Scribe

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 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 always 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!

Barcodes:

• Scribe Barcodes - Basic (Primary Modes) - 2024-03-06
• Scribe Barcodes - Advanced (Troubleshooting and Firmware options) - 2024-03-06
• Scribe Barcodes - Unlocking (Repurposing Mode and Override Keys) - 2024-03-6

System Errors

{slider All LEDs Magenta}

Network or Database not Detected

• Full LED light strip lit up magenta / pink

The Scribe may briefly display the network alert as it boots up prior to successfully connecting. If the alert clears on its own after a very short time, there's no need to worry.

If the network alert stays on, the Scribe is not able to communicate with your database--check that your network connection is up and that the Scribe is plugged into an active Ethernet port, and contact us if the Scribe still can't connect.

{slider All LEDs Yellow}

Cache Drive not Detected

• Full LED light strip lit up yellow

Please contact Customer Support for assistance. Leave your Scribe connected and powered on and wait for our assistance with this error.

{/sliders}

Web Monitor Error Messages

{slider IA_WAITING_FOR_BARCODE2 Waiting for cartridge for order ____}

Waiting for cartridge (not an error)

• IA_WAITING_FOR_BARCODE2 Waiting for cartridge for order 201231234

What it is: Scribe displays this message once a duplication barcode has been scanned and it is ready for you to insert a cartridge.

What to do: A cartridge should be plugged into the slot with this message and a white LED indicator. If you have plugged a cartridge into the designated slot and this message still displays, check that it is fully inserted. If Scribe still does not recognize that the cartridge has been plugged in, contact Keystone for assistance; we can walk you through accessing and tightening the connections, or advise you on how to clean the cartridge connection point.

{slider Blank barcode for... or Invalid barcode BOD____ for Cartridge S/N____ }

Barcode error

• Blank barcode for Cartridge S/N 101102001374
• Invalid barcode BOD12345 for Cartridge S/N 101102001374

What it is: Scribe can’t match up the order barcode you scanned with a Duplication Order in KLAS. It may be a bad scan, that your print quality is too poor and the barcode has been malformed, or that the wrong barcode was scanned.

What to do: Try again. Make sure that you scan the barcode just above the patron’s name and address. If it still doesn’t scan correctly, try printing a new copy of the card. If print quality seems to be the issue, Keystone Customer Support can assist you in adjusting printer settings or cleaning the print head.

If the print quality looks good, use another scanner or a barcode scanner smartphone app to scan the order barcode, and contact Keystone with the results. If other scanners are able to get a “clean” read of the barcode, you may need a new scanner for your Scribe, or to adjust the settings of your current scanner.

{slider Order ___ for SMITHJ01: Error – Cartridge no longer mounted}

Cartridge disconnected

• Order 201234567 for SMITHJ01: Error – Cartridge no longer mounted 
• Order 201234567 for SMITHJ01: Error – Cartridge ejected while working

What it is: Scribe has lost communication with the cartridge. Either it was unplugged, or one of the USB connections between the Scribe Mini and the port has lost connection. It is also possible for this message to display immediately on plug-in for a cartridge with a custom password that has not been added to the Scribe's passcode list.

What to do: Wait 30 seconds or so for the error to clear, then try again. If you have frequent trouble with a certain port or ports, contact Keystone for assistance; we can walk you through accessing and tightening the connections, or advise you on how to clean the cartridge connection point. If you always receive this message for a specific cartridge, that cartridge likely has a custom passcode--if you know it, ask Customer Support to add that passcode to your Scribe.

Do not remove cartridges from the Scribe until either:

• the LED indicator is Green and/or the Web Monitor shows that the slot is Ready to Mail, or
• the LED indicator is Red and/or the Web Monitor shows an Error.

{slider Could not mkdir/tmp/tmpqccm9x4ysdn1/001_SMITHJ01}

Cartridge error

• Could not mkdir/tmp/tmpqccm9x4ysdn1/001_SMITHJ01

What it is: Scribe could not write to the cartridge. This could be a temporary problem, or the cartridge itself could have an unknown password or just be a bad cartridge.

What to do: Try again with a different cartridge.

{slider Order ___ is already in Titles Copying status}

Invalid status

• Order 201231234 is already in Titles Copying status

What it is: Scribe will only duplicate orders in a pending status, such as Assigned or Error. As soon as duplication begins, the order is updated to Titles Copying. Occasionally, an order can get "stuck" in Titles Copying, rather than updating to either Error or In Circulation.

