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Constant Data

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Use this screen to configure Borrower and Lender constant data.

Persistence setting

This setting lets you choose whether to automatically apply constant data records (Borrower Data and Lender Data) to each request.

  • On - The DEFAULT constant data record is automatically applied to requests.
    • If you select a different constant data record to be applied to a request in WorldShare Interlibrary Loan, that constant data record will be applied to all future requests within that same session until you select another constant data record.
    • When the Persistence Setting is On, the DEFAULT constant data record overrides other Constant Data applications, including through automation.
  • Off - Users must manually select a constant data record for each resource sharing request or create automations using the Automated Request Manager.

 Note: Do not specify a Request Type in your default Borrower Constant Data.  If a Request Type is present in the default constant data record, the persistence setting will override the Request Type with the value specified in the default constant data. For example, if you see that your Request Type changes from a Loan to a Copy, you may have specified Copy as the Request Type in your default Browser Constant data.

To select a Persistence setting:

  1. Select the checkbox next to Enable persistence.
  2. Click Save.

Constant data fields to include when using the Persistence Setting

Ensure that the information in your DEFAULT record for Borrower data or Lender data contains information that will apply to most requests. Suggested fields to complete include:

  • Shipping information
    • Include all fields that apply to your library.
  • Bill to
    • Include all fields that apply to your library.
  • Ship Via
  • Electronic delivery
  • ILL Fee Management (IFM) 
    • Select if applicable to your library.
  • Maximum nost
    • Include information if you will not pay more than a certain amount for an item.
  • Copyright Compliance 
  • Affiliations
  • Billing notes
  • Borrowing notes

 Notes: 

  • Only select IFM if your library charges borrowing libraries. If your default charge is zero, do not select IFM on your DEFAULT constant data record.  
  • Do not specify a Request Type in your default constant data record. If a Request Type is present in the default constant data record, the persistence setting will override the Request Type with the value specified in the default constant data. For example, if you see that your Request Type changes from a Loan to a Copy, you may have specified Copy as the Request Type in your default Browser Constant data.

Constant data

Constant data is stored information that your staff can use to ensure consistency when they initiate or respond to requests. Constant data automatically transfers repetitive data to workforms and requests. A default constant data record is created for any institution that does not have one.

Use automation to apply constant data in borrowing or lending requests. For more information, refer to Automated Request Manager.

 Note:  If you would like your default constant data record to be automatically applied to each request, turn on the Persistence Setting. When the Persistence Setting is enabled, the DEFAULT constant data record overrides other Constant Data applications, including through automation. If using automations to apply constant data, turn off the Persistence Setting. 

Use the Constant data screen

The Borrower data and Lender data tabs allow users to switch between borrower and lender constant data configurations.

Use the Search bar to quickly locate specific constant data records. Use the Name and Description columns to sort the constant data records. 

Borrower data

Configure Borrower constant data by navigating to the Borrower data tab.

Constant data records for Borrowers

Constant data records can be created to fit any routine borrowing situation. Examples of situations in which constant data records can be useful to borrowers are listed in the table below.

Situation

Suggestion

You regularly borrow photocopies and other materials that must be returned.

Create one constant data record for loans and another for copies.
You request that some photocopies be faxed to you, but they must be returned electronically. Create one constant data record for faxcopy requests and another indicating you would like to receive documents via Article Exchange under Electronic delivery.

A patron requests multiple items.

Create a temporary constant data record to transfer the patron-specific data into each workform.

You handle all ILL transactions at your main library, but want lenders to ship materials directly to branches when appropriate.

Create a set of constant data records with different Shipping information for each branch.

Some faculty members are regular ILL customers.

Create a constant data record for each high-volume customer.

You have established policies for the amount you will pay for each type of ILL material.

Create a constant data record for each material type with its appropriate Maximum cost.

You have established policies for using ILL Fee Management.

Create constant data records with IFM values in Maximum cost.

You regularly request multiple copies of the same item for book clubs.

Create a constant data record that contains a Borrowing note indicating that the request is for a book club.

Configure Borrower data

Navigate to the Borrower data tab in the Constant data module. 

To add a constant data record:

  1. From the Borrower data tab, click Create new.
  2. A New borrowing constant data record screen appears. 
  3. Fill in the fields. See Borrowing fields and Patron fields for details.
  4. Click Save.

To edit a constant data record:

  1. From the Constant data list, locate the constant data record you want to delete.
  2. Click the edit icon in the Actions column. 
  3. Edit the record.
  4. Click Save.

To delete a constant data record:

  1. From the Constant data list, locate the constant data record you want to delete.
  2. Select the delete icon in the Actions column to remove the constant data record. 
  3. On the confirmation window, click Delete.

