Discover strategies for optimizing your Custom Holdings to take better advantage of InfoExpress libraries and other free lenders. Discover how one library dramatically reduced turnaround times for loans simply by restructuring and updating Custom Holdings data.

1. STRATEGIC
BORROWING
Optimizing Custom Holdings to Reduce
Turnaround Time for Loans
Alison Johnson, Assistant Library Directory
Lewis A. Jackson Library
April 25, 2014 - Discovery To Delivery V
Image courtesy of KROMKRATHOG / FreeDigitalPhotos.net

2. GAME PLAN
 Custom Holdings Basics
 Our Story
 Our Strategy
 Our Process
 Assessment
 Further Considerations

3. CUSTOM HOLDINGS BASICS
What are Custom Holdings?

4. CUSTOM HOLDINGS BASICS

5. CUSTOM HOLDINGS BASICS
Indiana Libraries
Out-of-State Free
Out-of-State $10
Out-of-State $15
Out-of-State $20
GROUPS
PATH

6. CUSTOM HOLDINGS BASICS
Indiana Libraries (I3U,IBS,IDU,IE0,IEC,IEP,IFC…)
Out-of-State Free (ZRV,ZRW,ZS#,ZS6,ZSV,ZSX…)
Out-of-State $10 (EPY,EQ$,EQQ,ERR,ESJ,EU2…)
Out-of-State $15 (ROL,ROZ,RRB,RRO,RS3,RTI…)
Out-of-State $20 (JAT,JAW,JAX,JAY,JAZ,JB4…)
PATH
GROUPS

7. CUSTOM HOLDINGS BASICS
Indiana Libraries
Out-of-State Free
Out-of-State $10
Out-of-State $15
Out-of-State $20
Free & Electronic Delivery
Free & Fax/Mail
$10 & Electronic Delivery
$15 & Electronic Delivery
$10 & Fax/Mail
BOOKS ARTICLES

8. CUSTOM HOLDINGS BASICS
Where do I set up my
Custom Holdings?
3 Options
 WorldCat Services Administrative Module
 OCLC Service Configuration – WorldShare ILL
 ILLiad Client

9. WorldCat Services Administrative Module – Resource Sharing
firstsearch.oclc.org/admin

10. Step 1:
Search Policies
Directory

11. WorldCat Services Administrative Module – Resource Sharing
firstsearch.oclc.org/admin

12. OR

13. OCLC Service Configuration – WorldShare ILL
www.worldcat.org/config

15. OCLC Service Configuration – WorldShare ILL
www.worldcat.org/config

16. OR

17. ILLiad Client – Resource Sharing Settings

18. CUSTOM HOLDINGS BASICS
How do I edit/create my
Custom Holdings?
Create Custom Holdings Groups
Edit Custom Holdings Groups
Create Custom Holdings Paths
Edit Custom Holdings Paths

19. OCLC Service Configuration – WorldShare ILL
www.worldcat.org/config

20. Step 1:
Click…
Step 2:
Enter Group Name
and Description
Step 3:
Click…
To CREATE a new Custom Holdings Group:

21. To EDIT a Custom Holdings Group:
Step 1:
Select a group to edit
Step 2:
Remove symbols by
clicking the red X
Step 3:
To add symbols,
click…

22. To EDIT a Custom Holdings Group:
Step 4:
Add symbols to the group
or overwrite the entire
group
Step 5:
Click…
Step 6:
Click “Save” on the next screen.

23. Special Feature!
Select “Display Groups by
symbol”…
You can search across all your
Custom Holdings Groups to
find when a particular symbol
occurs

24. OCLC Service Configuration – WorldShare ILL
www.worldcat.org/config

25. Step 1:
Click…
Step 2:
Enter Path Name
and Description
Step 3:
Click…
To CREATE a new Custom Holdings Path:
Step 3:
Click…

26. To EDIT a Custom Holdings Path:
Step 1:
Select a group to edit
Step 2:
Drag groups into
the path
Step 3:
Click…

27. CUSTOM HOLDINGS BASICS
How do Custom Holdings work?

28. Step 1:
Click…
Select the Path
you want to use
Lenders will
display in order
of your Custom
Holdings

29. Lenders will
display in order
of your Custom
Holdings
Select the Path
you want to use

30. OUR STORY
Why Re-Strategize?
 Holdings updated sporadically
 Needed a complete overhaul
 Desired a faster turnaround time

32. OUR STRATEGY
 Start with LOANS
Why? Fewer factors to consider
 Start with IN-STATE Lenders
Why? Affects 80% of requests
 Create groups that are EASY TO UPDATE
Why? REALITY!

33. OUR STRATEGY
ATTNLOAN
INDFAST
INDSLOW
COURIER5
COURIER4
COURIER3
COURIER2
COURIER1
INDFREE
PREFZ123
PREFZ45
PREFZ678
ZONE123
ZONE45
ZONE678
UNDER 11
OVER 12

34. OUR STRATEGY
ATTNLOAN
INDFAST
INDSLOW
COURIER5
COURIER4
COURIER3
COURIER2
COURIER1
INDFREE
PREFZ123
PREFZ45
PREFZ678
ZONE123
ZONE45
ZONE678
UNDER 11
OVER 12
FACTORS CONSIDERED:
 Cost of Shipping:
Free in-state courier or USPS/UPS/etc.
 Speed of Shipping:
Days of pickup for in-state libraries or
USPS Postal Zone
 Lender Affiliations: (LVIS, etc.)
Affects cost and service expectations
 Lender Charges:
Free, $10, $20, etc.

