2022-12-06 Acquisitions Meeting notes

Date

Attendees

Aaron Neslin, Alissa Hafele, Ann Crowley, Bob Scheier, Carole Sterenberg, Dennis Bridges, Dung-Lan Chen, Dwayne Swigert, Emily Robertson, Heather McMillan, Jackie Magagnosc, Jean Pajerek, Joanna Cerro, Julie Brannon, Julie Stauffer, Kathleen Norton, Kimberly Pamplin, Kimbrely Wiljanen, Kristin Martin, Lisa Smith, Lucinda Williams, Mary Moran, Molly Driscoll, Nancy Pelis, Okay Okonkwo, Paivi Rentz, Peter Breternitz, Peter Sbrzesny, Sara Colglazier, Scott Perry, Shannon Burke, Steve Selleck, Sven Thomsen, Sylvia Hamann, Victoria Anderson, Winter White

Agenda

Discussion items

TimeItemWhoNotes
Housekeeping
  • Housekeeping -

    • Next meeting, Tuesday, 12/13
    • Holiday break in December
 :09 Implementers' Topics # 62 Order templatesJulie 
  •  Order Templates
  • To speed up order template creation, it would be helpful to have these two options:
    1. Duplicate an existing order template
    2. Create an order template based on a specific order (while viewing a specific order, the ability to set the default values for a new order template based on the values in the order).
  • From Lisa Smith, Mich State to Everyone 12:13 PM
    • Mich State created a lot of order templates.  Duplicating sounds nice!
  • From Kimberly Pamplin to Everyone 12:14 PM
    +1 to duplication
  • Several people verbally said they would like this ability
  • From Kimberly Wiljanen to Everyone 12:15 PM
    Mich State also created a general order template that left the vendor information off.  It filled most of the data in, but allowed me to change the vendor
  • From Lisa Smith, Mich State to Everyone 12:17 PM
    We use $0 for cost in renewals and approvals.
:19Implementers' Topics  #63 Receipt status for withdrawn items
  • Receipt status for withdrawn items
  • When libraries withdraw and delete resources from the library system, they will delete items/holdings/instances in Inventory. The order and receiving record will stay in the system, but needs a status "withdrawn" (or similar), so that the system user knows this has been part of the libraries holdings, but is no more.
  • From Lisa Smith, Mich State to Everyone 12:22 PM
    We use $0 for cost in renewals and approvals.
    Book was lost by patron, and a replacement can't be found.  We would withdraw the title.
  • From Dung-Lan Chen to Everyone 12:23 PM
    Ex. new edition came out that we wanted to withdraw the earlier edition and get the new ed. to replace it.
  • From Lisa Smith, Mich State to Everyone 12:23 PM
    We have been us the note app in the POL for withdrawals.  Having it appear at the top would be nicer.
  • From Sara Colglazier (MHC/5C) to Everyone 12:27 PM
    Yes, Textbooks are an excellent example!
  • From Lisa Smith, Mich State to Everyone 12:27 PM
    At Mich State, withdrawn items are included in our Fiscal Year end report.
  • From Aaron Neslin to Everyone 12:27 PM
    is this something that happens with an instance record, just an item? , or is it always the instance/holding/item
  • From Kristin Martin to Everyone 12:28 PM
    I'm a bit late, but this really does feel like something for Inventory. The Receipt status is still "Received," it's the item status that is withdrawn
  • From Sara Colglazier (MHC/5C) to Everyone 12:28 PM
    The Inventory BIB record (Instance/SRS) may also be different.
  • From Paivi Rentz to Everyone 12:28 PM
    We've been audited in the past and auditors may look up orders to track payment and status of item
  • From Ann Crowley to Everyone 12:28 PM
    We do report withdrawn items to our University accounting office
  • From Paivi Rentz to Everyone 12:29 PM
    We also report withdrawn item - it is usually just a count. It is part of a report where you have number physical items, items added, and items withdrawn.
  • From Sara Colglazier (MHC/5C) to Everyone 12:31 PM
    If it is the only Item, then you often want the whole record set in Inventory record to go away.
  • From Paivi Rentz to Everyone 12:34 PM
    I agree that the withdrawn status does not need to be in the order record - as long as you can get it somewhere in the system
  • From Lisa Smith, Mich State to Everyone 12:35 PM
    +1 Sara
  • From Dung-Lan Chen to Everyone 12:36 PM
    for limited retention periods, we have notes in Holdings to indicate so, such as Current year only, current edition only, etc.
  • From Dung-Lan Chen to Everyone 12:47 PM
    Can the status stay as withdrawn and item barcode removed from the system?
  • From Molly Driscoll to Everyone 12:48 PM
    It is possible to mark an item withdrawn, then remove the item barcode from the item record as it is not a required field unless you are circulating the item.
  • From Dennis Bridges to Everyone 12:49 PM
    So there is an item status for “Withdrawn"
  • From Aaron Neslin to Everyone 12:50 PM
    would an in app report address this?
  • From Dung-Lan Chen to Everyone 12:50 PM
    I am not sure, I was just wondering if an item is withdrawn can be without a barcode in the system.
  • From Molly Driscoll to Everyone 12:51 PM
    Yes, there is an item status for it, with details and restrictions outlined here: https://morning-glory.docs.folio.org/docs/platform-essentials/item-status/itemstatus/#currently-implemented-item-statuses
  • From Molly Driscoll to Everyone 12:52 PM
    An item can be withdrawn through the Inventory or Data import apps. A Withdrawn item can be checked out to a patron; FOLIO shows a warning to the staff member, and then allows the checkout if the staff member confirms they want to continue. When the checkout occurs, the item status changes to Checked out. A Withdrawn item cannot be recalled, placed on hold, or paged.
  • From Lisa Smith, Mich State to Everyone 12:52 PM
    In our old system, we would delete withdrawn 'bib' records, that didn't have orders attached.  If there was an attached order, we would keep the 'bib.'  However, we prefer to delete all in FOLIO, to keep the database less cluttered.
  • From Lisa Smith, Mich State to Everyone 12:54 PM
    We added 'withdrawn' notes in the order of our old system.  We are still adding these notes in FOLIO, in the note app in the POL. P
    weeding projects = lots of withdrawals for us the last few years - space is a big issue

  • Our catalog maintenance staff notes withdrawn in orders at Mich State

Action items

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