Re: [OPEN-ILS-GENERAL] Deleting items that are lost or long overdue
Hello Michele, You might be interested in some development that we had done regarding Long Overdue items - we are not implementing it until Oct 2014, but here is an overview: http://pines.georgialibraries.org/sites/default/files/files/Longoverdue-Processing.pdf Terran McCanna PINES Program Manager Georgia Public Library Service 1800 Century Place, Suite 150 Atlanta, GA 30345 404-235-7138 tmcca...@georgialibraries.org - Original Message - From: Michele Morgan mmor...@noblenet.org To: Evergreen Discussion Group open-ils-general@list.georgialibraries.org Sent: Monday, June 2, 2014 9:41:51 AM Subject: [OPEN-ILS-GENERAL] Deleting items that are lost or long overdue We are looking for the best way to handle items that are severely overdue. These are items that are overdue enough to make it unlikely they will be returned, but not overdue enough that we want to write them off and remove them from the records of the patrons that checked them out. Ideally, here's how we would like these overdue items to behave: The items should NOT appear in patron or staff catalog searches. The item information should be visible on the patron record. Staff should have some way to search for the item in the client. It should be possible to check the item in should the barcode be scanned at Checkin. We have looked at deleting these items, but then they can't be checked in normally and are no longer searchable by barcode in the staff client, so there is no way to find the patron record. We have looked at unsetting the opac visible flag, but these are still visible in staff searches. We have also looked at marking the items Lost and charging the patron the cost of the item, then deleting them. But again, they can't be checked in normally and are not searchable by staff. We have encountered the problem where a long overdue item had been deleted, then was returned and reentered into the system with the same barcode. This resulted in an available item and a long overdue checked out item visible on the patron's record with the same barcode, which is very confusing for patrons and staff. How do others handle these types of items? -- Michele Morgan, Technical Assistant North of Boston Library Exchange, Danvers Massachusetts mmor...@noblenet.org
Re: [OPEN-ILS-GENERAL] Deleting items that are lost or long overdue
Quite simply, we don't allow these items to be deleted for the reasons you cite. On 06/02/2014 09:41 AM, Michele Morgan wrote: We are looking for the best way to handle items that are severely overdue. These are items that are overdue enough to make it unlikely they will be returned, but not overdue enough that we want to write them off and remove them from the records of the patrons that checked them out. Ideally, here's how we would like these overdue items to behave: The items should NOT appear in patron or staff catalog searches. The item information should be visible on the patron record. Staff should have some way to search for the item in the client. It should be possible to check the item in should the barcode be scanned at Checkin. We have looked at deleting these items, but then they can't be checked in normally and are no longer searchable by barcode in the staff client, so there is no way to find the patron record. We have looked at unsetting the opac visible flag, but these are still visible in staff searches. We have also looked at marking the items Lost and charging the patron the cost of the item, then deleting them. But again, they can't be checked in normally and are not searchable by staff. We have encountered the problem where a long overdue item had been deleted, then was returned and reentered into the system with the same barcode. This resulted in an available item and a long overdue checked out item visible on the patron's record with the same barcode, which is very confusing for patrons and staff. How do others handle these types of items? -- Jason Stephenson Assistant Director for Technology Services Merrimack Valley Library Consortium 1600 Osgood ST, Suite 2094 North Andover, MA 01845 Phone: 978-557-5891 Email: jstephen...@mvlc.org
Re: [OPEN-ILS-GENERAL] Deleting items that are lost or long overdue
I'm so glad this problem is being looked at. It's a huge problem and I've been struggling with it since we went to Evergreen three years ago. Laurie Love Circulation Mgr Wilkes County Public Library -Original Message- From: open-ils-general-boun...@list.georgialibraries.org [mailto:open-ils-general-boun...@list.georgialibraries.org] On Behalf Of Michele Morgan Sent: Monday, June 02, 2014 9:42 AM To: Evergreen Discussion Group Subject: [OPEN-ILS-GENERAL] Deleting items that are lost or long overdue We are looking for the best way to handle items that are severely overdue. These are items that are overdue enough to make it unlikely they will be returned, but not overdue enough that we want to write them off and remove them from the records of the patrons that checked them out. Ideally, here's how we would like these overdue items to behave: The items should NOT appear in patron or staff catalog searches. The item information should be visible on the patron record. Staff should have some way to search for the item in the client. It should be possible to check the item in should the barcode be scanned at Checkin. We have looked at deleting these items, but then they can't be checked in normally and are no longer searchable by barcode in the staff client, so there is no way to find the patron record. We have looked at unsetting the opac visible flag, but these are still visible in staff searches. We have also looked at marking the items Lost and charging the patron the cost of the item, then deleting them. But again, they can't be checked in normally and are not searchable by staff. We have encountered the problem where a long overdue item had been deleted, then was returned and reentered into the system with the same barcode. This resulted in an available item and a long overdue checked out item visible on the patron's record with the same barcode, which is very confusing for patrons and staff. How do others handle these types of items? -- Michele Morgan, Technical Assistant North of Boston Library Exchange, Danvers Massachusetts mmor...@noblenet.org