Borrowing Library Information fields

Note: Required fields are marked with an asterisk (*).

Field Description
Basic information
Constant data record name The name of this record (20-character limit, with no special characters).
Description A brief description of this record.
Need before Date by which you want to receive the item. To assign a period of up to 99 days, type +DD for the system to calculate a date that is 1-99 calendar days from today's date. 

 Note: The default Constant Data record requires a Need Before date and is set to +30 by default.
Request type
  • Loan - Only requests for loans will match.
  • Copy - Only requests for nonreturnable copies will match.

 Note: If you have turned on the Persistence Setting, do not specify a Request Type in your default Borrower Constant Data.  If a Request Type is present in the default constant data record, the persistence setting will overwrite the Request Type with the value specified in the default constant data. For example, if you see that your Request Type changes from a Loan to a Copy, you may have specified Copy as the Request Type in your default Browser Constant data.
Editions Preferred edition.
Shipping information
Ship to Specify the contact for shipping.

Address line 1
Address line 2
Country
City
State/province
Postal code

 Complete mailing address and contact information.
Ship Via Preferred method of shipment.
Fax / phone Phone or fax number for shipping.
Email Email address for shipping.
Group affiliations

Enter the symbols, names, or acronyms of your reciprocal, local, or OCLC's Profiled Groups to display to lenders. 

Example:
LVIS
Borrowing notes Type here any additional information needed to clarify the request.
Billing information
Same as shipping Click Same as shipping to use the same information from the Shipping information fields. Otherwise, provide new information.
Bill to Specify the contact for billing.

Address line 1
Address line 2
Country
City
State/province
Postal code

 Complete mailing address and contact information.
Billing notes Additional billing information, if needed.
Electronic delivery
Preferred delivery service

Choose your preferred method of electronic delivery:

  • Arie (FTP): FTP delivery via Ariel.
  • Article Exchange: Delivery via OCLC Article Exchange.
  • Electronic: Delivery via email.
  • ILLiad Odyssey: Delivery via ILLiad Odyssey software.

 Note: Electronic Delivery is defined in the OCLC Policies Directory. Log in to the Policies Directory to make changes.
Alternate delivery service Choose an alternate method of electronic delivery.
Financial information
Maximum cost
  • Maximum amount that you will pay for the item. Type the amount you will pay, and check the IFM check box to apply IFM.
     Note: This reflects the total cost, not the cost per page.
  • If you will not pay, leave the check box empty and type 0.00 in the box.
    • If you do not provide a value, you are responsible for whatever the Lender charges. If both the IFM and Maximum Cost boxes are empty, the Lender is able to specify a Maximum Cost amount when the request is returned to you. You automatically agree to pay the specified amount when you update the request.

  • If your library uses a different currency from USD, OCLC recommends creating two sets of constant data records, one with the Maximum Cost in your local currency and one with the Maximum Cost in USD. When you have the two sets of constant data records set up, when creating or responding to requests, you can select the respective record based on the currency you want to use. Refer to Configure IFM for more information.
Use ILL Fee Management (IFM) for payment

Select the Use ILL Fee Management (IFM) for payment check box to turn IFM on.

 Note: If the Maximum Cost is set to 0.00, do not select ILL Fee Management (IFM). 

For more information on IFM, see Interlibrary Loan Fee Management (IFM).
Copyright compliance

Indicates your compliance for copy requests.  Depending on your country, valid codes include:

Region Copyright Compliance
United States
  • CCG Conforms to CONTU Guidelines
  • CCL Conforms to U.S. Copyright law
Australia
  • Australian Copyright Cleared
  • Australian License
  • S183 - Commonwealth
  • S183 - State
  • S200AB - Special case
  • S43 - Judicial Proceedings
  • S50 - for S49 client
  • S50(7) - for collection, previously supplied
  • S50(7A) - for collection, more than a reasonable portion
  • S50(7B) - for collection electronic
  • S50 - for collection
  • S50 - for parliamentarian
Canada
  • Fair Dealing
  • Canadian Copyright Act 2012
New Zealand
  • NZ Copyright Requirements
Spain
  • According to Spanish Copyright Law
  • License Acquired
  • None
United Kingdom
  • UK Copyright Cleared
  • UK Fair Dealing

 
Copyright Signature

Libraries in Australia, New Zealand, Spain, and the United Kingdom can track patron acceptance of local copyright terms.  Copyright Signature indicates whether or not the patron has acknowledged the copyright terms.  Options include:

  • Not applicable
  • Signature Required
  • Signature Obtained

See Copyright Clearance for more information.

 Note: Libraries outside of Australia, New Zealand, Spain and the United Kingdom will not see the Copyright Signature field.