What to do: Double-check that you didn't end up with two copies of the card, and that the order is not actually being duplicated in another slot. If you are sure that this is an error, and you have the cartridge that was used the first time the order was attempted, try again: rescan the card, and insert the original cartridge into the indicated slot. If you do not have the original cartridge, Duplication Orders that have been in Titles Copying status for more than 20 minutes can now be set back to Assigned status or Cancelled from the patron Orders tab.

{slider Failure to unlock cartridge using "___"}

Unlocking Error

• Failure to unlock cartridge using "mfg"
• Failure to unlock cartridge using "peach"

What it is: Scribe can only make one attempt to unlock a cartridge. If it is not able to detect the type of cartridge, it may use the wrong passphrase and fail to unlock the cartridge. The message tells you which passphrase was attempted.

What to do: Use one of the override key barcodes to tell the Scribe which passphrase to attempt next, then retry the duplication. You can retry the duplication with different keys until you are able to successfully unlock the cartridge. After duplication, all cartridges are re-locked using the "peach" passphrase.

If you have a batch of cartridges which all result in unlocking errors, you can use Relocking Mode to convert all of them to the peach passphrase.

For full instructions and the unlocking barcodes, see QuickRef-CartridgeUnlocking on the Duplication Info Page. 

{slider Order 201231234 is already in In Circulation status}

Invalid status

• Order 201231234 is already in In Circulation status
• Order 201231234 is already in Cancelled status

What it is: Scribe will only duplicate orders in a pending status, such as Assigned or Error. This is to prevent you from accidentally sending duplicate or cancelled orders to patrons.

What to do: Mail cards for Cancelled orders can be thrown away. Cancelling an order also clears the Mail Card in KLAS, so you don't need to worry about unassigning the card; the only reason the card printed at all would be because the batch was printed before the order was cancelled. If an order is In Circulation and you want to re-duplicate it, you will need to either use the same cartridge it was originally duplicated to, or re-send the order in KLAS and get a new Order number and Mail Card.

{slider Order 494172300 has size 126172504 compared to cartridge size 3785611018}

Cartridge is too small

• Order 494172300 has size 126172504 compared to cartridge size 3785611018

What it is: The order, plus firmware update, is too large to fit on the inserted cartridge after formatting.

What to do: Try again with a larger cartridge, or cancel the order and recreate it with fewer titles. Note: Cartridge size codes can now be printed on the Mail Cards to help staff identify the best cartridge to use for an order. Additionally, if KLAS automatically creates orders too large for your biggest cartridges, we can adjust the settings to lower the size limit for automatically generated orders--please let us know if this is happening.

{slider Previous order _____ on this cartridge for patron SMITHJ01 has been in circulation for less than 1 day}

Previous order in circulation for less than 1 day

• Previous order 193131516 on this cartridge for patron SMITHJ01 has been in circulation for less than 1 day. Please use checkin mode to override this error.

What it is: The Scribe will not automatically re-use cartridges that were only checked out that day, to prevent accidental re-use of cartridges that were supposed to go in the mail. 

What to do: If the cartridge really is ready to be checked back in and reused, use Check-In Mode to return the cartridge. Once the previous order has been checked in, the cartridge can be reused by Duplication or Walk-In mode.

{slider Patron is not active in __}

Patron is not active in this Medium

• Patron is not active in DB

What it is: The patron is not active in the medium for this Dup Order, and KLAS would not be able to check it out to the patron. 

What to do: Review the patron's record and either re-activate them or cancel and discard the order.

{slider Could not create order from service queue for SMITHJ01: Service queue is empty or invalid}

Service Queue is empty/deleted (Walk-In Mode)

• Could not create order from service queue for SMITHJ01: Service queue is empty or invalid

What it is: The patron does not have an order ready to be duplicated by walk-in mode, and does not have any titles in the Service Queue that can be put in an order. 

What to do: Review the patron's record and add requests to their queue and/or adjust their preferences to find more titles and use the Fill Queue function. If the patron's Service Queue for that medium has been deleted, it will need to be re-added.

