Heritage Circulation Control
We believe that Heritage has the most sophisticated and flexible circulation system on the market today. A summary of the circulation features offered by Heritage is available at the foot of this page.
It is essential in any library management system that Circulation control is clear and provides all the important information at the press of a key. If a queue of borrowers begins to build at the issue desk it can be very frustrating to have to plough through numerous menus to get to where the issuer needs to be. With this in mind we have concentrated on making everything required available from one screen and logically arranged.
At the click of a mouse, library staff can see all the items on loan to a borrower, with those overdue clearly indicated in red. Other information such as the borrower’s reservation details, borrowing history, outstanding fines, areas of interest and the journals they receive, is all available by clicking the appropriate tab. This information is also available to the borrower via a P.I.N. (Personal Identification Number) via the Reader Information option on the OPAC or Heritage Online. One major benefit of this is that users need not trouble the librarian with basic questions such as "What do I have on loan at the moment?". Heritage Online has been extended recently so that circulation functions such as issue, return and/or renew can be made available to users remotely (although this can, of course be restricted if necessary).
Heritage's incredibly flexible circulation system enables library staff to create as many borrower types as are required, as many loan periods as are necessary (including hourly, daily, weekly etc loans as well as ‘permanent loan’) and different circulation rules for each combination of reader type/medium/loan type (with different fine levels and different frequency of overdue letters as well as different loan periods etc). For libraries with multilple sites these rules can be site-specific where necessary.
Heritage also offers an Event scheduler, where automatic chaser letters and recalls can be automatically produced and printed or emailed to users. A number of facilities including site specific chaser letters and statistics are also available for multi-site libraries.
Borrowers
Detailed borrower information can be held in Heritage to assist library staff in both the general circulation of items and the production of reports and statistics. Borrower details can either be entered manually or downloaded regularly from another data source, such as a Management Information System (MIS). This requires the purchase of the optional Generic Reader Import Module or Heritage Connect.
Security is a major concern in many establishments, particularly in institutions such as colleges, universities and hospitals where large numbers of people are moving around at any given time.
Borrower Identification
It is sometimes useful for library staff to be able to check the identities of potential users before issuing items, one method of doing this is to issue cards, but they are often forgotten and the process of getting a photograph onto the card is labour-intensive. The Heritage Biometrics module enables you to link Heritage with a fingerprint recognition system, but if this all sounds a bit high-tech the alternative, at present, is to hold photographs of borrowers on the database which can be viewed at the point of issue! This allows counter staff to check everybody without the awkwardness of asking for some form of identification. See Image Handling for more information about scanning and storing images.
Self-Issue
Some institutions allow self-issue and the Heritage circulations facility is designed with this in mind. The system can be customised to give instructions to users rather than the normal commands, for example ‘Please scan your reader barcode’ instead of ‘Enter Reader ID’. It is possible to lock the keyboard away and run the whole process by barcode scanner if the library is to be unsupervised, thereby avoiding the need for any keyboard interaction which could result in confusion or attempts to undermine the integrity of the data.
Heritage is also compatible with self-issue security systems such as Plescon's Kwik-Issue or 3M's SelfCheck systems using the SIP 2 protocol. There are more details about this module on the Heritage Self-Service page.
It has been possible for users to reserve items from Heritage Online for some time, but in version 2.4 we have extended the circulation facilities to enable users to renew their own items, issue items to themselves and return their items. We realise that most libraries will not wish to allow all (or any) of these facilities, so they are, of course, optional.
Fines Module
The Fines module is an optional module which integrates with the standard Heritage circulation menu.
The module enables library staff to automatically charge for overdue items, maintaining an ‘account’ for each borrower. Ad hoc waivers and charges can also be applied to a borrower’s account (e.g. charges for subscriptions or lost items) without the use of the Fines module, but if you want fines to be calculated and updated automatically then it must be purchased.
Different fine rates can be set for different types of borrowers and/or items and it is possible to exclude entire borrower or item categories from fines altogether if necessary. Fines can be set by the minute or hour as well as by day, and overnight fines can be applied to items that should have been returned to the library before closing.
Each borrower’s account can be checked easily at the issue desk, where full or part-payment of the fine can then be undertaken. Library staff can record the payment method and any notes regarding the transaction (e.g. reasons for a fine waiver). Borrowers can check their outstanding fines from the Reader Information Screen.
Certain controls can be introduced, whereby borrowers with outstanding fines over a certain amount can be automatically barred from reserving and/or borrowing items until the fine amount is paid off below the level specified by library staff. Maximum fine limits can be set both by borrower and item category, with an optional late payment penalty if borrowers still don't pay up!
Multi-site facilities
Heritage provides all the facilities necessary to manage multi-site libraries, such as enabling each site to record their own opening hours, staff details and circulation rules, as well as producing their own overdue, recall, reservation, order and SDI notices.
