Removing items from the stacks for library business

Author: smoody
Posted in: Systems

When you need to remove an item from the stacks… [skip to procedures]

Guiding principles

  1.  If an item is going to be removed from the stacks for more than a day for any reason other than accessioning at NRLF (see note below), it needs to have the fact that it isn’t available recorded in the item record, either as a status change or as a checkout.
  2. The item needs to have the person identified by name (not by role) who removed it, with the date. Checkouts need to be on a paper departmental library card (a yellow card with a barcode that starts with an L) that has a specific person’s name on it. Status changes need to be accompanied by a tracking note that starts with a date in the form YYYYMMDD (date is the date item was removed) as the FIRST element and includes the name of the person who has the item, and how long it is expected to be removed for. Use of the %date substitution phrase is advised to input the date.NOTE: It is not acceptable for items in use to be checked out to a generic “Circ Supervisor” patron. Each item needs to be tied to a specific individual’s name. 

    EXCEPTIONS: Large volume workflows like Conservation and the Bindery don’t need to be associated with a specific individual’s name. The appropriate status change and a tracking note indicating the date the item was removed are sufficient.

    NOTE: It is desirable that items being removed from the stacks for storage at NRLF have a note added to the record indicating their disposition and date they were pulled. For assistance with automating the addition of a note to all barcoded items pulled on a specific day, submit an OskiCat helpdesk ticket in advance of the project. While such a note is desirable for public service and collection management reasons, the ILS Steering Committee recognizes that units will not always be able to add this note for NRLF storage projects. [Added 1/8/10]

  3. Checkouts that don’t access the intellectual contents of the work should be avoided as they falsify use data that is needed to manage the collection. Often decisions about storage or retention are made based on the last checkout date.


When the work’s intellectual content are being used: The item should be checked out to the individual using the item, on the paper library departmental card that has that person’s name. Scanning and filming projects fall into this category. Examples: selector use of the collection for collection development, research, or similar uses; editors using materials as a reference collection, etc. If you need the item because of what it contains, use a check out.

NOTE: If the item is recalled by a patron, every effort must be made to return them item to the hold unit as soon as possible so it can be placed on hold for the patron. Having this category of material handled as a check out is ok because the statistics will correctly reflect that the content was used.

When the item is being removed from campus stacks for processing, cataloging, or other library business: If the intellectual content of the item is not why it is being removed, the item should NOT be checked out when removing it from the stacks. Instead, staff should change the item’s status and add a tracking note as specified above. It is the responsibility of the person removing the item from the stacks to add this note. A tracking report can be generated for items that have been away from the stacks “too long” as long as the date is entered first in the form YYYYMMDD. The individual Millennium login of the person who has the item should be at the end of the note to facilitate retrieval.

EXCEPTION: In cases where the addition of a tracking note and status change would be a significant workload, exceptions can be requested. For example: Conservation Photocopy Replacement Division may use a checkout on an individual’s departmental card in order to bring materials from various units back to their unit for work instead of a status change and note.
When the items are to be returned to the stacks: In BOTH cases, the item must be checked in via normal circulation checkin. This will clear the status, remove the checkout, and appropriately handle any patron holds on the item. The tracking notes can be removed automatically on regular intervals IF the correct note is used and the date is the first element in the correct form.

When staff need an item from NRLF for either purpose: To work with materials from NRLF for either intellectual use or processing needs, staff should use the OskiCat or Millenium client request features to page the item from NRLF using a departmental (paper) Library card with a specific name attached to it. The item can be paged to the pick up location most convenient, at which point it should be picked up and checked out by the Library employee who needed it, using the departmental library card.

To request a departmental account for one of the authorized situations above, please use this webform: NRLF Request Form for Staff

Please also see related instructions on staff recalls.

Draft procedures developed with consultation from the Advisory Group, August ’09,
rev. 1/8/10 per ILS Steering, C. Takaro

Legacy Data
Author: Charis Takaro
Approval Group: ILSSC
Update Group: Integrated Library System Steering Committee
Last updated date: 05/07/12

Archived Comments

Clarified procedures for when
Thu, 04/19/2012 – 16:51 — Charis Takaro
Clarified procedures for when the intellectual content is not being used, check out is not desired.

Created: April 28, 2016
Last revised: January 23, 2017
Review date: None set

Leave a comment

Your email address will not be published. Required fields are marked *