Item Status


General Overview

Each item record may be assigned an item status.  Click on the line graph icon to display the list.  Some statuses such as "Charged," "Discharged," and "Lost System-Supplied" are generated by the Voyager system and cannot be added or changed manually.  Others, if used at all, must be manually applied.  Official DCMM document is unpublished.

At Columbia University Libraries, most item statuses are NOT used as part of uniform practice.

ItemStatusButton
  • Staff may view Item Status by clicking on the line graph icon in the lower left corner of the Voyager ITEM record
  • The button is not labeled explicitly
  • Clicking on the icon opens up the Edit Item Status Menu
ItemStatusPopUp
  • Several different statuses may be manually assigned in the Edit Item Status Menu
  • For more information see DCMM-001
ItemStatusPickScanOptions
  • Multiple items may be edited quickly using the Pick and Scan option
  • Several different item statuses may be assigned
  • All statuses may be cleared using the "Clear All" option
ItemStatusCLIO1
  • If an item has no assigned status, it displays in the OPAC as "Not checked out"

Item Status & ReCAP Collections

Item Status settings on ReCAP collections was identified as a problem in March 2010.  Focus began with "Lost" item status.  ReCAP Coordinator had been resolving "Lost" items using the quarterly NRTN reports.  Items began appearing on the retrospective report without have passed through the Search, Selector and Withdrawal reports.  ReCAP collections can "jump" to the retrospective report when the CLIO location changes from xxx to off,xxx and the item had "Lost" Item Status applied 360 days or more in the past.

Identification of new accessions with "Lost" status was integrated into the weekly Accession Reports in April 2010.  Investigation widened to other statuses that had an effect on CLIO display and user access. 

Item Status can affect both perception and agency of patron access to Offsite collections.  Perception: patron is led to believe that an item is not available because of OPAC Status display in search results or item display.  Agency: patron is blocked from the Request It from Offsite webform.

Several Item Status categories were not accounted for in either current practice or automated systems.  Reports were created to identify and resolve: Withdrawn, Missing, In Process, Cataloging Review, Circulation Review and At Bindery.  Other statuses are used for record keeping (Damaged) or are resolved through existing procedures (Lost and In Transit).

In October 2010 a total of 3,129 records were identified and corrected.  Patron access was affected for 2,171 of those records.  Discussions were begun to create a new quarterly report to identify items IN at ReCAP with these statuses.

Date At Bindery Cataloging Review Circulation Review In Process Missing Withdrawn
January 2011 10 135 27 17 34 111

1. Damaged

OPAC Status display does not change.  Request button is present and active. 

Used only by MRP staff while processing fragile or damanged ReCAP collections.  An item with Damaged item status may require a supervisor override for patron circulation (according to client account privileges of staff person).

Damaged_OPAC1
  • NO PROBLEM:  CLIO search results indicate that the item is "Not checked out" and is available for request
Damaged_CLIOdisplay
  • NO PROBLEM:  CLIO item display indicates that the item is "Not checked out" and is available for request
Damaged_RequestForm
  • NO PROBLEMItem is available for request on the Request It from Offsite webform

2. Withdrawn

OPAC Status display does not change.  Request button is present and inactive. 

Used by technical services and departmental Collection Maintenance staff when an item is withdrawn from the collection (See DCMM-600 and DCMM-612)

"Withdrawn" report generated in Aug. 2010 included 931 barcodes.  416 (44.7%) had Date Applied information; all dates were post-July 2003, after the inception of Voyager.    644 (69.2%) had dumb barcodes; 287 (30.8%) had smart barcodes.  Several of the records on the report were suppressed.  Status was removed manually since some items are fragile and also have Damaged item status.

Damaged_OPAC1
  • NO PROBLEM:  CLIO search results indicate that the item is "Not checked out" and is available for request
Damaged_CLIOdisplay
  • NO PROBLEM:  CLIO item display indicates that the item is "Not checked out" and is available for request
Withdrawn_RequestForm
  • PROBLEMItem is not available for request.  Error message informs patron that there are no available copies for request.

3. Missing

OPAC Status display lists a) item as "Missing," b) date item was declared missing, and c) to try Borrow Direct/ILL.  Request button is present and active.  Item may be requested for delivery.

Missing is NOT used by staff according to MPS documentation.

"Missing" report generated in 8/2010 included 298 barcodes.  All had Date Applied information.  171 (57.3%) had pre-2002 dates, before the initial transfers to ReCAP.  210 (70.1%) had pre-July 2003 date, before the inception of Voyager.  124 (41.6%) had dumb barcodes; 175 (58.7%) had smart barcodes.  None of the records on the report were suppressed.  Status was removed manually since some items are fragile and also have Damaged item status.

