at this In Transit location when a copy is issued in transit. Enter the email address of the library / person(s) to whom In Transit To alerts should be sent.
Auto Renew with Fines?

By default when in the Circ Desk, items with an accruing fine will not be renewed automatically when you click the Renew All button. They will be listed in the Problem Renewals list box.

However you can configure OLIB so that items with accruing fines are renewed automatically when you click the Renew All button - set the Auto Renew With Fines field to Yes. This would be for the current Location the Circ Desk screen is logged in to (Login Location / PC Location). As this setting is Location specific, multi-site libraries can operate different policies if preferred.

Overdues/recalls/fines parameters

Field Instructions
Send Odues/Recalls

Allows you to define whether or not overdues/recalls should be generated on library closed days.

This is a 7-character free text field, with either a Y or an N in each character position. Enter Y in the first character position to indicate that overdues and recall notices should be generated on a Monday, and enter N to indicate that they should not be generated on a Monday. Similarly, enter Y or N in the second character position to indicate whether or not overdues and recalls should be generated on a Tuesday, and so on for other days of the week.

For example, YYYYYNN indicates that overdues and recalls should be generated on Mondays, Tuesdays, Wednesdays, Thursdays and Fridays, but not on Saturdays or Sundays. This is the default setting.

See also whether or not overdues/recalls should be generated in library holiday periods: Calendar.

Overdue Alerts Email

Overdue notices can be sent to the library location of the copy that is overdue. This allows the library location to print the notice for shelf checking or for posting to the user. To enable this:

  1. Enter the library email address in this field in the Location record.
  2. In the relevant Overdue Notice record, set the Transmit Type To copy's location.

If the user has more than one copy overdue and all copies belong to the same location, only one letter is sent. If the user has several copies overdue from one location and one or more items overdue at another location, two letters are generated for each location, containing the relevant copy details.

Other sheets

Sheet Description
Funds/Acq./Serials This sheet lists the Acquisitions reference data defaults that can be set at Locations level. Can also be set at OLIB Defaults, Suppliers, Suppliers/Locations.
OPAC Profile This sheet applies to the OLIB OPAC.
User Req API Settings Not normally required. This relates to the ILL Requesting API. The Location specific settings override the system ones, so that in implementations where there might be different ILL API agreements with different systems for different locations, they can still all use their chosen one.
SMS Alerting Configuration This sheet applies to text messaging.