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Dead Items Refresh

Dead Items Refresh - A Collection Facelift!

This identifies items that have been used heavily in the past, but are now dead, possibly as a result of becoming grubby due to high use. Items are considered dead if they haven't circulated in two years or more, and items are considered grubby if they have circulated more than 40 times for books, and more than 75 times for media items. After inspection, you may choose to repair or replace these items rather than simply withdraw them. This report should be run after Collection Check and before Dead Items Removal.

  1. Log in to collectionHQ

  2. Hover over Manage, and click on a module – this report is available and useful for Fiction, Non-Fiction, and Non-Book (for this example, we will select Non-Book)

  3. Under Collection Refresh, click Dead Items Refresh

  4. Leave Dataset Name as the most recent date and Region Name as All, unless you are one of the libraries with a branch, in which case you would select your town

  5. For Library Name, select your library

  6. For Collection Code, selecting All will give you the whole collection; if you wish to deal with a small section at a time click the drop-down arrow and select the section you wish to work on (for this example, we will use Adult DVDs, so we will click the drop-down arrow and scroll down through Adult Non-Book, past all the collection codes in the Blu-Ray group, until we see the DVD group, and click on it) - Note: This is a report that should eventually be run for your entire collection (each module, each audience level, each type of item, etc.) in order to find and address all your items that meet the criteria

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

  8. Click Run

  9. Customize your report as you wish, using Advanced Options to 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

  10. Select Yes under Manual Controls and click on the garbage can in any columns in order to remove those that you don't need for your list

  11. Click on the arrow (>) at the top left of the screen to view Hidden Columns and drag over any additional columns you wish to add to the report - Note: The status column will only display 'IN' or 'OUT' and is only as current as the dataset date, so if you would like to double check the status of 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

  12. Use the barcode hyperlink to view details and usage for a selected item

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

  14. Use the list to remove items from the shelf, keeping track of titles to replace - Note: if you replace an item, please withdraw the old item and link the replacement to a new item record (do not reuse the old item record) adding a Non-public note to the item record with any circulation history you wish to keep track of (such notes will display within reports, after the next dataset becomes available, if the Notes field from the Hidden Columns area is added to the report)

  15. Mark any items 'Being Repaired' in Polaris that you wish to repair

  16. Withdraw any items in Polaris that you wish to get rid of

  17. Mark any items 'Missing' in Polaris that you cannot find (after an exhaustive search for the items)

NOTE: Any items you do not act upon in this report will continue to appear in BOTH your Dead Items Removal and Grubby Items Removal reports, which can be misleading and/or confusing. Hence, if there are any items you wish to leave as is and not act on, the suggested approach is to add a Non-public note to the item record in Polaris to alert other staff (or remind yourself) with an explanation to that effect (e.g. 'keep this item', 'do not withdraw', etc.) When moving on to Dead and Grubby Items Removal after the next dataset is available, adding the Notes field from the Hidden Columns area to those reports will display any notes you have added, which will direct staff accordingly.

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