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Initiate Project/Preparations Prior to Start of Weekly Calls
Communication methods used for migration
MOBIUS (or hosting vendor) access to Incoming System's data (by a defined date)
Establish routine call date and times
Establish who will be on calls and make decisions
Official Start to Migration Process/Kick Off of Weekly Calls
Introduce NC Cardinal Team and roles team members will play in migration process
Introduce the MOBIUS Team: technical issues, ILS extraction
Assign Mentor Library System
Discuss Training Opportunities/Scheduling
Talk about go-live week scheduling/planning and promotion to patrons
Introduce library staff to NC Cardinal Knowledge Books/NC Cardinal Best Practices -
Library Settings and Data Mapping worksheets and discussions/milestones
(Cardinal staff will using data from documents to apply circulation and hold policies, library settings and configure patron notifications in Evergreen ILS)
Create SIP accounts with MOBIUS and test connectivity with vendor
Staff accounts
Virtual/On-site Training
Testing applied data and settings in testing environments
OPAC
Resource Sharing
Offline Mode
Go Live
Call Follow Ups
(Follow up calls are scheduled according to the migrating system’s needs)
Barcode Ranges for Patron Accounts and Items
NC Cardinal requires library systems to utilize consistent barcode ranges for their patron accounts and items so to avoid data conflicts.
Patron Data
Social Security Numbers must never be stored in Evergreen; all SSNs should be stripped out of your ILS before migration into NC Cardinal.
Bibliographic Data
Joining NC Cardinal means that a library system's bibliographic records will be merged with existing NC Cardinal bibliographic records, which are "owned" at the consortium level and shared by all libraries. Therefore, donation or gift information and any other local information will need to be migrated into Item Notes during the migration if it is to be kept.
Not everyone needs to rebarcode their collection, but if your barcode range overlaps with another library in the system, or has a small number of digits, then you may need to rebarcode your collection before joining Cardinal.
Below is some advice from Rishara Finsel, the Library Director at Transylvania County Public Library from the time she went through a rebarcoding project while at Polk County.
Rebarcoding is a big project; there's no sugarcoating that. We rebarcoded slightly more than 50,000 items and it took us a year and a day.
Time: We use RFID, so we also had to reprogram those tags, and we also switched to RFID stingray tags on discs while we were at it. This made our process a lot more involved than a simple barcode replacement. We estimate that it took about 45-50 seconds per item, on average, to rebarcode and reprogram RFID tags. I'm guessing that about 30 seconds per item is a generous estimate for just rebarcoding, though it will depend on your ILS and set-up. We didn't have a time crunch, so generally treated it as a side project, which is why it took a year. It certainly could have been done in a shorter timeframe, but the overall staff hours needed wouldn't change much, regardless of whether those staff hours are spread out or scheduled for a shorter deadline.
Process: We made a master map of the collection, and my tech services librarian used that to track progress and direct people where to work. We usually had two different collection areas being worked at any given time, with different people working on each. We made a mobile station with a laptop, barcode scanner, and stack of barcodes that we took to the stacks to rebarcode most of the books. In some cases, with media and with smaller collections, we filled a cart with items and took them to a staff workstation and rebarcoded there; that usually only happened at our smaller branch (which wasn't big enough to make a mobile station worthwhile) or when the mobile station was in use elsewhere. Working in the stacks was generally more efficient.
Who: We had a variety of staff working on rebarcoding, as well as three very trusted long-term volunteers. My tech services librarian kept a loose schedule of when people were working on it. Essentially though, if you had free time, and the mobile station was available, you grabbed it and just picked up where the last person left off.
Advice and lessons learned:
Our recommendation is to use Codabar with a Mod 10 L-to-R check digit for item barcodes and patron barcodes. Check digits are not required by Evergreen and many Cardinal systems do not have them. They are however a "best practice" and may come in handy, for instance, if you want your self check machines to verify that the number it scanned is a valid barcode.
The other barcode type in use is Code 39.
Configuration of the Check Digit
Mod 10 L-to-R 2-1-2 check digit
Patron barcode begin with : 58198000000000
I’m going to use the example sequence number of: 5 8 1 9 8 0 0 0 9 4 3 9 9
First, starting at the left, you multiply each number by 2, 1, 2, 1, etc…
5 8 1 9 8 0 0 0 9 4 3 9 9
X 2 1 2 1 2 1 2 1 2 1 2 1 2
10 8 2 9 16 0 0 0 18 4 6 9 18
If the result of any multiplication is a two-digit number, add those two numbers together to create one number. For example, 5 x 2 = 10. Add the 1 and 0 together to get 1.
For the above number, results of the multiplication, then additions when there are two-digit numbers are:
1 8 2 9 7 0 0 0 9 4 6 9 9
Add all single-digit results together:
1+8+2+9+7+0+0+0+9+4+6+9+9 = 64
The check digit is the amount you must add to this result (64) to get to the next multiple of 10. In this case it would take 6 to get from 64 to 70 so the check digit is 6.
The Library Settings Document will provide the necessary pertinent information of an incoming library system. The Library Settings Document is the first documentation recorded when starting a migration, and is shared and discussed with the incoming library system. This documentation allows for the incoming library system to start shaping how it will migrate into the NC Cardinal consortium, based off its own rules and rules that apply to all consortium members.
Once the incoming library system and NCC have completed filling in the necessary settings, NCC can create the Organization Unit for the incoming system and begin setting up the Library Settings.
Using the Library Settings Editor within Evergreen, Local System Administrators (LSAs) can optionally customize Evergreen's behavior for a particular library or library system.
NCC uses a Google Doc Mother template for the Library Settings, which includes Library Information, Financial, Holds, Cataloging, and General information from the incoming migrating library system.