In order to manage the circulation of items across multi-site libraries, Heritage provides the following facilities:
Copy-specific reservations
It is possible for readers to place reservations on specific copies of a title (e.g. they could choose to reserve a standard loan copy rather than a short loan copy).
Item requests
Requests are distinct from reservations, in that the items are normally available but the reader is not presently at the site at which the item is located. The item would be retrieved from the shelves by library staff and then either be held for collection or sent to the reader (via a postal loan or inter-site transfer).
Postal loans
Library staff can determine the postal loan methods available to each category of reader (e.g. first class, second class, internal mail etc) then specify an optional flat rate service charge that the library will make for sending out a loan to readers in this category.
Site transfer
Library staff can also offer site transfer requests in addition to item requests and postal loans. If the library is a multi-site library, then users can request an item and specify the site at which they wish to collect the item.
Timed Loans
Heritage can handle three distinct types of timed loan:
Block loans – This might be a half day loan (e.g. morning or afternoon).
Rolling timed loan – This would be a loan of an exact number of hours e.g. a one-hour loan or a two-hour loan.
Staged timed loan – This would be a loan of a certain number of hours e.g. a one-hour loan or a two-hour loan, but the librarian can define that all returns will occur on the hour.
If the optional Advanced Bookings module has been installed, then it is possible to use Heritage book out items for specified periods weeks in advanced, but also to book out resources (including meeting rooms, equipment etc) for hourly periods in the future.
Advanced Bookings Module
The optional Advanced Bookings Module offers the facility to users to book any items for specific periods in the future. Advanced Bookings can cater for more than just the library – the facility to book items by the hour as well as the day means it is just as useful for booking resources such as rooms or equipment as traditional library stock.
The module works in the same way as the advanced reservation features of Heritage 4.2, i.e. bookings are placed on individual accessions (items). The system allows for tentative bookings, which must be confirmed by a specified date, otherwise the accession can be re-allocated to another booking, or borrowed in the normal way by another reader.
If items might be required for loan by other readers between bookings, a ‘buffer period’ can be set to ensure that the item is returned in time for processing for the next booking (i.e. the preceding loan period will be automatically curtailed if necessary).
Heritage provides three different methods of viewing future bookings, including the calendar (which defaults to the next seven months), the week (displaying the next seven days, for timed loans) and a display of all copies (up to seven copies shown at once) with the days/hours vertically aligned.
For a summary of features please see below.
Inter-Library Loans Module
The new Inter-Library Loans (ILLs) module is now available for Heritage versions 4.2.5 and above. It has been carefully designed to manage all your ILL needs, and can be used to request items from any library. However, a key feature of the module is that it supports the ILL procedures and formats specified by the British Library Document Supply Centre and will automate ILL requests from the British Library using their ARTEmail system.
ILL requests will initially be logged in Heritage exclusively by library staff, but in the next upgrade to Heritage Online it will be possible for end-users to request items directly (with or without moderation from library staff). Heritage will then generate an ILL request email in ARTEmail format and send it directly to the British Library. A copyright declaration form can be printed and signed by the requester if necessary. The corresponding reply email sent by the British Library is then detected by Heritage and automatically logged on the Heritage ILL records.
Readers will be able to track the progress of their ILL requests and cancel outstanding requests (if there is a problem in supply) via their Heritage Online reader information screen. ILL items which need to be returned to the British Library are sent to the library and then issued to the reader via the Heritage circulation system. Photocopies or electronic documents can be delivered directly to the reader if preferred; in this case the library is separately notified of the document delivery. The ILL module includes the facility to charge readers (both for the cost of the requested service itself and for a local library administration charge), and also to set limits on how many concurrent ILLs are allowed for readers belonging to different reader categories. The range of services available and the charges to the reader can be varied between reader categories.
Statistics for ILLs can be generated via the Heritage reporter. This means that is will be possible to produce reports such as the number of requests per week/month or per department. Inter-library loan records can also be searched to check if users have already been supplied with specific items, and details of all their previous ILL requests can be accessed (particularly useful if the reader wishes to revive a cancelled request or order duplicates).
Summary of features:
- Automates many of the processes involved when requesting items from the British Library using ARTEmail
- Includes fax and letter templates for sending requests to other libraries, and copyright declarations forms
- Optional charging facility
- Readers can track progress of requests
- Items can be delivered directly to readers
- Limits can be set on the number of requests allowed for different categories of reader
- Inter-library loans records can be searched to check if a user has previously requested an item
- Statistics can be compiled on ILL usage
For further information please contact us.
Examples
Below are some of the features of the Heritage circulation system:
Manual stamp date
Stamp
dates are generally set automatically using circulation rules,
but a ‘Manual stamp date’ override is provided
to authorised staff for overriding loan periods. Items can
also be loaned permanently if this is appropriate.
A 'Manual stamp time' facility is also available
for timed loans.
