Item Attributes

Concepts

The elements of an item/copy record are referred to as Item Attributes. Item attributes provide information about the item including copy identification and ownership, circulation characteristics, and statistics. Accuracy in applying item attributes is critical for correct circulation, good customer service, Annual Report data, and collection development analysis. Item attributes are assigned by member library holdings maintenance staff when an item is first added to the database. They should be edited when some aspect of the item changes.

Identification

Status

Status is the same as CopyStatus. It indicates where the item is at a given time – such as “in transit,” “checked out,” or “On Holds Shelf”, or other state of being, such as “Damaged” or “Lost.”

Statuses in black type can be manually applied via EditItemAttributes? and the CopyEditor? . Statuses in grey type are applied by the system as a result of circulation transactions and cannot be manually updated. Statuses like "Damage" and "Missing" can be manually set in the CopyEditor? or by using special functions.

Copy Status selection list:

Barcode

The barcode associated with the item; this cannot be changed in the Copy Editor.

To change an item barcode, see ReplaceItemBarcode?

Creation Date

Date the copy was created; this cannot be changed. Create date is used in conjunction with the Age-Based Hold Protection attribute to control holds.

Active Date

Date the copy was made active, typically this will be the same as Creation Date.

Creator

Login ID of the staff person who created the copy; this cannot be changed.

Last Edit Date

Last date the record was modified; this cannot be changed in the Copy Editor. ALERT! Last Edit Date includes Copy Status changes as a result of circulation functions, such as Check Out and Check In.

Last Editor

Login ID of the last person to modify the record; this cannot be changed in the Copy Editor. ALERT! This can be any staff login from any library because circulation functions are considered "edits" to the record.

Location

Location Collection

Location/Collection indicates the shelving location within the library and can be used to set OPAC visibility, Circulation, and Holdability parameters for all items within that location/collection. For example, a Reference location can be used to specificy circulation characteristics for all items in that collection so that they do NOT need to be set at the individual CopyRecord level.

If the Location/Collection settings are restrictive (not holdable, non-circulating, etc.) more liberal Circulation attributes will NOT supercede the location/collection settings. For example: the Reference location is non-circulating and non-holdable. If you have one item in the Reference location that wish to circulate, you cannot use the Circulating? or Holdable? to enable that item to circulate or be held.

Each library will see only their own shelving locations.

Circulation Library

Library that circulates the item; Circulation library can be different from the Owning Library, as in the case of “ bulk loan? ” situations where a library may temporarily allow another library to house and circulate materials they still own; this is set when the copy is created, but can be changed manually.

This is also used by the Geneva Public Library formaterials purchased using Central Book Aid (CBA) funds. Those items have the Circulation Library GPL:Geneva Public Library and Owning Library : CBA

Owning Library : Call Number

Library that owns the copy and the call number for that library's shelving location. The Owning Library can be changed in the Copy Editor, although the call number can NOT be changed in the Copy Editor. (See EditItemsVolumesPerBib? to change a call number.)

When the Circulation and Owning libraries are different, the item will continue to have the Owning Library's call number; the Circulation Library CANNOT edit theEvergreen.CopyRecord / item attributes or VolumeRecord

Copy Number

A freetext field in which the copy number can be manually entered. Use when a library holds multiple copies in the same call number.

Circulation

Circulate?

"Circulating" means that copy can be checked out. By default, the Circulate? Attribute is set to "Yes."

When a type of material does not circulate, this is usually set at the Location/Collection level. For example, Reference materials cannot normally be checked out, so the Reference location is non circulating.

ALERT! When the Location/Collection restricts circulation, the Circulate? attribute CANNOT be used to allow circulation.For example: an item in a non-circulating "Storage" location cannot circulate, even if the Circulate? attribute is set to "Yes".

ALERT! If the Location/Collection allows circulation, the Circulate? attribute CAN be used to deny circulation. For example: if an item is located in a circulating "Teen Fiction" location but the library wishes to keep it as an "in house" use copy - this specific copy can be set to Circulate?=No so it cannot be checked out.

Holdable?

“Holdable” means that the material can be requested by having a hold placed on it. By default, Holdable? Is set to “Yes.”

When a type of materials cannot be held, this is usually set at the location/collection level. For example, “Reference” materials cannot normally be held, so the Reference location is “non holdable.”

Holdability is ALSO determined by the HoldPolicies? , which establish hold paramters based on CirculationModifier, OwningLibrary, UserProfileGroup? , among other criteria.

ALERT! When the Location/Collection restricts holdability and other HoldPolicies? restrict holdability, the Holdable? attribute CANNOT be used to allow holds.

ALERT! If the Location/Collection allows holds and there are no HoldPolicies? restricting holds, the Holdable? attribute CAN be used to deny holds.

