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Polaris Tips: Cataloging
11/02/2007 - Withdrawing Lost and Claimed Returned Items
There seems to be some confusion over changing the status of lost items
to Withdrawn prior to their deletion.
Do not change the "Lost to patron” status of an item to Withdrawn.
See note at the end of this tip!
- Items lost to patrons can be deleted but their status should remain as “Lost to patron”. This retains the linkage between the lost item and the patron who lost it and has been billed for it.
- Items with a status of Claim Returned or Claim Never Had can also be deleted however while the total number of claims for that patron is retained, the title information linked to the Claimed item is removed.
- Items with a status of Out, Held, In-Transit, and Transferred should be checked in prior to changing the status to Withdrawn.
- Items with a status of Missing, In-Repair, Bindery, In-Process or Unavailable should have their status changed to Withdrawn and then can be deleted without any problem.
When this item is added to a recode set and subsequently deleted, this message is displayed.
Once the lost item record has been deleted, the title is retained in the note field in the Accounts view in Patron Status.
TIP: It is suggested that if a lost item owned by your library but lost by a patron from another library, is paid for, that a note is inserted in the Item Record indicating that the item was paid for, by whom and when.
10/12/2007 - Naming Record Sets
We are still discovering that record sets are being created without a library code at the BEGINNING of the record set name. When you create a record set, please use your 3 or 4 digit library code at the beginning of each record set name. It makes is much easier for you to find all the record sets that belong to your library and it helps the CNS department identify which record sets belong to which library at a glance. In the example below, DRY should precede the record set name “new items july-2007”
In this example AUB should precede the lt NOT come after it.
Also don’t forget to delete the record sets you no longer use. Once you have finished with a record set, you need to delete it. Simply click on the black X at the top of the screen. This does NOT delete the records attached to the record set, just the record set itself.
6/22/2007 - Adding an Item Record in 3.3
Be careful when adding an item record that after selecting your template you do not hit the enter key. When you do another row is created. You must delete that extra row before your press OK. Here is what happens
When you press OK now this error message displays
Left click on cancel
Highlight any field in that extra row Delete the extra row by left clicking on the black X Now press OK. You may also after selecting your template, press ALT O, this is the equivalent of pressing OK.
5/25/2007 - Exporting a record Set to Excel
I have had several questions on how to export a record set into Excel. This cannot be done in Polaris at this time but is an enhancement request. However Rex has designed a report in Reporting Services that allows you to do this. The name of the report is AA-Item Record Set List for Export and is located in the Custom folder, Deposit Collections folder.
4/27/2007 - How do I duplicate item records while using a template?
You have a stack of Adult Fiction books and you need to add the item
records. There’s a quick and easy way to duplicate the first item record and
then change only the barcode, call number and the BIB record for the next
one.
The collection code, material type, loan period, statistical code, etc. are
all duplicated.
Search for the first BIB record using the Find Tool
Open up the Bib record by double clicking on it.
Go to Links, Create, Item Record
The New Item Record Options Box opens up.
Select the correct template from the drop down list, left click on OK
Attach a barcode to the item, set the hold parameters if necessary and
the correct call number.
Save the item
Left click on the white piece of paper and select Copy Existing Work Form,
then click on OK.
A new Item Record workform will open with the same information.
Assign a barcode to this next item.
Search for the appropriate Bib record by left clicking on Find button next
to the Bib Control number.
Double click on the Bib record in the Find Tool results list.
This will populate the title and author fields with the new information.
Enter the correct call number, etc.
Save the record.
Have another Adult Fiction book? Do the same thing.
Left click on the white piece of paper, copy existing workform, assign the
barcode, click on the find button, search for the appropriate Bib record,
open it up and make your changes.
See how simple and time saving that is?
4/20/2007 - What status should my deleted items have?
To continue our tip on deleted items, prior to deleting an item record, you should be changing the circulation status to “Withdrawn” and then Save the Record.
Now delete the record by left clicking on the Black X at the top of the window
This message will display
Answer yes. Now the record status will display “Deleted” and the “Display in PAC” box will be unchecked
Now when searching by BIB record, not only does the Record Status say “Deleted” but the circulation status says “Withdrawn” This just gives another quick visual clue that the item is not available.
04/13/2007 - How do I restore a deleted Item Record?
We’ve already demonstrated in a previous Polaris tip, how to delete an
item record.
See tip on 1/12/2007. What if you want to restore that deleted item to the
database?
It’s simply a matter of left clicking on the Undelete button to restore the
item record.
This message will display
Links to the BIB record, Authority records and Hold requests automatically are re-established and the “Display in PAC” box is also automatically checked.
01/12/2007 - How do I delete an Item Record and what happens when I do?
