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Dead Items Removal

Dead Items Removal - Keeping the Collection Up-to-Date

This report identifies items that have not circulated in the past two years or more. Removing (weeding) these items keeps the collection relevant and current for our patrons. This report should be run after Collection Check and Dead Items Refresh, once the next dataset becomes available.It precedes Grubby Items Removal but may be performed within the same dataset.


Running the Report

  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 Fiction)

  3. Under Collection Removal, click Dead Items Removal

  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 entire 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 Hardcover - Adult Fiction) - 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 dead items

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

  8. Leave New Entries Only as No

  9. Click Run


Customizing Your Report

  1. Customize your report by clicking on Advanced Options at the top of the report - the video in the BCCLS Knowledge Base, BCCLS collectionHQ Report Basics is helpful

  2. Once you have clicked on Advanced Options, select Yes under Manual Controls - now you will be able to manipulate your report (some examples are found below)

  3. Click on the garbage can icons in extraneous columns to remove them from view (they will not be deleted, but moved to Hidden Columns on the left of the screen, see below)

  4. Use the navigation arrows (<,>) to hop columns over into more convenient positions, such as placing the call number next to the title (alternatively, you can drag and drop columns into place)

  5. Click on the arrow (>) at the top left of the screen to view Hidden Columns and click on the plus (+) next to any columns you wish to show in your report (in this example, add the Circulation column - this will show the lifetime circulation of each item)

  6. You can further edit any column in your report by typing in the white space within the orange header of the column (for this example, type “0” in the white space of the Circulation column - now you have a list of items that have never circulated, and for at least two years)

  7. At the top of the page, above your report, the Show Barcodes option will allow you to show scannable barcodes on your report - click the drop-down arrow to select Yes, and use the black corners at the top of the columns to drag the space to an adequate size to read your information

  8. Finally, print your report - the simplest way is to use the Print View icon, though PDF Export, Data Export and Excel Export are also available (the report can be viewed on an ipad as well)


HINT: If some items in these reports are sitting on your shelves and not circulating, but you still wish to keep 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. From that point on, anytime you run Dead Items Removal, simply drag over the Notes field from the Hidden Columns area to add it to your report, and the explanatory notes you added will remind you to keep those items.

NOTE: In the Fiction and Non-Book modules, an Advised to Remove number will appear at the top of each page in this report and will vary depending on which collection code you are viewing. This number is based on the idea that collectionHQ suggests you allow no more than 10% of your collection to be 'dead' at any given time, and it will only display if the report is grouped by collection code. (In the Non-Fiction module, the Advised to Remove and Max to Remove numbers will vary depending on the Dewey range - these numbers are based on the idea that collectionHQ suggests you keep a 'balanced collection' in each Dewey range, and they will only display if the report is grouped by Dewey range.) If you wish to ignore this data and simply weed as you see fit, click Advanced Options and change the Group By setting to No Grouping. This will ungroup the report and eliminate the Advised to Remove data.

BONUS: Once you have made all the changes, you can save your layout using the Layout Options feature at the top. If no other layouts have been saved yet, the title will show to the left of the Layout Options as “Default View”. Click on the arrow next to Layout Options, choose “Save as new layout”, and type in a name for your layout. However, if another layout has already been saved, the title of that layout will show to the left of the Layout Options, and any customizations you make will cause the word “unsaved” to appear next to that title. In that case, click on the arrow next to Layout Options, choose “save as current layout”, and name your layout (you must give it a different name than any other layouts). Your layout will replace the previous layout that was in use, and the previous one will still be stored in Layout Options. Clicking the Default button will revert the layout back to the default settings for that report. (Note: collectionHQ will display each report using the most recent layout that was used, so to access a different saved layout, simply click the arrow next to Layout Options and select your layout from the drop-down menu.)

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