---------- Forwarded message ----------
Date: Mon, 14 Jul 1997 13:15:49 +1000
From: Heather Ashworth <h.ashworth@NEPEAN.UWS.EDU.AU>
To: SEREDIT@LIST.UVM.EDU
Subject: Re: Serials Module -- request for info (Jan Bowers)

Dear Janice,

We have gone from a card file for serials accessioning to an automated
system over the last 2 and a half years. It has been a long road and we're
still going!

We are a university library which is part of a consortium, we have a vendor
that manages our automated system for us (and the other members, numbering
approx. 20 sites). It has taken us a long time to achieve confidence with
the system. We use the DRA automated system in a windows based environment.

In technical services we have a staff of about 22 people using the system
plus quite a number of other staff in circulation as well.

We have almost automated all our current subscription titles for check-in,
we have about 3,500 current titles and 2,500 non-current. We find the system
works well most of the time. Once a title is set up for check-in, its easy
and straight forward.

There are lots of systems out there, a lot of investigating is wise, I'm
sure to get the best possible system that fills your needs..

>  I need help in finding a serials program which will allow us to
>  replace the kardex and automate check-in and claim missing issues,
>  produce routing slips for the issues or the tables of contents we
>  route, track subscription information (so we know when something is
>  expiring), and allow us to enter payment and invoice information so
>  we have an way to track the cost of individual titles. Easy, right?
>  ( ;>} )
>
>  Answers to the following questions would be a huge help. Thank you
>  for taking the time to respond to my plea for help.
>
>
>  Are you using a serial module in an integrated or nonintegrated
>  system? Is it Windows or DOS?

   **Can be used either way. Windows environment is the preferred option.
     DRA are currently working on new software products called Workstation
Products, cataloguing and circulation are being tested now and serials/acqs
is to come later in the year - worth checking with DRA.
>
>  Are you happy with it? What are its strengths/weaknesses?
>  Would you choose it again?

   **Yes and no. It does some things really well and others not so good.
Strengths = Check-in, ordering, invoicing and claiming (most of the time).
     Weaknesses = Frequencies such as irregular are a pain! -it claims when
it      shouldn't. When information crosses over to PAC sometimes the display is
     inadequate.
     Notes fields are rather short ie. not enough space.
     Not a truly integrated system at present (Workstation products are
supposed      to address this).
     Searching in serials/aqcs very unfriendly - no keyword searching at
present (again workstation products are to address this)
     Does not cope with seasons as publication dates, must be converted to
months.
     When a title does not carry a month (or other date identification ie.
only      gives a vol., no. and year) you must make up one.
     The number of screens used in any part (ordering, invoicing and set-up for
     check-in) is as many as 6 and minimum of 2 or 3. Lots of keystrokes.
     **Given an individual choice we wouldn't choose DRA again.
Unfortunately,       the original decision was beyond our control and made
by the management         of the vendor/administrator of the system, because
of this we had no            choice but to accept what was provided.

>
>  How much of this list is realistic to do (or do you do in your
>  system): check-in, routing, subscription and payment tracking?

     **We don't use the routing feature. We find check-in and payment
tracking      work well. There is a renewal program which you need to run
(according to       the renewal dates of the subscription periods) - this
provides orders in        the database to be linked to inovices when they
are received, this to,          works well. This enables you to access
information regarding the cost of
    individual titles, their subscription period, renew date, vendor/agent etc.

>  Jan Bowers
>  Information Services
>  Nixon, Hargrave, Devans & Doyle LLP
>  Rochester, NY
>  (716) 263-1211
>  jbowers@nhdd.com
>
Hope this helps.

Good luck and best wishes,

Heather Ashowrth.
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Heather Ashworth
Library Technician - Serials
Ward Library
University of Western Sydney, Nepean.
PO Box 10, KINGSWOOD  NSW  2747  AUSTRALIA
PH. + 61 2 9852-5894      FAX: +61 2 9852-5940
EMAIL: h.ashworth@nepean.uws.edu.au
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