Used to gather information regarding the library system’s branch names, contact information, hours of operation and holidays/closed dates.
Provide a list of ALL library staff who may interact with the Evergreen ILS, including contact information and a description of their role and duties in your system. This helps us identify staff who are not on the migration team but may need to be included in training/testing considerations.
Provide a list of ZIP codes that are likely to be used by patrons in your service area so that we can add them to our list in Evergreen to be prefilled when staff are registering patrons
Standard Interchange Protocol (SIP) is used to transfer data between ILS and third party technologies, such as Patron Authentication and Automated Material Handling(AMH). Provide a listing of 3rd party technology subscriptions currently in use that will need SIP accounts. SIP accounts are limitless and free of charge, as a member of the NC Cardinal Consortium.
label | description | Recommendations / Comments | Acceptable Values | Counts in Cardinal as of January 2022 (value then count) | NC Cardinal |
Show billing tab first when bills are present | If enabled and a patron has outstanding bills and the alert page is not required, show the billing tab by default, instead of the checkout tab, when a patron is loaded | If you pull up the account and the patron owes money, the bills tab gets pulled up first to show staff that fines may be accruing or may exceed the library billing threshold | True/False | True (11) False (4) |
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Disable Patron Credit | Do not allow patrons to accrue credit or pay fines/fees with accrued credit | Patron credit is available by default. All systems should have a value. If true, patrons will not be able to accrue credited balances. If false and patrons pay more than they owe, that credit can exist for future fines. | True (credit disabled) / False (credit allowed) | True (32) False (4) |
TRUE |
Allow Credit Card Payments | If enabled, patrons will be able to pay fines accrued at this location via credit card | This is set if you have credit card payments enabled. Several ways to do this, your RFId vendor through self check, contract with external terminal at circ desk. Evergreen also offers option. Patron logs into account via OPAC and transaction is handeled there w/out staff involvement. Only certain vendors available. Local bank, credit card vendor, etc. For more information, please see Credit Card Payment Options in the Administrative Manual in the NC Cardinal knowledge base for more information. https://nccardinalsupport.org/index.php?pg=kb.page&id=337 | True/False | False (23) True (6) |
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Payment History Age Limit | The OPAC should not display payments by patrons that are older than any interval defined here. | Determines how long a patron can see their previously paid bills in the My Account section of the OPAC | interval of time: # of hours or days | 1 year (6) 6 months (5) 3 months (3) 365 days (2) 12 months (2) |
1 year |
Cap Max Fine at Item Price | This prevents the system from charging more than the item price in overdue fines | The individual item price must be listed in the item record for this to apply. To consider: do you cap max fines at the item price? Item price will need to be set for materials if the default price is not to be used. Circulation policies have more granularity, but this setting can be used for maximum fines across the board. | True/False | False (14) True (12) |
TRUE |
Charge fines on overdue circulations when closed | Normally, fines are not charged when a library is closed. When set to True, fines will be charged during scheduled closings and normal weekly closed days. | Most systems do not charge fines while library is closed, but you may wish to do so if, for instance, you are closed on Sunday but still want to charge fines on that day. | True/False | True (2) False (1) |
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Default Item Price | List a single, fixed dollar amount. If a price isn't specified by cataloger for the item, this will be the default amount for lost billing fee charges (if not set otherwise in the item record). All systems should have a value. | x dollars | 25 (21) 20 (11) 15 (5) 50 (2) 5 (2) |
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Charge lost on zero | Some libraries do not want to bill patrons for lost items that were donated or for magazines, so they put a price of $0 in the item record. This library setting allows Evergreen to distinguish those items from items with a null/blank price field for which the default item price will be billed. If there is a price listed of "0.00" then this setting determines if the patron is billed default price or not. True = would be charged default price. False = patron not billed, since cost was $0.00 | True/False | True (11) False (6) |
TRUE | |
Lost Materials Processing Fee | List a single, fixed dollar amount. If you charge a processing fee, you can set it here. This would be assigned when the item is marked lost. | x dollars | 2 (7) 0 (7) 5 (6) 3 (3) 10 (2) |
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Void overdue fines when items are marked lost | Default setting in Cardinal is True, so that when patron is billed for the entire cost of item, the fines are voided. | True/False | True (37) False (6) |
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Void lost item billing when claims returned | Void lost item billing when claims returned | If marked "claims returned" by library staff, then lost billing fines would be removed and no further fines accrued until item is found. Billing can be done later done manually. | True/False | True (18) | TRUE |
Void lost item processing fee when claims returned | Void lost item processing fee when claims returned | Default setting of True, so that the processing fee will be waived when an item is "claims returned." | True/False | True (11) | TRUE |
Lost items usable on checkin | Lost items are usable on checkin instead of going 'home' first | Default setting of False, so that materials that were marked Lost have to be sent in transit back to their circulating library before they can be checked out again. If True, materials that were Lost and then checked in can be immediately checked out again. | True/False | True (41) False (3) |
TRUE |
Void lost item billing when returned | Void lost item billing when returned | Default setting of True, so that when an item is returned and bill has not been paid yet, the bill would be voided. | True/False | True (44) | TRUE |
Void processing fee on lost item return | Void processing fee when lost item returned | Default setting of True, so that when a Lost item is found and returned, the Processing Fee is removed. If False, the processing fee will still be charged even when the Lost item is returned. | True/False | True (27) False (4) |
TRUE |
