Overview of Item Maintenance

Overview of Item Maintenance & Recommended Schedule

Libraries should take steps on a regular basis to manage materials in their collection.  These include notice type reports, like overdue and assumed lost reports, and daily checks on the hold shelf and transited items. When items are not expected to be returned, the long overdue and discard reports are used to remove the items from the system.

Libraries differ in their preferred timelines for when to run notices, however, at a minimum, libraries should run at least one overdue report to notify patrons when items need to be returned, and then the assumed lost report which has options to bill the patron and change their status to barred.  If the item is unlikely to be returned then steps can be taken to prepare the item for discard.   For more details about assumed lost, long overdue and discard processes, view this Freshdesk article - https://wyldlibraries.freshdesk.com/support/solutions/articles/61000293971-inventory-mark-item-lost-assumed-lost-long-overdue-report

The library hold shelf and transit lists should be checked daily to maintain the accuracy of items’ status.  While inventory is a key part of maintaining the library collection, it is a labor-intensive process.  We recommend inventory every 3-5 years.  For more information about inventory, see https://wyldlibraries.freshdesk.com/support/solutions/articles/61000313660-introduction-to-the-library-inventory-process

Most of the reports listed below should be set up by the WYLD Office, especially notice reports, as those are configured to work with MessageBee notices.  If you are interested in setting up or reviewing any of these reports for your library, please contact the WYLD Office.

Recommended reports and schedule

• Early (Courtesy) notices alerting the patron when items are about to be due (usually 1-3 days prior to due date.) RUN DAILY  
• Autorenew reports - automatically renew eligible items until allowed renewals are expended.   Patron notification is optional. RUN DAILY
• Overdue reports (usually 1 or 2, the most common cadence is 7 and 14 days overdue) RUN DAILY
• Assumed Lost - between 3-4 weeks overdue, optionally bars patron, changes item’s current location to LOST-ASSUM - RUN DAILY
• Long Overdue - (items not expected to be returned) Breaks the link between the item and the patron, adds minimal bill info to the patron’s record.  Optionally changes the item’s current location to DISCARD - RUN MONTHLY
  1. This report can also remove items that have been manually changed to a LOST status with the mark item lost wizard
• Convert DISCARD items - Discharges items charged to MISSING or LOST user cards and updates the current location to DISCARD.  Usually set to items charged to the MISSING or LOST user 12 months prior.  Run prior to running the Remove Discards report.
• Set DISCARD items - updates the current location from MISSING to DISCARD (also used in the inventory process).  This report catches items that have a current location of missing, but have not been charged to a missing user. Run prior to running the Remove Discards report.
• Remove Discard - Removes items with the current location of DISCARD (status).  Will not remove items that are checked out, linked to an open order, intransit, have a charge history, or are under serial control.   These items will need to be dealt with manually.  Recommend running this report MONTHLY.