Re: [OPEN-ILS-GENERAL] Deleting items that are lost or long overdue
Hi Terran, Thanks for sharing your documentation. We are looking forward to making use of the new automatic Long Overdue processing development in Release 2.5. This will help circulation staff in our libraries a great deal in managing long overdue items. In your process, however, I'm not seeing how items that are significantly overdue, but never returned or paid for are handled. Do these remain in the system as Long Overdue? It's these that we are struggling with. We'd rather not keep bibliographic records around just to hold long overdue items, and don't want items years overdue cluttering searches. Thanks, Michele On 6/2/2014 9:56 AM, McCanna, Terran wrote: Hello Michele, You might be interested in some development that we had done regarding Long Overdue items - we are not implementing it until Oct 2014, but here is an overview: http://pines.georgialibraries.org/sites/default/files/files/Longoverdue-Processing.pdf Terran McCanna PINES Program Manager Georgia Public Library Service 1800 Century Place, Suite 150 Atlanta, GA 30345 404-235-7138 tmcca...@georgialibraries.org - Original Message - From: Michele Morgan mmor...@noblenet.org To: Evergreen Discussion Group open-ils-general@list.georgialibraries.org Sent: Monday, June 2, 2014 9:41:51 AM Subject: [OPEN-ILS-GENERAL] Deleting items that are lost or long overdue We are looking for the best way to handle items that are severely overdue. These are items that are overdue enough to make it unlikely they will be returned, but not overdue enough that we want to write them off and remove them from the records of the patrons that checked them out. Ideally, here's how we would like these overdue items to behave: The items should NOT appear in patron or staff catalog searches. The item information should be visible on the patron record. Staff should have some way to search for the item in the client. It should be possible to check the item in should the barcode be scanned at Checkin. We have looked at deleting these items, but then they can't be checked in normally and are no longer searchable by barcode in the staff client, so there is no way to find the patron record. We have looked at unsetting the opac visible flag, but these are still visible in staff searches. We have also looked at marking the items Lost and charging the patron the cost of the item, then deleting them. But again, they can't be checked in normally and are not searchable by staff. We have encountered the problem where a long overdue item had been deleted, then was returned and reentered into the system with the same barcode. This resulted in an available item and a long overdue checked out item visible on the patron's record with the same barcode, which is very confusing for patrons and staff. How do others handle these types of items? -- Michele Morgan, Technical Assistant North of Boston Library Exchange, Danvers Massachusetts mmor...@noblenet.org
Re: [OPEN-ILS-GENERAL] Deleting items that are lost or long overdue
Since each library in our system is being charged by collection size, it is to the benefit of each library to get these long overdue items off the database. Keeping the database current certainly helps circ staff work with the patrons more efficiently. Laurie Love Circ Manager Wilkes County Public Library -Original Message- From: open-ils-general-boun...@list.georgialibraries.org [mailto:open-ils-general-boun...@list.georgialibraries.org] On Behalf Of Michele Morgan Sent: Monday, June 02, 2014 11:42 AM To: open-ils-general@list.georgialibraries.org Subject: Re: [OPEN-ILS-GENERAL] Deleting items that are lost or long overdue Hi Terran, Thanks for sharing your documentation. We are looking forward to making use of the new automatic Long Overdue processing development in Release 2.5. This will help circulation staff in our libraries a great deal in managing long overdue items. In your process, however, I'm not seeing how items that are significantly overdue, but never returned or paid for are handled. Do these remain in the system as Long Overdue? It's these that we are struggling with. We'd rather not keep bibliographic records around just to hold long overdue items, and don't want items years overdue cluttering searches. Thanks, Michele On 6/2/2014 9:56 AM, McCanna, Terran wrote: Hello Michele, You might be interested in some development that we had done regarding Long Overdue items - we are not implementing it until Oct 2014, but here is an overview: http://pines.georgialibraries.org/sites/default/files/files/Longoverdu e-Processing.pdf Terran McCanna PINES Program Manager Georgia Public Library Service 1800 Century Place, Suite 150 Atlanta, GA 30345 404-235-7138 tmcca...