Hard Work Pays Off: Savitt's Experience with EFTS
By Norman Huckle
Document Delivery Supervisor
Savitt Medical Library, University of Nevada, Reno
775-784-4625
norman@unr.edu
At the Savitt Medical Library, we decided to participate in the Electronic Fund Transfer System (EFTS) when we found that a third of our requests where coming from EFTS libraries. We have been using QuickDoc software (QD) for many years, and it is designed to automatically track EFTS requests when they are downloaded from DOCLINE. When QD detects EFTS information in a DOCLINE request, it changes the library record to EFTS payment. When an EFTS request arrives we look for two things in the DOCLINE request - "Epayment" at the top of the request and "EFTS" in the library group field because both are needed in order to process an EFTS request at the University of Connecticut. However, if the EFTS library is one of our reciprocal partners, we need to edit the charge to zero or free so we don't accidentally charge our reciprocal partner library.
At the end of every month we use the QD feature "Make an EFTS file" for that month. Once we have compiled the file, we then send it as an e-mail attachment to the University of Connecticut. Then, the University of Connecticut sends a return message confirming that they have received the file. EFTS uses this information to create the monthly statements that are sent to both requesting and supplying libraries.
My first monthly bill run after starting EFTS was the easiest I have ever done. A total of sixty-six requests were from EFTS libraries. All of these requests were from libraries outside of our region, and most would have been individual invoices if I had to do them in the traditional way — so this was a significant saving of staff time. EFTS takes the time and trouble out of printing, mailing, invoicing, waiting for payment, and processing the check for deposit. Instead, EFTS files are processed on the 10th of each month, and we receive credits and pay debits all at the same time. We maintain a file of requests filled by EFTS libraries so I can reconcile the debits when I receive our EFTS report by mail.
The main problem I have had with EFTS has involved a few discrepancies about EFTS participants in other regions. DOCLINE version 1.4 involved a change in the "Participates in EFTS" field in DOCUSER. In version 1.3 and earlier, each library could update this field directly. Using the old version, a library would sometimes mark this box because they participated in some other electronic payment system. In DOCLINE 1.4, RML staff must make this change. I had found some residual errors in records from other regions where the information in DOCUSER wasn't up-to-date so that QD "thought" the library was an EFTS participant even if it wasn't. Fortunately, whenever this has happened, I've contacted Andrea Lynch at PSRML, and she always finds the correct information and gets the record updated by the RML staff in the other region. [Editor's Note: Just before we went to press with this issue, EFTS personnel announced that they had resolved all previous discrepancies in DOCUSER records. This problem should not happen again in the future.]
This is definitely a learn-as-you go experience, and there are always questions to be answered. For example, I've wondered how credits are handled. For example, what would I do if a library overcharged me, or if I had overcharged them? I first call PSRML for those questions, but I've also learned that it is a good idea to call EFTS at their toll-free number (866-561-5045). Colleen Giblin, EFTS Program Coordinator, was a great help and very responsive when I set up our EFTS account. She helped me with questions about the forms on the EFTS web site and told me that we could set up our deposit account using our credit card. This made everything so much easier! I know that I can rely on her help in the future. In the meantime, I am enjoying being part of a new program in our region — one that will make our document delivery programs run more smoothly.
[Editor's Note: PSRML congratulates Norman for his role as an early EFTS adopter! Norman will be sharing his experience at the Northern California and Nevada Medical Library Group meeting on January 30, 2003. I (Julie Kwan) will be on hand to offer any assistance I can as well.
Want to know how to reverse a charge on EFTS or issue a credit for a charge issued by mistake? EFTS personnel suggest that the supplying library include the following in their next monthly run: create a charge in which the DOCLINE request number is followed by 'CR' and then put a minus sign before the amount to be credited. For example, if Library A overcharged Library B by $5 for request number 123456, Library A would submit a charge for request number 123456CR in the amount of -$5.00. When EFTS processes this, it gives the money back.
More information about EFTS is available on the EFTS web site at http://efts.uchc.edu and the Guide to EFTS in the NN/LM Pacific Southwest Region at http://nnlm.gov/psr/efts.html.]