{slider Could not find holding for library ___ and bibrec Cartridge}

No Cartridge Holding

• Could not find holding for library 24.5132 and bibrec Cartridge

What it is: The Scribe automatically inventories the cartridges you use, under a cartridge record specific to each medium you duplicate in (for statistics purposes). However, to create the item records, the cartridge record needs a valid Holding. 

What to do: Either add a Holding to the appropriate cartridge record, or have us do it. This is a one-time setup issue for each new medium, so once the Holding is in place, you shouldn't encounter this error again.

{slider The barcode ID ____ is already in use}

Barcode already in use

• The barcode ID 192110001054 is already in use.^ipadditemvalidate ct/ctitemplipp.p:ipadditemdated ct/ctitemplipp.p^

What it is: The Scribe automatically inventories the cartridges you use, using the internal serial number as the barcode. Because different medium orders use different cartridge records, and two items cannot have the same barcode, KLAS cannot re-inventory the same cartridge under two medium records (such as DB-CART and BR-CART).  

What to do: Use a cartridge that matches the medium of the record, or a cartridge that has not been used in the Scribe yet. Cartridges should be labeled with the medium (whether with a full cartridge label or a small sticker or other tactile indicator), and mail cards should be printed by medium so you can duplicate each medium as a separate batch.

{/sliders}

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 always 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!

Barcodes:

• Scribe Barcodes - Basic (Primary Modes) - 2024-03-06
• Scribe Barcodes - Advanced (Troubleshooting and Firmware options) - 2024-03-06
• Scribe Barcodes - Unlocking (Repurposing Mode and Override Keys) - 2024-03-6

System Errors

{slider All LEDs Magenta}

Network or Database not Detected

• Full LED light strip lit up magenta / pink

The Scribe may briefly display the network alert as it boots up prior to successfully connecting. If the alert clears on its own after a very short time, there's no need to worry.

If the network alert stays on, the Scribe is not able to communicate with your database--check that your network connection is up and that the Scribe is plugged into an active Ethernet port, and contact us if the Scribe still can't connect.

{slider All LEDs Yellow}

Cache Drive not Detected

• Full LED light strip lit up yellow

Please contact Customer Support for assistance. Leave your Scribe connected and powered on and wait for our assistance with this error.

{/sliders}

Web Monitor Error Messages

{slider IA_WAITING_FOR_BARCODE2 Waiting for cartridge for order ____}

Waiting for cartridge (not an error)

• IA_WAITING_FOR_BARCODE2 Waiting for cartridge for order 201231234

What it is: Scribe displays this message once a duplication barcode has been scanned and it is ready for you to insert a cartridge.

What to do: A cartridge should be plugged into the slot with this message and a white LED indicator. If you have plugged a cartridge into the designated slot and this message still displays, check that it is fully inserted. If Scribe still does not recognize that the cartridge has been plugged in, contact Keystone for assistance; we can walk you through accessing and tightening the connections, or advise you on how to clean the cartridge connection point.

{slider Blank barcode for... or Invalid barcode BOD____ for Cartridge S/N____ }

Barcode error

• Blank barcode for Cartridge S/N 101102001374
• Invalid barcode BOD12345 for Cartridge S/N 101102001374

What it is: Scribe can’t match up the order barcode you scanned with a Duplication Order in KLAS. It may be a bad scan, that your print quality is too poor and the barcode has been malformed, or that the wrong barcode was scanned.

What to do: Try again. Make sure that you scan the barcode just above the patron’s name and address. If it still doesn’t scan correctly, try printing a new copy of the card. If print quality seems to be the issue, Keystone Customer Support can assist you in adjusting printer settings or cleaning the print head.

If the print quality looks good, use another scanner or a barcode scanner smartphone app to scan the order barcode, and contact Keystone with the results. If other scanners are able to get a “clean” read of the barcode, you may need a new scanner for your Scribe, or to adjust the settings of your current scanner.

{slider Order ___ for SMITHJ01: Error – Cartridge no longer mounted}

Cartridge disconnected

• Order 201234567 for SMITHJ01: Error – Cartridge no longer mounted 
• Order 201234567 for SMITHJ01: Error – Cartridge ejected while working

What it is: Scribe has lost communication with the cartridge. Either it was unplugged, or one of the USB connections between the Scribe Mini and the port has lost connection. It is also possible for this message to display immediately on plug-in for a cartridge with a custom password that has not been added to the Scribe's passcode list.