@georgialibraries.org - Original Message - From: Michele Morgan mmor...@noblenet.org To: Evergreen Discussion Group open-ils-general@list.georgialibraries.org Sent: Monday, June 2, 2014 9:41:51 AM Subject: [OPEN-ILS-GENERAL] Deleting items that are lost or long overdue We are looking for the best way to handle items that are severely overdue. These are items that are overdue enough to make it unlikely they will be returned, but not overdue enough that we want to write them off and remove them from the records of the patrons that checked them out. Ideally, here's how we would like these overdue items to behave: The items should NOT appear in patron or staff catalog searches. The item information should be visible on the patron record. Staff should have some way to search for the item in the client. It should be possible to check the item in should the barcode be scanned at Checkin. We have looked at deleting these items, but then they can't be checked in normally and are no longer searchable by barcode in the staff client, so there is no way to find the patron record. We have looked at unsetting the opac visible flag, but these are still visible in staff searches. We have also looked at marking the items Lost and charging the patron the cost of the item, then deleting them. But again, they can't be checked in normally and are not searchable by staff. We have encountered the problem where a long overdue item had been deleted, then was returned and reentered into the system with the same barcode. This resulted in an available item and a long overdue checked out item visible on the patron's record with the same barcode, which is very confusing for patrons and staff. How do others handle these types of items? -- Michele Morgan, Technical Assistant North of Boston Library Exchange, Danvers Massachusetts mmor...@noblenet.org
Re: [OPEN-ILS-GENERAL] Deleting items that are lost or long overdue
Hi, Our libraries have been discussing this workflow too. Some libraries delete the long lost items while leaving the transaction on the patron record based on date criteria. Their policy is that after a set period of time the patron is accountable for the replacement cost even if the item is returned. It would be great to have a better workflow because even with this policy in place the procedure still causes confusion. Our annual circulation meetings are coming up. I'll let you know if I hear suggestions. Joan Joan Kranich C/W MARS Member Services jkran...@cwmars.org 508-755-3323 ext. 21 -Original Message- From: open-ils-general-boun...@list.georgialibraries.org [mailto:open-ils-general-boun...@list.georgialibraries.org] On Behalf Of Michele Morgan Sent: Monday, June 02, 2014 11:42 AM To: open-ils-general@list.georgialibraries.org Subject: Re: [OPEN-ILS-GENERAL] Deleting items that are lost or long overdue Hi Terran, Thanks for sharing your documentation. We are looking forward to making use of the new automatic Long Overdue processing development in Release 2.5. This will help circulation staff in our libraries a great deal in managing long overdue items. In your process, however, I'm not seeing how items that are significantly overdue, but never returned or paid for are handled. Do these remain in the system as Long Overdue? It's these that we are struggling with. We'd rather not keep bibliographic records around just to hold long overdue items, and don't want items years overdue cluttering searches. Thanks, Michele On 6/2/2014 9:56 AM, McCanna, Terran wrote: Hello Michele, You might be interested in some development that we had done regarding Long Overdue items - we are not implementing it until Oct 2014, but here is an overview: http://pines.georgialibraries.org/sites/default/files/files/Longoverdu e-Processing.pdf Terran McCanna PINES Program Manager Georgia Public Library Service 1800 Century Place, Suite 150 Atlanta, GA 30345 404-235-7138 tmcca...@georgialibraries.org - Original Message - From: Michele Morgan mmor...@noblenet.org To: Evergreen Discussion Group open-ils-general@list.georgialibraries.org Sent: Monday, June 2, 2014 9:41:51 AM Subject: [OPEN-ILS-GENERAL] Deleting items that are lost or long overdue We are looking for the best way to handle items that are severely overdue. These are items that are overdue enough to make it unlikely they will be returned, but not overdue enough that we want to write them off and remove them from the records of the patrons that checked them out. Ideally, here's how we would like these overdue items to behave: The items should NOT appear in patron or staff catalog searches. The item information should be visible on the patron record. Staff should have some way to search for the item in the client. It should be possible to check the item in should the barcode be scanned at Checkin. We have looked at deleting these items, but then they can't be checked in normally and are no longer searchable by barcode in the staff client, so there is no way to find the patron record. We have looked at unsetting the opac visible flag, but these are still visible in staff searches. We have also looked at marking the items Lost and charging the patron the cost of the item, then deleting them. But again, they can't be checked in normally and are not searchable by staff. We have encountered the problem where a long overdue item had been deleted, then was returned and reentered into the system with the same barcode. This resulted in an available item and a long overdue checked out item visible on the patron's record with the same barcode, which is very confusing for patrons and staff. How do others handle these types of items? -- Michele Morgan, Technical Assistant North of Boston Library Exchange, Danvers Massachusetts mmor...@noblenet.org
