Creating a Resource Sharing Borrowing Request
This section refers to step 1 of the Peer to Peer Borrowing Workflow diagram.
This section describes a sample workflow for submitting resource sharing requests using the peer-to-peer process. For a step-by-step procedure for creating borrowing requests, see Managing Resource Sharing Borrowing Requests.
- Alma - The request may be created from:
- A local search Borrowing Request Local Search
- A network zone search, if applicable Borrowing Request Search Network Zone
- A blank form Manual Borrowing Request
- From an external source Borrowing Request External Search
- A local search
- Primo - A borrowing request may be created from:
- The Get It pane Borrowing Request in the Primo Get It Pane
- A blank form
- The Citation Linker Citation LinkerIt is recommended to use the Citation Linker rather than using a blank form for the request, if it is permitted by the library's policies.For more information on using the Citation Linker, see Citation Linker.
- The Get It pane
- Other discovery platforms - A discovery system can send an OpenURL with a borrowing request to Alma. For more information on mapping the URL, see Mapping the OpenURL Form to the Resource Sharing Request.
- A customized local form (via an API) - A form may be created by the institution using the borrowing request API. For more information, see the Developer Network.
This section refers to step 2 of the Peer to Peer Borrowing Workflow diagram.
Rota templates enable quickly attaching a group of partners to the request, instead of manually adding partners one-by-one. For more information, see Resource Sharing Partners and ROTAs.
- Create rota - Define the list of partners whose collections will be searched for the item availability
- Rota may be created manually using the Add Partners or Add Rotas buttons on the request. Add Partners or Rotas to a Borrowing Request
- Rota may be created automatically using the rota assignment rules and the rota templates.
- Rota may be created manually using the Add Partners or Add Rotas buttons on the request.
- Verify rota, also known as the Locate process - Verify that potential lenders are relevant. Partners that don't meet the verifications are automatically removed from the rota. Verifications may be done on various attributes, such as:
- Does the partner have the requested item?
- Is the item currently available?
- Is the item available for resource sharing requests? Verification of item availability and eligibility for resource sharing is only relevant if the partner is another Alma institution.
For more information on the locate process, see Locating Items.
Sending a Resource Sharing Request
This section refers to step 3 of the Peer to Peer Borrowing Workflow diagram.
The send process may be executed automatically, using the sending borrowing request rules, or manually, using the Send button on the task list.
The actual steps triggered by the send action are dependent on the partner type (ISO, NCIP, email, etc.).
Canceling a Resource Sharing Request
This section refers to step 4 of the Peer to Peer Borrowing Workflow diagram.
The borrower may perform a cancelation for a request that has already been submitted to the lender. The request must be:
- Not loaned
- Not shipped
- Allowed in the workflow profile
A request may be canceled in three ways:
- The request may be canceled from a row action. This option fully cancels the request. The current partner is removed. All pending partners are also removed so that the request doesn't move on to another partner. Cancel Action on the Borrowing Requests Task List
- The request may be canceled from Primo. This option fully cancels the request. Cancel Action on Primo Requests List
- Edit the request and click the Rota tab. Click cancel next to a partner. This option cancels only this partner but leaves the request active. A cancelation message is sent to the partner and if there are more partners, the next partner in the rota is activated. Cancel Action on Partner List
Canceling a request generates a message that is sent according to the partner configuration. When a request is fully canceled, the status will be changed according to the workflow profile.
If an item is on the hold shelf when it is canceled, the hold request is canceled and the borrowing request is marked as completed.
If the library has received an item but the patron has not yet picked it up, the patron can cancel the hold request but the borrowing request will stay active.
Rejecting a Resource Sharing Request
This section refers to step 4 of the Peer to Peer Borrowing Workflow diagram.
Request rejects are initiated by the lender to indicate that the lender is unwilling to fulfill the request.
A rejection may be performed if the request is active and the item is not shipped.
Receiving an Item from a Resource Sharing Request
This section refers to step 6 of the Peer to Peer Borrowing Workflow diagram.
The following system components are utilized at the time that the item is received from the lender
- A temporary BIB record, which is automatically suppressed
- A temporary holding
- A temporary item
- A hold request linked to the temporary item
These components are actually created when the request was created, even though the first time that the operator will use them is at receiving time.
An item may be received in the following places: Receive Items, Scan In Items, and the Receive link on the task list. It is highly recommended to utilize the Receive Items page as it is the dedicated interface for receiving resource sharing items. It offers additional options such as indicating receipt of a digital item, and setting due date, item policy, and location. When the item is received, a temporary barcode is attached to the item. The item then goes to the hold shelf for pickup or into transit. For detailed information on receiving items, see Receiving and Shipping Items.
A lending institution may send a digital request directly to the patron if the request included a patron email address. Otherwise, it will be sent to the library, which will receive it at this point. The operator verifies the digital item and sends it to the patron, closing the request at the same time.
For more information about digital document delivery of resource sharing requests, see the More Information About Digital Fulfillment of Resource Sharing Requests video (18:43 mins).
Managing a Resource Sharing Loaned Item
This section refers to step 7 of the Peer to Peer Borrowing Workflow diagram.
Once a requested item has been received, it is handled as any regular fulfillment item. It is added to the standard hold shelf item list and appears on the active hold shelf or expired task lists. The patron loan will be executed through the patron services workbench. The patron return may also be done through the patron services workbench or the Return Items interface.
Returning a Resource Sharing Item to the Lender
This section refers to step 9 of the Peer to Peer Borrowing Workflow diagram.
Returns may be done from the Scan-In Items interface or from the Return action on the task list. The returned item is then shipped back to the lending institution. The temporary BIB record, temporary holding, and temporary item are removed from the system. The request may then be terminated and labeled as complete, or it may remain open while waiting for a response from the lender. The behavior is dependent on the workflow profile configuration.
The Resource Sharing Return Slip Letter is printed when returning a borrowing item to the lender. For more information, see Configuring Alma Letters.
In addition to the Peer-to-Peer workflow, Broker-Based Resource Sharing defines the workflow for borrowing requests that interact with a broker system.