TLC Automation System

Transcription

1 Library Media Services TLC Automation System LS2 Staff (Circulation) Accessing & Logging In/Out Checking In/Out Borrower Information Payment Transactions Staff Services Titles and Items Edit Holdings Delete Holdings Messages Tab Requests Shelf Tab Holds Procedures/ Working with Holds Requests LS2 List and Actions LS2 Reports Items Lists & Searches Real Time Inventory Forms

2 Accessing & Logging In/Out To access LS2 Staff go to the URL: You may wish to bookmark this site. All libraries in the District use the same URL. Below is the log on screen for LS2 Staff: There are two log on options: Library Staff and Guest. The logins are: Library Staff Log On User ID ###circ Password libcirc (in the above example, ### is your TEA number, so the User ID for North Dallas would be 024circ) Guest Log on (Everyone else) User ID dallink Password library This log on has very limited privileges (check in and check out only Can also be used for student self-check out In the Location box, be certain to select your school. It will remember this school from your last login, so you should rarely need to change it. Do not change the Workstation ID information. After entering the information, click on the Log On button. You will be taken to the Borrower Services screen by default. Override Password = r0ck2 (r, zero, c, k, two) Occasionally you will need the override password. This password is required when extra permission is needed to complete an action. For L.S. Offline Circulation use the following login: Username = circ Password = r32ding

3 Check In /Check Out To check-in items, simply click on the Check-in box and scan the item. This is the Check-in screen. Note the options for In House and Special Status. For student s type in their 7-digit ID# or type their name (last name, first name). For staff you will use their employee ID# or search their name. Since the staff ID is either four or five digits you will need to begin the number with a leading 10 or 100 to make it 7-digits. This is the Check-out screen. It was accessed by entering the borrower s name in the search area. Note that the system defaults to local borrowers only. If you need to access a borrower not assigned to your school, you will need to uncheck the Home Location Only box on the search results screen. At this point you can check items out, change the due date, renew items, etc.

4 Borrower Information Here is a sample borrower record note the information displayed: To access more detailed information on a particular title, you can click on the barcode for that particular title and the system will take you to the F4 Title and Items screen. To return to the borrower s screen click the Borrower s Services tab.

5 Clicking on the Borrower Info button brings up detailed information about the current borrower. The other buttons on the left-hand side of the screen allow you to manage holds and charges for this borrower.

6 Payment Transactions Note: Every campus has different procedures when dealing with money. 1. Click on the fine balance link. Now you are ready to take a payment. Notice these three areas: Balances, Make Payment, and Charges. A. Highlight or place a checkmark next to item to be paid. B. Under Make Payment select Cash or Waive C. Type in the amount to be paid or waived and click pay D. Print three copies. One for office, student, and your file. NOTE: This is the only opportunity to get a print out of this transaction.

7 1. Click on the credit balance link. Credits on Patron Accounts 2. Under Balances you will see Total Credit 3. Click Refund Credit 4. Enter the amount of the credit, enter your ID#, Click OK, DO NOT Print Receipt

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9 Staff Services

10 (F4) Titles & Items From this screen you can manage titles & items, messages, your hold shelf and transferring copies to other libraries, such as Withdrawn Items. Use the icons to edit items, and delete items from the collection. Find detailed steps on the next few pages. Clicking on these tabs will show the items subjects and MARC record The paper and pencil icon allows you to edit the holding information for items in the library: The red circle with the minus sign icon allows you to delete your holding. Make sure you have highlighted your copy then click. Note: This icon is not bold unless a holding is highlighted Change an Items barcode Change an items collection Change an items call number Change an items price Change an items owning branch Note: This icon is not bold unless a holding is highlighted

11 EDITING HOLDINGS IN LS2 Staff Editing holdings is designed to help users correct or change call number information or barcodes for items from their library s collection. 1. From the initial screen, press the F4 key. This will bring you to the Titles & Items screen. 2. In the search box, scan the barcode or type it in (if barcode is not available type in the title) of the item you are wishing to make changes or correction to. If you do not have the barcode, you will need to use the drop down menu and do a different type of search for the item to locate it. 3. Once you item is found; it will bring up the following screen: a) Note: Clicking the Local Items Only box will allow you to toggle between holdings owned by your school and all holdings in the district. When deleting items, it is good practice to choose Local Items Only before deleting a holding. 4. Now click the paper and pencil sign icon to edit the fields required, Click Save Changes when finished. 5. To edit another item put the cursor in the Search Titles and Items box and repeat from step 1. The most common fields that will need editing are: a) Barcode b) Collection c) Class (call number and cutter information) d) Price

