Shared Collections Facility (SCF) Institution Zone
UNDER CONSTRUCTION
Information on how the Shared Collections Facility Institution Zone (a.k.a. the SCF IZ) is configured, how to accession items to the SCF in Alma, and how SCF items in an owning Institution Zone (IZ) are copied to, requested from, etc. the SCF IZ.
Workflows for items at the SCF
Workflows on accessioning new items to the SCF, requesting SCF items, returning SCF items, etc.
Accessioning new items to SCF
Now that we have new architecture in which the owning IZ’s item record is used for fulfillment, there are new procedures for preparing items to be sent to the SCF for accessions. Prior to taking any of the steps below, please contact the SCF Supervisor to arrange transport and ensure there is space in the processing areas. Creation of the SCF version of the record will be done automatically by a special script created by Ex Libris. To trigger the script, you will need to do the following:
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Identify item(s) in the owning IZ that you would like to send to the SCF via weeding or other selection process.
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Edit the items and give them a temporary location with the type “Remote Storage”. You should be familiar with this list and it includes location codes like “wrlc stor” and “wrlc stnc”. For the full list or if you aren’t certain, you can check the physical locations list as shown below.
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Editing the locations can be done to individual records during the weeding/selection process as shown below or as part of a batch change physical items job on a list of barcodes.
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Scan in the item(s) barcode – this causes the item to be put in transit or in process so that the item does not appear as available while in transit to SCF and being processed by SCF staff.
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Notify the Director of Library and User Services at WRLC and we will run the “SCF publishing profile“ publishing profile job for your owning IZ. Note: do not edit the publishing profile in any way. This publishing profile uses a logical set of all items with a remote storage location. By running this job we will publish any new additions to this set and your items will automatically have an identical item record created in the SCF IZ.
Requesting SCF Items
UNDER CONSTRUCTION
Returning SCF items
UNDER CONSTRUCTION
SCF Publishing App
Behind the scenes look at how the SCF publishing app works for accessions, requests, returns, etc.
Metadata Infrastructure in the SCF IZ
Bibliographic Records
If the owning Institution's item record is attached to a Network Zone bibliographic record, the SCF copy of the item record will also be attached to the same NZ bib record. The SCF holding and item records are suppressed from discovery in Primo.
If the owning Institution's item record is NOT attached to a Network Zone bibliographic record (if it is attached to an IZ-only record), then the SCF copy of the item record will be attached to a suppressed copy of the IZ-only bibliographic record.
The SCF copy of the bib record will have the MMS Id of the owning Institution's record in the 035 field; the inclusion of the MMS Id allows for requests of non-NZ linked items to occur.
Any updates made to the owning Institution's bib record will NOT be transferred to the SCF copy of the bib record.
If an SCF item is moved to a different bib record, please open a WRLC Service Desk ticket (servicedesk@wrlc.org) so that the SCF copy can be updated. Without this necessary step, requests for this item may fail.
Holding Records
All SCF holding record copies are suppressed from Discovery.
Any updates made to the owning Institution's holding record will NOT be transferred to the SCF copy of the holding record.
Item Records
The SCF copy of the item record has a few key differences from the original owning Institution item record.
The barcode will have an 'X' appended to the end. In addition, a provenance code is added to keep track of which Institution owns the item.
Unlike the bib and holding records, updates made in the following fields to the owning Institution's copy of the item record will be transferred to the SCF copy:
- Material type
- Description
- Enumeration A
- Enumeration B
- Enumeration C
- Enumeration D
- Chronology I
- Chronology J
- Chronology K
Item Locations
The permanent or temporary WRLC location in the owning Institution IZ is transferred to the SCF IZ as a permanent location.
If the item location in the owning IZ has one of the following location codes, the item in the SCF IZ will have the exact same location.
| auba |
| brl box |
| da per |
| da pernc |
| dcpl box |
| gal arch |
| gtda |
| gtlaw |
| gtmed |
| gtwn |
| gtwn box |
| gw cq |
| gw nea |
| gw nsas |
| mu arch |
| mu av |
| udc jazz |
| wral |
| wr aumc |
| wr aumr |
| wrlc |
| wrlc almon |
| wrlc alper |
| wrlc cgrc |
| wrlc cunc |
| wrlccunc |
| wrlc danc |
| wrlc dism |
| wrlc disp |
| wrlc gtdp |
| wrlc gtkib |
| wrlc gtkip |
| wrlc gtmo |
| wrlc gtnc |
| wrlc gtsp |
| wrlc gtspe |
| wrlc gtthe |
| wrlc gtv |
| wrlc gtvc |
| wrlc hida |
| wrlc himm |
| wrlc micro |
| wrlcscfrs |
| wrlc sgrc |
| wrlc_shrd |
| wrlc shrm |
| wrlc shrp |
| wrlc snsa |
| wrlc stnc |
| wrlcstndup |
| wrlcstnret |
| wrlcstodup |
| wrlc stor |
| wrlcstoret |
| wrlcstrret |
| wrlc stru |
| wrlc_stru |
| wrlc wood |
| wrlc woodc |
Any SCF location in the owning IZ that is NOT listed above will be given the default location of wrlc stor in the SCF IZ.
Primo VE
Although there are two record copies for each item, the patron only sees one item in Primo because all SCF records are suppressed.
For example, this bib record has both American University and SCF holdings attached.
In Primo, only the American University holdings are visible to the patron.
