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.