What to do: Wait 30 seconds or so for the error to clear, then try again. If you have frequent trouble with a certain port or ports, contact Keystone for assistance; we can walk you through accessing and tightening the connections, or advise you on how to clean the cartridge connection point. If you always receive this message for a specific cartridge, that cartridge likely has a custom passcode--if you know it, ask Customer Support to add that passcode to your Scribe.

Do not remove cartridges from the Scribe until either:

• the LED indicator is Green and/or the Web Monitor shows that the slot is Ready to Mail, or
• the LED indicator is Red and/or the Web Monitor shows an Error.

{slider Could not mkdir/tmp/tmpqccm9x4ysdn1/001_SMITHJ01}

Cartridge error

• Could not mkdir/tmp/tmpqccm9x4ysdn1/001_SMITHJ01

What it is: Scribe could not write to the cartridge. This could be a temporary problem, or the cartridge itself could have an unknown password or just be a bad cartridge.

What to do: Try again with a different cartridge.

{slider Order ___ is already in Titles Copying status}

Invalid status

• Order 201231234 is already in Titles Copying status

What it is: Scribe will only duplicate orders in a pending status, such as Assigned or Error. As soon as duplication begins, the order is updated to Titles Copying. Occasionally, an order can get "stuck" in Titles Copying, rather than updating to either Error or In Circulation.

What to do: Double-check that you didn't end up with two copies of the card, and that the order is not actually being duplicated in another slot. If you are sure that this is an error, and you have the cartridge that was used the first time the order was attempted, try again: rescan the card, and insert the original cartridge into the indicated slot. If you do not have the original cartridge, Duplication Orders that have been in Titles Copying status for more than 20 minutes can now be set back to Assigned status or Cancelled from the patron Orders tab.

{slider Failure to unlock cartridge using "___"}

Unlocking Error

• Failure to unlock cartridge using "mfg"
• Failure to unlock cartridge using "peach"

What it is: Scribe can only make one attempt to unlock a cartridge. If it is not able to detect the type of cartridge, it may use the wrong passphrase and fail to unlock the cartridge. The message tells you which passphrase was attempted.

What to do: Use one of the override key barcodes to tell the Scribe which passphrase to attempt next, then retry the duplication. You can retry the duplication with different keys until you are able to successfully unlock the cartridge. After duplication, all cartridges are re-locked using the "peach" passphrase.

If you have a batch of cartridges which all result in unlocking errors, you can use Relocking Mode to convert all of them to the peach passphrase.

For full instructions and the unlocking barcodes, see QuickRef-CartridgeUnlocking on the Duplication Info Page. 

{slider Order 201231234 is already in In Circulation status}

Invalid status

• Order 201231234 is already in In Circulation status
• Order 201231234 is already in Cancelled status

What it is: Scribe will only duplicate orders in a pending status, such as Assigned or Error. This is to prevent you from accidentally sending duplicate or cancelled orders to patrons.

What to do: Mail cards for Cancelled orders can be thrown away. Cancelling an order also clears the Mail Card in KLAS, so you don't need to worry about unassigning the card; the only reason the card printed at all would be because the batch was printed before the order was cancelled. If an order is In Circulation and you want to re-duplicate it, you will need to either use the same cartridge it was originally duplicated to, or re-send the order in KLAS and get a new Order number and Mail Card.

{slider Order 494172300 has size 126172504 compared to cartridge size 3785611018}

Cartridge is too small

• Order 494172300 has size 126172504 compared to cartridge size 3785611018

What it is: The order, plus firmware update, is too large to fit on the inserted cartridge after formatting.

What to do: Try again with a larger cartridge, or cancel the order and recreate it with fewer titles. Note: Cartridge size codes can now be printed on the Mail Cards to help staff identify the best cartridge to use for an order. Additionally, if KLAS automatically creates orders too large for your biggest cartridges, we can adjust the settings to lower the size limit for automatically generated orders--please let us know if this is happening.

{slider Previous order _____ on this cartridge for patron SMITHJ01 has been in circulation for less than 1 day}

Previous order in circulation for less than 1 day

• Previous order 193131516 on this cartridge for patron SMITHJ01 has been in circulation for less than 1 day. Please use checkin mode to override this error.

What it is: The Scribe will not automatically re-use cartridges that were only checked out that day, to prevent accidental re-use of cartridges that were supposed to go in the mail. 

