Item statuses

This document will endeavor to clear up confusion about what people mean when they talk about an item’s status.

What are item statuses in Next Search Catalog

The phrase item status can be confusing in Next Search Catalog because it can describe several different things. Some integratd library system have on field that can describe an item status, but Koha, the ILS we use, has several fields that staff often refer to when using the phrase item status.

Available status

The status column on a bibliographic record will show the item as “available” if the item is checked in and no other status applies to that item.

What happens at check-in

When you check in an item that is available:

  1. The item’s “Last seen” date is updated to the current date
  2. The item’s shelving location is temporarily updated to “Recently returned”
  3. A check-in messages appears ths should be similar to this:

Checked out status

There are, effctively, two “Checked out” statuses:

  • Checked out
  • Overdue

From the item’s bibliographic record the status for both checked out and overdue items will say “Checked out to LIBRARYCARD until mm/dd/yyyy.” The only way to tell that an item is overdue is by looking at the date.

From a borrower’s record, overdue items will show the due date highlighted in red.

What happens at check-in

  1. The item status will return to “Available,” “In transit,” or “On hold” depending on the item’s home library and any requests placed on it
  2. If your library charges late fees, checking an overdue item in will finalize the late fee processes
  3. The item’s shelving location will update to “Recently returned”
  4. The item’s shelving location is temporarily updated to “Recently returned”
  5. A check-in messages appears ths should be similar to this (depending on the circumstances):

Withdrawn status

Current withdrawn statuses

There are several withdran statuses at the present time:

  • Discard
  • Withdrawn
  • Lost - Not Returnable

Depending on which library you are working at, you may not see all of these statuses.

Automatic deletion of “Withdrawn” items

13 month after setting an item to any of these statuses, the item will be automatically deleted from the catalog.

Seting a withdrawn status

From the item details page, choose the status from the drop down then click on Set status

From the add/edit items page, choose the status from the drop down then click on Save changes

Discard

Used to mark a specific item as withdrawn - available to all libraries. (This status is being phased out because it has the exact same effect as “Withdrawn”)

Withdrawn

Used to mark a specific item as withdrawn - available to all libraries.

Lost - not returnable

This is a special status used only by Ottawa Library.

What happens at check-in

When you check in an item that has a “Withdrawn” status:

  1. The item is not supposed to be chcked in (i.e. if it was checked out to a borrower when it was marked with a withdrawn status, the item should remain on the borrowers account - but there are some software bugs and this is sometimes an issue)
  2. The withdrawn status is not removed
  3. The item’s shelving location is temporarily updated to “Recently returned”
  4. A check-in messages appears ths should be similar to this:

Known bugs

There are some known bugs involved with checkin in items having a withdrawn status and the Koha community is working to resolve these issues. Specifically, the item shelving location should not be updated to “Recently returned” and, if the item was withdrawn while checked out to a borrower, it should not be removed from the borrower’s account.

Lost status

Current lost statuses

There are several lost statuses at the present time:

  • Claims returned
  • In processing
  • Incomplete
  • Lost
  • Lost (Damaged/Replace)
  • Lost (more than 45 days overdue)
  • Lost (more than 45 days overdue)
  • Lost (Patron Claims Returned)
  • Missing (inventory)
  • Missing (unable to locate on shelf)
  • Temporary storage (Carbondale)
  • Temporary storage (HIAWATHA)

Depending on which library you are working at, you may not see all of these statuses.

Automatic deletion of “Lost” items

13 month after setting an item to any of these statuses, the item will be automatically deleted from the catalog.

Seting a lost status

  1. “Lost (more than 45 days overdue)”
  • This status is applied automatically to items that have been overdue for more than 45 days.
  1. From the item details page
  1. From the add/edit item page

Claims returned

This status is used by the built-in claims returned feature

In processing

This is a status used at a couple of libraries while items are being cataloged

Incomplete

This is a legacy status that is being phased out

Lost

This is a legacy status that is being phased out

Lost (Damaged/Replace)

This is a legacy status that is being phased out

Lost (more than 45 days overdue) - lost status code 2

This status is applied automatically to items that have been overdue for more than 45 days. The underlying code for this status is lost status 2 and it cannot be added to an item by staff.

Lost (more than 45 days overdue) - lost status code 7

This status looks the same as the one above it, but the underlying code for this status is lost status 7 and staff can add this status to an item record.

Lost (Patron Claims Returned)

This is a legacy status that is only used at a couple of libraries.

