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  • Cartridge Recycling Video & DoD Webinar

    Cartridge Recycling Video & DoD Webinar

    As more Talking Book libraries are considering which Duplication on Demand equipment and workflow to implement, we're working to help you make an informed choice about what will work best for your library, your staff, and your patrons. That means more resources and more opportunities to ask questions and get in-depth answers.

    Two specific things we're working on are:

    • Scribe Cartridge Recycling video
    • Duplication on Demand Q&A webinar

    Scribe Cartridge Recycling Video

    For the past month or so, Katy and I have been working to create a video demonstrating the Cartridge Recycling workflow for Scribe. In the video, we show and describe using Scribe to duplicate cartridges that are not tied to a specific patron. It is in the final editing stages and should be ready for prime time in the next week or so. Until then, here's a couple of teaser pics and a promo version. 

    Cartridge Recycling Video 1

     Cartridge Recycling Video & DoD Webinar

     

    Yes, Katy and I had a few laughs while making the video, but we hope it will provide you the info you need. Below is our Cartridge Recycling with Scribe Promo Video

    Cartridge Recycling with Scribe Promo Video on Vimeo

    Duplication on Demand Q&A Webinar

    Next up, mark your calendars for 2:00 PM Eastern Time on Thursday, September 12 for our next webinar. Katy will be answering your questions about Duplication on Demand.

    This will be a live webinar offered via Join.Me. We will record it for later viewing, but also encourage you to think about what questions you have and make plans to join us. Details about how to log in will be posted to the klasusers.com discussion forum a week before the webinar. The recording will be posted on klasusers.com as soon as it is available.

    Cartridge Recycling Video & DoD Webinar 

  • Coming Soon: Duplication on Demand Roundtable

    Coming Soon: Duplication on Demand Roundtable

    "Duplication" is the word of the day / week / month / year for National Library Service for the Blind and Print Disabled network libraries. Whether you've already made the fundamental shift to providing duplication on demand materials for your patrons or are still trying to make decisions about how to shift your library to a duplication on demand service model, there's many questions, decisions, and challenges faced during the process.

    With this in mind, the KLAS Users' Group Program Committee is providing another opportunity for KLAS Users' to come together in a session focused on this topic. Go ahead and mark your calendar now for the upcoming KLAS Users' Roundtable: Duplication on Demand to be held on Tuesday, December 15 at 3 PM Eastern / Noon Pacific.

    Note: We expect this session to last two hours rather than the usual one. Also, we plan to record this roundtable and post it to klasusers.com for later reference.

    During this roundtable, three representatives of libraries using Gutenberg and three representatives of libraries using Scribe will each discuss their experience implementing duplication equipment, decisions regarding policy and staff changes, and more! After each shares a brief description of their process, there will be an opportunity to ask questions, discuss issues they've brought up, etc.

    Gutenberg Panellists:

    • Hope Williams, Nevada Talking Book Services
    • Elke Bruton, Oregon Talking Book & Braille Library
    • Ricardo Cisneros, San Francsico Public Library - Talking Book and Braille Center

    Scribe Panellists:

    • Connie Sullivan, South Dakota Braille & Talking Book Library
    • Angela Fisher Hall, Alabama Regional Library for the Blind and Physically Handicapped
    • Nancy Holt, Idaho Talking Book Library

    Before the roundtable...

    To help you prepare for this roundtable we encourage you to review Duplication Info Quick Reference page where you will find articles, quick tips, how-to documents, and more related to using either Gutenberg or Scribe. Several of the documents have just been updated to reflect changes in recent versions of KLAS, so make sure to check those dates to make sure you have the most current info!

    You can also help our panellists prepare for this session by posting questions to this KLASUsers Discussion Forum post. Of course, day-of questions are also welcome, but posting your questions ahead of time will ensure that we get to them (even if you can't make the session itself) and that the panellists will be able to consider their answers.

    Access Info:

    Tuesday, 12/15/2020 @ 3pm Eastern Time / Noon Pacific

    To connect:
    Google Meet Link: meet.google.com/rmv-fgvs-eba

    Dial-in audio option:
    ‪US‬ ‪+1 575-459-0037‬
    PIN: ‪950 920 249#‬‪

  • Duplication Info

    Both Gutenberg & Scribe

    Automatic Status Updates for Duplication-Ready Titles - Key Notes post April 19, 2021

    Shuffle the Deck- Key Notes post August 26, 2020

    Locally Produced Titles- Key Notes post March 12, 2020

    NLS Duplication Supplies - Key Notes post Sept 10, 2019

    Duplication Q&A Webinar Recording - Sept 12, 2019 (must be logged in to view)

    Cartridge Capacity Information - Forum post Aug 23, 2019

    Series and Duplication Service - Key Notes post Jan 29, 2019

    System-specific

    Notes from the Scribe - Scribe implementation guest post series

    Hot off the Press - Gutenberg implementation guest post series

    Downloads

    Please log in to view available downloads. Thank you!

    Remember: You are always welcome to call or email Keystone Customer Support with questions or requests! I have a full slate of documentation I am working on for you, but I will always do my best to tailor my priorities to your needs.

  • Duplication Supplies

    Interested in moving to a Duplication on Demand service model, but not sure how you’ll get enough cartridges and other supplies? There’s help available! NLS is offering supplies to all network libraries that are willing to transition to zero copy allotment--whether they plan to implement Gutenberg or Scribe.

    Many of you have already heard about this and some have already put in their request, but please read on anyway—we’ve worked with NLS to make sure we’re accurately covering all the important details.

    On top of that, we’ve developed a worksheet to help you plan your implementation process, including when you will need additional supplies.

    Just the Facts

    When you are ready, you can order from NLS:

    • Up to half of your total need for cartridges and containers.

