Archive for the ‘Age Protection’ 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 #52: Age Protection Reminder

New items cataloged are only protected from holds by other libraries IF age protection has been set on the copy editor screen. Age protection is not automatic when new holdings are added.

To take advantage of age protection when adding a holding to your collection, select the 3 or 6 month protection from the “Age-based Hold Protection” pull-down menu in the third column of the Copy Editor screen. Click “apply”, then click “Create Copies”.

Of course, the easiest way to age-protect new items is to create a set of templates that have the age protection selected. Many libraries have, for example, separate templates for ‘Non-Fiction’ and ‘New Non-Fiction’ so they can select the ‘New Non-Fiction’ template when they want to age age-protection but choose the regular ‘Non-Fiction’ template when they’re replacing an older book that does not require the age protection.

Information about creating templates can be found in Chapter 6 of the Evergreen Indiana Cataloging Training Manual. How to change existing templates is explained on page 6.12.


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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