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Rapid OAI Holdings - Step 2: Defining Sets

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This page contains the second of three steps in the documentation for setting up the RapidILL OAI Holdings process. An overview of the process in its entirety can be found here.

In this step you are defining the sets of titles to be published to RapidILL. If you are unfamiliar with Sets in Alma, or want more information please read Managing Search Queries and Sets or watch this video.

Using Logical Sets

We strongly suggest using logical sets when dealing with RapidILL holdings. Logical sets update automatically based on the criteria they are given, rather than being a static list of titles. This allows for higher holdings accuracy as your holdings change over time. In contrast, an itemized set is a static list of titles that does not change, meaning that it will need manual updating every time there is a change in holdings.

Lendable Statuses

We strongly recommend creating different sets for items that have different lending policies. RapidILL distinguishes between 3 lending policies or Lendable Statuses. A lendable status dictates to whom a certain title can be lent. The lendable statuses are:

  • LocalOnly: Lendable only to local patrons. Not for ILL. Used for local holdings checks before borrowing requests are sent out.
  • LendableCountry: Lendable to RapidILL libraries in your country.
  • LendableInternational: Lendable to all RapidILL libraries worldwide.

Which Sets Should I Create?

It is recommended that you publish all your book and journal inventory, not just lendable inventory. RapidILL matches your patrons’ borrowing requests against your entire inventory to make sure the resource requested is not owned by your institution before sending it out to other libraries.

Each set should have only ONE of each of the following characteristics:

  1. Holding Format: Print OR Electronic material.
  2. Holding Type: Journals OR Books.
  3. Lendable Status: LendableInternational OR LendableCountry OR LocalOnly.

For example:

  • Set A would only include (1)Print (2)Journals that are (3)LendableInternational.
  • Set B would only include (1)Electronic (2)Books that are (3)LendableCountry.

Only configure sets if they contain data. For example, if you do not supply any print journals internationally then you should NOT define a set for 'Rapid_Journals_Print_LendableInternational'.

Depending on your institution’s holdings, this means you might need up to 12 sets.

Creating Print Sets

As most institutions have different lendable statuses for different locations, we recommend defining the set by location.

  1. To begin creating sets, click the Advanced search icon in the top left corner (Adv-Search_icon.png). Make sure you are searching in Physical Titles (not items, or portfolios). Then, select the criteria to build your set. Below you can find a table with the recommended criteria for print books and for print journals, which filters your holdings by current location.

    Separate sets need to be made for separate lendable statuses.
    Set Criteria Example Screenshot
    Print Books Physical Titles where
    Title (Has inventory equals "Yes"
    AND Material Type equals "Book"
    AND Tag Suppressed (Title) equals "No"
    AND Current location equals[Relevant Locations])    		 Print_Books.png
    Print Journals Physical Titles where
    Title (Has inventory equals "Yes"
    AND Material Type equals "Journal"
    AND Tag Suppressed (Title) equals "No")
    AND Current location equals [Relevant Locations])    		 Print_Journals.png
  2. Click Search.
  3. Click Save and filter query.
  4. Name your set according to the following format:
    Rapid_[Branch if relevant]_[Holding Type]_[Holding Format]_[Lendable Status]
    Example: Rapid_ILLUV_Books_Print_LendableInternational
  5. Set content Type: this should be Physical Titles.
  6. Add a Description (optional).
  7. Save your Set.

Creating Electronic Sets

Unlike Physical Titles, there is no 'current location' parameter for Electronic Titles. To identify a collection's lendable status, you will need to add a searchable identifying text on each collection's internal description. Every lendable collection will have to be updated with that identifying text. 'Internal description' can then be added to the search parameters to find all lendable collections.

To start tagging your electronic collections, use the collection level internal description field to add a note such as ”Lendable_International". Use this note on every collection that you may lend internationally.

Elec_Coll_Editor.png

Electronic Collection Editor

Then, when defining the set of internationally lendable collections, you can define it with the criteria Contains Keywords set to 'lendable_international'.

You may find the E-Collection Quick Update Cloud App useful for bulk updating existing collections with the relevant internal description. This tool allows you to bulk update e-collections with a ‘lendable_international’ internal description.

If you already make use of the Internal Description, you can simply append the lendable status to your existing descriptions. Use logical statement 'contains keywords' to find the collections that include the lendable status string.

E_Collections.png

E-Collection Quick Update Cloud App

For more information, see E-Collection Quick Update.

  1. To begin creating sets, click the Advanced search icon in the top left corner (Adv-Search_icon.png). Make sure you are searching in “Electronic Titles” (not items, or portfolios). Then, choose the criteria to build your set. Below you can find a table with the recommended criteria for electronic books and for print journals, which filters your holdings by keywords in the internal description.
    Separate sets need to be made for separate lendable statuses.
    Conditions Sets for Electronic Titles
    Set Criteria Example Screenshot
    Electronic Books Electronic Titles where
    (Has inventory equals "Yes"
    AND Material Type equals "Book"
    AND Tag Suppressed (Title) equals "No"
    AND Availability (Electronic Portfolio) equals "Available"
    AND Internal Description (electronic collection) contains keywords "[keywords]")    		 Elec_Books.png
    Electronic Journals Electronic Titles where
    Material Type equals "Journal"
    AND Availability (Electronic Portfolio) equals "Available"
    AND Internal Description (electronic collection) contains keywords "[keywords]")    		 Elec_Journals.png
  2. Click Search.
  3. Click Save and filter query.
  4. Name your set according to the following format:
    Rapid_[Branch if relevant]_[Holding Type]_[Holding Format]_[Lendable Status]
    Example: Rapid_ILLUV_Journals_Electronic_LendableInternational
  5. Set content Type: this should be Electronic Titles.
  6. Save your Set.

Next Step: Create Publishing Profiles.