Collection Maintenance Manual
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1 Collection Maintenance Manual LIB[Type here] [Type here] [Type here]
2 1 Table of Contents Cataloging Processing Problems... 3 Assigned Catalogers... 4 Making an Item Reference... 5 Making an Item Circulating... 7 Cataloging Corrections... 9 Printing Spine & Book Labels Processing New Material New Materials Processing: (LIB-WKI-127) Item Record Notes Replacing a Barcode Missing or Damaged Barcode Changing an Item s Status In-Repair Missing Withdrawn Withdrawals Marking an Item Withdrawn Books Marking an Item Withdrawn Media Large Weeding Projects Reports & Lists Running & Processing Circulation Reports: (LIB-WKI-146) Transferred Status Lost Status Unclaimed List Claim Returned Gifts Processing Processing Gift DVDs Processing Gift Print Materials Processing Gift CD/DVD-ROM Materials Processing Gift Periodicals Requesting a Bookplate Requesting Media Cover Art... 34
3 2 Shared Collections Correcting Misdirected Items Inventory Dealing with Unexpected Item Status Create Reports For Items Not Found... 40
4 3 Cataloging Processing Problems The following types of changes require the item be sent to Cataloging, along with a Cataloging Processing Problems Send With Items form (LIB-FRM-253), to your unit s assigned cataloger for correcting. Request call number change Item is on-the-fly Item does not match bib record Item has block Send to Cataloging Replacement items Gift material to be added to the collection The following types of changes do not require the item to be sent to Cataloging for correcting. Complete a Cataloging Processing Problems form (LIB-FRM-255) and it to your unit s assigned cataloger. Item has an on-order/deleted status Item assigned to wrong unit Change volume/prefix/collection Make holdable/non-holdable Change fine amount/renewal limit/material type
5 4 Assigned Catalogers Carol Alexander Arcadia Park, Bachman Lake, Bookmarks, Central Units, Fretz Park, Grauwyler Park, Hampton-Illinois, Lakewood, Oak Lawn, Park Forest, Preston Royal, Renner Frankford, Timberglen Kate Meador Audelia Road, Dallas West, Dunbar, Forest Green, Highland Hills, Kleberg-Rylie, Lochwood, Martin Luther King, Jr., Mountain Creek, North Oak Cliff, Pleasant Grove, Polk-Wisdom, Prairie Creek, Skillman Southwestern, Skyline, White Rock Hills
6 5 Making an Item Reference Any items added to these record sets is to be considered Reference material and will be maintained by your unit s assigned cataloger. No holds will be able to be placed on the items, and they will not be loanable outside the system. A new label with the prefix R added to the call number will be sent to your unit once the changes have been made to the record. 1. Open up your unit s record set designated for Reference items by choosing Cataloging from the Polaris shortcut bar. Select Record Sets. 2. The following box will appear: 3. Type Reference and unit acronym (BXX or CXX) and enter. 4. The following box will appear: 5. Double click on the record set that you want to pull up. 6. The following box will appear:
7 6 7. This is where you will add items that you want to make Reference. Click on the Add by Scanning icon, located in the midform toolbar. 8. The following box will appear: 9. Scan all of the barcodes of the items you want to be made Reference. 10. Click Close. You will then need to save so that your items are added to the record set. Notes: At this point, your items are not marked Reference. Cataloging will be marking your items Reference on a weekly basis. When the items have been made Reference, Cataloging will delete the items from your record set, which will leave the record set empty and ready for the next week. You are simply putting all of the items to be made Reference from your unit in a single place for Cataloging to locate and make the change for you. Do not create multiple record sets for this purpose. Only use the one that Cataloging has created for you.
8 7 Making an Item Circulating If you have items that are Reference that you wish to be made circulating please follow the steps below. A new label will be sent to your unit once the changes have been made to the record. 1. Open up your unit s record set designated for Reference to Circulating items by choosing Cataloging from the Polaris shortcut bar. Select Record Sets. 2. The following box will appear: 3. Type Ref to Circ Unit Acronym and enter. 4. The following box will appear: 5. Double click on the record set that you want to pull up. 6. The following box will appear:
9 8 7. This is where you will add items that you want to make circulating. Click on the Add by Scanning icon, located in the midform toolbar. 8. The following box will appear: 9. Scan all of the barcodes of the items you want to be made circulating. 10. Click Close. You will then need to save so that your items are added to the record set. Notes: At this point, your items are not marked circulating. Cataloging will be marking your items circulating on a weekly basis. When the items have been made circulating Cataloging will delete the items from your record set, which will leave the record set empty and ready for the next week. You are simply putting all of the items to be made circulating from your unit in a single place for Cataloging to locate and make the change for you. Do not create multiple record sets for this purpose. Only use the one that Cataloging has created for you.