    (Total need is calculated based on 5 cartridges per active audio patron, so half works out to 2.5 cartridges and cases per active patron.)

    • Pre-printed cartridge and container labels with your library information


    In return, you will need to work towards full duplication service. NLS expects libraries to zero out their copy allotment within 12 months of implementing duplication on demand.

    Good Stuff to Know

    Be aware that your supplies will arrive in one shipment on pallets. This is intended to be a lifetime supply, so please be prepared for a large shipment proportional to your patron base.

    The cartridges will have the standard “white cartridge” passphrase, and will need to be reset to the peach passphrase using the NLS device, or using the Repurpose mode of the Gutenberg.

    NLS encourages libraries to repurpose cartridges and containers from their existing collections to make up the other half of their need, and they can loan Scribe libraries a stand-alone device that will unlock white cartridges for re-use. The cartridge is then re-locked with the peach passphrase, so it will continue to be protected. (Check out our Thursday Tip on High-Capacity Cartridges for the trick to easily identify the best cartridges to keep for duplication.)

    Timelines

    NLS can only get so many supplies ordered and distributed per month. Currently, they are asking for two month’s lead time.

    Being clear about your timeline and need will help NLS prioritize orders, as will holding off on requesting supplies if they will not be needed soon. NLS will also ask Keystone to confirm that we have an “authorized commitment” to proceed and a clear implementation schedule in place, so please coordinate with us before you make your request for duplication supplies to NLS.

    To help you estimate when supplies will be needed, and in what amounts, we have developed the attached worksheet. Take advantage of our experience with several implementations, and have a look! Of course, we know you may still have questions or need more help making your estimates, so don’t hesitate to get in touch with us for assistance.

    Worksheet

    The attached questionnaire is intended to help guide you through planning your implementation of a Duplication service model using Scribe or Gutenberg, including generating estimates of supplies needed for the initial stages, specific goals, and action items.

    It will be most useful before contacting NLS to order supplies.

  • Introducing: Scribe Mini

    Scribe Mini Web

    While the Scribe System already has a lot of great features, we felt that there was still room for improvement. Two issues that we specifically wanted to address were:

    Capacity

    The NUC computers we were using as the brains of the Scribe System only have capacity for a portion of the Talking Book collection, and we found that not all libraries have the internet speed and bandwidth to reasonably download the books that were not included in the cache. We did everything possible to reduce the amount of downloading needed, but especially when it comes to serving walk-in patrons, it became clear that some libraries just need the whole collection to be stored locally.

    Flexibility

    We were also aware that not every location would need a 15-slot cartridge tower. Some libraries were interested in having a second duplication station at their front desk for walk-in convenience or even self-service, and the full tower would be much more than was actually needed. Additionally, there was interest in making duplication stations available at outreach centers or even public libraries, but again, these needed to be smaller and as foolproof as possible.

    The Scribe Mini answers both of these issues!

    An upgrade from the tiny NUC computers, a Scribe Mini is still much smaller than your standard workstation computer but has the capacity to store the full NLS collection plus local titles. On top of that, it has room in the case itself to host four onboard cartridge duplication slots plus LED indicators.

    Because of this, the Scribe Mini can be used as a standalone duplication station! If the four cartridge slots aren’t enough, the Scribe Mini can also be used to pilot a 15-slot cartridge tower... or even two towers, for a grand total of 34 cartridge duplication slots!

    A complete Scribe System will now include a Scribe Mini (instead of a NUC), a Scribe tower, and a barcode scanner.

    The Details

    Scribe System webThe Scribe Mini still requires internet access, but all book downloads will be performed overnight, keeping its local collection up-to-date automatically. During the day, the connection will be used to communicate with your KLAS database about Duplication Orders, and to receive the occasional software update from Keystone.

    The Scribe Monitor web page will still be used to display real-time information about the system and the status of each cartridge slot (including the 4 onboard slots and 15 or 30 tower slots), accessible from wherever you are.

    For more details and technical specifications, please review the updated Scribe Specs & Cost document available for download below.

    Wait, did this delay...?

    While we think this is an awesome new option, we understand that some of you may be concerned that we’ve spent time developing hardware instead of on a new feature you really need, or on getting your organization upgraded to version 7.7. But don’t worry—while we are a small company and projects inevitably cross departmental lines, the new Scribe Mini was developed by different people than the ones working on other high-priority projects. Work on this new Scribe hardware did not delay your upgrade or new feature.

    So how do I get one?

    One Scribe Mini is included as part of each library’s free Scribe System. (If you have already received a Scribe system with a NUC, you may contact us to discuss whether you need an upgrade.) Additional Scribe Minis, Scribe towers, and complete Scribe Systems may be purchased; please see the latest Scribe Specs & Cost document for pricing information. Note that there is a price increase due to the additional hardware costs.

    The Scribe Mini and Scribe towers are assembled in-house, but once ordered, we will build them as quickly as we can get the parts in (and without pulling people off of other projects).

    Let us know if we should plan to build a Scribe Mini for your library!

    Please be sure to login to download content. Thanks

  • Locally Produced Titles

    While NLS provides the majority of the Talking Books collection, many libraries supplement this with locally recorded books and magazines. You've put a lot of time and resources into these titles, so of course you want to make sure these can get to your patrons, or even to share them with the other network libraries! But, as with everything else, the new Duplication service model and January's major server failure posed some disruptions to this. Let's take a look at where everything stands now, and where we're heading.

    Read on for:

    • DBCs available on BARD
    • SHELF Titles
    • Other Local Titles (Including Serials!)

    Hopefully this will help answer your questions about making Locally Produced Titles available to your patrons and to the network!

