FLARE Workflows

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Contents

Initial batch workflow

  • FLVC ran job to pull items with UFSTO TRAY temp location
  • FLARE holding/items were created with default 583 fields:
    • UFSTO TRAY monographs:
      • 583 1 $5 flgafar $a committed to retain $c [date FLARE holding created] $d committed to retain permanently $f FLARE $j FSTO
      • 583 1 $5 flgafar $a condition reviewed $c [date FLARE holding created] $f FLARE $j FSTO
      • No 583 for completeness
    • UFSTO TRAY items attached to UFSTO DOCS holdings:
      • 583 1 $5 flgafar $a committed to retain $c [date FLARE holding created] $d committed to retain permanently $f FLARE $f FDLP $j FSTO
      • 583 1 $5 flgafar $a condition reviewed $c [date FLARE holding created] $f FLARE $f FDLP $j FSTO
      • No 583 for completeness

Who Does What at Storage Facilities?

Who: ILF processing staff Materials: U of Miami journals Workflow overview:

  1. pull items from shelf, one journal run at a time
  2. find corresponding bib record(s) in Aleph
  3. if bib not present, create UFSTO ILF HOL with formatted 85X/86X pairs
  4. if not present, route to UF Serials specialists for Aleph & OCLC search and import
  5. places physical volumes in queue for traying

Who: UF Serials Specialists Materials: U of Miami Journals Workflow overview:

  1. import bib records from OCLC
  2. consult with and advise ILF Processing staff on item and HOL record formats and codes
  3. help refine workflows and write documentation
  4. edit intractable records

Ongoing Workflow (interim)

This workflow meets certain technical requirements needed to support automated creation of FLARE holdings and items. It has not been reviewed by the Statewide Storage Task Force or its subcommittees or task forces, and may not meet the requirements of those bodies.

Originating Institution staff will pull material to be sent to FLARE. Modifications need to be made to items and holdings to signal to library staff that a transfer to FLARE has begun. These modifications also signal a centrally run batch process to suppress the Originating Institution's item, modify the holding (if all items are sent to FLARE), and create the FLARE holding and item.

Steps for Staff at the Originating Institution

Materials pulled for FLARE and sent to FLARE

  1. Pull material to be sent to FLARE.
  2. Retrieve the item for pulled material and change the Item Processing Status to GF [Going to FLARE]
  3. If all volumes you know about for a holding are sent to FLARE and the holding should be suppressed, you're done
  4. If some volumes for a holding (copy) are not sent to FLARE, add the following FLR field to the holding:
    • FLR $$a PART

Steps for UF Legacy multipart titles and serials

Need process to update FLARE holding and add item/s

Materials pulled for FLARE, another copy already exists at FLARE, your copy is discarded

These records will be skipped by the centrally run batch process because the physical item is not being shipped to FLARE.
  1. Pull material to be sent to FLARE.
  2. Retrieve the item for pulled material and change the Item Processing Status to FL [Sent to FLARE] (suppresses the item from Mango)
  3. Are all volumes you know about sent to FLARE?
    • If YES:
      • Add STA $$a SUPPRESSED $$b FLARE. This will suppress the holding from Mango
      • Change 852 $$b (the collection code) to XXFLR (where XX=the institution code)
    • If NO:
      • Add the following FLR field to the holding:
      FLR $$a PART

UF workflow

Steps for the Centrally Run Batch Process

  1. Identify items with IPS GF
  2. For each item, change the item IPS to FL [Sent to FLARE]. This IPS suppresses the item from Mango.
  3. For each holding, check for the presence of FLR $$a PART.
    1. If the field is present, do not process the holding.
    2. If the holding does not contain FLR $$a PART, process the holding:
      1. Add STA $$a SUPPRESSED $$b FLARE. This will suppress the holding from Mango
      2. Change 852 $$b (the collection code) to XXFLR (where XX=the institution code)
  4. In UXU60, create a new holding for FLARE that is based on the Originating Institution's holding
    • The FLARE holding has an 852 with $$a FlGaFAR $$b FLARE $$c [untrayed collection code] and default 583 fields
  5. In FLR50, create a new item for FLARE that is based on the Originating Institution's item and linked to the FLARE holding
    • The FLARE item has an IPS code for Untrayed

Steps for FLARE Staff

  1. Scan barcode for received material to retrieve FLARE item and holding
  2. Edit existing 583 fields in holding
  3. Add 583 field to holding for completeness review
  4. For serial holdings, convert 866 field(s) to 85x/86x pairs
  5. Tray the item
  6. Record barcode in AIMS
  7. Upload text file of barcodes to Aleph
  8. Custom service compares AIMS barcodes to Aleph and untrayed IPS is removed from items

Neither FLARE nor UF staff will need to modify the Originating Institution's holdings or items, as the batch process has already taken care of this.

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