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06-19 Boost Your Circulation!

Boost Your Circulation!

Practical Resource Sharing: How to Check for Hold-Limited Items that have been Linked for Longer than 6 months

Do you want to increase the circulation of your back catalog items? One way to do that is to run a few cleanup reports in Simply Reports that look for older items with holds restrictions, and modify those items to allow them to circulate more!


Most items that have been linked to the catalog for more than 6 months should have records that allow for the item to be loaned using the request system. While not every library in BCCLS actively limits holds and pickups on items, many libraries end up with older items that can't be put on hold or that still have restrictions on the holds that can be placed. How does this happen? The same way that other linking mistakes happen -- bulk changes where the incorrect box is clicked, items that miss getting their records changed when they are removed from a new display, or when items that used to be reference become circulating. These are normal mistakes that happen over time that can be caught and cleaned up with a few reports in Simply Reports.

While there are a few steps involved in setting up the report initially, the parameters can be saved to make running it easier in the future, and a few variations can be set up for a complete check.

  1. To run this report, log in to Simply Reports and choose the Items tab to run an Item list report. You can feed a specific record set into this if you would like to limit your results or you can run the list fresh. I will be describing the details as if you were running a fresh item list.
  2. In the report output columns, select the following lines for output:
    1. Is the item holdable
    2. Item assigned branch name*
    3. Item barcode
    4. Item call number
    5. Item first available date
    6. MARC author
    7. MARC title
    8. Item shelf location*
    9. Item statistical code*
  3. Here are the Item general filters I usually select:
    1. Library quick pick
    2. Branch
    3. Stat code* (to limit to a specific area)
    4. Collection* (e.g. to exclude Reference or to run this for only adult materials)
    5. Material Type* (e.g. to exclude Reference or to run this for only print materials)
      **Hint: If you choose to limit by ONE library, collection, shelf location, stat code, etc. then it is not strictly necessary to also display that output in your results.
  4. The column output selections in bold are optional ones. If your library uses statistical codes or shelf locations for the collections you want to check, include these selections. For example, I would choose the Statistical Code "Summer" in my library if all of our summer items are to be checked. (Your library might use the Shelf Location "Summer" instead.)
  5. Then from Item relative date filters (prior to a specified date) choose “First available date more than” and insert 6 months into the category:

  6. Next, open Item checkbox filters from further down the list. To just check for unholdable items, check the box labeled “Holdable unchecked” (see box 1 in picture below).
  7. Then you can run the report. This will look for items that do not have holdable selected on their records, so no one can request it. To look for items with more specific issues, uncheck “Holdable unchecked” and check one of the lines inside box 2. Run the report with the same setup parameters, just changing the checkbox filters.
  8. This is the sort of report that you will only run occasionally, so you could set up the basic parameters and just edit the checkboxes when you rerun it. It can help you to discover items that could be getting more circulation once they have passed their 6 month date in the database as per the BCCLS policy for loans.
  9. Just ensure that the checkbox labeled “holdable” (from box 1) has been checked on any item records you discover on your report. On the other hand, item records in this report that have checked items from box 2 need those to be unchecked.
  10. One final note, if you decide to pull items and scan them into a record set for bulk changes, it would be best to do your bulk changes in Polaris. Bulk changing of checkboxes does not always save properly in LEAP at this time.


Feel free to contact me with questions!


Submitted by:

Julie Whitehead

Reference Librarian, Dixon Homestead Library, Dumont


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