Void lost max interval | Items that have been lost this long will not result in voided billings when returned. E.g. '6 months' | This is a period of time. If a user loses a book and it is found and returned within this time period, the Lost book bill will be automatically removed from their account. After this time period, the Lost charge will remain on their account even if the lost book is found and checked in. This setting allows catalogers to freely delete materials after this time period has passed, because they have to check in the material before they can delete it to close out the transaction and make sure it is no longer associated with the borrower. If a Cataloger checks in a Lost item to delete it within this time period, they may be unintentionally absolving the user of any Lost fees they owe. If staff are choosing to accept the returned item after this time period, they can still manually waive the Lost billing. |
interval of time: # of hours or days | 6 months (13) 12 months (6) 36 months (5) 999 months (3) 365 days (2) |
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Restore overdues on lost item return | Restore overdue fines on lost item return | When Lost charges are added on an account, overdue fines are removed. If you choose True for this setting, Evergreen will restore the overdue fines that were on the account before the material was marked Lost. If you choose False, the previous overdue fines will not be added back to the account when the item is found. | True/False | True (40) False (4) |
TRUE |
Lost Checkin Generates New Overdues | Enabling this setting causes retroactive creation of not-yet-existing overdue fines on lost item checkin, up to the point of checkin time (or max fines is reached). This is different than "restore overdue on lost", because it only creates new overdue fines. Use both settings together to get the full complement of overdue fines for a lost item | Do you want to charge the patron the max amount of fines they would have received if the item had not been marked Lost before the fine max was reached? If this setting is False and the patron later returns a Lost item after many months, Evergreen will only restore overdue fines that were billed during the initial overdue period (e.g. 30 days). If this setting is marked True and the patron later returns the Lost item, Evergreen will generate new overdues for period between the time the item was marked Lost and the date the item was returned, up to the Max Fine value. If you have a long fine period ($0.10 a day/max $15) and a short Mark Lost period (30 days), patrons would never have reached the potential max fine amount before the item was Marked Lost. | True/False | False (13) True (6) |
FALSE |
Do not change fines/fees on zero-balance LOST transaction | When an item has been marked lost and all fines/fees have been completely paid on the transaction, do not void or reinstate any fines/fees EVEN IF circ.void_lost_on_checkin and/or circ.void_lost_proc_fee_on_checkin are enabled | If a lost item is returned that has already been paid for, don't make any financial adjustments to the account. The Cardinal default is True to help avoid negative balances on patron accounts. If you offer a refund to a patron that lost a book and then found it later after paying all associated fines, you should choose False. Note: if an item was marked Lost and patron paid the fines already, then Evergreen will not void those fines to create a negative balance. | True/False | True (22) | TRUE |
Mark item damaged voids overdues | When an item is marked damaged, overdue fines on the most recent circulation are voided. | If an item is marked damaged and you bill for damaged items, overdue fines will be voided when you mark the item Damaged and assess the damage fees. Similar to when you mark something Lost. | True/False | True (31) False (10) |
TRUE |
Charge item price when marked damaged | Charge item price when marked damaged | If staff mark something Damaged at check-in, Evergreen will give you the option to bill the last patron. Staff can specify a different amount if the item has already been checked in before marking it as Damaged. | True/False | True (37) False (6) |
TRUE |
Charge processing fee for damaged items | Charge processing fee for damaged items | List a single, fixed dollar amount if you charge a processing fee for permanently damaged items (that will be removed from the collection). | x dollars | 0 (8) 2 (6) 5 (5) 3 (3) 10 (2) |
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Prohibit negative balance on bills (DEFAULT) | Default setting to prevent negative balances (refunds) on circulation related bills. Set to "true" to prohibit negative balances at all times or, when used in conjunction with an interval setting, to prohibit negative balances after a set period of time. | Use True in conjunction with the Negative Balance Interval setting (below) to prohibit negative balances after a set period of time. Set to False to allow negative balances for an unlimited period of time (i.e. you will give a refund for voided payments at any time). | True/False | True (21) False (1) |
TRUE |
Negative Balance Interval (DEFAULT) | Amount of time after which no negative balances (refunds) are allowed on circulation bills. The "Prohibit negative balance on bills" setting must also be set to "true". | Select the period of time during which you will provide a refund to the patron, if you allow refunds for some period of time. Leave blank if you do not offer refunds and chose False for the Prohibit negative balance on bills (above). | interval of time: # of hours or days | 12 months (2) 365 days (1) 6 months (1) |
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Prohibit negative balance on bills for lost materials | Prohibit negative balance on bills for lost materials. Set to "true" to prohibit negative balances at all times or, when used in conjunction with an interval setting, to prohibit negative balances after a set period of time. | True will prohibit negative balances at all times or, when used in conjunction with the interval setting (below) to prohibit negative balances after a set period of time. False will allow negative balances for an unlimited period of time (i.e. you will give a refund for the voided lost materials payment at any time, once the item is returned). | True/False | True (17) False (2) |
TRUE |
Negative Balance Interval for Lost | Amount of time after which no negative balances (refunds) are allowed on bills for lost/long overdue materials. The "Prohibit negative balance on bills for lost materials" setting must also be set to "true". | If you allow refunds for some period of time, please provide the interval expressed in days or months. Leave blank if you do not offer refunds and selected False in the "Prohibit negative balance on bills for lost materials" setting (above). | interval of time: # of hours or days | 6 months (3) 12 months (1) 30 days (1) 365 days (1) |
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Prohibit negative balance on bills for overdue materials | Prevent negative balances (refunds) on bills for overdue materials. Set to "true" to prohibit negative balances at all times or, when used in conjunction with an interval setting, to prohibit negative balances after a set period of time. | True will prohibit negative balances at all times or, when used in conjunction with an interval setting, to prohibit negative balances after a set period of time. Set to False to allow negative balances for an unlimited period of time (i.e. you will give a refund for voided overdue payments at any time). | True/False | True (20) | TRUE |