Missing_OPAC1
  • PROBLEM:  CLIO search results display indicates the item is "In use: click title for details"
Missing_OPAC2
  • PROBLEM:  CLIO display indicates that the item is not available for request
Damaged_RequestForm
  • NO PROBLEM:  Request button is active and item is available for request on the Request It from Offsite webform

4. In Process

OPAC Status display lists a) item as "In Process," b) date item was declared In Process, and c) to place an In Process item request.  Request button is present and active.  Item may be requested for delivery.

In Process is NOT used by staff according to MPS documentation.  It may inadvertently be applied by subsequent application of the "Damaged" macro, Ctrl+Alt+D.

"In Process" report generated in Sept. 2010 included 571 barcodes.  Date Applied information not included in report.  497 (87.0%) had dumb barcodes; 74 (13.0%) had smart barcodes.  None of the records on the report were suppressed.  Status was removed manually since some items are fragile and also have Damaged item status.

InProcess_OPAC1
  • PROBLEM:  CLIO search results display indicates the item is "In use: click title for details"
InProcess_OPAC2
  • PROBLEM:  CLIO display indicates that the item is not available for request
Damaged_RequestForm
  • NO PROBLEM:  Request button is active and item is available for request on the Request It from Offsite webform

5. At Bindery

OPAC Status display lists a) item as "Sent to bindery for 1 month," b) date item sent to bindery, and c) to try Borrow Direct/ILL.  Request button is visible and active.  Item may be requested for delivery. 

"At Bindery" is NOT used by staff according to MPS documentation.

"At Bindery" report generated in Sept. 2010 included 371 barcodes.  Date Applied information not included in report.  359 (96.8%) had dumb barcodes; 12 (3.2%) had smart barcodes.  None of the records on the report were suppressed.  Status was removed manually since some items are fragile and also have Damaged item status.

InProcess_OPAC1
  • PROBLEM:  CLIO search results display indicates the item is "In use: click title for details"
AtBindery_OPAC2
  • PROBLEM:  CLIO display indicates that the item is not available for request
Damaged_RequestForm
  • NO PROBLEM:  Request button is active and item is available for request on the Request It from Offsite webform

6. Cataloging Review

OPAC Status display does not change.  Request button is present and active. 

Assigned by staff to on-the-fly records.  Displays if status box is checked when creating OTF or OTFR records in Circulation Module.

"Cataloging Review" report generated in Aug. 2010 included 507 barcodes.  Date Applied information not included in report.  355 (70.0%) had dumb barcodes; 152 (30.0%) had smart barcodes.  None of the records on the report were suppressed.  Status was removed manually since some items are fragile and also have Damaged item status.

Damaged_OPAC1
  • NO PROBLEM:  CLIO search results indicates that the item is "Not checked out" and is available for request
Damaged_CLIOdisplay
  • NO PROBLEM:  CLIO item display indicates that the item is "Not checked out" and is available for request
Damaged_RequestForm
  • NO PROBLEMItem is available for request on the Request It from Offsite webform

7. Circulation Review

OPAC Status display does not change.  Request button is present and active. 

Used on items sent on HSL/Morningside delivery service  (See DCMM-432)

"Circulation Review" report generated in Sept. 2010 included 451 barcodes.  Date Applied information not included in report.  385 (85.4%) had dumb barcodes; 66 (14.6%) had smart barcodes.  None of the records on the report were suppressed.  Status was removed manually since some items are fragile and also have Damaged item status.

Damaged_OPAC1
  • NO PROBLEM:  CLIO search results indicates that the item is "Not checked out" and is available for request
Damaged_CLIOdisplay
  • NO PROBLEM:  CLIO item display indicates that the item is "Not checked out" and is available for request
Damaged_RequestForm
  • NO PROBLEMItem is available for request on the Request It from Offsite webform

8. Lost

Identified and resolved through both weekly Accession Reports and quarterly NRTN Reports.

"Lost--System Applied" is added automatically to Overdue items.  "Lost--Library Applied" is NOT used by staff according to MPS documentation.  Both are included in the Accession and NRTN reports.

InProcess_OPAC1
  • PROBLEM:  CLIO search results display indicates the item is "In use: click title for details"; CLIO display indicates that the item is not available for request
Damaged_RequestForm
  • PROBLEM / NO PROBLEM:  If an active (Overdue) charge is in place, request will be prevented.  Request button is active and item is available for request on the Request It from Offsite webform

9. In Transit

In Process is NOT used by staff according to MPS documentation.

InProcess_OPAC1
  • PROBLEM:  CLIO search results display indicates the item is "In use: click title for details"
InTransit_OPAC2
  • PROBLEM: CLIO display indicates that the item is not available for request
Damaged_RequestForm
  • NO PROBLEM:  Request button is active and item is available for request on the Request It from Offsite webform

recap5

ReCAP User Inquiry Alias: recap@library.columbia.edu

ReCAP Access Supervisor: Holly Kozlowski

Phone: (212) 851-5621

E-mail: hmk2124@columbia.edu