    DBCs available on BARD -


    Locally produced books that have been through NLS' process and are avaible on BARD are fully supported for Duplication on Demand with any hardware setup (Gutenberg, Scribe, or traditional PCC). All you need are the BibRecs--any local storage using R-sync or any Duplication hardware can receive the files via NLS, and KLAS' automatic eDoc generation will make sure that aspect is in place. If you do not yet include DBCs in your regular MARC loads, and are moving to duplication soon, contact Customer Support to get them added in!

    SHELF Titles -


    The SHELF Project was created to support the sharing of locally produced titles before NLS provided the option to submit them to BARD, and is still in use. Libraries may chose to share titles via SHELF if they do not meet all of NLS' criteria, or if they have not yet been submitted (such as when a library has a large back-log of local titles). Additionally, SHELF supports serial titles such as magazines.

    Unfortunately, SHELF was hit hard by the loss of our SAN server and back-up. Nothing was lost and support for downloading the existing Shelf Titles is still in place! However, the ability to upload new files to our new server is still a work in progress.

    As part of this work, the database used to host SHELF has been upgraded from KLAS 7.5 to 7.7--requiring all of the SHELF-specific functionalities to be imported to the 7.7 baseline. While doing this, our developers are actively working on some long wait-listed improvements.

    The ability to upload new titles to this new SHELF database and for SHELF to then distribute the MARC records and eDocs for those titles to the other SHELF libraries is still in process, but we expect it to be finished soon. When these are available again, they should be easier and better than ever! Here's how we expect it to work:

    • File uploads will still use an FTP client, now directed to books.klas.com (just like other local titles for Scribe).
    • The SHELF database will create BibRecs using the originating Library ID and original KLAS ID (E.g. UCSC-VDB0002). The originating Library ID, original KLAS ID, and SHLEF's new KLAS ID are kept in the 901 tag which gets propagated out to libraries.
      Serial titles will actually use serial records, rather than kludged monograph records.
    • The BibRec Import/Export procedure is simplified to be more purely based on the MARC. There is no separate XML structure passed around for BibRec information or eDoc information.
    • Edocs in the recieving libraries are created using the 856 tag information in the MARC data, making the titles downloadable over the WebOPAC.

    Finally, once all of this is in place, SHELF titles will be fully supported for duplication via Scribe! Duplication will also be possible on Gutenberg or traditional PCC, but you may need to follow the procedures in the next section to make the files available to your duplication hardware and to generate eDocs that are valid for that system.

    Again, all of this is still in the works, but watch the Release Lists and the Friday Wrap-up emails because it should be coming soon. I will also be making more specific how-to information available when the workflows are finalized and available.

    Other Local Titles -


    To Duplicate any title, you need three pieces: a BibRec, a file, and an eDoc that connects the two. To Duplicate local titles that are not availble on BARD, you will need to make the file available to your duplication hardware another way.

    For Scribe: You may use your own local storage device (as with traditional PCC), but the Scribe Mini has it's own internal storage which makes this unnecessary. To add local tiles to your Scribe unit(s), you can upload the files to the centralized storage depository (books.klas.com) using any FTP Client. Shelf Titles will automatically be available, no extra upload needed. Serials are also fully supported!

    In the future, we hope to support uploading local titles through KLAS itself rather than needing an FTP Client, but in the meantime, follow these instructions to upload local Titles to your Scribe:

    • QuickTip - Upload Local Titles (Word)
    • QuickTip - Upload Local Titles (PDF)

    For Gutenberg: It is also possible to duplicate local titles on Gutenberg, but please contact NLS for instructions on uploading the files. Support for local Serials on Gutenberg is in-process--we are just waiting on some assistance from NLS for final testing.

    For Traditional PCC: Because traditional PCC setups use a variety of storage solutions, it is hard to provide general instructions. However, most solutions allow you to connect to your local storage and add files via the network. Serials should work with traditional PCC. However, bear in mind that all local issues would need to be re-uploaded on a Scribe or Gutenberg once you transition. As such, we recommend you wait for SHELF to be available or for your choice of duplication hardware to arrive.

    For Any: With any of these systems, once the files are in the right location and you have a matching BibRec, KLAS will create the eDocs overnight. Full instructions for using local Serials with duplication (currently available for Scribe and PCC, available soon for Gutenberg) are available:

    • HowTo-LocalSerials (Word)
    • HowTo-LocalSerials (PDF)
  • May Update: 7.7 release timeline

    I have some great news, and I couldn’t wait until next Tuesday to post it! Our hard-working development team has gotten fixes in place, wrangled the new server, and generally addressed the various issues discussed in the last update.

    This means that 7.7 Preview Databases are now available by request to all Keystone-hosted and all Linux-based self-hosted customers!

    (Deployment for Windows-based self-hosted customers is still being ironed out; we hope to be able to offer Preview Databases to you soon.)

    These demo databases will allow you to spot-check your data and settings to ensure that everything migrated correctly to the new version, train staff, and practice using the new features and duplication workflows. It will also allow us to do some load-testing of the new server to make sure that connection issues don’t crop back up, and that nothing new decides to go sideways on us.

    Having a demo database in place also puts you on the fast-track to getting a live version. We will be bringing customers up live one every week or two, starting right away after the KLAS Users’ Conference (and maybe even sooner, if the demo roll-out goes well).

    For more information on version 7.7, check out the New Release Webinar! (Note: you must be logged in to KLASusers.com to access that link.)

    Future Updates

    The wait for 7.7 has been longer than anyone had expected, but once you're upgraded to 7.7, future updates will come along much quicker! Instead of needing a large bundle of updates to be ready all at once, incremental updates will be applied to 7.7 about every two weeks. Fixes and improvements will go out steadily over time, rather than in a large batch after a long wait.