Negative Balance Interval for Overdues | Amount of time after which no negative balances (refunds) are allowed on bills for overdue materials. The "Prohibit negative balance on bills for overdue materials" setting must also be set to "true". | Select the period of time during which you will provide a refund to the patron. All systems should have a value. If you allow refunds for some period of time, please provide the interval expressed in days or months. Leave blank if you do not offer refunds and selected False in the "Prohibit negative balance on bills for overdue materials" setting (above). | interval of time: # of hours or days | 6 months (2) 365 days (1) |
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Use Lost and Paid copy status | Use Lost and Paid copy status when lost or long overdue billing is paid | True/False | True (8) False (2) |
TRUE |
label | description | Recommendations / Comments | Acceptable Values | Counts in Cardinal as of January 2022 (value then count) | NC Cardinal |
Default Classification Scheme | Defines the default classification scheme for new call numbers: 1 = Generic; 2 = Dewey; 3 = LC | Consortium has a default value of Dewey (value: 2), but you can choose something different if you wish | 1 = Generic; 2 = Dewey; 3 = LC |
2 (3) 3 (1) |
2 |
Default copy status (normal) | Default status when a copy is created using the normal volume/copy creator interface. | Consortium has a default value of "In Process" (value: 5), but you can choose something different if you wish | In Process (5) - see note for more statuses | 5 (20) | 5 |
Delete volume with last copy | Automatically delete a volume when the last linked copy is deleted | True/False | TRUE | ||
Upload Default Match Set | Default match set to use during ACQ file upload | 51 | 51 | ||
Alert on empty bib records | Alert staff when the last copy for a record is being deleted | True/False | TRUE | ||
Retain empty bib records | Retain a bib record even when all attached copies are deleted | True/False | FALSE | ||
Require staff initials for entry/edit of copy notes. | Appends staff initials and edit date into copy note / item note content.. | True/False | True (24) False (1) |
TRUE | |
Vandelay Default Barcode Prefix | Apply this prefix to any auto-generated item barcodes | Relevant to batch importing, these should be reviewed | 3 or 4 letters, all CAPS | FOR (1) CUMBER (1) TRAN (1) BRAS (1) POLK (1) |
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Vandelay Default Call Number Prefix | Apply this prefix to any auto-generated item call numbers | When batch importing: what prefix do you want your materials to have by default? | 3 or 4 letters, all CAPS | POLK (1) JOHN (1) |
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Vandelay Default Circulation Modifier | Default circulation modifier value for imported items | When batch importing: which circulation modifier do you want things to have by default? | |||
Vandelay Default Copy Location | Default copy location value for imported items | When batch importing: which shelving location do you want things to be in by default? | 2573 (1) | ||
Vandelay Generate Default Barcodes | Auto-generate deault item barcodes when no item barcode is present | When batch importing: If the vendor doesn't supply an item barcode in their record, should Evergreen auto-generate one | True (8) | ||
Vandelay Generate Default Call Numbers | Auto-generate default item call numbers when no item call number is present | When batch importing: Should Evergreen auto-generate a call number? | True (2) False (2) |
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Temporary barcode prefix | We recommend using the first 4 letters of the library name. | FOR (2) POLK (1) ROC (1) HCPL (1) NEU (1) |
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Temporary call number prefix | We recommend using the first 4 letters of the library name. | NWACQ (2) ACQ (1) POLK (1) ROC (1) HCPL (1) |
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GUI: Hide these fields within the Item Attribute Editor | This setting may be best maintained with the dedicated configuration interface within the Item Attribute Editor. However, here it shows up as comma separated list of field identifiers to hide. | Optional. Probably better to do this through the cataloging interface. | ["Quality"] (1) ["Copy Number","Deposit Amount","Deposit?","Fine Level","Quality"] (1) ["Copy Number","Deposit Amount","Deposit?","Floating?","Quality"] (1) ["Circulate as Type","Copy Number","Deposit Amount","Deposit?","Fine Level","Floating?","Quality"] (1) |
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Courier Code | Courier Code for the library. Available in transit slip templates as the %courier_code% macro. | All systems should choose a courier code. | FORSYTH (15) NORTHWESTERN (14) BUNCOMBE (14) JOHNSTON (11) BHM (11) |
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Default circulation modifier | Prevents a blank modifier; we recommend setting one. | BOOK (12) null (1) |
BOOK | ||
Default copy location | Prevents a blank shelving location; we recommend setting one. | 3988 (3) 3950 (3) 4733 (2) 2488 (1) 4647 (1) |
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Record In-House Use: # of uses threshold for Are You Sure? dialog. | In the Record In-House Use interface, a submission attempt will warn if the # of uses field exceeds the value of this setting. | 999 (3) 250 (2) 200 (2) 300 (2) 50 (1) |
999 | ||
Record In-House Use: Maximum # of uses allowed per entry. | The # of uses entry in the Record In-House Use interface may not exceed the value of this setting. | 200 (6) 999 (3) 800 (1) 7 (1) |
999 | ||
Allow funds to be rolled over without bringing the money along | Allow funds to be rolled over without bringing the money along. This makes money left in the old fund disappear, modeling its return to some outside entity. | True/False | True (8) | ||
Fund Spending Limit for Block | When the amount remaining in the fund, including spent money and encumbrances, goes below this percentage, attempts to spend from the fund will be blocked. | Optional | 100 (1) 110 (1) null (1) |
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Fund Spending Limit for Warning | When the amount remaining in the fund, including spent money and encumbrances, goes below this percentage, attempts to spend from the fund will result in a warning to the staff. | Optional | 10 (2) 95% (1) 90 (1) |
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Rollover Distribution Formulae Funds | During fiscal rollover, update distribution formalae to use new funds | Most libraries do not use this setting as it does not allow the granularity of fund distribution that you may need from year to year. For instance, if you order 5 copies, 1 goes to X branch and 2 go to Y branch, that would not be indicated by this setting. | True/False | True (1) |
label | description | Recommendations / Comments | Acceptable Values | Counts in Cardinal as of January 2022 (value then count) | NC Cardinal |