12 DELETING HOLDINGS IN LS2 STAFF Deleting holdings is designed to help users remove items from their collection. 1. From the initial screen, press the F4 key. This will bring you to the Titles & Items screen. 2. In the search box, scan the barcode of the item you are wishing to delete. It is not necessary to select anything from the drop down menu. If you do not have the barcode, you will need to use the drop down menu and do a different type of search for the item to locate it. 3. If there is a match in the system, it will bring up the following screen: a) Note: Clicking the Local Items Only box will allow you to toggle between holdings owned by your school and all holdings in the district. When deleting items, it is good practice to choose Local Items Only before deleting a holding. 4. Now click the minus sign icon to delete the item. You will be asked to verify that you want to remove the item and then the system will display a yellow barred message that the item was successfully deleted. 5. To delete another item put the cursor in the Search Titles and Items box and scan your next barcode.

13 STAFF SERVICES TAB: (F7) Messages & Holds Requests Shelf All of your Inter Library Loans or Holds messages will appear on the Messages tab. Hold Request items that have arrived at your school and was scanned in will appear on the Requests Shelf tab. See page for detailed Holds information.

14 LS2 PAC Placing a Hold Request Place a Hold Request The ability to place a booking request via PAC is found using your LS2 PAC module First, open LS2 PAC: You can place a hold from one of the following screens Search Results, Title Details, or Saved Lists. From any of these areas, click the Place Hold button on the item you want to place a hold. After you click the Place Hold button, if you have not logged on, you will be prompted to do so. Students: username is your student ID #, password is the last four digits of your student ID# Staff: Username is your staff ID #, use a leading 10 or 100 to make 7 digits if necessary, password is the last four digits of your staff ID #

15 A dialog box displays. Select your Pickup Location never change the location. Next, Click Submit Hold. A message displays advising whether your hold was placed successfully. All successful holds can be viewed under Account Activity Holds in the account area.

16 1. Check the barcode in using Special Status PASSING HOLDS using LS2 Staff 2. Select Missing Staff Action 3. Select System selects item to fill request 4. If other items are available, you will see the following screen. 5. You have successfully passed on a Hold.

17 Working with Holds/Requests Holds/Requests Procedure Filling a Hold Request 1. Using LS2 Staff. Click on messages/print 2. Highlight first item in holds messages and read message below. Write down the following pieces of information before going to the shelves to pull the items: a. Title b. Author c. Call number 3. Go to the shelves and pull the item being requested 4. Check the item in. There is a possibility of three types of pop up messages System Message: Librarian Action: Send this item to to fill a request On a Holds Request Form or on a sticky note, write down the name of the receiving campus. Place item in a brown envelope and mail to: School name / route / Attention Librarian Item not checked out This item is no longer on hold. Re-shelve the item. No matching records found Re-type or re-scan the barcode since this message is telling you the barcode may have been inputted incorrectly. 5. If there are more holds messages go back to step 2 and begin procedure again with the next request 6. Place items ready to be mailed in the appropriate location in your school for interoffice mail Holds/Requests Procedure Unable to Fill the Hold Request: Sometimes there are situations when a librarian cannot fill a hold request. (The librarian cannot find the book; the librarian s campus is currently using the book; etc.) In cases like these, the librarian will need to Pass on the Hold. 1. Librarian chooses to pass on a hold request 2. Use LS2 Staff. 3. Go to Check in tab > Under Special Status choose select this item > paste barcode or scan barcode >click search 4. At the next window select MS for missing. (Make sure the current status of the item is not Checked Out) 5. At the next window select > System chooses another copy 6. If you get a message that says you are the only library in the district with this item then you will need to the librarian at the receiving school so that he or she can cancel the hold and let the patron know the request will not be filled.

