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Grubby Items

What are "Grubby" items and what do I do with them? - The Grubby Items Removal Report

Grubby items for fiction and non-fiction are items that have circulated over 40 times. For non-book items, grubby items have circulated over 75 times. It may be time to repair or replace these items to keep your collection in good condition for your patrons. Run Grubby Items Removal to get an action plan to identify items that are likely to be grubby. You may decide to do the following: repair the item, weed the item and order a replacement, or extend the number of uses for the item if it's in good condition.

This report should be run after Collection Check and Dead Items Refresh, once the next dataset becomes available. If Dead Items Refresh has been completed, Grubby Items Removal may be performed within the same dataset as Dead Items Removal.

  1. Log in to collectionHQ

  2. Hover over the section Manage

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

  4. Once in the Non-Fiction module, click on Collection Removal

  5. Click on Grubby Items Removal

  6. Complete the parameters on your screen for Grubby Items Removal:

    • Leave Dataset Name as the most recent date

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

    • For Library Name, select your library

    • For Audience select Adult, Juvenile or Teen/YA (to run this report in its entirety it would need to be run three separate times, once for each audience level)

    • For Class Range From, select the starting point of the Dewey range that will be used to filter results (for our example, leave 000 selected)

    • For Class Range To, select the ending point of the Dewey range that will be used to filter results (for our example, leave 999 selected)

    • Leave Category Filter as All

    • Leave Non-Fiction Collection Code as All (these choices will vary in relevancy across libraries, depending on how each links their items in Polaris)

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

    • Leave New Entries Only as No

    • Leave On Shelf as Yes

  7. Click Run

  8. You will get a report with predefined fields or columns of data, which you may customize as you see fit - many customizations may be done by clicking on Advanced Options at the top of the report (see BCCLS collectionHQ Report Basics video for more details)

  9. Print the finalized report by clicking your choice of the Print View, PDF Export, Data Export, or Excel Export options at the top left

  10. Inspect the items - if, upon examining an item, you determine that it is still in good condition, use the tool in the Extend column to extend the number of uses (circulations) by increments of ten, or any custom number you specify, up to 40 uses (the item will not appear on this report again until it has achieved the additional number of uses you specify)

    The following table will explain your options:


    Icon Meaning Use
    No extension has been applied to this item. Click on the green + icon to extend by 10 uses.
    An extension of 10 uses has already been applied to this item. Click on the green + icon to extend the current extension of 10 by a further 10 uses (i.e. in this case 20 more uses would now be set in total).  Click on the red icon to reduce the extension by 10 uses (i.e. in this case no extension will be applied).
    An extension of 20 uses has already been applied to this item. Click on the green + icon to extend the current extension of 20 by a further 10 uses.  Click on the red icon to reduce the extension by 10 uses.
    An extension of 30 uses has already been applied to this item. Click on the green + icon to extend the current extension of 30 by a further 10 uses.  Click on the red icon to reduce the extension by 10 uses.
    An extension of 40 uses has already been applied to this item. Click on the red icon to reduce the current extension of 0f 40 by 10 uses.


  11. After inspection, should an item be judged to be genuinely grubby, then consider repairing it or replacing it with either a new copy of the same item (since the high circulation indicates a clear demand for that item) or an acceptable alternative - for fiction, the replacement could be another recent title by that author ; for non-fiction, it could be another recent title about that subject that falls within the same Dewey range

 

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 in Polaris with any circulation history you wish to keep track of. Similarly, for media items such as discs that can become less 'grubby' simply by cleaning them, you can add a Non-public note to indicate that pieces were cleaned at a certain point in time or after a certain number of circulations. These notes can be displayed within reports in collectionHQ, after the next dataset becomes available, if the Notes field from the Hidden Columns area is added to the report.

HINT: Save a tree - grab an ipad and a book cart and act on this report right at your shelves! Extend the number of uses as necessary, and pull off any grubby books needing further attention as you go. The second generation ipad will work for this purpose, and the first generation ipad will work as long as you use Google Chrome as your browser. Should you take advantage of the scannable barcodes and try to scan one on your screen, just make sure you have a scanner that can perform this function and that the brightness is turned all the way up. If the full barcode is not displaying on your screen, you can select Print View to correct this.

BONUS: If you prefer a number larger than 40 for the circulation criteria in Fiction or Non-Fiction, or larger than 75 for Non-Book, simply use the filter feature at the top of the Circulation column (blank white text box) to type in the greater than symbol (>) followed by the larger number you prefer.

 

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