Use Active Date for Age Protection | When calculating age protection rules use the active date instead of the creation date. | True/False | |||
Checkout Fills Related Hold | When a patron checks out an item and they have no holds that directly target the item, the system will attempt to find a hold for the patron that could be fulfilled by the checked out item and fulfills it | True/False | |||
Default hold shelf expire interval | The amount of time an item will be held on the shelf before the hold expires. For example: "2 weeks" or "5 days" | interval of time: # of days | |||
Block Renewal of Items Needed for Holds | When an item could fulfill a hold, do not allow the current patron to renew | True/False | |||
Block hold request if hold recipient privileges have expired | Circulation: Block hold request if hold recipient privileges have expired | If True: Patron will not be able to place a hold if their privileges have expired | True/False | False (22) True (16) |
FALSE |
Behind Desk Pickup Supported | If a branch supports both a public holds shelf and behind-the-desk pickups, set this value to true. This gives the patron the option to enable behind-the-desk pickups for their holds | True/False | False (24) True (3) |
FALSE | |
Hold Shelf Status Delay | The purpose is to provide an interval of time after an item goes into the on-holds-shelf status before it appears to patrons that it is actually on the holds shelf. This gives staff time to process the item before it shows as ready-for-pickup. Examples: "5 days", "1 hour" | interval of time: # of hours or days | 1 hour (14) 3 hours (5) 30 minutes (4) 2 hours (4) 5 minutes (2) |
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Canceled holds/requests display age | Show all canceled entries in patron holds and patron acquisition requests interfaces that were canceled within this amount of time | interval of time: # of hours or days | 6 months (13) 30 days (4) 60 days (3) 4 months (2) |
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Canceled holds/requests display count | How many canceled entries to show in patron holds and patron acquisition requests interfaces | number | 25 (12) 10 (9) 5 (4) 20 (4) 100 1 |
25 | |
Reset request time on un-cancel | When a hold is uncanceled, reset the request time to push it to the end of the queue | If True: Holds that were un-cancelled or had gone unclaimed on the hold shelf will go to the end of the line when activated again | True/False | True (33) False (4) |
TRUE |
Expire Alert Interval | Amount of time before a hold expires at which point the patron should be alerted. Examples: "5 days", "1 hour" | This should be set if the Expire Interval setting is set (below). | interval of time: # of hours or days | 3 days (21) 7 days (4) 2 days (4) 1 day (3) 4 days 2 |
3 days |
Expire Interval | Amount of time after a hold is placed before the hold expires. Example "100 days" | Take into account that a patron may place a hold on an On Order item that has not yet been received, after which it may be protected by 6 month age hold protection. How long do you want the hold to stay active before it is cancelled? | interval of time: # of hours or days | 180 days (7) 365 days (6) 90 days (3) 6 months (2) 270 days (1) |
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Suppress Hold Transits Group | If set to a non-empty value, Hold Transits will be suppressed between this OU and others with the same value. If set to an empty value, transits will not be suppressed. | If two organizational units are in the same building and don't need to generate a transit between the two org units, you can supress the transits with this setting | |||
Suppress Non-Hold Transits Group | If set to a non-empty value, Non-Hold Transits will be suppressed between this OU and others with the same value. If set to an empty value, transits will not be suppressed. | If two organizational units are in the same building and don't need to generate a transit between the two org units, you can supress the transits with this setting | |||
Target copies for a hold even if copy's circ lib is closed IF the circ lib is the hold's pickup lib | If this setting is true at a given org unit or one of its ancestors, the hold targeter will target copies from this org unit even if the org unit is closed (according to the actor.org_unit.closed_date table) IF AND ONLY IF the copy's circ lib is the same as the hold's pickup lib. | If True this will attempt to target local copies for holds, even if the branch where the copy is at is closed, before being retargeted elsewhere. Should be set on a branch level rather than system level. | True (205) | TRUE |
label | description | Recommendations / Comments | Counts in Cardinal as of January 2022 (value then count) | NC Cardinal |
Allow Patron Self-Registration | Allow patrons to self-register, creating pending user accounts. Default setting for Cardinal is True. | Example form: https://haywood.nccardinal.org/eg/opac/register | False (12) True (5) |
TRUE |
Patron Self-Reg. Display Timeout | Number of seconds to wait before reloading the patron self-registration interface to clear sensitive data | Cardinal-wide value | 1500 seconds | |
Patron Self-Reg. Expire Interval | If set, this is the amount of time a pending user account will be allowed to sit in the database. After this time, the pending user information will be purged | Cardinal-wide value | 7 days | |
Deprecated: Format Dates with this pattern. | GUI: Format Dates with this pattern (examples: "yyyy-MM-dd" for "2010-04-26", "MMM d, yyyy" for "Apr 26, 2010") | Cardinal-wide value | MM/dd/yyyy | |
Require dob field on patron registration | The dob field will be required on the patron registration screen. | Cardinal-wide value | TRUE | |
Juvenile Age Threshold | The age at which a user is no long considered a juvenile. For example, "18 years". | All systems should have a value. | 18 years (33) 17 years (3) 12 years (2) 16 years (1) |
18 years |
Show day_phone field on patron registration | The day_phone field will be shown on the patron registration screen. Showing a field makes it appear with required fields even when not required. If the field is required this setting is ignored. | Cardinal-wide value | TRUE | |
Require day_phone field on patron registration | The day_phone field will be required on the patron registration screen. | Requires staff to enter a value for the daytime phone number before they can save the patron registration or account update | True (23) False (3) |
TRUE |
Default Ident Type for Patron Registration | This is the default Ident Type for new users in the patron editor. | Consortium has a default value of Driver's License, but you can choose something different if you wish. (Do not record Social Security Number in Evergreen; all SSNs should be stripped out of your ILS data before migration into NC Cardinal) | 1 (14) 3 (3) |
2 |
Require at least one address for Patron Registration | Enforces a requirement for having at least one address for a patron during registration. | Cardinal-wide value | True (7) False (1) |
TRUE |