Re: [OPEN-ILS-GENERAL] Deleting items that are lost or long overdue
Hi Michele, Yes, our items remain in the system as Long Overdue. We do not delete records that have outstanding bills for the same reasons that have already been mentioned. In an older version of the staff client, items that were not visible in the public OPAC were color-coded to make it easier for staff to scan through the search results list and ignore the ones that aren't available. I know there is an open launchpad bug for this requesting that the color-coding be added back in. Terran McCanna PINES Program Manager Georgia Public Library Service 1800 Century Place, Suite 150 Atlanta, GA 30345 404-235-7138 tmcca...@georgialibraries.org - Original Message - From: Michele Morgan mmor...@noblenet.org To: open-ils-general@list.georgialibraries.org Sent: Monday, June 2, 2014 11:42:22 AM Subject: Re: [OPEN-ILS-GENERAL] Deleting items that are lost or long overdue Hi Terran, Thanks for sharing your documentation. We are looking forward to making use of the new automatic Long Overdue processing development in Release 2.5. This will help circulation staff in our libraries a great deal in managing long overdue items. In your process, however, I'm not seeing how items that are significantly overdue, but never returned or paid for are handled. Do these remain in the system as Long Overdue? It's these that we are struggling with. We'd rather not keep bibliographic records around just to hold long overdue items, and don't want items years overdue cluttering searches. Thanks, Michele
Re: [OPEN-ILS-GENERAL] Deleting items that are lost or long overdue
Correction - My apologies, some of our libraries actually do choose to delete the records after significant time has passed. Evergreen retains the item info with the bill if this happens. Terran McCanna PINES Program Manager Georgia Public Library Service 1800 Century Place, Suite 150 Atlanta, GA 30345 404-235-7138 tmcca...@georgialibraries.org - Original Message - From: Terran McCanna tmcca...@georgialibraries.org To: Evergreen Discussion Group open-ils-general@list.georgialibraries.org Sent: Monday, June 2, 2014 12:03:26 PM Subject: Re: [OPEN-ILS-GENERAL] Deleting items that are lost or long overdue Hi Michele, Yes, our items remain in the system as Long Overdue. We do not delete records that have outstanding bills for the same reasons that have already been mentioned. In an older version of the staff client, items that were not visible in the public OPAC were color-coded to make it easier for staff to scan through the search results list and ignore the ones that aren't available. I know there is an open launchpad bug for this requesting that the color-coding be added back in. Terran McCanna PINES Program Manager Georgia Public Library Service 1800 Century Place, Suite 150 Atlanta, GA 30345 404-235-7138 tmcca...@georgialibraries.org - Original Message - From: Michele Morgan mmor...@noblenet.org To: open-ils-general@list.georgialibraries.org Sent: Monday, June 2, 2014 11:42:22 AM Subject: Re: [OPEN-ILS-GENERAL] Deleting items that are lost or long overdue Hi Terran, Thanks for sharing your documentation. We are looking forward to making use of the new automatic Long Overdue processing development in Release 2.5. This will help circulation staff in our libraries a great deal in managing long overdue items. In your process, however, I'm not seeing how items that are significantly overdue, but never returned or paid for are handled. Do these remain in the system as Long Overdue? It's these that we are struggling with. We'd rather not keep bibliographic records around just to hold long overdue items, and don't want items years overdue cluttering searches. Thanks, Michele
Re: [OPEN-ILS-GENERAL] Deleting items that are lost or long overdue
On 06/02/2014 12:42 PM, McCanna, Terran wrote: Correction - My apologies, some of our libraries actually do choose to delete the records after significant time has passed. Evergreen retains the item info with the bill if this happens. That is because Evergreen does not actually delete copies when they are deleted. Copies have a deleted flag that gets set to true when a copy is deleted. The same is true of call numbers and bibliographic records. The main problem we have seen with deleting lost items occurs when the barcode of a deleted copy is re-used on a new copy. This has caused us to get questions from staff about why two patrons have the same copy out and why one is lost. It causes confusion. There is a high potential of even more confusion if the lost copy actually returns to the library at some point. Now, you've got two phsysical copies with the same barcode floating around. It doesn't take a lot of imagination to see how that can lead to problems. Yes, lost copies do show up again with alarming regularity. The reason Evergreen allows the reuse of barcodes from deleted copies is because the unique index on copy barcodes only looks at copies that have the deleted flag set to false. Terran McCanna PINES Program Manager Georgia Public Library Service 1800 Century Place, Suite 150 Atlanta, GA 30345 404-235-7138 tmcca...@georgialibraries.org -- Jason Stephenson Assistant Director for Technology Services Merrimack Valley Library Consortium 1600 Osgood ST, Suite 2094 North Andover, MA 01845 Phone: 978-557-5891 Email: jstephen...@mvlc.org