    Even better, these updates will occur smoothly and easily, without any need to download and apply an update through your browser. For more information on how updates will work in version 7.7, see the Installation and Upgrades Post.

    Duplication on Demand

    Our new Duplication on Demand workflows are included in version 7.7, including full Gutenberg integration. NLS is in their final testing phases of this integration, but it is in place, and will continue to be refined and improved.

    The Gutenberg device itself will of course come from NLS, and does require custom set-up per customer. We will work with them to fast-track our customers as much as possible, but there is a high demand, and only so many people at NLS who are able to do the set-up and testing needed. At the NLS Western / Southern Regional Conference, they indicated that they expect a pace of about 2 Gutenberg set-ups per month. Who gets one of these devices, and when, is entirely their decision; we can only work with them to get each device’s connection to KLAS in place ASAP.

    For those who are considering a Scribe instead, we are pleased to announce that it now supports both the Patron-Centric Cartridge model and the Cartridge Recycling model! We were able to get this in place because the Cartridge Recycling workflow had already been developed to support Gutenberg—we just did a little tweaking and testing to make sure that it worked with the other hardware as well.

    Final Thoughts

    Thank you all so much for your patience!

    We have heard loud and clear that Duplication (and particularly Gutenberg integration) is the priority that the Users’ Group has set for us, and have been hard at work on it since last year. We believe that the results are robust, flexible, reliable, and efficient; everything that we hope you can expect from a Keystone Systems product.

    We know that the process has taken much longer than we initially announced, but we think that the final product will be worth the wait. We will continue to do everything we can to get those of you under a time crunch (or who are just eager to get started) up and running on a Duplication on Demand workflow of your choice as soon as possible.

    For those libraries not racing to transition to a Duplication workflow, you haven’t been forgotten! With the bulk of the work finished for Duplication, we will be able to integrate improvements that will benefit you as well back into our development cycle.

  • Notes From The Scribe - April 2019

    Notes From The Scribe - April 2019

    Here’s the latest Notes from The Scribe for April 2019.

    We are now Live on Version 7.7 and into a couple of upgrades.

    When we last left you were just on to the Live Version of 7.7. Now we've had some updates and some issues were addressed. We are into at least our 4th iteration of updates and we've been live with full service to patrons since March 18.

    First off, I'm happy to report that if you run into an issue it gets corrected pretty fast!!! There are some new tools for more accurate tracking of issues as they occur which allow Keystone to go right in and fix them. It's pretty impressive how fast some things can get resolved. I will tell you that the more detail you can provide, including screenshots, time of day and what you were doing when things happened makes things go much better.

    Now onto the patrons and their experience...

    From what we've gathered, so far, the patrons we have put on the new service, which we now call Books On Demand or BOD, have been impressed and enjoying the experience. What was once 12 patrons is now nearly 300 patrons as of this writing. We've been averaging adding 6-10 patrons a day. Our strategy has been to put all new patrons on the service, because this is all they will know and there will be no "bad" habits to break.

    The other part has been adding transfer-in patrons and anyone who volunteers. Overall it's been a good experience. The other part now is adding existing (non-voluntary) patrons. This first batch of these patrons is a group of around 800 who use advanced digital talking book players (DA1), are not on BARD and have some form of automated (or Nightly) service type. To build a well-running service queue for patrons they have to be on a Nightly service type in order to serve them properly.

    One caveat to this smooth running of nightly service types is in the Nightly List Only patrons. These are patrons who wish to be mainly served using their own lists of requests and reserves. The one preference that can also be used is a favorite authors, which should help supplement a list when it's empty. What we ran into initially were new patrons wishing to pick their own books but not offering up a list with anything on it. Also in many cased these patrons didn't give an authors to supplement requests. So this would cause a delay in getting their cartridges out to them while we backtracked or waited to get books. We want patrons, especially when they are new to the service, to be able to experience all of the advantages of this new system. Without any books to offer it will delay our ability to serve them in a timely manner and show them what things look like. As a solution to this issue we developed a curated list of books to offer up to patrons as a kind of sampler so they can see what we can offer them and so they can become familiar with their new digital talking book player and how things like the bookshelf work. This also offers staff a simple means of setting up patrons, as needed. Overall this has helped smooth out some of the initial wrinkles.

    On another topic, in the last Notes from The Scribe we talked about tuning the number of books per turn per series takes some time to get adjusted just right. Our tuning of series to pull 2 books from series per turn has worked well. One additional area we needed to adjust was the number of reserves and requests per turn so that more of them will get turned over onto the patron service queue at a time. Along with this, we had some more seasoned patrons that we discovered were getting some newer books from favorite authors, since the system defaults to latest selections first, and they wanted to pull more of the back catalog of these items. So we adjusted the rules to pull oldest works first by Author just to see if this might help. So far so good. Things are working well. One other thing we tried out on 2 of our more particular patrons was setting up nightly auto-selection rules for them specifically and adjusting specific portions of their selections to tune them better and serve them more individually. In these cases, we have been successful in that they are much more satisfied with the individualized attention. This is a nice feature set to use in creating a more personalized experience.

    On a final note, I have talked about putting into place good processes. What I would encourage beyond this is to allow these processes to adjust based on the people doing the job. The first part of a good process is seeing the bigger picture, but the second important part is to allow that bigger picture to account for the smaller parts that encompass the task by the people that are doing the task. One of the many benefits I have seen firsthand from this approach is having the people who are impacted the most become champions of the system and step up as teachers and trainers. Watching a process you have laid out being improved is quite satisfying. Seeing all of the things you envisioned at the beginning without being able to see it firsthand, is awesome. A couple of the following recent photos show a bit of staff interacting with the process. The way it looks in these photos is a little bit different than the original vision, but that's just fine.