Allow pending addresses | If enabled, patrons can create and edit existing addresses. Addresses are kept in a pending state until staff approves the changes | True is recommended. If True, patrons may update address in their accountin the My Account section of the OPAC, so staff are aware of the new address when patrons are at the desk | True (25) False (18) |
TRUE |
Invalid patron address penalty | When set, if a patron address is set to invalid, a penalty is applied. | True is recommended to block patron from being able to checkout, renew, etc., if they have an invalid address. | True (31) False (3) |
TRUE |
Default level of patrons' internet access | This is a value that can be used outside Evergreen to control internet access if you're using software to provide wi-fi or computer access. | 1 (12) 2 (13) |
2 | |
Patron: password from phone # | By default, use the last 4 alphanumeric characters of the patrons phone number as the default password when creating new users. The exact characters used may be configured via the "GUI: Regex for day_phone field on patron registration" setting. | The two most ocmmon options are the last 4 numbers of your phone number, or the last four digits of the patron barcode | True (35) False (9) |
TRUE |
Warn when patron account is about to expire | Warn when patron account is about to expire. If set, the staff client displays a warning this many days before the expiry of a patron account. Value is in number of days, for example: 3 for 3 days. | All systems should have a value. | 30 (3) 21 (8) 60 (5) 7 (4) 28 (1) |
30 |
Enable features that send SMS text messages. | Current features that use SMS include hold-ready-for-pickup notifications and a "Send Text" action for call numbers in the OPAC. If this setting is not enabled, the SMS options will not be offered to the user. Unless you are carefully silo-ing patrons and their use of the OPAC, the context org for this setting should be the top org in the org hierarchy, otherwise patrons can trample their user settings when jumping between orgs. | Cardinal default value is True but patrons still have to opt in to receive text notifications | TRUE | |
Auto-Extend Grace Periods | When enabled grace periods will auto-extend. By default this will be only when they are a full day or more and end on a closed date, though other options can alter this. | This has to be set for the other Auto-Extend options to function | True (21) False (7) |
TRUE |
Auto-Extending Grace Periods extend for all closed dates | If enabled and Grace Periods auto-extending is turned on grace periods will extend past all closed dates they intersect, within hard-coded limits. This basically becomes "grace periods can only be consumed by closed dates". | For more informative explanation, please consult the Fines and Grace Days page in the Administrative Manual | True (23) False (6) |
TRUE |
Auto-Extending Grace Periods include trailing closed dates | If enabled and Grace Periods auto-extending is turned on grace periods will include closed dates that directly follow the last day of the grace period, to allow a backdate into the closed dates to assume "returned after hours on the last day of the grace period, and thus still within it" automatically. | This setting is the most forgiving of the grace period options. See the Fines and Grace Days page in the Administrative Manual (link in row above) | True (19) False (6) |
TRUE |
Number of Retrievable Recent Patrons | Number of most recently accessed patrons that can be re-retrieved in the staff client. A value of 0 or less disables the feature. Defaults to 1. | Sets the number of recently served patrons that a staff member can look up at their workstation. | 10 (3) 20 (2) 2 (1) 6 (1) |
10 |
Maximum previous checkouts displayed | This is the maximum number of previous circulations the staff client will display when investigating item details | Sets the number of recent borrowers that show up when looking who recently checked out a specified item | 10 (12) 5 (9) 3 (8) 2 (6) 6 (1) |
10 |
Require staff initials for entry/edit of patron notes. | Appends staff initials and edit date into patron note content. | Default setting of True. Patron notes are found under the "Other" tab found on the patron view menu | TRUE | |
Require staff initials for entry/edit of patron standing penalties and messages. | Appends staff initials and edit date into patron standing penalties and messages. | Default setting of True. Patron messages are found in the patron edit screen. | TRUE | |
Max Patron Claims Returned Count | When this count is exceeded, a staff override is required to mark the item as claims returned | A limit to how many items can be marked as Claims Returned before an override is required. Recommendation of "10" | 3 (18) 5 (10) 2 (6) 10 (4) 8 (1) |
|
Claim Never Checked Out: Mark copy as missing | When a circ is marked as claims-never-checked-out, mark the copy as missing | Most libraries choose True | True (22) | TRUE |
Item Status for Missing Pieces | This is the Item Status to use for items that have been marked or scanned as having Missing Pieces. In the absence of this setting, the Damaged status is used. | Most systems do not use missing pieces. When used, the most common settings are: Missing (#4) Damaged (#14) Repair (#106) |
14 (13) 4 (10) 0 (1) 106 (1) |
14 |
Change reshelving status interval | Amount of time to wait before changing an item from "reshelving" status to "available". Examples: "1 day", "6 hours" | To consider: How long do your items typically stay on the cart waiting to be reshelved? | 2 hours (6) 24 hours (4) 12 hours (4) 1 hour (4) 3 hours (2) |
1 hour |
Tag Circulated Items in Results | When a user is both logged in and has opted in to circulation history tracking, turning on this setting will cause previous (or currently) circulated items to be highlighted in search results | True (21) | TRUE | |
Warn patrons when adding to a temporary book list | Present a warning dialog to the patron when a patron adds a book to a temporary book list. | Patrons can opt out. | True (20) | TRUE |
Library information URL (such as "http://example.com/about.html") | URL for information on this library, such as contact information, hours of operation, and directions. If set, the library name in the copy details section links to that URL. Use a complete URL, such as "http://example.com/hours.html". | |||
Use external "library information URL" in copy table, if available | If set to true, the library name in the copy details section will link to the URL associated with the "Library information URL" library setting rather than the library information page generated by Evergreen. | True (6) | ||
Content of event_text include | Text to be inserted into Print Templates in place of {{includes.event_text}} | Check out this event! (2) | ||
Content of footer_text include | Text to be inserted into Print Templates in place of {{includes.footer_text}} | Main Library Hours: Mon - Thurs 9:00 - 7:00, Sat 9:00 - 5:00 (1) |
Categories on these library setting documents include Library Setting Name of functionality, description of functionality, Cardinal Value (if functionality applies across the consortium), Library System Value (where the incoming library system can decide based off their own functionality or rules), Acceptable Values (provides clarity on how to answer the Library System Value), and Recommendations and/or Comments.