When you delete an item record, it now stays in the database and the statistical counts associated with that item are retained. The title of the item is also still linked to any fines accumulated and displays in Patron Status. The item record is given a record status of “deleted” which is searchable using the Find Tool. However, the barcode attached to that item also is retained in the system and can no longer be reused.
So, for the Out of System ILL’s that you create using an “On the Fly” record, and subsequently, delete when they are checked in, you can no longer use the same barcode over again. Each time you create an “On the Fly” record for an Out of System ILL, you MUST use a NEW barcode. Do NOT attempt to use any barcode over again.
Why was this changed? Before when an item was deleted, the circulation statistics on its use disappeared along with the item. This affected the circulation statistical reports based on use counts. The item record no longer displays in PAC and is no longer searchable by author title or barcode.
- However, if you bring up the Find Tool under Cataloging, Item Records
- In the By box select Record Status
- In the For box type in Deleted, limit to your library if desired
- All items deleted by your Library will display.
You can also find the deleted item by searching for it by its control number. Deleted items also display when using the Preview function when searching by BIB record. The record status shows “deleted” but the item is not available for holds and will not checkin or out.
This is what the item record looks like:
- The Black X with a RED circle around it allows you to Undelete the item
- The Black X will delete this item from the database (DO NOT USE THIS OPTION)
- The Status shows Deleted
- The Display in Pac box is unchecked
11/03/2006 - How do I create a Record Set for new items?
Unless you have another tried and true method of identifying NEW
items added to your collection, such as a “New” sticker, you MUST
create a record set each month for items added during that month. This
procedure will enable you to identify which items are classified as “New”
so when the appropriate time period has passed, the item record can be
updated to allow system wide holds and remove any other restrictions placed
on “New” items. Once these items are no longer considered “New”,
using the bulk change function in the record set allows you to update the
item records as a batch.
When creating record sets, please use this naming procedure.
The name of any record set created for your library should be prefaced with
your library name, i.e. WAV- May 2006 items added.
To create a Record Set
File
New
Select Record Set, OK
Select Item, OK
Enter a Name to identify this record set and any Notes you
wish to enter
You may now add items to this record set by Scanning their
barcodes
Or Searching for them using the Find Tool
To add an Item Record using the Find Tool, once you have searched for the
item you may simply right click on the highlighted item in the list and left
click on Select
Once you have added all the item records to the record set, save the set
by left clicking on the Save icon
You may now batch change the items by left clicking on the Bulk Change
icon
Notice the tabs across the top of the window displayed below.
The Location tab should reflect under Assigned branch, your library
name
The Circulation tab: Placing a checkmark next to the parameter
activates the drop down menu
Left click on the down arrow to activate the drop down menu next to each
parameter.
Select the correct setting
To remove hold restrictions, place a checkmark to the LEFT of the
parameter which selects that field and then REMOVE the checkmark to
the RIGHT of the hold restriction
The Call Number tab, if used, would allow you to batch change call
numbers
The Notes/Blocks tab allows you to add notes to a batch of records
The Misc tab allows you to batch add a price to all records
The Report/Record Set tab is set up to produce a report of any errors
encountered during the batch change.
You must insert a file name and location to identify and later find this
report if needed.
See example below:
Select the Browse button and save the file to your desktop
Once all your parameters are set up, select OK
This window displays
Left click on Continue
Left click on OK
Check the error report if needed.
Make sure that if your record set includes multiple collection codes,
sort first by collection code and then move all like collection codes to a
separate record set for bulk changing.
Please make sure you delete your OLD record sets when you are
finished with them.
Search for them in Cataloging/Record Sets
This brings up the Find Tool
Search for the record set by name
With the record set open, click on the Black X
at the top to delete the record set
9/22/2006 - How can I identify Item Records with a Collection Code of "In Processing?"
When item records are added here at FLLS for your library, they are given the collection code of Z-In Processing Items or Z-In-Processing Cards. It is the libraries responsibility to update the appropriate fields in these item records when the item or card is returned. If this is not done at that time, you must search for these items using the Find Tool, put them in a record set which then allows you to batch change the fields that need to be updated.
Under the Cataloging Menu, Select Item Records.
Limit your search to your library but clicking on the Branches Tab, Unselect
All, and place a checkmark next to your library.
Left click on the Collections Tab, Unselect All and place a checkmark next
to Z-In Processing Items AND Z-In-Processing Cards.
Left Click on the General Tab and in the For box insert an asterick *, this
is a wildcard.
Left click on Search.
Retrieve all the records using Control/Shift A
Sort the records by clicking on the Call Number Header.
Highlight the first record for the Adult Non Fiction items, scroll down to
the last record in the Adult Non Fiction items and holding down the shift
key, select them all.
Right click and select Add to Record Set-New.
