We were recently very fortunate to have a visit from Sister Karolia Hanson, who is the team leader at FamilySearch for FHC Support for North America and Online Film Ordering. Sister Hanson was only in Canada for a short time and wished that she could have stayed longer, travelled further, and met with more FHCs.
The following are notes summarized from meetings with Sister Karolia Hanson in Calgary and Lethbridge on October 21 and 23, 2010. A second article is being sent to you with detailed instructions on how to move data from a spreadsheet to IM to be included in an upload to Online Film Ordering. As several centres have already uploaded this second article may be too late to help you! Sorry!
We need to reduce money handling in a FH Centre and eliminate it if possible.
Now over 2 million rolls of microfilm in the Granite Mountain Record Vault
As of August 2010 have scanned 541 million images which is about 16% of total
Microfilm will be here for at least 10 more years.
Online film ordering more efficient quicker process, but is a work in progress
Please help patrons to use the user guide at film.familysearch.org.
There is training for the Online Film Ordering Admin. Go to Get Help With This Page. It will bring up a document to help use the Admin System.
FamilySearch is very grateful for our help and they are doing all they can to make this easier for us.
Promise FHCs are not going away!
FHC or FamilySearch Centre? Name may change but not yet decided.
Online film ordering started in Australia, and NZ, and then UK where they are not using Inventory Manager (IM), but still had issues
Canada uses IM and has some issues.
Mainland Europe will go to Online Film Ordering by the end of this year. Online Film Ordering will be coming to the U.S. the first quarter of next year.
The upload from Inventory Manager is a two step process. Once the center director has done the first part, then Church Headquarters Support has to do the second step and push the information into the Online Film Ordering Admin. Lately the second step has gotten hung up, but should be getting better. If uploaded, your inventory will start to appear soon. It is manually being pushed into the system. It takes time. They are trying to develop a better way to move it over. (see email to FHCs 26 Oct)
Create an account first and sign in before you order or you get US$
Never hurts to go into Help and go to the User’s Guide. You can even print it out if you like as it is not too long.
A director can access the Admin site anywhere there is an Internet connection. You can access it at home if you have an Internet connection there
When you create an account an email is sent to you and you have to verify that you created an account.
Will only see what is in the centre after information moved to the system
“You are doing a great job,” Sister H
Question and Answer Session:
Q: How to send films back? – asked Support and told not to send back – will we be charged?
A: No. They are trying to develop a system with pre paid labels for returns
Q: Why do we keep getting boxes of one or two films?
A: Films are sent out as patrons order.
Q: Have noticed people doing testing in our system? If so would like some warning.
A: There should be no testing going on in the system. Have been trying to resolve some issues around cancelled orders, so let SLC know if someone has not been refunded.
Q: Are you planning to synch passwords and move to LDS accounts?
A: Using LDS Accounts to log in should be available by the end of the year.
Q: When will patrons be able to see when films are due back?
A: This will not happen until we solve problems of returns
Q: Orders of films in the old system used to come in 2 or 3 weeks, how long should they take in the new system?
A: The distribution side of system has not changed, so time should not differ. Back orders from the vault should take about one extra week if things are operating normally.
Q: I ordered in Canadian dollars but was billed in US dollars. Why?
A: Sign in before ordering or the system will default to US dollars. Always remember that your credit card company can charge a fee for currency conversion. Please send email notifying Support if being charged in US dollars.
Q: What if I want to use a US bank account for my order
A: Call online film ordering support and ask. (note Sister Hanson later sent us the following answer “When placing an order, after choosing the film and the loan type, a drop down menu appears where you can choose the type of currency you want to pay with. The patron can choose to pay in U.S. dollars there.”)
Q: What should I do about the inventory of fiche in our centre?
A: Remember that any fiche version of the IGI and catalog don’t have catalog numbers so don’t try to enter them. Any fiche starting with 6 is patron ordered fiche. Ask the patron before deciding to keep or discard. You can enter rest of your fiche into IM so it is included in your upload orr could just type then in later one at a time into online film ordering system
Uploading films and fiches is important to avoid people double ordering fiche.
N.B. Brother Piepgrass, FHC Director in Cardston has created a system to move fiche or film numbers from a spreadsheet into IM (Creates a delimited file from Spreadsheet) so can upload into IM so they can be uploaded without re-entering. He has done it from a Microsoft Works spreadsheet but it should also work from Excel. See the instructions he kindly provided that at the end of this document.
Q: Could we upload films now and do fiche later?
A: Yes, but then you would have to type the fiche information into online system one at a time
Q: Why are fiche so expensive now?
A: Wanted to charge a flat fee even though pages on a fiche vary, so $5 no many how many fiche in the order. This is easier for the system.
Q: Can we scan in film and fiche?
A: You can scan in films and fiche if they have a bar code
Q: Will we be getting library style circulation scanners?
A: You can buy one if you want – they are not very expensive – and scan bar codes right into online film ordering system. Remember that old films that don’t have bar codes. No current plans to distribute scanners to centres.
Q: Can we get inventory off new system?
A: Not yet. Feature still coming
Q : Can we print labels?
A: No. Request noted and will be passed on. Keep IM to print labels and if you wish to for inventory but not ordering
Q: How will we know when our uploaded data has been transferred into the new system?
A: Just starting to transfer uploaded data from centres.
Request: Can tell us when FamilySearch gets our upload and then tell us when get data transferred – by email? Will pass request on.
Q: Can we get “temporary” credit cards from the bank with say $50 on it and use it for online film ordering?
A:Yes – so long as it is Visa or MasterCard. They are the only credit cards which the system will accept. Adding Paypal soon
Request: When order sheets come in with the films can they have the patron’s name on them?
Q – What credit cards can we use?
A – Visa and Mastercard credit cards
Q: What if ordered as extended on IM – and now no way to move to indefinite?
A: Just keep them. Any IM orders you can just keep. Keep all films until find a way of returning – just mark them as returned in system
Q: Will we ever be able to see if a neighboring centre has the film?
A: Yes eventually when it goes into the catalog on familysearch.org
Q: We were told in training that if ordering film and not in your centre then it will tell you other centers within a certain radius that have the film – is this true?
Q: Can we or should we charge for photocopying? Would like to be cash free . . .
A: Only country that is cash less in the FHC is UK, so you can still charge for photocopying. A Stake could decide not to charge for photocopying. If the volume of copying is low it may not be worth collecting.
Q: We found a lot of duplicate films when did inventory – should we send them back now or wait?
A: You can if you want or can keep until free shipping labels come. Suggestions: Send them back with someone going down to SLC or cross border and use pre-paid US label ( for those close to US border)
Q: Do we have to have patron’s information in our system?
A: If ordered film previously need correct information in IM with full details (including postal code) for it to move over – so they can see what they have in the new system. This will automatically create an account for them in the new system.
Q: How do patrons get a password for accounts automatically created when the data was uploaded from the old system?
A: The system will not allow the creation of a new account with an email that was used for an account uploaded from IM. If you think you have an account that was uploaded from the old system put in the email and click on forgot password to get a password.
Request: Please make the sign more visible that says that the film is already in the centre .
We hope that all FHC Directors got the following email that was sent on 26October 2010:
“FamilySearch is now loading your previously uploaded Inventory Manager files into the Online Film Ordering system. As a result, you should see a large surge of orders and films in your center’s account within the next few days. Please do not cancel these orders as they are legitimate orders that were requested from patron previously. This will allow you to have a record of your current inventory.”