35. OUR STRATEGY
ATTNLOAN
INDFAST
INDSLOW
COURIER5
COURIER4
COURIER3
COURIER2
COURIER1
INDFREE
PREFZ123
PREFZ45
PREFZ678
ZONE123
ZONE45
ZONE678
UNDER 11
OVER 12
PhaseONE:
In-State Libraries
 ATTNLOAN = To get our attention if held by
our library or Google Books (includes only
IMC and GOOGL)
 COURIER5, COURIER4, etc. = Free
Indiana libraries that use the State courier
service. Numbers 1-5 indicate # of days of
pickup.
 INDFREE = Free Indiana libraries that DO
NOT use State courier service.

36. OUR STRATEGY
ATTNLOAN
INDFAST
INDSLOW
COURIER5
COURIER4
COURIER3
COURIER2
COURIER1
INDFREE
PREFZ123
PREFZ45
PREFZ678
ZONE123
ZONE45
ZONE678
UNDER 11
OVER 12
PhaseONE:
In-State Libraries
 ATTNLOAN = To get our attention if held by
our library or Google Books (includes only
IMC and GOOGL)
 COURIER5, COURIER4, etc. = Free
Indiana libraries that use the State courier
service. Numbers 1-5 indicate # of days of
pickup.
 INDFREE = Free Indiana libraries that DO
NOT use State courier service.

37. Step 1:
Search Policies
Directory
Step 2:
Display symbols
Step 3:
Select symbols
and copy

38. Step 4:
Paste symbols into a document to
organize into custom holdings groups
Step 5:
Use the Policies Directory and Info
Express website’s “Participants List” to
organize into custom holdings groups
based on days of pickup

39. ASSESSMENT
• Added 15 libraries to the Five Day Pickup group
(COURIER5)
• Requests filled doubled for 10 of these libraries
• Example:
INB (Bartholomew County Public Library)
moved from 2-day to 5-day.
Recently filled three requests
Faster than average turnaround time
Phase ONE:
In-State Libraries

40. ASSESSMENT
• Added 49 new symbols
• Example:
XXWBL (Ivy Tech Bloomington)
Loaned us a recently published book
Faster than average turnaround time
Phase ONE:
In-State Libraries

41. ASSESSMENT
0
1
2
3
4
5
6
7
8
9
10
Days(Average)
Turnaround Time from Request Sent to Received for
ILL Loans
In-State
In and Out State
Phase ONE:
In-State Libraries

42. ASSESSMENT
0
1
2
3
4
5
6
7
8
9
10
Days(Average)
Turnaround Time from Request Sent to Received for
ILL Loans
In-State
In and Out State
Phase ONE:
In-State Libraries

43. ASSESSMENT
In-State Loans
(Avg. Turnaround Time)
All Loans
(Avg. Turnaround Time)
Sept 2009-Mar 2013 7.7 days 8.3 days
Sept 2013 – Mar 2014 6.3 days 6.5 days
Improvement in Turnaround Time 1.4 days 1.8 days
Phase ONE:
In-State Libraries

44. OUR STRATEGY
ATTNLOAN
INDFAST
INDSLOW
COURIER5
COURIER4
COURIER3
COURIER2
COURIER1
INDFREE
PREFZ123
PREFZ45
PREFZ678
ZONE123
ZONE45
ZONE678
UNDER 11
OVER 12
PhaseTWO:
Fast or Slow In-State Libraries
 INDFAST = Libraries with exceptionally
fast turnaround time
 INDSLOW = Libraries with
exceptionally slow turnaround time
(would avoid using this group)

45. OUR STRATEGY
ATTNLOAN
INDFAST
INDSLOW
COURIER5
COURIER4
COURIER3
COURIER2
COURIER1
INDFREE
PREFZ123
PREFZ45
PREFZ678
ZONE123
ZONE45
ZONE678
UNDER 11
OVER 12
PhaseTHREE:
Out-of-State Libraries
 ZONE123, ZONE45, etc. = Free, out-of-
state libraries according to postal zones
(1=Nearest, 5=Farthest)
 PREFZ123, PREFZ45, etc. = Preferred,
free, out-of-state libraries according to
postal zones (Preferred = LVIS, CL@N,
ATLA, etc.)
 UNDER 11 = Libraries that charge $11 or less
 OVER 12 = Libraries that charge $12 or more

46. OUR STRATEGY
ATTNLOAN
INDFAST
INDSLOW
COURIER5
COURIER4
COURIER3
COURIER2
COURIER1
INDFREE
PREFZ123
PREFZ45
PREFZ678
ZONE123
ZONE45
ZONE678
UNDER 11
OVER 12
PhaseTHREE:
Out-of-State Libraries
 Process (Repeat for each state):
• Create list of all the state’s “OCLC Supplier”
symbols from Policies Directory and paste into a
document
• Examine each library in the Policies Directory
(sorted by symbol)
• Leave free libraries on the list (in the doc)
• Cut and paste libraries that charge into
UNDER11 or OVER12 sections of the doc
• Create the preferred groups by searching
Policies Directory by group affiliations (LVIS, etc.)

47. FURTHERCONSIDERATIONS
Other Strategies for Loans
 Put regional libraries first (InfoExpress hubs)
 Consider shipping method (UPS vs. USPS)
 Invoicing method (IFM vs. Invoice)
 Your ideas…

48. COMMENTS
AND
QUESTIONS