18 Holds/Requests Procedure Requested item has arrived at your school and patron still wants the item. Note: Any item that comes into the library MUST ALWAYS BE CHECKED IN. Following this procedure will always let you know the status of an item. 1. Using LS2 Staff, check item in and read the item has arrived for patron ID # message. 2. Place item in the location in your library for Arrived Holds and notify the patron that the requested item is ready for pick up. 3. When patron comes to pick up the item, check the item out to the patron. 4. When patron returns the item, check it in and look for the system message telling you where to send the item. Write down the name and box number of the receiving campus. Place item in a brown envelope and mail to: School name / route / Attention Librarian. Holds/Requests Procedure Requested item has arrived at your school and patron no longer wants the item. 1. Check item in and read the item has arrived for patron ID # message. 2. Place item in the location in your library for Arrived Holds and notify the patron that the requested item is ready for pick up. 3. Patron notifies you that he/she no longer wants the item. 4. Pull up patron s library account. 5. Click on Arrived Holds link 6. Highlight the item patron no longer wants and click cancel. You will see the message Request has been successfully cancelled 7. Check the item in and look for the system message telling you where to send the item. Write down the name and box number of the receiving campus. Place item in a brown envelope and mail to: School name / route / Attention Librarian. Note: For instruction with images go to the LMS website and select the LS2 Staff: Filling Holds document.

19 Lists & Actions

20 Lists & Actions Items The ability to apply filters to use in a search is found in LS2 Staff under the Lists & Actions tab and then Items. Let s get started. Click the Lists & Actions tab. From the Select a Filter drop-down list, choose a filter and then click the Add icon. Complete the appropriate information in the right panel.

21 Repeat these steps for each additional filter you want to add. You can have a maximum of five filters. After applying all of your filters, click Search. Above your results, you will find breadcrumbs of the filters used. Hover over the breadcrumbs to view the searching parameters. Below the breadcrumbs is a count of the total number of results.

22 Click any column header to sort the list in ascending or descending order. Right-click on any column header to hide columns. You can rearrange the columns by dragging the header or to re-size the column, drag the column borders. Click the Item ID link to open Staff Services Titles & Items for the selected ID. You can also make changes to any of the filters. Click the Edit icon to modify the options for that specific filter. Click the Remove sign if you want to remove an individual filter. Click Clear to remove all of the filters.

23 From the Actions drop-down list, there are three options. Let s go over each one. Before choosing any of the options, select the individual check boxes or to select all items, click the check box in the header. Select Export Items if you want to export your items into a spreadsheet in.csv format.

24 Depending on your browser, you will have the option to Open and/or Save the file. Select Create New List if you want to save the items in a new list.

25 Type a Name and Description. Click the check box(es) if you want to save any column header modifications, save sort order or share list with others. Click Save. Select Add Items To List if you want to add the items to an existing list.

26 Select the name of the list and then click Add. Click Save Search to save your selected search filters. Type the Name and Description of the search. Select whether you want to save the column layout, sort order or to share the saved search. You can locate your saved searches and lists under Lists & Searches.

27 Lists & Actions Lists & Searches The ability to view lists and saved searches you compiled under Items is found in LS2 Staff under the Lists & Actions tab and then Lists & Searches. Let s get started. Click the Lists & Actions tab. Type the name of your list or saved search (at least three characters must be entered in the search box before results will display) or click Browse Lists and Searches. By default, only the lists and searches belonging to you will be displayed. Select the Shared Lists & Searches check box to view all of the lists and saved searches. You will notice that Lists are denoted by the list icon and display an Item count since they are static. The Searches are denoted by the search icon and display N/A for Item count since the search will update each time it is loaded. When a list is being shared, a check mark will be displayed in the Shared column. Click the name of the list or search.

28 The list loads with its related items. Saved searches will display breadcrumbs below the Description. Hover over the breadcrumbs to view the searching parameters. Click any column header to sort the list in ascending or descending order. Rightclick on any column header to hide columns. You can rearrange the columns by dragging the header or to re-size the column, drag the column borders. Click Edit Properties to update the list/search name and its description, column layout, sort order or to share or un-share the list or search.

29 Click the Item ID link to open Staff Services Titles & Items for the selected ID. From the Actions drop-down list, there are four options. Let s go over each one. Before choosing any of the options, select the individual check boxes or to select all items, click the check box in the header. Select Export Items if you want to export your items into a spreadsheet in.csv format.

