2.6. Library Data Mapping Documentation

Last Updated 02/05/2024

Shelving Locations

Shelving locations should indicate the general area in the library where patrons can find materials. We have found that a consistent naming format has allowed NC Cardinal to consolidated a long list of branch and system shelving locations into a considerably shorter list for the entire consortium. In most cases, an existing consortium shelving location will work for migrating libraries, even if the name is a bit different than the one in your current ILS, so you should copy the most appropriate shelving location label from the previous tab (capturing the exact format) and paste in the New Shelving Location column for each of your existing shelving location names. Please consider whether the shelving location settings (Holdable, Circulate, OPAC visible) match the behavior for your current shelving location. Call# match criteria is only necessary if you need to sort items currently in one holdings code/item type/shelving location into more than one NC Cardinal shelving location.

* A listing of NC Cardinal's Shelving Locations

https://nccardinalsupport.org/index.php?pg=kb.page&id=99

Questions to ask yourself when mapping shelving locations:

Does the shelving location identify the general, physical location in the library where the patron will find the item?
Can we consolidate smaller groups of items to one shelving location and use signage/shelf labels to distinguish smaller groupings of materials?
Does the shelving location impact circulation policies?
Do you distinguish these items for staff or stakeholders, rather than patrons or checkout rules? If so, it may be more appropriate to utilize item stat cats, call # prefix/suffix, or create more/better library signage

Only in rare cases will we create a system level shelving location for special collections, usually because those items circulate differently than other materials in the same area of the library. Circulation policies may utilize shelving locations to provide different circulation periods for items with the same circulation modifier, but this feature should be used judiciously.

When working to migrate your system’s items, we look for the following information:

Copy Count - This information will be provided by Mobius once they've worked with your existing data
Owning/Circulating Branch - The current branch that the material is associated with
Current ILS Holdings Code - This is the code from your existing ILS. This information will be provided by Mobius once they process your existing data.
New Shelving Location in NC Cardinal -You should use an existing NC Cardinal shelving location to assist patrons in locating items. For rare exceptions, we can create a system level shelving location.
NC Cardinal Circulation Modifier - Circ. Modifiers represent the physical type of the material being circulated. They are shared by all NC Cardinal Evergreen libraries. They are the most important factor in determining how items are checked out. Circulation Modifiers must be selected from the NC Cardinal list.
Migrate Items? - (TRUE/FALSE) If you do not want these items to be migrated, please indicate so here
Call# Match Criteria - Call# match criteria is only necessary if you need to sort items currently in one holdings code/item type/shelving location into more than one NC Cardinal shelving location.

Item Status

Migrating Staff will have to select the most appropriate NC Cardinal status to assign to items with each of the statuses from your current ILS. A listing of Item Statuses in Evergreen found at https://nccardinalsupport.org/index.php?pg=kb.page&id=678

Patron Permission Groups

May be called patron type, borrower type, borrower group, user type, or user profile in other systems. In Evergreen this is called the permission group and affects card expiration date and circulation/hold policies. Further details may be found in the Patron Permission Groups Knowledge Book https://nccardinalsupport.org/index.php?pg=kb.page&id=718

Patron Statistical Categories

Statistical Categories are a way to record additional patron information that is not already stored in the patron registration fields. Patron stat cats can be used to track and report on information such as whether a patron is a volunteer or library board member, the high school a patron attends, local or non-local residency of patron, etc. Statistical Categories cannot be used for circulation or hold policies, but are useful for reporting statistical data. You are not required to use patron stat cats, but if you want them, please fill out all fields highlighted in blue for each stat cat you are requesting.

Patron Thresholds

Creates penalties to block patrons from circulations when set thresholds regards checkouts, fines and overdue are met. Ex. Penalty: What is the maximum number of items a patron can have checked out before they are blocked?

Circulation Policies

Circulation policies in Evergreen are based on several factors; primarily the patron and the item type (circulation modifier). Policies should be established for the broadest possible set (Patron) in the main rule. Any exceptions that apply to specific patron permission groups or circulation modifiers can be defined further. The shelving location can additionally be specified (only when more granularity is required). Further information on Circulation Policies can be found in the knowledge book https://nccardinalsupport.org/index.php?pg=kb.page&id=692

Circulation Limit Sets

Provide any limits you wish to have applied to circulation policies for patron groups checking out a particular type of item. Discussion on Circulation Limit Sets found in Circulation Policies knowledge book https://nccardinalsupport.org/index.php?pg=kb.page&id=692

Hold Policies

Migrating staff will need to provide the patron permission group, circulation modifier, and answer whether the item is holdable, maximum number of holds allowed, whether that should include suspended holds, and whether the items should be eligible for resource sharing (after age hold protection has passed). Please keep in mind that items with a circulation modifier of BOOK, AUDIOBOOK, MUSIC, and VIDEO must be shared with the consortium (minimum of 25 holds allowed) if they circulate to your patrons. You can restrict your own patrons to a lower limit for these circ. mods, e.g. 10 videos.

Policies should be established for the broadest possible set (Patron) in the main rule. Any exceptions that apply to specific patron permission groups (such as Adult Limited) or circulation modifiers (such as TECHNOLOGY or EQUIPMENT) can be defined by adding a line to create a policy with Holdable=False for those specific permission groups that cannot place holds on any specific circ. mod.

Non Cataloged Types

These are some additional optional means of categorizing item data or recording item circulations Non Cataloged Types (can also be used for In House Use for non-barcoded items) - categories of materials that are not cataloged but for which circulation statistics are desired. For items that will leave the library, please be aware that the circulation will automatically disappear from the patron account with no notice. No overdue fees are charged and the item will never be marked lost, so this option should only be used for items circulated on the honor system and when the library does not care if the item is actually returned by the patron. This can also be used for items that check out to patrons that do not leave the library.

Item Statistical Categories

Statistical categories are a way to save and report on additional information that doesn’t fit elsewhere in Evergreen’s default records. item stat cats can be used to identify a special grant collection, award collections, note that cataloged items are donated.

Call Number Prefixes/ Call Number Suffixes

Call Number Prefixes are a way to add standard call number information or special collection info
Call Number Suffixes are a way to provide more granular info to patrons without creating a new shelving location for smaller collections

Billing Types

In Evergreen, some bills/fees are automatically applied, based on library settings -- overdue fines, lost book billing, etc. Other bills/fees may be manually applied by staff -- copy/printer fees, non-resident fees, etc.

Patron Notifications

Migrating Staff will provide information for Cardinal Team to configure the following automatic notices for patrons:

Account Expiration - Reminder that patron’s account is set to expire in x number of days
Pre-Overdue - Reminder that a book is going to be due soon
Hold Available - Notification that item requested by patron has been checked in at pickup library and ready for patron to retrieve
Overdue - Book(s) are now overdue
Mark Lost - Book(s) have now been marked lost and replacement fee assessed

Reports

Provide us with information regarding reports currently used in current ILS that you would like to have setup to run in Evergreen

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