10 9 Cataloging Corrections As catalogers find errors that, when corrected, would require materials to be re-labeled, they will make the changes, and then add the changed item records to the respective units record sets. Follow the steps below to locate and access your unit s Cataloging Corrections record set. 1. Select Cataloging/Record sets from the Polaris shortcut bar. 2. Type Label Changes in the For box, then enter. 3. Scroll through the list of record sets returned and select the one with your branch/unit name. (see below) 4. Open the record set either by double clicking or pressing enter. 5. Because the item record will no longer have the original call number, you will need to look at the Non-public Note field of the item record so that you can locate the item.
11 10 6. Select an item record and press enter to open it. 7. From the left toolbar, select the blue notepad. 8. You now have the original call number and can search for the item. 9. Once located, you will need to order a replacement label with the new call number. 10. Delete the item from the record set. Items will be added to the record sets on an ongoing basis, so check your unit s record set frequently.
12 11 Printing Spine & Book Labels If you require replacement spine & book labels please follow the steps below. 1. Select Cataloging/Record sets from the Polaris shortcut bar. 2. Type Label Printing in the For box, then enter. 3. Scroll through the list of record sets returned and select the one with your branch/unit name. (see below) 4. Open the record set either by double clicking or pressing enter. Then select Tools/ Add/Scan.
13 12 5. Alternatively you can just click the following icon 6. Scan in the barcodes of the items you require new labels for. 7. When you have finished scanning in the barcodes close the above box, then save the record set either by entering [Ctrl] + [s] or by clicking the save icon 8. These record sets will be checked daily by Materials Processing staff and the labels printed out. 9. Once the labels have been printed, they will be sent to you and the item records removed from the record set. Note: If you require multiple labels for the same title please scan each individual barcode otherwise we will not know how many you require.
14 13 Processing New Material New Materials Processing: (LIB-WKI-127) 1. Separate new materials by shelf location. 2. From the Polaris shortcut bar, select Circulation>Check in or press F2. 3. Scan your first group of items (Example: all titles that should be in the Fiction shelf location). Items on request will automatically fill and you will not be able to assign the shelf location; you will need to add a free text block in the item record so that you can assign the location at another time. 4. Press the [Ctrl] key and click on these items. 5. Click on the Manage Items icon. 6. Click in the Change Shelf Location box and select the shelf location from the drop down options. 7. Tip: please note the shelf locations are not in alphabetical order. 8. Click Save. 9. You should receive this message: Tip: If you want to verify that you have assigned the proper shelf location to your items, you can right click on the selected record and choose properties.
15 14 Item Record Notes To add an item record note: 1. Choose Cataloging from the shortcut bar. 2. Select Item Record 3. Scan barcode. 4. Right click the highlighted item; select open. 5. The following box appears: 6. Click on the notes icon on the left toolbar. The following box appears: 7. The Public note field is to be managed by Cataloging only. Do not delete anything from this field. 8. Free text notes should be used for information important to the circulation of the item only: how many pieces are in the set or damage to the material at checkout.
16 15 Replacing a Barcode 1. Press F2. 2. Select In-House Mode. 3. Scan item, or type in barcode number. 4. Highlight item. 5. Click barcode icon. 6. The following box appears. 7. Scan new barcode. Click Save. 8. You will receive the updated record confirmation as seen below.
17 16 Missing or Damaged Barcode 1. Look inside item to locate human-readable barcode, or handwritten barcode number. Once located, See Replacing a Barcode 2. If you cannot find a barcode number, from the Polaris shortcut bar, select Cataloging, Item Records. Search by Title, limiting by Assigned branch. 3. Search your shelves to verify available copies barcode numbers. 4. After you have determined which copy you have in hand, See Replacing a Barcode
18 17 Changing an Item s Status In-Repair 1. Press F2. 2. Select In-House mode. 3. Scan item or type barcode number. 4. Highlight item. 5. Click tools icon 6. The following box appears. Click Circ. Status. 7. Choose In-Repair. 8. Save.
19 18 You will receive the updated record confirmation as seen below. Missing 1. Press F2. 2. Select In-House mode. 3. Type barcode number. 4. Highlight item. 5. Click tools icon
20 19 6. The following box appears. Click Circ. Status. 7. Choose Missing. 8. Save. You will receive the updated record confirmation as seen below.
