Archive for the ‘Copy Status’ Category

Tip #159: On-Order Records in Evergreen

Some Evergreen libraries add new titles to the catalog as soon as they are ordered. Patrons can then locate the titles in the OPAC and place holds before the title is received.

On-order records are easily recognized because they contain the 599 field: ON-ORDER RECORD. Because the library adding this kind of record does not yet have the item in hand, the record is almost always incomplete.

If you find an on-order record that matches your holding, please edit and enhance the record to reflect the information on your item. When finished, delete the 599 field.

If you would like to create on-order records for items your library has ordered but not received, first search Evergreen just as if you have the item in hand. You should have sufficient information to do this—title, author, ISBN, publisher, and year—even though you do not yet have the item.

  1. If there is already a record in Evergreen for the item ordered, attach your holding to that record and proceed to step #2. If no record is found, either import a matching record or use an Evergreen MARC Template to create an original temporary record. The record you import or create is considered an on-order record because you do not have enough information available to review all required fields. Complete the record as best you can, adding the required 599 field: “ON ORDER RECORD” (in all capital letters). On-Order records should contain a minimum of the author, title, ISBN or standard number and the edition fields, if available.
  2. To attach your holding, you will need to assign a barcode to the ordered item or create a unique number to use as a temporary barcode, such as the ISBN + your library’s initials.
  3. When the item is received at your library, use the information on the item to edit the record so it meets Evergreen standards for permanent records and delete the 599 field, if present. You may discover that another library has already enhanced the record for you. If so, review the record and make sure the 599 field has been removed.
  4. If you used a temporary number instead of the barcode for your item, replace it with the true barcode.

Remember, if you import or create a record without the item in hand, you must add this 599 field:

599 __ $a ON ORDER RECORD (in all capital letters)

Keep in mind that the start time for age-based hold protection is as soon as the holding is added. So if there’s a long delay between when and item is ordered and when it is cataloged, you may want to delete and re-add the holding to restart the age protection, being careful not to lose your holds or delete the record.
Originally published on December 7, 2012.


Tip #149: Managing New Books

Catalogers have two tools with which to manage new books: age protection and the “book new” circulation modifier.

  1. Age-based hold protection prevents patrons of other Evergreen libraries from placing holds on your new items for the first 6 months after they are added.
    1. Evergreen catalogers can apply age-based hold protection to any item as it is added to their collection.
    2. At the end of the 6 months, Evergreen automatically removes the protection and allows holds to be placed by patrons from other Evergreen libraries. Catalogers do not need to revisit the record to remove the hold protection.
  2. The “book new” circulation modifier provides new titles with hold protection that is not age-based. Only your patrons can place a hold on an item with this circ modifier.
    1. The default checkout period for the “book new” circulation modifier is 14 days. This shorter duration for new titles in high demand is preferred by many Evergreen libraries.
    2. Staff can easily identify new books by checking for this circ modifier, and having a special circ modifier for new titles may make gathering new book circulation statistics easier.
    3. Evergreen catalogers can choose the “book new” circulation modifier when adding new books the their collection. Circ modifiers can be changed by a cataloger at any time in the copy editor screen.
    4. At the end of 6 months, the hold protection provided by the “book new” circ modifier does NOT expire. Catalogers must change the circulation modifier in the copy editor screen to remove the age protection and change the checkout duration.

IMPORTANT: If you use the “book new” circulation modifier when adding new books, you must REMEMBER TO CHANGE THE MODIFIER to “book” when your library no longer considers an item to be new. Otherwise, patrons from other libraries in the consortium will never be able to place holds on your item and the loan duration will continue to be just 2 weeks (if you’ve used the default). A good way to manage this is to use copy buckets:

  • At the beginning of each month, create a copy bucket and name it something like “September new books” or “2012.09 New” and scan all books you add to the collection that month with the “book new” circulation modifier into that copy bucket.
  • In six months or when those books are no longer considered new, simply go into the bucket, click “Edit Item Attributes”, and change the circ modifier to “new” on all the titles at once.