Age-Based Hold Protection

Age-based hold protection limits holds for 2 months, based on the copy Create Date, limiting hold fulfillment for patrons who want to pick up their hold at library other than the owning library. See also: AgeBasedHoldProtection

ALERT! The age-based hold protection automatically expires after two months have passed. Libraries do NOT need to remove this setting after the two month period has expired.

Loan Duration

Loan Duration defines the length of time an item will circulate. It is used in conjunction with the CirculationModifier, which specifies the exact duration of a short, normal, or long loan for your library.

Different types of materials have different circulation modifiers, and therefor have different short, normal, or long loans.

Fine Level

Fine Level defines the rate for daily overdue fine accrual. It is used in conjunction with the CirculationModifier, which specifies the exact amount for low, normal, and high fine rates.

Different types of materials have different circulation modifiers, and therefor have different low, normal, or high fines.

Circulation Modifier

Circulation Modifier combines Loan Duration, Fine Level, Max Fine, and Patron Profile Group to define the circulation characteristics for different types of materials.

Unless your library has custom rules for specific circulation modifiers, when you select a circulation modifiers you are using OWWL default values. These defaults correspond to StandardLoanPeriods? .

See also: CirculationModifier

Miscellaneous

Alert Message

An Alert message is an opportunity to add an important note about the item, such as "check for 10 CDs" or "Booklet missing". This alert message will trigger an “Override Checkout Failure?” and “Override Checkin Failure?” (COPY_ALERT_MESSAGE) force action pop-up that must be cleared before an item can checked out or checked in.

Price

The item price used for collection valuation and lost or damaged item bills. If the Price attribute is left empty and the item is lost, the patron will be billed $25.57. This amount is used system wide for ALL types of materials.

OPAC Visible?

OPAC Visible means that the item can be viewed in the catalog OPAC View (Staff Client) and in the online catalog (public catalog).

ALERT! When Location / Collection restricts OPAC visibility, setting the copy level OPAC Visibile? attribute to Yes will NOT override the location setting.

If the location (or copy status, such as "Lost") is not OPAC visible, this means that the public cannot see the copy record, and staff cannot see the copy record in the catalog OPAC View. Staff CAN see the copy record in the catalog Holdings Maintenance view.

Reference?

Reference typically means that the item is a non-circulating/non-holdable Reference item.

ALERT! Location/Collection overrides the copy record Reference? attribute. It does not matter if an individual copy record is set to Reference = No if the location / collection is set to be non-reference / circulating.

Statistics

The statistical categories are not used for item search, either by staff or patrons. This information can be used to generate statistical reports for library collection development activites, and also - where noted - provides information required by the Annual Report submitted to the NYS Division of Library Development.

ALERT! Statistcial Categories are REQUIRED. You must fill out ALL Statistics categories, even if you need to use Not Applicable. If a record is missing a statistical category, the record cannot be created or modified.

Age Level

Required for Annual Report. This is used to indicate the target audience for whom the material was purchases. For Annual Report purposes, Adult and Teen are combined as "Adult."

ALERT! Do NOT use "Not Applicable" - this causes "unknown" entries on the Annual report which need to be manually assigned to the appropriate category. Use the audience for which the item was originally purchased.

Annual Report Category

Required for Annual report. These descriptions are how New York State classifies the types of materials provided by libraries.

ALERT! Do NOT use "Not Applicable" - this causes "unknown" entries on the Annual report which need to be manually assigned to the appropriate category.

Collection Development

Used to describe the type of material for collection development and analysis reports.

Electronic File Format

These descriptions are used to further describe electronic media that require specific devices to play; most relate to videogames.

Used for collection development reports, such as tracking circulation statistics by type of material.

Fiction / Nonfiction

Required by the Annual report for book materials. Used for and collection development and analysis reports, and could be applied as relevant to audiobooks, etc.

ALERT! Do NOT use "Not Applicable" - this causes "unknown" entries on the Annual report which need to be manually assigned to the appropriate category.

Genre

“Genre” is a category of literary composition characterized by a particular style, form, or content. PLS also includes selected format categories (such as “Big Book”) in this list. Used to generate collection development reports, such as shelflists, and tracking circulation statistics by type of material.

Use of Genre is optional. For more information about genres, see GenreStatCat.

Physical Format

These descriptions are used to further describe non-electronic media that require specific devices to play or view. Used for and collection development and analysis reports.

Topic revision: r12 - 08 Apr 2019 - 15:31:20 - LindsayStratton
Evergreen.ItemAttributes moved from Evergreen.ItemAttributes22 on 29 Apr 2015 - 14:58 by LindsayStratton - put it back
 

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