21 20 Withdrawn 1. Press F2. 2. Select In-House mode. 3. Scan/type barcode number. 4. Highlight item. 5. Click tools icon 6. The following box appears. Click Circ. Status. 7. Choose Withdrawn. 8. Save.
22 21 You will receive the updated record confirmation as seen below. 9. Mark item as withdrawn. See Marking Items Withdrawn 10. Place in designated tub for withdrawn items.
23 22 Withdrawals Marking an Item Withdrawn Books Place a w on the property label inside the book for those that have them. If they do not have a property label inside the back, place a w underneath the book label. This way, the items can be reassigned to another location with minimal relabeling. Marking an Item Withdrawn Media Place a w on the actual disc(s). Discard cover art and disc; keep case for future use if in good condition. If items are in good condition and you no longer wish to keep them at your unit, please consider checking with other locations for reassignment. In this case, keep item with case and don t place a w on the discs. Ownership can be modified by Cataloging and new cover art can be made by eservices.
24 23 Large Weeding Projects 1. Open up the record set designated for withdrawn items by choosing Cataloging from the Polaris shortcut bar. Select Record Sets. 2. The following box will appear. 3. Type Withdrawn items 4. The following box will appear: 5. Press enter. 6. The following box will appear:
25 24 7. This is where you will add items that you want to be withdrawn. Click on the Add by Scanning icon (the barcode with a plus sign), located in the midform toolbar. 8. The following box will appear: 9. Scan all of the barcodes of the items you want to be withdrawn. 10. Click close. You will then need to save so that your items are added to the record set. 11. Mark items as withdrawn See Marking Items Withdrawn 12. Place items in a tub labeled for the transfer center; once you have a full tub, go ahead and send it via your delivery driver. Notes: Cataloging will be withdrawing your items from the system on a weekly basis. When the items have been withdrawn, Cataloging will delete the items from the record set. You are simply putting all of the items to be withdrawn from your unit in a single place for Cataloging to locate and make the change for you. Do not create multiple record sets - only use the system record set created for this purpose.
26 25 Reports & Lists Running & Processing Circulation Reports: (LIB-WKI-146) Transferred Status **Each item should be searched for weekly for 4 weeks and can be removed from the record set after that time. 1. From the Polaris Shortcut bar, select Cataloging Item Records 2. From the General tab In the Search by field, select Circ status date In the From/To field, select the dates: The From date should be 2 months prior to the current date The To date should be 3 weeks prior to the current date In the Limit by field, select Circulation status In the Values field, select Transferred 3. From the Branches tab Click on Unselect All
27 26 Click on your unit Click Search 4. Highlight all of the items in the list generated by your search Right Click Select Add to Record Set Select Existing
28 27 5. In the For field enter the name of the record set you wish to add items to. Each record set begins with your branch acronym. It is necessary to use these consistently rather than creating new ones so that each staff member is able to access the record sets. Press Search 6. Highlight the record set Right click Choose Select
29 28
30 29 7. When you find an item, highlight the item in the record set and choose the Remove icon from the midform toolbar. 8. Check in the item. 9. Place item in designated delivery tub or on book truck for shelving. Lost Status **Each item should be searched for weekly for 4 weeks and can be removed from the record set after that time. 1. Follow Steps 1-6 above. 2. When you find an item, highlight the item in the record set Right click Select Add to Record Set Select Existing 3. In the For field enter LostandFoundItems Select Search
31 30 4. Press Enter to open selected record set to ensure that item has been added; save the record set. 5. Record set will be checked regularly by e-services staff Items will be cleared from the customer s account and placed back into circulation.
32 31 Unclaimed List When a customer fails to pick up a requested item within the allotted time, that item s status goes to Unclaimed. It is important to manage your Unclaimed List daily. 1. Check Unclaimed List through the Request Manager 2. Pull the items that are actually on your Customer Request Pickup Shelves check them in. 3. Any items that are NOT on the Unclaimed List need to be added to the system record set titled UnclaimedItems. eservices staff will check the record set daily. Please note: Items in this status do count against the customer s hold request limits.
33 32 Claim Returned 1. You will need to check several times a week for 4 weeks to see what has been placed on claims for your unit. On the shortcut bar, choose Cataloging, Item Records. 2. From the General tab a. Search by Circulation Status b. Enter Claim in the For Field From the Branches tab a. Click on Unselect All b. Click on your unit c. Click Search
34 33 5. In this example, 7 items are on the claims returned list for Dallas West. The search pulled items both Assigned to and Owned by Dallas West. 6. You can create a record set at this point to work from if you d like. 7. Alternately, you can print the list to work from.
35 34 Gifts Processing Processing Gift DVDs LIB-WKI-242 Processing Gift Print Materials ISO Work Instruction LIB-WKI-246 Processing Gift CD/DVD-ROM Materials ISO Work Instruction LIB-WKI-249 Processing Gift Periodicals ISO Work Instruction LIB-WKI-268 Requesting a Bookplate ISO Procedure LIB-PRO-329 Requesting Media Cover Art ISO Procedure LIB-PRO-327
36 35 Shared Collections The Dallas Public Library collection contains items that are shared items that stay at the unit they are returned as well as items that are not shared items that are sent back to their owning unit when returned elsewhere. All branches share most of their materials with the exception of African American and GLBTQ collections. Items from the Central library, Bookmarks and the Bookmobile are not shared. Correcting Misdirected Items Occasionally, when a shared item is checked in, Polaris will indicate that the item should be sent on to another unit, rather than indicating that the item should stay at the branch where it was checked in. If this occurs, follow the steps below. 1. Double click on the item in the Check-In screen.
37 36 2. In the item record, select Item History. If the item is part of the shared collection, the Do not float box will be blank and the item should stay at your unit. If the Do not float box is checked, the item should be returned to its owning unit. 3. To keep the item at your unit, right click on the item(s) then select Add to Record Set and then select Existing. 4. In the For field of the Cataloging Record Sets window, type in Shared Collections. From the list of results, double click on the record set for your unit, i.e., Shared collection keep-it-here BBL. The item(s) you highlighted will automatically be added to the record set.
38 37 5. Save the record set and close it. 6. Proceed with returning the item(s) to your shelves. It may take up to 24 hours for cataloging to change the status of the item from In-Transit to in. 7. Occasionally, Polaris will indicate that an item that is not shared should be kept at your branch, or sent to a branch other than the owning unit. In this case, follow the steps above but place the items in the Shared Collection send-ithome record set. Once the items have been saved into the record set, they may be placed in the return tubs following the usual procedure.
39 38 Inventory 1. Select Circulation > Check-In > Inventory Check-in (fourth button on the left toolbar) 2. Scan in a barcode. If the item in question has a circulation status of In then in the comment column you should see Inventory update successful 3. If the item has a Circulation status other than In, the comment column will read Unexpected item status. Inventory update successful.
40 39 Dealing with Unexpected Item Status For those items that are not in and have an unexpected item status message, it will be necessary to take extra steps. The table below describes the item statuses you are likely to encounter Item Status Lost Resolution. Add to LostAndFoundItems record set. Check the item in using free days so as to not charge the customer s account. Place on appropriate cart for shelving or in distribution tub. Out Check the item in using free days so as to not charge the customer s account. Missing Check the item in. In-Transit Check the item in. In-Repair Transferred Assess condition of the item. If you wish to retain the item, check it in; if you do not wish to retain the item, withdraw it. Check the item in to generate in-transit for hold slip. Damaged Withdraw the item. In-process Contact Tech Services.
41 40 Create Reports For Items Not Found To create a report of those items not inventoried you will need access to Simply Reports. This report will allow you to identify only those materials currently assigned to your branch so that you can search for them if the inventory date is old or does not exist. 1. Log on to Simply Reports. aspx 2. Items > Item List Reports. 3. From the Report output columns box select the fields you want to display in your report. Use the across arrow to move your selection across to the Columns selected for output box. e.g., Item barcode, Item call number, MARC title, Item shelf location description, Item assigned branch name, Item circ status description, Item last inventory date. Note: use up and down arrows to sort your selections into the display order you want for the report. 4. Select one or more of your choices (e.g. Item call number) from the Columns selected for output box and move them across to the Columns selected for sort box, using the arrows. E.g. Call Number.
42 41 5. Scroll down to Item general filters and click the + to expand the options. 6. Click the Branch box under Assigned Branch and scroll down within the box to find the branch you want to run the report for, and select. 7. Click anywhere outside the branch list box. 8. Scroll down again until you see a check box Shelf Location click in box to select it. 9. Select the Shelf Location you want to limit the report to just that shelf location.
43 Click submit. 11. Click the download report output box. 12. Click on the download icon. 13. Choose Open when prompted. 14. Save file as Microsoft Excel Workbook. Make sure you save as file type Microsoft Office Excel Workbook. The default format will be Text (Tab delimited). 15. Once saved, data can be manipulated with all the normal Excel functions.
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