Originally published on September 21, 2012.


Tip #142: Changing an item’s status while being repaired

When damaged and worn materials are sent to your Tech Services for repair or evaluation, it’s a good idea to change the item status so that the material no longer appears as available in the Evergreen database.

There are several status options to choose from:

  • If the item status is changed to ‘Temporarily Unavailable’, ‘Damaged’, or ‘Discard/Weed’, the material becomes invisible in the OPAC but your staff can still ‘see’ the item and its status on the Holdings Maintenance screen. Patrons and staff cannot place holds on items with these statuses.
  • If the item status is changed to ‘Mending’, the material is still visible in the OPAC. Both patrons and staff can see that the status of the item is ‘Mending’ and holds can be placed on the material. If the decision is made to withdraw the item, this can be done without changing the status.

If the material is returned to circulation, the status can be changed either in the copy editor screen on by checking the item in:

  • If using the check-in method, just click ‘yes’ when asked to ‘Force this action?’
  • You can change the status of several items at once by scanning them into the Item Status screen, highlighting all items and then selecting ‘Edit Item Attributes’ from either the Action for Catalogers pull-down menu or right clicking on the highlighted items.
  • If your material’s status was ‘mending’, be sure to also check the item in if the status was changed in the copy editor screen. Otherwise, any holds placed while the item was being repaired will not be trapped.

Originally published on July 20, 2012.


Tip #94: Using the Item Status Screen to Change Multiple Items

If your library decides to –

  • start a new collection, such as juvenile readers, a holiday collection, or tween DVDs,
  • merge one collection into another, such as combining Science Fiction and Fantasy, or
  • move all of a certain author’s titles from, for instance, Fiction to Mystery,

you can accomplish this task in less time if you use the Item Status Screen rather than changing each item individually in the Holdings Maintenance screen.

To make changes to multiple items at once, first scan all items into the Item Status Screen (F 5)

  • Highlight all items you wish to change.
  • Under Action for Catalogers select Edit Volumes.
  • Change each call number in the Volume Editor window. (You do this one at a time, so each number can be unique)
  • Make sure the Auto Merge for Volume Collision box is checked (in case you already have a copy with the new call #)
  • Click on Modify
  • To change multiple shelving locations
    • Highlight all items you wish to change
    • Under Action for Catalogers select Edit Item Attributes
    • Select the new location for all items under the location/collection pull-down menu. Or you can apply a copy editor template.
    • Click Modify Copies.
  • Since the Item Status Screen does not have a Refresh button, you can’t check your changes there. You could scan all your items into a fresh Item Status Screen (F5) to see the changes, but if you’re changing lots of items a better way would be to put all the items into a copy bucket. Do this by highlighting all items and selecting Add to Item Bucket from the Action for Catalogers menu. Click Add to New Bucket, name your bucket, and click OK. If you can’t see the location and call numbers in the copy bucket screen, use the column picker to add these columns. Another option is to start this whole process by first scanning the items into a copy bucket and then using the the Show Status button to get everything into the Items Status Screen. After changes are made go back to the copy bucket screen, click refresh, and check your work.

    More information about the Item Status Screen can be found in Chapter 15 of the EI Cataloging Training Manual. See Chapter 17 for more information on working with buckets.
    Originally published on July 22, 2011.


    Tip #89: Fast Item Add and the In Process status

    The 2.0 update made the Fast Item Add feature available on all MARC edit screens, not just when importing a record via Z39.50 as previously the case.

    However, as some catalogers have already discovered, the default status when the Fast Item Add feature is used is no longer ‘in process’. Instead, the default status is ‘available’. This means that as soon as the holding is added, patrons see the item in the OPAC as being on the shelf, ready for checkout.

    Not only can this cause confusion for patrons and staff who may be checking the shelf for an item still being processed, this is a big problem for items being held in Tech Services for street dates. Books and other items with specific release dates set by the publisher cannot be shown as available or checked out in the Evergreen OPAC before the specified date.