30 Depending on your browser, you will have the option to Open and/or Save the file. Select Create New List if you want to save the items in a new list. Type a Name and Description. Click the check box(es) if you want to save any column heading modifications, save sort order or share list or search with others. Click Save.

31 Select Add Items To List if you want to add the items to an existing list. Select the name of the list and then click Add.

32 Select Remove Items if you want to remove specific items from the list. You cannot remove items from a saved search, or from a shared list for which you are not the creator. A message will ask you to confirm the removal. Click OK. To delete an entire list or search, click Delete. As a note, you will not be deleting the actual items from your database, only the list or search you created. A message will ask you to confirm the deletion. Click OK.

33 LS2 REPORTS

34 To Begin Using LS2 Reports 1. Navigate to: An LS2 Reports log on dialog will open. 2. User ID: reports### (use your three-digit org number after reports) 3. Password: spring

35 LS2 Reports Button Toolbars The tables on the following pages provide information about the functions of the commonly used buttons located in LS2 Reports. Table 2 below provides details about the commonly used buttons located in the LS2 Reports banner. LS2 Reports - Banner Buttons Icon Function Description Refresh Search Home My Area Options Launch Options Click to reload the page to view any recent changes. Type a search term in the text box and click the magnifying glass icon to the right of the text box to start the search. Click the drop-down arrow to view the search type options. Selecting an option makes that option the default search type. The search type options are: o Full text and all fields (default) o Name field o Description field o Name or description field Click the Home icon to return to the designated Home page Click the drop-down arrow to view the Home button options. The options are: o Home - click to return to the Home page. o Set view as Home - click this option to designate the currently displayed page as the Home page. Click the icon or the drop-down arrow to view the drop-down menu options. The options are: o My Preferences Opens the Preferences page with tabs labeled: General, Personal, and Portal Tabs where you can modify the default page settings, the default report format, view authentication information, and select which tabs to display on the list page. Click Launch or the drop-down arrow to view the various drop-down menu options. Help Click the? button to view the Help Introduction. Click the drop-down arrow to view the Help options. Table 2. LS2 Reports Banner Buttons

36 Table 3 below provides details about the options on the button toolbar located to the right of the displayed folder path on the Public Folders and My Folders tabs. Public Folders / My Folders Button Toolbar Icon Function Description List View Details View New Folder New Package New Workspace New Job Displays the list of folders or reports without the descriptions. Displays the list of folders or reports with the descriptions. Opens the New Folder wizard. Opens the New Package navigation / search dialog. Opens a blank workspace canvas. Opens the New Job wizard New URL New Page Cut Copy Paste Delete Set Properties (current folder) Order Opens the New URL wizard Opens the New Page wizard. Places the selected items on the clipboard, ready to be removed from the current location when pasted to another location. Places the selected items on the clipboard, ready to be pasted to another location, while retaining the original items in their current location. Places the contents of the clipboard in the currently displayed location. Only available if the clipboard contains data. Removes the selected items from the current page. Opens the Set Properties page related to the folder being viewed when this button is clicked. On this page you can modify, add, or remove General, Permissions, and Capabilities settings for the folder being viewed. Opens the Order folders and entries page related to the folder being viewed when this button is clicked. On this page you can modify the displayed sequence of the contents of the folders. Table 3. Public Folders / My Folders Button Toolbar

37 Table 4 below provides details about the button options displayed when the More link in the Actions column is clicked. The options displayed will vary depending on whether you click More when you are viewing a list of folders or viewing a list of reports. Folder and Report Lists - More Link - Buttons Descriptions Icon Function Description Set Properties View the properties (Permissions, Options, Set Contact and more) for this folder or View report output versions View folder contents View my permissions View my capabilities Run with options Advanced Options New schedule Move Copy Create a shortcut to this entry Create a report view of this Delete View the list of Output versions for this report. Select a format and this report will be View the contents of this folder. View the list of active permissions assigned to the currently logged on user. View the list of capabilities granted to the currently logged on user. Open the Options dialog for this report, to view or modify basic options before running In the Run with Options dialog (above), click advanced options at the end of the View Schedule and complete Option settings to modify the schedule or options for this Open the Select a Location dialog to choose where to move this entry. Open the Save as dialog to create a name for the copy, and then the Select a Location Open the New Shortcut Wizard dialog. Open the New Report View Wizard dialog. Delete the selected entries. Table 4. Folder and Report Lists More Link Button Descriptions