    Here's a couple of recent photos:

    Notes From The Scribe - April 2019

     A patron digital cartridge

     Notes From The Scribe - April 2019

     Inspection and inventory of BOD cartridges

     Notes From The Scribe - April 2019

    Staff running BOD duplication

    That's all for this edition of Notes From The Scribe. The next edition will come out with the next round of major updates and new features.

  • Notes From The Scribe - January 2019

    Notes From The Scribe - January 2019

    Hi all,

    Here’s the Notes from The Scribe for January 2019.

    This last month we played around testing out the limits of the system with many more cartridge runs, thanks to having all 25 staff on the service now. This means we can go much more fully into things and do larger groups of testing. The library’s Duplication on Demand Committee met again so we could prepare to roll out the service for a pilot patron group before everything goes live.

    The first big news, is that we have now put 12 patrons on the service who are piloting the service. We had mentioned starting them in Mid-December, but some adjustments had to be made to the system first. This week we'll pair them up with cartridges and set them loose. We'll get feedback and tune things for putting more patrons on this service this early spring. At that time we will begin offering this service to all new patrons and pull from a list of more existing patrons to add to the service. This will grow over time. Currently it stands at 3000 or so.

    The other big news is that we're about to get Version 7.7 running live in our library. If any of you attended Katy's webinar on version 7.7 you know that contains a great many improvements and features. We have been treated to experiencing a bunch of these things by being able to test out this new version for use with The Scribe. One notable piece is a button in the patron book search results to add items directly to the Service Queue. The roll-out should happen some time in the next week or so. One noted strength of being a tester of the new software version is our staff's ability to check things out and test some things before we go live. Staff currently is taking release notes for this new version and double-checking things before we go live just to make sure when we flip the switch we'll be good to go. We have learned from past updates that sometimes things do get "broken" in the process of updating things. So this kind of feedback is valuable and helpful, in case something needs to still be adjusted before we go live. It also will help prepare staff for the overall transition in service. As we say around here "this is getting real".

    Here are some photos of this month's testing of more cartridges (patron orders) at the same time on a larger scale. The results are promising

    Notes From The Scribe - January 2019

     That's all for this edition of Notes From The Scribe. The next edition will come out with the next round of updates and new features.

  • Notes From The Scribe - November 2018

    Notes From The Scribe - November 2018

    Hi all,

    Here’s the Notes from The Scribe for November 2018.

    This will be a shorter version. This month we played around testing some limits of the system itself and some improvements to our own processes as we get ready to roll out this service in full. The library’s Duplication on Demand Committee has met twice and we are shaping how our service will work moving forward with this exciting offering. Let’s go over some brief highlights since I last updated you all.

    In November we finally put all staff on to the service as a test group so that we could run larger batches of duplication jobs. What we discovered with this process is that The Scribe is up to the task (so far). The speed of duplication whether you are copying one cartridge or 12 doesn’t really change much. In our sample, one cartridge typically takes 3.5 minutes to put 5 books on one cartridge and 4.5 minutes to put 5 books onto 12 cartridges at the same time, in 2 different locations. I say 12 because that’s all the staff we had up on the system at the time we started the tests. We still need to run the remaining cards for the rest of staff (13 more people) and put together cartridge sets. Once we have that we will look at 15 at a time. We do note that there seems to be a kind of sleep mode from starting out the day running this. There is a little delay when you start up first thing and put everything in motion, which isn’t as pronounced the rest of the time. As we go forward and the units run more throughout the day we will see how this pans out. But if you want to run 12 cartridges (patron orders) at the same time, this device does that well.

    The next phase will be to run all cartridge slots on both units at the same time. This should happen in the next week or so once we get all staff setup.

    Another thing of major note, the committee decided that rather than calling the service Patron-Centric Cartridge or PCC service, we have adopted the name Books on Demand or BOD. The group decided that this would be easier for the patrons to understand. The term Patron-Centric Cartridge is meaningless from a patron standpoint. The method behind how those books (and magazines) are served doesn’t matter to the patron. While this is a PCC type of Duplication on Demand Service we will refer to it as Books on Demand or BOD for simplicity. Also this leaves open the option of using other types of delivery for patron reading materials.

    One final note, a group of 15-20 patrons will begin pilot testing the system in mid-December. We have worked out most of the kinks in the system, but the next step is patron feedback that we’ll get so we can fine tune some things. The hope is to move beyond the pilot by mid-January and roll things forward. We think we’re on target for that to happen. As we say around here "this is getting real".

    Here are some photos of this month's testing of more cartridges (patron orders) at the same time on a larger scale.

    As cartridges are inserted The Scribe recognizes them each and, if all is well the light turns blue to indicate that the cartridge is seen and ready

    Notes From The Scribe - November 2018 

    All is working well. Cartridge slots filled with cartridges and all are blue indicating that the duplication process is beginning

     Notes From The Scribe - November 2018

    When a patron duplication job completes, and the cartridge is checked out, the light goes to green that tell you to pull it and send it out in the mail

     

     Notes From The Scribe - November 2018

    When a red light comes on it means there’s an issue with the cartridge or the patron account. These red cartridges get pulled and put to the side with the case (not shown) to be dealt with after the run. In this case there weren’t actually any books added to this new patrons service queue by staff.

    That's all for this edition of Notes From The Scribe. The next edition will come out with the next round of updates and new features.

  • Notes From The Scribe - October 2018

    Notes From The Scribe - October 2018

    Hi all,

    Here’s the Notes from The Scribe for October 2018.

    A couple of cool new features and some improvements to our own processes have happened since September. Let’s go over some brief highlights since I last updated you all.