    How to fix this? One solution, of course, is to click ‘edit item attributes’ after the item is cataloged and change the status to ‘in process’. However, this requires an extra cataloging step. A better method is to set your copy editor template so that the status is ‘in process’ rather than the default. (We never had to bother to do this previously, since the default was always ‘in process’.)

    Here’s how to change the copy editor template so holdings added via Fast Item Add will have the status of ‘in process’:

    1. Open the copy editor screen. Do this by right clicking on any item (a line with a barcode) in the holdings maintenance or item status screens and selecting ‘Edit Item Attributes’.
    2. Apply the desired template.
    3. Click on the ‘status’ box (below the word “Identification”) and select ‘in process’ from the pull-down menu.
    4. Click ‘Apply’ (directly below the status box).
    5. Click the ‘Save’ button at the top of the screen to save the template.
    6. In the box that appears, type the name of the template. Unless you want to create a new template, type the exact name of the template you are modifying.
    7. Click OK.
    8. Repeat steps 2 through 7 for each template you want to change.
    9. Use the ‘Close’ button to close the copy editor screen.

    Once you make this change to a copy editor template, anytime you use that template the status of the item added will be ‘in process’, regardless of whether you access the copy editor screen via the Fast Item Add feature or the holdings maintenance screen.

    See chapter 6 of the EI Cataloging Training Manual for information about copy editor templates. See Tip of the Week #27 (March 2010) for information about cataloging street date material.
    Originally published on June 17, 2011.


    Tip #56: Changing the Item Status When Materials Are Being Repaired

    When damaged and worn materials are sent to your Tech Services for repair or evaluation, it’s a good idea to change the item status so that the material no longer appears as available in the Evergreen database.

    There are several status options to choose from:

    • If the item status is changed to ‘Temporarily Unavailable’, ‘Damaged’, or ‘Discard/Weed’, the material becomes invisible in the OPAC but your staff can still ‘see’ the item and its status on the Holdings Maintenance screen. Patrons and staff cannot place holds on items with these statuses.
    • If the item status is changed to ‘Mending’, the material is still visible in the OPAC. Both patrons and staff can see that the status of the item is ‘Mending’ and holds can be placed on the material.
    • If the decision is made to withdraw the item, this can be done without changing the status.

    When the material is returned to circulation, the status can be changed either in the copy editor screen or by checking the item in:

    • If using the check-in method, just click ‘yes’ when asked to ‘Force this action?’
    • You can change the status of several items at once by scanning them into the Item Status screen, highlighting all items and then selecting ‘Edit Item Attributes’ from either the Action for Catalogers pull-down menu or right clicking on the highlighted items.
    • If your material’s status was ‘mending’, be sure to also check the item in if the status was changed in the copy editor screen. Otherwise, any holds placed while the item was being repaired will not be trapped.

    Originally published on October 8, 2010.


    Tip #21: Discard/Weed and Age-Based Hold Protection

    Discard/Weed Status
    By changing the status of an item to Discard/Weed, you make the item invisible in the OPAC and unavailable for holds and circulation.
    Changing the status to Discard/Weed does NOT delete the item.
    See chapter 18 of the EI Cataloging Manual for how to delete holdings. See chapter 7 for how to use the copy editor to change an item’s status.

    Copy Protection
    Evergreen catalogers can apply age-based hold protection to any item as it is added to their collection. If an item is added with 6-month hold protection, then only your patrons can place a hold on that item for the first 6 months.
    If your library has multiple locations, the hold protection does not prevent holds being placed within your system. So a patron at your branch can still place a hold on an item at the main library even if it is hold protected.
    At the end of the 6 months, Evergreen automatically allows holds to be placed by patrons from other library systems in the consortium. Catalogers do not need to revisit the record to remove the hold protection.
    If hold protection was placed on an item, the age-based hold protection box will always show ‘6month’, even if that protection has expired.
    Originally published on January 29, 2010.



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