What to do: If the cartridge really is ready to be checked back in and reused, use Check-In Mode to return the cartridge. Once the previous order has been checked in, the cartridge can be reused by Duplication or Walk-In mode.

{slider Patron is not active in __}

Patron is not active in this Medium

• Patron is not active in DB

What it is: The patron is not active in the medium for this Dup Order, and KLAS would not be able to check it out to the patron. 

What to do: Review the patron's record and either re-activate them or cancel and discard the order.

{slider Could not create order from service queue for SMITHJ01: Service queue is empty or invalid}

Service Queue is empty/deleted (Walk-In Mode)

• Could not create order from service queue for SMITHJ01: Service queue is empty or invalid

What it is: The patron does not have an order ready to be duplicated by walk-in mode, and does not have any titles in the Service Queue that can be put in an order. 

What to do: Review the patron's record and add requests to their queue and/or adjust their preferences to find more titles and use the Fill Queue function. If the patron's Service Queue for that medium has been deleted, it will need to be re-added.

{slider Could not find holding for library ___ and bibrec Cartridge}

No Cartridge Holding

• Could not find holding for library 24.5132 and bibrec Cartridge

What it is: The Scribe automatically inventories the cartridges you use, under a cartridge record specific to each medium you duplicate in (for statistics purposes). However, to create the item records, the cartridge record needs a valid Holding. 

What to do: Either add a Holding to the appropriate cartridge record, or have us do it. This is a one-time setup issue for each new medium, so once the Holding is in place, you shouldn't encounter this error again.

{slider The barcode ID ____ is already in use}

Barcode already in use

• The barcode ID 192110001054 is already in use.^ipadditemvalidate ct/ctitemplipp.p:ipadditemdated ct/ctitemplipp.p^

What it is: The Scribe automatically inventories the cartridges you use, using the internal serial number as the barcode. Because different medium orders use different cartridge records, and two items cannot have the same barcode, KLAS cannot re-inventory the same cartridge under two medium records (such as DB-CART and BR-CART).  

What to do: Use a cartridge that matches the medium of the record, or a cartridge that has not been used in the Scribe yet. Cartridges should be labeled with the medium (whether with a full cartridge label or a small sticker or other tactile indicator), and mail cards should be printed by medium so you can duplicate each medium as a separate batch.

{/sliders}

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.

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!

From the desk of James Burts, CEO, Keystone Systems:

Oh, for the good old days of just writing software…..(aka logistics and parts availability for the KLAS Scribe)

*wistful sigh*

It’s times like these I look back longingly when Keystone only wrote software. Like many other companies, supply chain issues (especially motherboard availability) have plagued us recently making the production of Scribes and Scribe mini frustratingly slower than desired. 

Months ago, we had a lengthy period where we had problems getting our Scribe tower parts produced, because the design file was corrupted. We got that resolved, and thought we were into clear sailing. Unfortunately, it feels like the world conspired against us, and we are now fighting parts availability issues we don’t have any control over.

The manufacturer of the cases we use for the Scribe Mini shutdown their production facility to re-tool and introduce some new models—one of which we are quite interested in. We stopped being able to receive any of those cases in early December, and now expect to get a shipment in the next week or two.

The motherboards we have to use in the Scribe have become extremely difficult to get our hands on. We have been waiting for several weeks for our most current order, and expect it will take perhaps another month to finally receive them.

The company that made the system we use to control the LED light strips went out of business due to slumping sales in the pandemic. We are working to create a replacement for this component with a much more commonly available Raspberry Pi microcontroller, but we had to write the software to have the Raspberry Pi do the things we need.

The power supplies we use in the Scribe Mini have also been very difficult to purchase.

Things have been improving lately. We expect to receive a shipment of Scribe Mini cases in the next week or so. Our Raspberry Pi version of the light controller looks to be more reliable, and development should be wrapped up on it in the next week or so. We plan to installed it at a beta site or two shortly.

Our biggest issue remains motherboards. We have a number of orders outstanding, and our best hope for anything beyond just one motherboard is looking to be at least a month away.

From my current perspective, I’m really missing the good old days that didn’t include shipping and logistics headaches as we strive to provide a quality product for you. However, we’ll push through this and look forward to getting more Scribes built and put to work for your libraries and patrons as soon as possible.

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!