    October saw the Inventory and Associate (IA) mode added. In this mode, you can add a cartridge to inventory and pair it with a patron at the same time. Meaning less worry about keeping an inventory available and also not having to tie up a staff member and their own computer while making cartridges available. To do this, you scan one barcode that puts The Scribe into Inventory and Associate mode. Then you take a batch of mail cards and cartridge labels printed out for each new patron added to this type of service and you pair them each to their own cartridges. When finished you scan another barcode, which puts The Scribe back into Duplication mode, and you’re now ready to duplicate items onto these cartridges.

    Notes From The Scribe - October 2018 

    In conjunction with this process, the set up for the patron process for setting them up on this service was refined, so that before the actual mail card and label set was run for a patron cartridge, a set of books is already waiting to be duplicated. All fine adjustment of what the patron will receive on their first run is worked out first. This way, when staff puts The Scribe into Duplication mode things will run smoothly and the patron’s first books will be on their way right then.

     Notes From The Scribe - October 2018

    Related to this is another cool feature. You may have noticed that The Scribe doesn’t have a monitor attached to view anything happens while it’s running. As it turns out there is a monitor app that you can use to see the status of the cartridge slots and see what’s actually happening at each slot. This is a quick screen grab to give you an idea of what this looks like. This isn’t necessarily the final version, but it’s very useful even as is.

    Notes From The Scribe - October 2018 

    Another feature that was added, that many of you have now heard about, is the Service Queue tab in the Patron Module. This makes adding items to be duplicated on cartridge more efficient and easier. A very useful feature. Since we are fortunate to be the first users (the Guinea Pigs) we have been able to try it out, test it, and provide feedback for improvements. Some of which will be seen as things evolve into the system that will go live in the near future. For specific information about this exciting new feature, check out Drea Callicutt's article - KLAS Service Queue Sneak Peak.

    Notes From The Scribe - October 2018 

    As a result of these enhancements, more processes were refined to match the workflow of our library and we held some more detailed staff training using these tools. Staff working together to put each other on the service so that we can all use the service ourselves and get a feel for what it will be like for patrons once we go live. This also gives us a chance to practice things in a more practical way.

    We have had questions about from other about whether actual patrons are using this service yet. We are considering taking 5 to 10 willing patrons and letting them try out the service before we go live. The only downside to this will be having to import whatever hashads for books received during this time into the live database to keep our statistics accurate and to present issues to patrons once we move to the new live version. This is why we would only do this with a rough handful of patrons.

    In any case, we are excited to move forward. That's all for this edition of Notes From The Scribe. The next edition will come out with the next round of updates and new features.

  • Notes From The Scribe - we go Live, Live, Live!!!

    Notes From The Scribe - we go Live, Live, Live!!!

    Here’s the latest Notes from The Scribe for February 2019.

    Where we're Live, Live, Live (on version 7.7)!!!

    What we've noticed so far, after some initial stability issues on day of launch, is that the connections are much faster now.

    This last month we transitioned from playing around with many more cartridge runs, thanks to having all 25 staff on the service now and our 12 pilot patrons are in full service mode now. Feedback, so far, has been mostly positive. We look to start all new patron on Books On Demand Service some time in March.

    Staff have test driven the release notes for Version 7.7 and issues have been addressed and corrected. We're in a pretty good place right now.

    With the latest update (Version 7.7.2), no more cross assignment of copies, which was an issue we initially had with the system assigning individual books available on the shelves even though someone was setup for duplication service. This doesn't happen anymore.

    The service queue and orders tabs work well. They are a good team. One thing we've been able to use them for is some testing to make sure things like the Book announcement file is added and to make sure that the correct number of books are added to the cartridge in the order specified. We are thankful that this is here because prior to this we had to go in by a more back door method to see what's happening.

    A recent article by Katy talked about series assignment and duplication service. I will tell you that, since having Nightly now being able to do series assignments as part of the duplication service, there are a couple of things to watch when you initially launch Version 7.7. First off, this way of assigning series books is new and was adapted from another type of Nightly process. We did discover something that will probably be addressed, but something to still check at first. Make sure that in your Nightly Setup you have the check box for Has Hads checked off. Otherwise, as we found out with our pilot patrons, they will probably be issued books they've had in a series before. Check the box and this goes away.

    Secondly, tuning the number of books per turn per series takes some time to get adjusted just right. We currently have chosen to make 2 turns per run on Series. This allows for 2 books per series to be run per service queue. We do have one or two patrons that will be binge people. For these you can go in to Nightly and adjust on a per patron basis just this rule. Which is pretty cool when you put it into practice.

    On a final note, I will say that you want to make sure you put good processes in place before you start using this system on a wider scale. Seeing how things will fit together and such is a good chance to update and take a closer look at how you serve patrons across your service. In our case we have a nice set of processes that we can look at for reference. The library's books on demand committee will be meeting again soon to talk about our steps of putting all new patrons on the service and moving forward with adding existing patrons. One area that looks good for this is our ILL patrons. I'm actually going through a list right now.

    That's all for this edition of Notes From The Scribe. The next edition will come out with the next round of major updates and new features.

  • Scribe & Gutenberg Installs - Where are we now??

    Icon of a checklist and pencil

    With the Duplication on Demand KLAS Users' Roundtable occurring this afternoon and the upcoming 2021 KLAS Users' Conference, we feel it's an excellent time to update you on the status of duplication equipment installation at various KLAS libraries. So, let's take a look at which libraries already have their equipment and who is pending for each system.

    Scribe Installations and Status

    First, we're excited to share that we've resolved the issue that was holding up the production of new Scribes! The solution is in final testing and we expect to resume shipping out Scribe systems very soon. If you are not yet listed below, please contact James Burts () or Keystone's Customer Support Team () to inquire about and / or order your Scribe.