Patron fields

Field Description
Patron name

The patron's name.

  • For best results, use the format: last name, first name, middle name or initial.
  • If necessary, add descriptive text to differentiate patrons with similar names.
  • Do not enter patron identification numbers in this field. Use ID instead.

Examples:
Butterworth, Ada Esther
Smith, Bob, CompSci Dept.
Patron ID

A number used for patron identification.

Examples:
123-45-6789
ALl/6496KRTXX/0001
OH4751603
Patron status

The patron's status.

Examples:
Faculty
Executive
Undergraduate
Patron department

The patron's department. Be consistent in the use of department names

Example:
Department of Chemistry
ChemDept
Chemistry
Patron email The patron's email address.
Patron Notes

Any relevant information about the patron.

Examples:
Maximum Cost $5.00
Can pickup from East Branch on Tuesdays
Address The patron's address.
 

Lender data

Configure Lender constant data by navigating to the Lender data tab.

Constant data records for Lenders

Constant data records can also be created to fit any routine lending situation. Examples of situations where constant data records can be useful for lenders are listed in the table below.

Situation

Suggestion

You regularly loan photocopies and other materials that must be returned.

Create one constant data record for loans and one for copies.

You handle all ILL transactions at your main library, but would like borrowers to return materials directly to branches when appropriate.

Create constant data records reflecting a different Return To address for each branch.

You have established policies for the charges you apply to each type of ILL material.

Create a single constant data record for each material type, reflecting the appropriate Lending Charges.

You lend to members of your consortium free of charge, but charge other borrowers a fee.

Create one constant data record for a freeloan and one for a payloan.

You have established policies for loan payment methods and copies.

Create constant data records for various ILL Fee Management charges, and separate records for invoiced charges (e.g., 10IFM or 10INV).

Configure Lender Constant data

Navigate to the Lender data tab on the Constant data module. 

To add a constant data record:

  1. From the Lender data tab, click Create new.
  2. A New lending constant data record screen appears. 
  3. Fill in the fields. See Lending Library Information fields below for details.
  4. Click Save.

To edit a constant data record:

  1. From the Constant data list, locate the constant data record you want to delete.
  2. Click the edit icon in the Actions column. 
  3. Edit the record.
  4. Click Save.

To delete a constant data record:

  1. From the Constant data list, locate the constant data record you want to delete.
  2. Select the delete icon in the Actions column to remove the constant data record. 
  3. On the confirmation window, click Delete.

Lending Library Information fields

Note: Required fields are marked with an asterisk (*).

Field Description
Basic information
Constant data record name The name of this record (20-character limit, with no special characters).
Description A brief description of this record.
Due date
  • The date on which the Borrower should return the item, not the date on which the item should arrive at your library.
  • When editing a request, type the specific date or specify a time span of 1-999 days from today's date using the format +DDD.

Example:
+101
Shipped date

The date on which the item leaves your library (past or current). Type -DD to have the system calculate a date 1-99 calendar days before today's date. 

Examples: 
-0
-10
Lending notes
  • Required only for Conditional responses. Type additional information or a Conditional query.
  • Optional for non-Conditional responses. Use for notes on payment methods, invoicing, no-renewal responses, etc.
Lending restrictions

Restrictions that apply to loans.

Example:
Library use only.
Financial information
Add ILL Management Fee (IFM)

Select the Add ILL Management Fee (IFM) check box to turn IFM on.

 Note: Only select Add ILL Fee Management (IFM) if the Lending Charges are greater than 0.00.

For more information on IFM, see Interlibrary Loan Fee Management.
Lending charges
  • All costs: handling, photocopying, postage, etc. Numeric data only. Type 0.00 if there are no charges.
  • To accept a Borrower's IFM offer, enter a numeric value, and check the IFM check box.
  • If your library uses a different currency from USD, OCLC recommends creating two sets of constant data records, one with the Lending Charges in your local currency and one with the Lending Charges in USD. When you have the two sets of constant data records set up, when creating or responding to requests, you can select the respective record based on the currency you want to use. Refer to Configure IFM for more information.

Examples:
0
8
Insurance amount The amount of insurance, if applicable.
Return to
Attention

The name of the person or department to whom the item should be returned.

Address
Country
City
State/province
Postal code

Complete return mailing address.

  • If you include a Due Date, you must supply a return address.
Return via A preferred method for returning loaned materials. This field provides tracing information if the item is lost in transit.

 

Watch a video 

Create constant data for ILL

Run time: 8:37

This video shows how to create, edit, and maintain constant data records in OCLC Service Configuration for accuracy and efficiency in ILL borrowing and lending.

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