In preparation for mapping conversations, here are a few Evergreen processes to keep in mind that may be unique/different:
Evergreen refers to Item Types as "Circulation Modifiers". Circulation Modifiers in NC Cardinal(Item Types) must be defined in the Item Attribute for every item cataloged. Circulation Modifiers are an important factor for building circulation and hold policies - not to be used as category labels (can use item stat cat for that)
NC Cardinal Circulation Modifiers
ART PRINT
AUDIOBOOK
BOOK
DOCUMENT
EBOOK
EQUIPMENT
GAME
HOTSPOT
ILL
KIT
LAPTOP
MAGAZINE
MAP
MICROFORM
MISC
MUSIC
NEWSPAPER
PERIODICAL
PLAYAWAY
RENTAL
SOFTWARE
TECHNOLOGY
VERTICAL FILE
VIDEO
NC Cardinal Shelving Locations
Circulation and Hold Policies tied to circulation modifiers & shelving locations (for circ. policies only)
Training dates - location, projector & screen, computer workstations or laptops for staff training activities (All Trainings have been made virtual since the pandemic)
Flexible thinking - Staff may need to be adjust workflows to accommodate the differences in old/new ILS structures.
Ask lots of questions at all times!
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:
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:
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
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:
Reports
Provide us with information regarding reports currently used in current ILS that you would like to have setup to run in Evergreen
You will have a team of your staff members who participate in weekly migration calls with the NC Cardinal team and MOBIUS team. Part of the migration process also means preparing the rest of the library staff and keeping them fully informed during the migration process. All library staff will have access to the training database, but it is up to the library director and migration team to let all staff know that they should be exploring the training database and practicing their usual workflows in the new Evergreen environment to be better prepared for in-person training dates.
Using meetings, presentations, handouts, and internal networks to inform staff of the overall migration timeline, in-person training dates they will be expected to prepare for and attend, and migration call discussions can be helpful to overall staff buy-in and smooth adjustment to change.
NC Cardinal offers many training opportunities and resources to members of the consortium. Please visit the NC Cardinal Support and Staff Education knowledge base to see all of the training knowledge books available, click on knowledge tags, or search by keyword. We also have an NC Cardinal YouTube channel with NC Cardinal training videos and playlists, as well as playlists of videos from other Evergreen consortia that may be helpful.
These are some of the key resources that will be used during migration into the consortium:
In addition to the differences listed in the Getting Your Data Ready and Getting Patrons Ready sections, staff will need to adjust to several potential differences from your current ILS when moving to NC Cardinal.
Staff may not place holds for or checkout to their staff login access account. Instead, use personal accounts for personal holds and circulations and Institution accounts for work-related library holds and circulations.
Searching NC Cardinal consortium before issuing library cards — patrons must be in good standing if they have any existing NC Cardinal accounts; do not merge or overwrite another library system's card.
Patrons can present library cards from other NC Cardinal systems and check out your materials just like your own patrons (your circulation policies apply) - you cannot charge them any fees to use their card or require them to get a card from your library.
Staff may have to deal with billing challenges with another library's materials or patron fines and fees.
Libraries joining NC Cardinal must resource share with the entire consortium all books, audiobooks, music, and videos that circulate to their patrons.
Cataloging Best Practices and Assessments: NC Cardinal requires that all staff who will perform cataloging functions must conform to consortium Cataloging Best Practices and pass cataloging assessments. Please see the Cataloging Permission Requirements page for more detailed information.
Your staff and patrons may need some transition training to adjust to several changes that come with joining the NC Cardinal consortium:
Holds are not First In, First Out in NC Cardinal
6-month age hold protection
Importance of pull list — must pull all items at least once per day (when open)
24-hour Hold Targeter
Searching the enormous NC Cardinal catalog may be more challenging
Millions of bibliographic records and broader matching criteria may mean patrons need to use more search terms (title and author vs. title keyword), target smaller subset (video items vs all), and may need to sort by publication date for the latest novels, non-fiction, or videos.
After your library system receives notification that migration is approved and a timeframe for migration into NC Cardinal, it is time to begin getting patrons excited about the changes and new opportunities for resource sharing across the state.