Links to other forms
Further
details of the borrower or individual item are only one mouse
click away. New borrowers or items can be quickly added from
the issue screen ‘on the fly’ if necessary.
Scheduled Events
The generation of notices can be set to run automatically at pre-defined times using the Event Scheduler in Heritage, e.g. overdues, fines, reservations, recalls etc. Special notices can be set up using the reports module and set to run as required.
Barcodes
The
Heritage circulation system is designed to operate with
barcodes identifying both readers and items (accessions).
The most common form of barcode reader is the keywedge
device which is plugged into the keyboard cable of the computer
and so does not require any additional operating software.
The types of barcode supported by Heritage are determined
only by what the library's barcode readers are configured
to read. Methods are also available for stripping unwanted
information from barcodes e.g. where formats have had to change.
Magnetic strips and smartcards can also be used to enter reader
codes with appropriate hardware.
Summary List of Circulation Features
General
Circulation transactions in real timeSelf-issue facility
Optional Fines Module
Facilities
Barcoded Function Controls (e.g. Issue, Return, Back)Export data facility for use in reports
Single click to item/borrower record from issue screen
Calendar for closed dates
Enter new borrowers/items 'on the fly'
Borrowers
Numerous borrower categories with library-defined limits and rulesBorrower records accessed by name, number and/or barcode
Borrower photographs (see example above)
Full History held for each borrower and item
Extensive Statistical borrowing reports
Optional module for importing and updating borrower records
Messages for borrowers
Automatic loan/reservation stops for borrower
Reader Import Module (optional module) for importing records
Issuing & Returning
Barcoded readers and accessionsDue dates automatically calculated
Manual Stamp date override facility
Validity check on barred borrowers
Different loan periods possible for same items
Checks items for reference copies
Can override flags and traps if required
Quick cataloguing of items and addition of borrowers ‘on the fly’
User-defined traps and messages
Copy number of loan recorded when more than one
Checks for reservations
Checks for overdues/fines
Messages about specific items e.g. check for CD with book
Timed loans (e.g. by the minute/hour)
Postal loans (including service and postage charges)
Inter-site transfers
Item request (for postal loans, site transfers etc.)
'Lost on loan' status for items
Issues and returns available from Heritage Online
Renewals
Renewals possible without discharge and reissueRecord of renewals for each current loan
Ability to set different limits for 'seen' and 'unseen' renewals
Renewal en-bloc or individually
Option to bar renewal of reserved items
Renewals available from Heritage Online
Reservations
Reservations can be made from Heritage OnlineCopy-specific reservations can be placed.
Priority reservations can be made by library staff only
Printable list of reservers for each item
Printable list of reserved items
‘Cancel reservation’ can be undertaken by borrowers
Printable reservation notifications
Reservation availability notified when borrower ID entered
Automatic trap on reserved items upon return
Recall reserved items facility
Site-specific reservations
Item requests (for postal loans, site transfers etc.)
Recalls
All copies of a given title (or group of items)All items on loan to a borrower (or group of borrowers)
Automatically adjust stamp date when recalling items
Overdues
Different overdue letters for different borrower status and item categoriesMultiple overdues per item or borrower
Site-specific overdues
Library-defined frequencies and texts of notices (overdues, reservations, recalls)
Review list of borrowers with overdue items
Email or print overdues, recalls and reservations
Can be scheduled to run automatically
Current Awareness (SDI)
SDI (Selective Dissemination of Information) provisionAreas of interest selected by borrowers from Subject index
Items which match area of interest shown on borrower details screen and Reader information screen
Customisable reports of new additions to the catalogue.
Automatic generation and emailing of PINs to borrowers
Automate emailing (or printing) of new additions
Multi-Site Facilities
Site-specific calendarsSite-specific overdue notices
Site-specific reader categories and circulation rules
Return site notification for items returned to the wrong site.
Site-specific reservations
Fines (optional module)
Different rates for different types of item and borrowerSet maximum levels for item types and borrower types
Set different rates according to how overdue items are
Collect payments into a budget
Full charging and payment history for each borrower
Trigger automatic loan and reservation stops on maximum fines
Advanced Bookings (optional module)
Enables users to reserve items between two specified points in the future.Bookings can be applied to timed loans as well as stock with day- based loans.
Timed bookings facilitate booking rooms, equipment or similar fixed resources.
Tentative bookings can be made, requiring confirmation by a specified time or date.
A buffer period can be applied to allow a reasonable time for the return or retrieval of an item.
An optional release date/time can be set so that items not collected or taken up can be re-allocated.
A log of all bookings placed is retained for statistical analysis.
The information controlling bookings is defined as an extension to the circulation rules.
A booking calendar displays future bookings for each item.
When a loan or booking request clashes with an existing booking an adjusted loan or booking period is offered.
Bookings can be applied to non-loan items, e.g. reference stock or facilities that would not be available for circulation ‘on demand’.