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Collection Check

Magnifying GlassBegin at the Beginning - Collection Check

Where do I start with collectionHQ? How about at the beginning with a plan? Begin by cleaning up your inventory. Run Collection Check - you will get an action plan (report) to identify items that haven't circulated in four years or more and have most likely gone missing. Verify by checking your shelves. Then update the catalog accordingly.

1.  Log in to collectionHQ

2.  Hover over Manage

3.  Pick your collection: Fiction, Non-Fiction, Non-Book (for our example, click on Non-Fiction)

4.  Once in the Non-Fiction module, under Collection Maintenance, click on Collection Check

5.  Complete the parameters on your screen for Collection Check:

a.  Leave Dataset Name as the most recent date

b.  Leave Region Name as All, unless you are one of the libraries with a branch, in which case you would select your town

c.  For Library Name, select your library

d.  For Audience, select the area of the library you wish to work on (for our example, leave Adult selected)

e.  For Class Range From, select the starting point of the Dewey range that you wish to work on (for our example, leave 000 selected)

f.   For Class Range To, select the ending point of the Dewey range that you wish to work on (for our example, leave 999 selected)

g.  Leave Category Filter as All (this option does not apply to us)

h.  Leave Non-Fiction Collection Code as All (you will be able to sort or filter by this as necessary within the report)

i.   Leave Language as All (you will be able to sort or filter by language as necessary within the report)

j.   Leave New Entries Only as No

6.  Click Run

7.  Customize your report as you wish, using Advanced Options to remove grouping and make barcodes visible and sorting by Call Number to make searching shelves easier - the video of BCCLS collectionHQ Report Basics offers instructions on customizing the report

8.  Print the finalized report by clicking your choice of the Print View, PDF Export, Data Export, or Excel Export options

9.  Check shelves, and update your items in Polaris accordingly

NOTE: At this time collectionHQ does not list the current circulation status of an item in this report - if you would like to double check items before marking them missing or withdrawn, this can be done quickly and easily using scannable barcodes to check the status of each item in Polaris once the report is printed, or in some cases by clicking on the ISBN link for each item within this report to view its current status in the web catalog

BONUS: Are some items in these reports sitting on your shelves and not circulating, but you just 'gotta have them'? Add some explanatory text to the Non-public notes field of those item records in Polaris, and wait until the next dataset is available in collectionHQ. At that point, anytime you run Collection Check, simply drag over the Notes field from the Hidden Columns area to add it to your report (see the BCCLS collectionHQ Report Basics video to remind yourself how to do that) and those explanatory notes you added will remind you to keep those items!

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