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39 Dallas ISD TLC Real Time Inventory Training Manual Library Media Services

40 Inventory Calendar To view the items you have in each collection run the Items in a Holdings Code Report (Public Folders > Items - Titles > Lists) Jan-Feb (Even years) REF Reference COL College-Readiness Collection Feb-Apr NFC Non-Fiction May AVM Audiovisual Materials ERM Electronic Resource Materials Sep GRM Graphic Materials Oct-Dec FIC Fiction Jan-Feb (Odd years) EFC Everybody Collection Mar-Apr PBC Paperback Collection GNC PER Graphic Novel Collection Periodical Collection May PRF Professional Collection BBC OVS Big Book Collection Oversized Collection Sep-Oct VRD Videorecording Disc (DVD) Nov-Dec SRB Sound Recording Book SRC SRD SRP Sound Recording Cassette Sound Recording Disc Sound Recording Playaway

41 Dallas ISD Collection Codes To view the items you have in each collection run the Items in a Holdings Code Report (Public Folders > Items - Titles > Lists) CODE COLLECTION DESCRIPTION AVM AV Materials Default Coll. Realia, Kits, etc. BBC Big Book Collection Default Coll. Big books COL College-Readiness Collection Optional Coll. College catalogs DSP Display Collection Optional Coll. Display Items, regular c/o. EFC Everybody Default Coll. Everybody books FIC Fiction Collection Default Coll. Fiction/Chapter books GNC Graphic Novel Collection Default Coll. Graphic novels GRM Graphic Materials Default Coll. Posters, Art prints, etc. NFC Non-Fiction Collection Default Coll. Non-Fiction books OVS Oversized Collection Optional Coll. Oversized books PBC Paperback Collection Optional Coll. Pocket paperbacks PER Periodicals Default Coll. Magazines, Comic books, etc. PRF Professional Collection Default Coll. Professional Materials REF Reference Collection Default Coll. Reference (1 day c/o) RSV Reserve Circulating Optional Coll. Regular Reserve RS1 Reserve 1 Non-Circulating Optional Coll. Non-circulating Reserve SRB Sound Recording Book Default Coll. Cassette/disc & Book SRC Sound Recording Cassette Default Coll. Audiocassettes SRD Sound Recording Disc Default Coll. Audio CDs. SRP Sound Recording -- PlayAway Default Coll. PlayAways VRD Videodisc Recording Default Coll. DVDs

42 Inventory Log School Year: Campus: Collection Date Began Scanning (Blue Screen) Date & Time Processed (Orange Screen) Identify Missing Items Report Items by Holdings Code and Status Report Note: This log is for your documentation only

43 Real Time Inventory The data collection module, Library Solution Real Time Inventory, allows you to scan the items on your library shelves, posting the date inventoried to each item s record in the Library Solution database, and at the same time process as many exceptions as possible in real-time while you have the items in your hand. Log the date of the beginning inventory, what collection you started with, and the starting book barcode and call number. If you stop the process, log the last item where you left off. It is recommended to inventory your smallest collection first to familiarize yourself with the process. Remember, a ten-minute period of inactivity after logging in will result in an automatic log out of the program and you will need to log back in. Although no data will be lost, your data may not be viewable on the screen. Access the Login screen by going to Library Solution Inventory: Login. On the Login screen, type your User ID (TEA#circ) and Password (libcirc). Select the Location from the drop-down list where you are conducting the inventory process. Notice that by default the Scan Items radio button is selected. If you are starting an inventory process, or continuing one previously started, leave Scan Items selected. The other selection, Identify Missing Items, will identify any missing items after you have completed your inventory process. Click Login.

44 Select the Check Shelf Order check box if you want to check the shelf order while scanning. When using this option, you will only be able to inventory items from one collection at a time. You must also select this check box before choosing a Collection. If you choose your collection first before selecting the Check Shelf Order check box, the collection entry will be cleared. If you select the Ignore Overdue Fines check box, any item found on the shelf with a status other than on the shelf will not process the associated fine. Both check boxes can be selected at the same time. Select this box to ignore the fines for the items with a status other than on the shelf

45 Next, highlight the Collection(s) you want to scan. Remember if you have selected the Check Shelf Order check box, then you can only choose one collection at a time. If you did not choose this option, hold the CTRL key down to select more than one, and then click the right arrows (>>) button. Using the All button with the right arrows (>>) will move the entire list over to the Collections to scan area. When all the collections are in place, click OK. Hold the CTRL key down to select more than one collection. The Library Solution Inventory Processing: Scan screen displays. The cursor is automatically positioned in the Barcode field. Scan the first item on the shelf and verify what you are scanning is correct. Continue scanning items through the end of the selected collection.

46 The program will record the current date/time as the inventoried date and will check if the item requires any special handling. If you had previously selected the Check Shelf Order check box and a message advises when an item is found out of order, click Continue and then the Reset Shelf Order button. Failure to do so will cause all subsequent items to be out of order. If checking in the item results in the need for operator action, such as filling a request, transferring to another location, not listed in the database, marked as lost with outstanding charges, or some other exception, take the item to the circulation desk to check it in. The Circulation system will prompt you on what action needs to be taken next.

47 Click Finished when all of the items have been scanned for the selected Collection(s), or if you have to stop you can come back later. Your data will be saved. Once the entire collection has been scanned, return to the Login. Type your User ID and Password and then select the Location. Select the Identify Missing Items radio button, followed by clicking Login.

48 The Library Solution Inventory: Identify Missing Items dialog displays. Select the Collection that has been completely inventoried and then click the right arrows (>>) button. This will move the collection over to the for the following Collection(s) area. Run this report only one time after completing inventory for each collection. Select the Collection that has been completely inventoried and then click here. To the right of Beginning date of inventory scanning, click the calendar and then select the date you started scanning the collection in Real Time Inventory, or if you are unsure, use a date prior to when you started scanning as a safety net. If the wrong date is selected a whole collection could be marked missing and that is why it is so important to maintain an inventory log. Select the date you started scanning the collection, or if you are unsure, use a date prior to when you started scanning. It is important to maintain an inventory log, otherwise, a whole collection could be marked as missing.

49 Click the Process Missing Items button. You will be prompted for verification of the date. Click Yes if the displayed date is correct. Running the process will identify and mark the missing items in the collection, Circulation, and PAC. Inventory for your selected Collection is now complete. All other steps will be done using Reports Manager.

50 Inventory Reports After the process has been completed, open LS2 Reports ( username: reports### (###=TEA #) and password: spring Missing Items Log Report Run the report Inventory Identify Missing Items to see which items were marked as missing during the process. Select the Location and the Holdings Code for the Identify Missing Items process that you just ran. Next, select the date and time you ran the process. Be sure to refer to your log where you had recorded the information. Round down to the closest 10 minutes. Click Finish to run the report. Refer to your log when selecting the date and time

51 Inventory Reports Items with Statuses by Holdings Codes Run the report Items with Statuses by Holdings Codes. This report is used to identify items marked missing, lost, overdue, etc. in your collection. What it prints is dependent on the options you select. NOTE: This report can be run as often as you like, as you make corrections this report should get smaller. 1. Select the Items with Statuses by Holdings Codes. 2. From the drop down list select the Holdings Code Type (Always select Owning) 3. From the drop down list, select your school name. 4. Select the appropriate holdingscodes you wish to report on. You can select more than one by holding down the [Ctrl] key while clicking on the desired holdingscode. 5. In the fourth box, select the status you wish to report on. Typically, you will want to select the following: Lost: Automated Long Overdue Processing Missing: Staff Action In-Transit Lost: Staff Action Lost Missing 6. Click Finish at the bottom of the report. 7. Now you can save and/or print the report remember you can convert this report to a PDF or an Excel document.