Missing (inventory)

This is a status used for libraries doing a quick-and-dirty inventory process

Missing (unable to locate on shelf)

If you cannot find an item that is supposed to be checked in and on the shelf, you should mark the item with this status

Temporary storage (Carbondale)

This is a legacy status used while Carbondale Public Library was moving to their new building

Temporary storage (HIAWATHA)

This is a legacy status used while Morrill Public Library was remodeling their library

What happens at check-in

When you check in an item that is marked with any of the lost statuses:

  1. The item’s lost status is removed
  2. The item’s “Last seen” date is updated to the current date
  3. The item’s shelving location is temporarily updated to “Recently returned”
  4. If the last borrower was automatically billed for the replacment cost of the item, that fee should be automatically removed
  5. A check-in messages appears ths should be similar to this:

Known bugs

Sometimes when you check in an item that has been lost by a borrower, the automatic refund process does not always work as expected. There are several known bugs in the Koha community that relate to this issue

Damaged status

Current Damaged statuses

  • Damaged
  • Damaged in shipment

Depending on which library you are working at, you may not see all of these statuses.

Seting a damaged status

Damaged

Some libraries use this status to indicate that an item is damaged. This status does not prevent the item from circulating.

Damaged in shipment

Some libraries use this status to indicate that an item was damaged during shipment. This status does not prevent the item from circulating.

What happens at check-in

When you check in an item that has a “damaged” status:

  1. The item is checked in from the borrower’s account
  2. The damaged status is not removed
  3. The item’s shelving location is temporarily updated to “Recently returned”
  4. A check-in message and a damaged message should appear that should be similar to this:

Not for loan status

Current not-for-loan statuses

  • Download or Online Access
  • In Processing
  • Migration
  • Not For Loan
  • Online Access
  • Ordered
  • Paola processing
  • Paola repair/mending
  • Staff Collection
  • Storage (Sabetha Elementary School)

Depending on which library you are working at, you may not see all of these statuses.

Seting a Not for loan status

Not-for-loan status can only be set on the add/edit items page.

Download or Online

Used to indicate an item that does not have physical copies.

In Processing

Prevents items from being added to the holds queue while the item is in processing

Migration

Used by NEKLS during migrations

Not For Loan

A generic not-for-loan status

Online Access

Used to indicate an item that does not have physical copies.

Ordered

Indicates items that have been ordered but have not arrived - borrowers can place requests on these items but the items will not appear in the holds queue until the not-for-loan status has been removed

Paola Processing

Used at Paola Free Library - borrowers can place requests on these items but the items will not appear in the holds queue until the not-for-loan status has been removed

Paola repair/mending

Used at Paola Free Library - borrowers can place requests on these items but the items will not appear in the holds queue until the not-for-loan status has been removed

Staff Collection

Indicates the item is for staff use only

Storage (Sabetha Elementary School)

Used at Sabetha Elementary

What happens at check-in

Because not-for-loan items are considered available items in the catalog, checking in a not-for-loan item is exactly like checking in any other available item.

When you check in an item that is available:

  1. The item’s “Last seen” date is updated to the current date
  2. The item’s shelving location is temporarily updated to “Recently returned”
  3. A check-in messages appears ths should be similar to this:

In transit status

Current in transit statuses

  • In transit
  • In transit on hold

The only way to tell the difference is to read the message in the status column on the item record:

Seting an in transit status

The in transit process is automatic. An item with a request for pickup at another library, or an item that needs to be shipped back to its owning library will automatically go into transit when you check it in.

What happens at check-in

When you check in an item that has needs to be shipped to another library:

  1. The item is checked in from the borrower’s account (if it’s checked out)
  2. The items’ last seen date is updated
  3. The item’s shelving location is temporarily updated to “Recently returned”
  4. A check-in message and a damaged message should appear that should be similar to this - if the item does not have any requests:
  1. Or like this - if the item is being shipped to fill a requests:

On hold

Current on hold statuses

  • Waiting

Seting an on hold status

The in on hold process is automatic. An item with a hold on it can only trigger the on hold status when it is checked in at the library where the borrower has requested to pick it up.

What happens at check-in

When you check in an item that has been requested for pickup at your library:

  1. The item is checked in from the borrower’s account (if it’s checked out)
  2. The items’ last seen date is updated
  3. The item’s shelving location is not temporarily updated to “Recently returned”
  4. Once you click the “Confirm hold” button, the borrower will be automatically contacted by e-mail or text message (if they are configured to receive those automatic messages)
  5. A check-in message will appear asking you to confirm the hold

Recently returned

Recently returned is actually a shelving location, but it works similar to a status and many staff describe it as a status. The “Recently returned” shelving location is added as a temporary location to items when they are checked in. Approximately 18 hours after an item is checked in, the “Recently returned” status is removed and the shelving location is restored to its permanent shelving location.

What happens at check-in

When you check in an item that is available:

  1. The item’s “Last seen” date is updated to the current date
  2. The item’s shelving location is temporarily updated to “Recently returned”
  3. A check-in messages appears ths should be similar to this: