LINKcat News

What happens if I put two email addresses in this field ... ?

Joe at Madison-Central used a recent "what-if?" moment to test and confirm a 'new' feature: multiple email address notification.  You can put more than one email address in the Primary email field, separated by a comma, and when notices are generated, each address will receive a copy of the notice.  This will be a nice benefit for families or patrons with hold pickup authorization who frequently pick up holds for others.

Please inform patrons if you think it may be useful.

November 2013 Problem Item Reports are posted - UPDATED

Problem Item reports and the Annual Batch deletion process

Problem Item reports are run each November and May for items with “Problem Item” statuses assigned at least one year prior to the report date.  These reports allow each library to keep track of all items that have “problem” statuses and to take appropriate action on these items according to their local policy.  Items that appear on the May reports but are not resolved will be batch deleted in July, as part of the Annual Batch Deletion process.

Libraries should have internal workflows/procedures for dealing with items with these problem statuses. Here are some examples. This list is not exhaustive:
•    Were broken items mended?
•    Were replacement parts ordered?
•    Did patron pay for damages?
•    Were magazines with Current Issue/No CKO status correctly updated?
•    Were items marked as In Processing correctly checked in?
•    Do patrons with Lost + Charge items need to be reminded about payment?

The Problem Item [PI] Reports for November 2013, for items with (problem) statuses** assigned November 2012 and older, are:
•    PI: Missing, etc. (Missing, Trace, Missing Inventory, Lost in Transit). Report posted to the Reports Calendar.
•    PI: Damaged. Report posted to the Reports Calendar.
•    PI: Lost (Lost + Charge, Lost & Paid for).  Report emailed to the Director of each library, not posted on the Reports Calendar.
•   PI: Not Lost (AV Repair, Defect Reported, Mending, Part Missing). Report posted to the Reports Calendar.

**Claims Returned reports are run monthly and posted to the Reports Calendar.
**Not for Loan reports (In Processing, Current Issue/No CKO, Unavailable, Bindery) reports are run monthly and are posted to the Reports Calendar.

UPDATE - ONLY items with a status of Lost and Paid for, Missing, Trace, Missing Inventory, Lost in Transit and Damaged are currently slated to be included in the next annual batch deletion (July 2014).

Items with a status of Lost + Charge are NOT included in the Annual Batch deletion.  Deleting items with this status removes the Item hyperlink from the patron record, which breaks the link to pertinent item information, like title, barcode and owning library.   Libraries need to review these items and the attached patron records on an individual basis.

Items marked Claims Returned, AV Repair, Defect Reported, Mending, In Processing, Parts Missing and Not for Loan  (In Processing, Current Issue/No CKO, Unavailable, Bindery) are not included in the annual batch deletion.  

Checking items for condition issues.

Reminder to check all items for damage and missing parts

Checking the physical condition of items is very important.  The physical condition of items should be checked at Check Out, Check In, when processing to fill holds and when processing incoming delivery items.  If an item is checked in before the damage is noted, or seen to be missing a part, current and/or previous patron information may be removed from Check Out History.

What to look for:

Books:
Binding.
Torn pages.
Stains.
Odors (mold…etc).
Wet or damp.
Chewed corners.
Cover damage.
Patron markings (highlighter, pen, pencil).
Loose or peeling barcodes.
Missing parts (discs included with book…etc).
Remove old date due slips or holds slips and all bookmarks.

DVDs and CDs:
Cracks or deep scratches.
Patron writing on discs.
Discs that are not barcode labeled.
Broken hubs in cases.
Cases that do not stay shut.
Missing booklets or contents pages.
Match multiple TV series discs by barcode (last four digits); match the barcode on the cases with the barcode on the disc.

BODCs, BOCCs, GAMES, PLAYAWAYS, CHILD KITS:
Check for obvious damage and missing parts.

Submitted by G. Hanson, McFarland Public Library, 4/23/2012.  Re-posted 11/20/2013.

Holds Queue report, Book Group Holds and Multiple Copy requests, oh my...

We've had a recent increase in emails mislabeled "stuck holds."  There seem to be two main reasons for these emails.  Holds only become "stuck" when a library in the sequence is not completing the key tasks for dealing with their Holds Queue report.  This results in the requesting library sending an email to get the holds “un-stuck.” The other reason for sending a “stuck” hold email is that there is an immediate need to get multiple copies of a title.  Sometimes there really is an urgent need, but in many cases, libraries are not following the protocols in the guidelines for Book Group Holds/Multiple Copy requests (p. 21).  Below are tips for libraries that should help reduce the need to send “stuck” holds emails.

Key tasks for managing your Holds Queue report

• Run your Hold Shelf Action report and check in all items before running the Holds Queue report.
• Run your Holds Queue report at least once daily, for each day you are open.
• At the end of searching your report, mark all items not found "Trace" so that the hold requests are moved to the next library in a timely manner.

 Managing Book Group Holds

Library staff in charge of placing holds for Book Groups or placing multiple holds for a teacher/patron need to remember that hold requests move through the sequence one request at a time, regardless of the number of items on the bib record.  Many libraries only run their Holds Queue report once a day, so if a hold request gets moved to their report AFTER they have printed it, they may not see it until the next day.  If you must send out an email requesting libraries to pull items from their shelves, please follow the protocols listed in the guidelines for Book Group Holds/Multiple Copy requests (p. 21). These guidelines are required reading for staff that manage Book Groups or place multiple copy holds. 

You should further tailor urgent requests by only emailing those libraries that have a copy listed as “Available”, and only send out requests for the number of copies you need.  If there are 15 copies available and you only need three copies, send your request to only three libraries.