Name your Record Set, Save it and bulk change the appropriate fields.
Bulk change the items by left clicking on the Bulk Change icon
Notice the tabs across the top of the window
The Location tab should reflect under Assigned branch, your library name
Place a checkmark in the box next to Assigned Collection and select the
correct collection code from the drop down menu
Change all other appropriate fields
Under the Report/Record Set tab, name the error report
Click on OK and Continue
This should be done on a weekly basis to catch items that have not been updated since they were processed. Having incorrect or missing information in the item record produces inaccurate statistics.
4/14/2006 - How do I move Item Records from one Bib Record to another?
When an item record is attached to the wrong BIB record, there is a simple procedure to move that item record from one BIB record to another. Let’s say you notice a regular print item attached to a Large Type edition and you want to move the item record to the correct Bib record. It’s a simple matter of changing the BIB control number.
Search for the Regular type edition of the same title. Write down the Control Number of the Regular Print edition, in this case 186354
Open your Item Record that’s attached to the Large Type edition
In the Bib control number field, change the number to the control number of the Regular Print edition; so you would change 191596 to 186354. Save the record. Your item record is now attached to the correct BIB record. That’s all there is to it!
4/7/2006 - What is the Preview Function and how do I use it?
If a patron wants a particular title as soon as possible and you know the copy your library owns is checked out and not due back for awhile, how can you determine which available copy will fill this patron’s request the quickest? Again, using the Preview function is the most efficient way.
Using the Find Tool, search by Bibliographic Record and after retrieving
all the records, highlight one, right click and select Preview.
This screen displays
By examining the Assigned Branch column, you can determine which closest
library owns the item and by examining the Status column you can determine
which items are Checked In.
If ALL items are checked out, you can right click on the specific item
record, select Properties, and the duedate will display, as indicated below
3/31/2006 - How can I identify Item Records with a Status of "In Processing?"
When a new item record is added in Polaris, the circulation status “In-process” is assigned. This status allows the patron to place a hold but that hold will never be filled until the item has a status of "In" and is available.
To link the item to any holds placed against it, the item must be checked in. Manually changing the status from “In-process” to “In” does not immediately link the item up to any existing holds, however the item will show up on the Request Manager the next day. If the item does not circulate (as in reference items) the status still has to be changed from “In-process” to “In”.
To find your items that have a status of “In-process”, use the Find Tool.
Under the Cataloging Menu, Select Item Records.
In the Find Tool, select Circulation Status to search by in the “By” box.
In the “For” box type in-process (you must include the hyphen).
You may limit the search to your library using the “Branches” tab.
If you right click on an individual item and select Check In, a hold receipt will print if necessary.
Or you can open up the item record and select the Check in icon. A receipt will print as long as you have under “Tools/Options”, the box checked for “Print Hold slip or Print Hold call slip”.
If these items are added to a record set so you can bulk change the status on ALL items at once, be aware that a hold receipt will NOT be generated
3/24/2006 - Why do I need to assign the correct Statistical Code to an Item Record?
I catch myself sometimes assuming that because Dynix used to function in a certain way, Polaris functions the same way now. For example, assigning a Non Fiction call number in Dynix automatically assigned that item a statistical code. If the item had a call number of 641, Dynix assigned it a statistical code of Home Economics. This is NOT the case in Polaris. When you assign a call number to an item in Polaris, you have to select the call number range from the statistical code drop down menu. This is not done automatically when you assign a call number to an item.
I cannot stress enough how important it is to have an accurate statistical code assigned to each item. This information is crucial to collection development, and provides accurate and complete statistics for the annual report. Dusty book reports are useless if your collection is missing this vital piece of information. Listed below is a list of call number prefixes and the statistical code to be assigned.
Statistical Code Call # or Prefix
Audio-Visual BOT, BOCD, CD, PTC, CPTC, JBOCD, JBOT, VHS, JVHS, DVD, JDVD
Fiction F, YA, LT
Children E, J, EZ,
Periodical PER, JPER
Mystery M
Western W
Science Fiction S
Biography B, J-B, LT-B, YA-B
Paperback ADPB, JPB, YAPB
Dewey Range 001-999
Most of these statistical codes can be added to your item template so they are filled in automatically when you add an item using that template.
12/16/05 - What are the possible problems working with Record Sets?
Be very careful when you use the bulk change function in record sets. We have discovered that using this function allows you to change the patrons registered library to one other than your own and in cataloging allows you to change the assigned branch to another library. Permissions set up to prevent this when editing an individual record do NOT apply when using record sets. Make sure when selecting records to bulk change you use the command key sequence Control/shift/A to retrieve ALL records prior to making any changes to the record set. This allows you to view all the records first and verify that they are in fact the records you want to edit. To remove a record from a record set you may simply click on the minus sign.