Rishara Finsel, current director of Transylvania County Public Library, did an excellent job preparing her community before migration when she was the director of the Polk County Public Libraries in January 2018:
• I presented to the county commissioners in August, which resulted in a newspaper article: Despite my misspelled name, it was a pretty good article. However, it gave the impression that Cardinal would be available immediately, so we started getting questions at that point. I talked about it at every meeting and public opportunity between then and go live. http://m.tryondailybulletin.com/2017/08/24/polk-library-joins-nc-cardinal/
• In November, we started advertising heavily to customers within our libraries. To tie up loose ends with Rutherford, we had to taper off our intra-library services, so customers needed to know why. We really wanted to give a positive spin on all of it, so we talked a lot about resource sharing. At that point, we started giving out brochures and talking with our regular customers.
• In December, we put up a TV slideshow at the front entrance with bright colors and fast facts. We also put most of the web content up at the beginning of December (but tweaked it as we went.) This is still online, but not linked from anywhere else on our website anymore: https://polklibrary.org/cardinal/
• About 2 weeks before go live, we got pretty aggressive (friendly aggressive) about letting people who currently use the library know about changes and that some online services will be unavailable during migration.
• We focused our external PR and big celebrating on the resource sharing start and all the new advantages of that, not on the initial go-live date. Existing customers needed to know how they were affected by the ILS change, but the things that actually got people excited came with resource sharing. On resource sharing start day, we had cupcakes and balloons in the libraries to celebrate.
• We offered some casual customer training classes in February, but only had a couple of people show for each. Their biggest advantage was being a reassurance for Circ staff, because it gave a referral option should there be any truly confused or frustrated customers. They were fine though, and didn't need to worry because they were thoroughly prepared!
Your patrons, along with library staff, may need some training on how to search the NC Cardinal catalog to find the materials they want. Remember that your patrons will no longer be searching through just your collection. Instead, they will be searching through the consortium catalog filled with about 2 million bibliographic records. NC Cardinal also uses a broad set of potential matching criteria from the MARC record, so both staff and patrons may find that using the Advanced Search screen more targeted search strategies are beneficial.
There are many ways migrating libraries can train patrons to use the NC Cardinal catalog effectively. Handouts, signage at OPAC stations, informational web pages, short training videos, and in-person training classes for patrons before and after migration are all good options.
Here are some materials created by NC Cardinal member libraries that may provide inspiration for your own patron training efforts:
Cleveland County: YouTube video and FAQ
Davie County: YouTube video
Henderson County: Search Tip pdfs; 2016 PowerPoint presentation
Polk County Libraries: https://polklibrary.org/cardinal/
Library migration team, MOBIUS, and NC Cardinal will establish the final date for any activity in old ILS. This period often begins over the weekend prior to the Thursday Go Live date and is the start of the offline period prior to go live in Evergreen/NC Cardinal. Any transactions performed in the old ILS after this date will not be included in the migration data moving to Evergreen. For the following several days, MOBIUS will be processing data (bibliographic records, call number and item records, patrons, and transactions) from the old ILS and importing it into Evergreen.
Monday morning: Library is offline during final data load
Wednesday afternoon: Cardinal team processes offline transactions
Thursday: GoLive into NC Cardinal's production instance of Evergreen
Friday: Continue support of library system's GoLive within NC Cardinal
Please do the following on the go-live day to identify and report issues that may need to be addressed post-migration. We have a limited time in which to repair migration errors and require the information as soon as possible post migration. Failure to report issues may result in delay of resolution.
Patrons
Items
Most of your catalog records will be merged with existing records for the same items that exist in the NC Cardinal catalog at the time of your migration. However, this automated process relies on a few specific indicators within the MARC records, and if the database is not able to confirm a record is a duplicate of an existing record, it will not merge it. A handful of records always require human review after the migration is complete.
After migration, your hold pull list is a good place to start looking for potential bibliographic record merges. Sometimes, even though you are not yet resource sharing, a request from a patron at another NC Cardinal library will show up on your list because you have the only copy in the system. Often, this is the result of duplicate bibliographic records. Other libraries own the same material, but your record for the item was not merged during migration. Somehow, the patron found your record when searching the catalog and placed a hold. Evergreen does not recognize that the hold could be filled by copies attached to the other record, so it sends the request to you because it calculates it as the best option. The solution, in this case, is to merge your record with the existing NC Cardinal record, which should migrate the hold request to a different copy with a higher likelihood of fulfillment.
When looking at your pull list, if you see items with "Potential Items" of 1 or 2 and a Pickup Library elsewhere, this is often an indication that your copy is a duplicate record of another copy in the catalog.
In the example above, The Princess Bride has 1 potential item. The pickup library is in a different system than the owning library.
The first step of merging this record with one used for holdings of the same title at other libraries it to verify that it’s a duplicate record.
Note: For non-book records, utilize a different unique identifier, such as a UPC for DVDs and Blu-Rays.
After verifying that the records are duplicates, the next step is to merge them. To start the merging process from the catalog search results page:
Note: Keeping a bucket such as “Bibs to Merge” is recommended. Anytime you happen to find a duplicate, you can add it to the bucket, then regularly go into the bucket to complete the merging process for any materials you’ve found.
After merging, Evergreen will re-select the best copy to fulfill the requested hold because there are now other copies to choose from. The request should disappear from your pull list because copies from other libraries will register with a higher likelihood of fulfilling the hold.
Prior to beginning Resource Sharing, you may occasionally see requests for items you own from libraries outside your system. Merging your holdings with NC Cardinal records should mitigate most of these, but if there are any titles for which you are the only owner in the system, some of these requests may persist. If this is the case, follow the instructions below to suppress the transit until you begin resource sharing.
Note: This process should work for most items put into transit before Resource Sharing. However, some tricky situations may arise. If this process fails to suppress the transit, please submit a help ticket.
Think about when to have the incoming library system's GoLive for resource sharing