    Current Scribe Installations

    Library

    Code

    Status

    North Carolina Library for the Blind & Physically Handicapped  NC1A Complete
    New Mexico Library for the Blind and Print Disabled NM1A Complete
    Arizona Talking Book Library AZ1A Complete
    Idaho Talking Book Library ID1A Complete
    Alabama Regional Library for the Blind and Physically Handicapped  AL1A Complete
    Braille Institute of America Library Services CA2A,
    CA2B,
    CA2C
    Complete
    Maryland State Library for the Blind and Print Disabled MD1A Complete
    South Dakota Braille & Talking Book Library SD1A Complete
    Xavier Society for the Blind   Complete
    Vermont Department of Libraries, Special Services Unit VT1A Complete
    Miami-Dade Braille & Talking Books Library FL1C Complete
    California State Library - Braille and Talking Book Library CA1A In Progress 
    Braille Institute of America - remaining Subregionals CA2+ In Progress
    Florida Braille and Talking Book Libraries FL1A,+ In Progress
    Illinois State Library Talking Book and Braille Services IL1A In Progress
    Perkins Library (Massachusetts) MA1A Ordered

     

    Gutenberg Installations and Status

    While the plan to roll out Gutenberg implementations to two NLS network libraries per month beginning in February 2020 was delayed due to COVID, Gutenberg Installations are back underway, so let's take a look at where things stand now. If you have questions about any of the below information and / or if you're interested in getting on the schedule for future KLAS+Gutenberg deployments, contact David Perrotta (, Steve Prine (), and Keystone's Customer Support Team ().

    Current Gutenberg Installations

    Library

    Code

    Status

    Colorado Talking Book Library CO1A Complete
    Georgia Library for Accessible Statewide Services GA1A Complete
    Oregon Talking Book and Braille Library OR1A Complete
    Nevada Talking Book Services NV1A Complete
    Minnesota Braille and Talking Book Library MN1A Complete
    San Francisco Public Library - Talking Books and Braille Center CA1C Complete
    Indiana State Library - Talking Book and Braille Library IN1A Complete
    Washington Talking Book & Braille Library WA1A Complete
    Utah Library for the Blind UT1A Complete
    New York State Talking Book and Braille Library NY2A Complete
    New York Public Library - Andrew Heiskell Braille and Talking Book Library  NY1A Complete
    Wolfner Talking Book & Braille Library  MO1A Complete
    South Carolina State Library - Talking Book Services SC1A Complete
    Oklahoma Library for the Blind and Physically Handicapped OK1A Complete
    Wisconsin Talking Book and Braille Library WI1A In Progress 
    Delaware Library Access Services DE1A Up Next
    Ohio Library for the Blind & Physically Disabled OH1A  

     

  • Scribe Announcement!

    Hello, KLAS users! If you were able to join us for the 2019 KLAS Users’ Conference earlier this month, you heard a very exciting announcement from James Burts, Executive Vice President of Keystone Systems, Inc.

    Now that we’re back in the office and the Version 7.7 rollout is fully underway, here he is with the news for all NLS Network libraries using KLAS:

    We are here to support you, and we fully understand the need to move to a duplication service model. Over the past year, we have put the browser-based KLAS Version 8 on hold to revamp the duplication process, to build in full integration with NLS’ Gutenberg Bespoke device, and to further develop the Scribe appliance debuted at UC2018.

    Now, KLAS Version 7.7 is ready for full-fledged duplication service using the hardware of your choice. There has been a lot of excitement for Gutenberg—and understandably so—but NLS’ deployment schedule cannot support getting everyone who wants one of their devices up and running right away. Additionally, we have a lot of confidence in Scribe’s optimized workflow (whether you choose PCC mode, exclusive to Scribe, or Cartridge-recycle mode, now available on either hardware) and other features.

    We want to make sure that all of our users who are moving to a duplication service model have the opportunity to implement the hardware that is the best fit for their library, on a schedule that works for them.

    To achieve this goal, we have optimized the components used for the Scribe, crunched the numbers, and determined that we can provide one Scribe appliance per KLAS contract at no additional cost.

    We pledge to work with you to ensure that you can get up to speed with duplication on the hardware of your choice, whether that means getting you a place in line for a Gutenberg, or getting a Scribe unit heading your way ASAP.

    There you have it!

    To help you determine whether a Gutenberg Bespoke device or the Scribe appliance is a better fit for you, we will be posting more information about Scribe's cartridge recycle mode and what each hardware option has to offer over the coming weeks. We will also be hosting a duplication-focused Q&A webinar in a few months (date to be announced soon). In the meantime, if you have questions about this exciting news, KLAS version 7.7, or moving to a duplication service model, give us a call or email


    For questions about the Gutenberg device itself or NLS’ deployment schedule, please contact NLS directly.

    Note: KLAS Version 7.7 for self-hosted Windows Server users should be available in August, and for IRC customers soon. All other users can request a preview database whenever they choose and, once they have gone through the preview checklist, schedule their conversion whenever they are ready. If you have requested a preview database and have not yet gotten your welcome packet and authorization key: keep an eye out! We’re working through the list and we’ll be getting to your library soon!

  • Scribe Error Troubleshooting

    Scribe Error Troubleshooting

    Scribe Errors and What to Do About Them

    Browse this list of potential Scribe Errors for more information about why they might occur and what you can do to recover from them. This list is still under construction--if your error is not yet listed, please email a screenshot to Keystone Customer Support for information and next steps. Remember that we're always here to help if you're having trouble!

  • Scribe Installations: Completed & To Do

    Scribe Installations: Completed & To Do

    Since we shared the planned KLAS+Gutenberg implementation timeline, we've received some requests for an updated list of KLAS libraries now running Scribe, in the process getting a Scribe, or expressing interest in a Scribe.

