[OPEN-ILS-GENERAL] Deleting items that are lost or long overdue

[Michele Morgan]

Thanks Lindsay!

This information is really helpful, certainly not ridiculous overkill!

I think it's really useful to hear how libraries and consortia are using all the 
different tools available in Evergreen.

Thanks,
Michele

On 6/3/2014 12:20 PM, McCanna, Terran wrote:
> I appreciate your thoroughness, Lindsay!
>
>
> Terran McCanna
> PINES Program Manager
> Georgia Public Library Service
> 1800 Century Place, Suite 150
> Atlanta, GA 30345
> 404-235-7138
> tmccanna at georgialibraries.org
>
> ----- Original Message -----
> From: "Lindsay Stratton" <lstratton at pls-net.org>
> To: "Evergreen Discussion Group" <open-ils-general at list.georgialibraries.org>
> Sent: Tuesday, June 3, 2014 11:54:51 AM
> Subject: Re: [OPEN-ILS-GENERAL] Deleting items that are lost or long overdue
>
>
> Pioneer Library System (currently on v.2.2) has all sorts of lost/long
> overdue
processes! Let me share them (this is long, very long...)
>
>
> We have 42 small, rural libraries, using a shared catalog and patron
> database,
many standard circ settings/rules, and have a process by which a committee of
member library directors advise on recommended policy and process. Each of our
libraries, however, are all independent and have their own local practices,
particularly for things like refunds. "We" refers to Pioneer / the director's
advisory committee. So...
>
>
>
> PLS uses an action trigger to mark lost all items that are overdue past a
certain point. This applies a lost materials bill, and various "you will be
billed $$ if the item is not returned by..." and "you have been billed $$"
overdue/billing notices are sent. We also run a report that lists, for each
library, ALL lost materials. This report includes patron info, and most
importantly, if the lost materials bill is paid or unpaid. This report is
cumulative, and tracks lost items forever or until the copy is deleted; so it's
huge, but allows a certain amount of back tracking and investigation if needed.
>
>
>
> We recommend libraries delete copies associated with PAID bills. Item
> records
are retrieved from the report, or immediately following the bill payment. That
way, if the item makes it's way back to the library, it scans as
"mis-scan/uncataloged", the patron account is not refunded (almost none of our
libraries issue actual refunds for paid lost materials bills, and, even when
they do, we recommend refunds and other financial issues are handled outside of
the ILS.)
>
>
> We recommend that libraries allow the item to go the full
overdue-to-marked-lost route, so that everybody has all the normal overdue
shelflists/notices/opportunities to find the items before payment. We also
encourage libraries to work with patrons so items are not made lost/paid for
simply so a patron can check out computer time or something (patrons are blocked
at $5.00 in bills) and then returned the next day; and to explain their local
lost/refund policies.
>
>
> We do NOT recommend deleting unpaid lost copies. If the item is returned,
there is no way to go back to the patron from the item. (Although if the patron
questions a lost item bill, there is information in the patron record.) Also,
since the status is Lost, the copy does not display to the public via the OPAC,
but staff using the client will see the lost status.
>
>
> However, we are in the process of considering a standard recommendation -
time, amount of bills owed, type of bills, etc. - for deleting old lost copy
records, and the additional step of just wiping out the associated bills (and
even long inactive patron records...) There is a lot of concern about database
"clutter".
>
>
> When lost items are scanned in checkin, we recommend that staff do not force
the checkin when a "copy status lost" alert displays, instead investigate the
item to determine if the bill had been paid/unpaid. If unpaid - check it in, the
bill reverts to the max overdue, item goes back into circulation. If paid, give
the item back to the patron (if there, not usually the case...) or do whatever
extra-ILS negotiation the situation warrants; then delete the lost copy record.
Possibly add the copy back to the catalog with a new barcode.
>
>
>
> PLS does NOT allow (in as much as we have much control over it) re-using
barcodes - either for new replacement copies, or the returned lost-deleted copy.
>
>
> Hope this is helpful, not ridiculous overkill!
>
>
> Cheers,
> Lindsay
>
>
> Lindsay Stratton
> Library Automation Services Manager
> Pioneer Library System
> 2557 State Rte 21
> Canandaigua, NY 14424
> 585-394-8260 x104
>

-- 
Michele Morgan, Technical Assistant
North of Boston Library Exchange, Danvers Massachusetts
mmorgan at noblenet.org