52 Count of Items Inventoried by Dates and Statuses Inventory Reports This report serves as an overview or recap of your collection. 1. Click on the Count of Items Inventories by Dates and Statuses. 2. Select Owning from the holdings code type drop-down menu. 3. Select your school from the drop-down list. 4. Select the appropriate holdingscode from the drop-down list. 5. Click on Finish at the bottom of the report. 6. Print the report as desired. Interpreting the Count of Items Inventories by Dates and Statuses The Count of Items Inventoried by Dates and Statuses report is a snapshot of your library s collection, supplying statistics on the disposition of the elements of your collection. It typically is broken down by status and inventory date. Some possible item status codes are: I-On Shelf T-In Transit OD-Overdue L-Lost S-Being Reshelved CO-Checked Out HD-An arrived hold MS-Missing

53 Inventory Clean-up After checking for errors (ex. missed shelves in inventory) please ensure accuracy in the campus library collection(s) by making sure to delete the missing items using LS Staff (Staff Services>Titles & Items). This will ensure missing items don t show up on the PAC. As a backup, twice a year LMS will delete items that have been lost for more than 18 months. Items marked missing for more than 18 months are automatically converted to Lost Items and then removed from the system. 1. For each collection, run the Items with Statuses by Holdings Codes report select the following statuses Missing Lost Long overdue lost In Transit In Processing 2. Save as an excel file 3. Look for the book on the shelf. For in processing, the record could have been loaded, but you never received that item and you were not charged for the item. 4. Copy the barcodes for books which are no longer at your campus from the file and paste into a notepad file. Save the file name as your org. number, collection or status and word delete 217FICmissingDELETE 5. Save the file in Notepad and to Aida to delete. Final Steps to the Inventory Process Please print and file all above reports on a yearly basis. It is no longer necessary to send your reports to Library Media Services. Using the inventory calendar guidelines, we will run a district-wide status analysis report showing the inventory dates and collections processed for each campus. For additional Training visit the Automation (TLC) section of our Library Media Services department page.

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55 FORMS

56 Sending items in to Library Processing for New Processing I have new books that need to be added to my collection New Processing Items: Recently purchased media through grants, school funds, or donations. These can be Books, DVD's, Sound Recordings or any other media that has never been cataloged or barcoded Create a list of items that you will be sending in to be processed and put a copy of the list in the box along with your items, be sure to keep a copy for your files. Use the New Processing Label to send in your items

57 LIBRARY PROCESSING BOX 73 New Processing Never Been In System School Name: Org: Box of

58 Sending items in to Library Processing for Reassignment I have items that are damaged beyond repair or are out of date or no longer used Reassign Media: Old, damaged, torn, dirty, yellowed, or written in media. Media aquired through other schools or Dallas Public Library sales. ( Criteria ) This material MUST be deleted from the circulation system. If it is not deleted, you may be contacted to come to our facility to complete the task. Follow the directions for deleting items from the system ( directions can be found here ) Once deleted they may be boxed and labeled with a Reassign Label and sent to Library Processing. ( Guidelines )

59 LIBRARY PROCESSING SCHOOL NAME: Make sure books have been deleted from the system before they are Box 73 Reassign shipped.

60 Sending items in to Library Processing for Redistribution I have items that are in excellent condition but are not appropriate for my campus, or I have items that are in excellent condition but there are too many copies of the same title Redistribution: Items that are extras and in excellent condition, not appropriate for the grade levels you support in your campus Follow the directions for changing items to Redistribution in the system (directions can be found here) Once they have been changed they may be boxed and labeled with a Redistribution Label and sent to Library Processing (Guidelines)

61 LIBRARY PROCESSING REDISTRIBUTION CHANGE OWNING AGENCY TO REDISTRIBUTION ONLY DO NOT CHANGE COLLECTION CODE School Name: Box of

62 Items Needing Cataloging Form or Reprocessing Label Item has barcode & spine labels but when I scan it is not in system Reprocessing : These are books that have been removed, items that have previously been in the system that need to be added back. We will follow the Crew Manual guidelines before adding them back in. Items that do not meet the guidelines will be reassigned. These can be handled in two ways, you may complete an Items Needing Cataloging Form (up to 3 sheets) or you may send them in depending on your specific need If you are sending them in for reprocessing create a list of items that you will be sending in and put a copy of the list in the box along with your items, be sure to keep a copy for your files. If you do not need to send them in, you will complete an Item Needing Cataloging Form and submit by or Fax. Items Needing Cataloging Form

63 LIBRARY PROCESSING BOX 73 Reprocessing Items that have been removed or dropped from the system School Name: Org: Box of

64 INTERLIBRARY LOAN Dallas ISD Library Media Services BOX # SCHOOL REQUESTED ITEM ( ) RETURNED ITEM ( )