    As of today, we've built and installed Scribes at seven KLAS libraries, have three libraries in progress, and at least four more in line who have formally committed or expressed a strong interest in Scribe. 

    The limiting factors for getting a Scribe to a library are how quickly we can build it, getting the library migrated to KLAS 7.7, and making sure the equipment is approved for use by parent organizations.

    Library Install Status
    North Carolina Library for the Blind and Physically Handicapped Complete
    New Mexico Library for the Blind and Physically Handicapped Complete
    Arizona Talking Book Library Complete
    Idaho Talking Book Library Complete
    Alabama Regional Library for the Blind and Physically Handicapped Complete
    Braille Institute Library Services - Los Angeles Complete
    Maryland State Library for the Blind and Physically Handicapped Complete
    Braille Institute Library Services - Branches In Progress
    South Dakota Braille & Talking Book Library In Progress
    Xavier Society for the Blind (New York) In Progress
    Illinois State Library Talking Book and Braille Service Not Yet Scheduled
    Virginia Beach Bayside Special Services Library - Braille and Talking Books Not Yet Scheduled
    Florida Braille and Talking Book Libraries Not Yet Scheduled
    Perkins Library (Massachusetts) Not Yet Scheduled

    If you have any additional questions about Scribe delivery timelines or want to get your library on the list (or back on the list for an additional purchased Scribe Mini), contact Keystone Customer Support at . For Scribe Specs and Pricing information, please see our Duplication Information page.

    Finally, keep an eye out: the Users' Group Programming Committee is currently organizing a Duplication on Demand Roundtable webinar featuring voices from both Gutenberg- and Scribe- libraries!

  • What do you do about Withdrawn Titles?

    The Duplication Service model opens up a ton of new possibilities for serving patrons, and with that comes a whole host of new edge-cases, problems, opportunities, and workflow questions. Today, let’s look into one of those new workflow questions: what do you do when a Title is Withdrawn?

    First up, what exactly do I mean by “Withdrawn? For this post, I’m referring to Titles NLS has recalled due to Quality Control or other concerns as well as Titles with a status of “W / Withdrawn” in the KLAS Catalog. Most points will be the same or pretty close for NLS recalls, Locally Produced titles you have withdrawn for quality or timeliness (such as a corrupted file or a voting guide from a previous election), or for NLS titles you have decided to no longer offer (such as computer “how-to” guides from the early 90s).

    What happens in KLAS?

    For Gutenberg libraries, when NLS recalls a title the file is pulled from the Gutenberg hardware. Overnight the e-Doc sync in KLAS will spot the missing file and report the e-Doc as “stale” in the PCC Load Summary. (If you want to keep an eye on your e-Doc sync and do not yet get a daily PCC Load Summary email, let us know!) The title can still be added to patron Service Queues or included in a Duplication Order—however, it cannot be duplicated, because Gutenberg no longer has the file! So when NLS notifies you that a title is being recalled, it’s important to go into your KLAS Catalog and either make the title status Withdrawn or delete the e-Doc. That will prevent KLAS from letting the title onto any Dup Orders.

    For titles you chose to withdraw on your own, you can proceed as below.

    For Scribe libraries (or Gutenberg libraries doing a voluntary recall), you have more choice about how to proceed. The file is not automatically pulled so, as long as you leave the record in an active status, you can continue to duplicate the title as you decide how to proceed. When you are ready to stop all duplication, you should update the catalog record to make the title status W / Withdrawn. At that point the title may still be on some patron’s Service Queues, but it can no longer be added to any new ones or included in a Duplication Order. The Sanitize Queue function then removes the title from patron Service Queues during its next routine sweep.

    So, what are your options?

    You can always immediately shut down duplication of a title by changing the title status to W / Withdrawn. However, if you want a little wiggle room, you do have other options.

    For a voluntary recall (or if using Scribe) you may leave a sub-par but functional title active, add the No Autoselect (NAS) subject heading to the record, and include a cautionary note in the title field. This is a good option for reissued titles you want to provide to patrons with a strong Narrator preference, but don’t otherwise want to send. This won’t fully withdraw the title, but will keep it from being sent by Subject preference, and guide Reader Advisors to which version of the title they should send.

    You may also use the NAS option as a stop-gap for titles in the process of being re-recorded. For example, NLS recently pulled ADB 100980, Time for Mercyby John Grisham, in favor of replacing it with the unabridged version. If you want to offer your patrons the option of getting the Abridged version instead of waiting for the replacement (and if you have a Scribe, since the file was pulled from Gutenbergs automatically), you can add NAS to the Local Subjects, and add “Abridged version” to the title.

    However, you probably also want to either pull it from patron’s Service Queues where it’s been auto-selected, and/or contact patrons to see if they want to wait for the Unabridged version.

    Patrons with Queued Title Report

    This is where a brand-new report comes in: Patrons with Queued Title. This report (which will be included in KLAS v7.7.47, our next update), will fetch a list of every patron with a particular title on their Service Queue and/or in a Duplication Order.

    Use this report to remove the withdrawn title from queues where it was automatically selected, then reach out to patrons who requested it ask if they want the current version, or want to wait for a re-record.

    Or, when browsing the report results, you might find few to no patrons actually requested the title, and decide to update the title status to fully Withdraw it right away.

    Always feel free to ask!

    Whew... this was a long one. I hope it helps you understand how Withdrawn titles affect Duplication Service, what happens automatically in KLAS, and your options for handling them. However, feel free to ask us any time a situation like this comes up, and you aren’t quite sure what will happen or how to proceed. After all, this is still a relatively new approach to patron service! We’re here to share the technical details and help you determine your best course of action.

    And, of course, we hope the new report comes in handy!

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