NCSU partial list of item statuses. "Shadowed" = record does not display to the public
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Item is ordered and data is recorded in the system to specify that it was ordered, helping to prevent other staff from duplicating the order
On-order can be used to prompt staff to investigate when something has been on-order for a specified amount of time (e.g. when an order is 3 months old, staff can contact vendor to check on order, possibly order through a different vendor to expedite delivery)
On-order can be used in the public catalog: when an item is on-order, the on-order status would be used to generate a link to direct users to a request form so that the user can place the item on hold once it arrives and becomes shelf-ready; a link can direct users to a request form for interlibrary loan so they can access the title
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LW@NCSU
UChicago
Duke
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Acquisitions on demand
Purchase on demand
Patron driven acquisitions
PPA/PDA
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LW@NCSU - is this more of an acquisition status/flag (info for the order record) rather than item status? - I do know some systems don't keep order records forever, so maybe item record is the better place for this info?
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Trying to distinguish differences in how we designate a resource:
LOCATION: tells us where the resource can be found permanently.
- For a tangible resource, we usually designate a location code that has been pre-configured based on the geography of our facilities (which library, where is the library, etc.).
- A resource can also be virtual and a location code could be generic (e.g. Online) or specific (e.g. a URL)
ITEM STATUS: tells us something about the resource in regard to its location. It is either available at that location or, if not, what has happened/is happening to it? As we shift our thinking to workflows, this can be seen as a point when a workflow might be initiated, including the use of prompts that will ping appropriate people that it is time for them to take the next step in a workflow.
Would a resource have a single status? If not, what circumstances need more than one status?
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What is the item status? | Who/how is it applied? | Use case (specify audience) | Additional notes | Yea for MM SIG | Nay for MM SIG | |||||
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Available / Not charged | Default status for item in the stacks; item is available for use |
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In Process / Received | Staff mark an item In Process when the item has been received, is being sent for additional cataloging work, and/or needs labeling/end processing. Specifications for OLE included the ability for staff to mark an item as "received" under the Acquire functionality and the system would automatically update the item status to "received" in the item record. This functionality was never built but I did want to note that it was desired.
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Analytic | A serial set with individual issues that can be cataloged as monographs are sometimes analyzed. This means, all issues of the serial set are shelved together under the serial classification but each analyzable issue also has a monographic record. The item attached to the monographic record has the status "Analytic" to indicate that this monographic title is part of a larger series that is shelved as a set. (A related issue is bound-withs, which are similar to analytics in that the same item is associated with more than one bib record. In Cornell's Voyager system, the barcode is assigned to the item record for the first bib, and given in a holdings 876 $a for subsequent bibs. This is a local workaround. Cornell no longer does analytics.) | Once a decision has been made by cataloging staff or bibliographers to analyze a series/serial set, separate bibliographic records are created for the analyzed issues of the set. Cataloging staff apply the Analytic status to the attached item of the monographic record. The Analytic status forces a literal in the public catalog on the analyzed record that tells patrons to "Consult the Series record." The "real" item is on the series/serial set record which contains the actual status of the item. | This is the current workflow at UChicago and it is definitely not ideal. The record structure for analytics is obviously a separate question from this.Does this status affect anything else besides the display? Right, nothing else is affected. We use this item status to help us easily identify a record as an analytic. TAMU–more a workflow issue than an item status issue Chicago–when checking out an item that is represented as both a monograph and a serial part, the item status needs to be reflected at both places
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Withdrawn | Staff change item status to Withdrawn when an item is deliberately removed from the library's collection. |
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in Transit | Used when an item is moving from one location to another. |
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Missing | Staff change item status to Missing when a patron claims to have returned an item, but it is not checked in Staff apply when we can’t find an item. (TAMU) |
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Lost; Lost – Library Applied | Staff change item status to Lost to indicate an item cannot be found in the stacks; |
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| Available / Not charged | Default status for item in the stacks; item is available for use | Item at rest in stacks |
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Lost—System Applied | The system automatically adds that status to an item that has been overdue for more than a set number of days. (TAMU) | TAMU | ||||||||
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On-order | When a vendor file (containing bibliographic records and data to autogenerate a purchase order) is loaded, constant data configured in the profile used to load the file is set to populate the item status field with ON-ORDER |
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At Bindery | Applied by Bindery staff; item has been removed from the shelves and has been shipped to the bindery; item is not able to be recalled as in the case when an item is checked out to a patron |
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Analytic | A serial set with individual issues that can be cataloged as monographs are sometimes analyzed. This means, all issues of the serial set are shelved together under the serial classification but each analyzable issue also has a monographic record. The item attached to the monographic record has the status "Analytic" to indicate that this monographic title is part of a larger series that is shelved as a set. (A related issue is bound-withs, which are similar to analytics in that the same item is associated with more than one bib record. In Cornell's Voyager system, the barcode is assigned to the item record for the first bib, and given in a holdings 876 $a for subsequent bibs. This is a local workaround. Cornell no longer does analytics.) |
| TAMU Duke |
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Lost—System Applied | The system automatically adds that status to an item that has been overdue for more than a set number of days. (TAMU) |
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Damaged | Applied by staff. Item is known to be damaged but is still in a condition to circulate. Status applied so that subsequent users are not charged for the damage. (TAMU); question from Doreen: can you provide more info re: is this a permanent status? What happens when an item circulates? | Yes this is a permanent status unless the damage can be repaired. It can circulate with this status. Our system allows more than one status. |
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Cataloging Review | Applied by staff -- This is not really a status, but a ‘trigger’ or a ‘flag’. |
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Circulation review | Applied by staff -- This is not really a status, but a ‘trigger’ or a ‘flag’. | If a patron needs an item we will let them borrow it, even if the cataloging is not done or it needs preservation work, etc. When the patron returns the item and the student (usually) at the check-in desk discharges it, this status causes the check-in operator to be flagged (notified) that the item is not to be returned to the stacks, but should be set aside and taken to cataloging to complete the unfinished work. | TAMU |
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Acquisitions on demand Purchase on demand Patron driven acquisitions DDA/PDA |
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General Note | We need item statues to have a time/date stamp. |
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