1.1. The Item Cataloging Workflow

What is Item Cataloging?

On This Page

When cataloging items in NC Cardinal's shared catalog, first find a matching bibliographic record, then add your holdings and add local holding information by editing the Item Attributes.

Words to Know

Holdings: The locally owned and managed Volumes (Call Numbers) and Items (individual Copies) attached to title records.

Item Attributes: Local holding metadata that includes information about where an item is located in the physical library. Further details impacts how the item circulates and where and how it may be targeted to fulfill hold requests.

In NC Cardinal, the process of item cataloging involves finding a bibliographic record that matches the item you wish to catalog and attaching your item to that record.  

Item Cataloging Process

1. Search the NC Cardinal shared catalog for a record that matches the item you are adding to your library. 
2. Verify that the record you select is a match. 
3. Add your holdings.
4. Edit Item Attributes to set how the item will function in the catalog. 
5. Complete any physical processing.
6. Once the item is ready to be made available to patrons, scan it in the Checkin screen.

Note: Always use the "Re-Target Local Holds" Checkin Modifier when checking in newly cataloged items to ensure they are considered for any active hold requests.

1.2. Item Cataloging Assessments

Required Assessments for Item Cataloging Permission 

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Staff who will be doing any copy/item cataloging need to have Item Cataloging permissions. In order to be granted Item Cataloging permissions, catalogers must pass an assessment. The assessment covers questions related to NC Cardinal standards, identifying the correct MARC fields to use for different aspects of a record, and matching items to the correct bibliographic records.

Before you can begin work as a cataloger, you will need to pass an assessment and be granted Item Cataloging permissions. You can find the assessment in the NC Cardinal Niche Academy.

What Can You Do with Item Cataloger Permissions?

Item Catalogers assist in the cataloging process and manage local holdings. After passing the Item Cataloging Assessment, they can:

• Attach holdings to and remove holdings from existing bibliographic records
• Edit call number and item level data
• Create and edit monographic parts

What Does the Assessment Cover?

The Item Cataloging Assessment is the first in a set of embedded assessments meant to check your knowledge of NC Cardinal cataloging standards and best practices. Many of these standards are specific to NC Cardinal policy, and do not necessarily reflect current international standards for Cataloging as outlined in RDA!

The assessment is divided into three sections:

1. Multiple Choice
2. Matching Fields
3. Evaluating Records

For the Multiple Choice, you will be asked a series of questions related to NC Cardinal standards, and the responsibilities assigned to Item Catalogers. For the Matching Fields, you will answer questions about RDA, and identify the correct MARC fields to use for different aspects of a record. For Evaluating Records, you will have access to a separate document containing images of resources and corresponding MARC records. You will need to choose the appropriate record to go with the item.

To pass, you will need to achieve a minimum score of 95% in each individual section. You may take the assessment as many times as necessary.

When Will Permissions Be Assigned?

After passing, you can expect to have your permissions updated within a week. If you need permissions updated sooner, or it has been a week and your permissions have not changed, please submit a help ticket.

Note: You must already have a staff login account in order to be granted Item Cataloger permissions. If you do not yet have a staff login account, please reach out to your library's System Login Access Manager (SLAM) and request this account before you take the assessment.

1.3. Item Cataloging Training

Item Cataloging Training Resources

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NC Cardinal provides training resources for staff as they prepare to take the Item Cataloging Assessment, or need refreshers and training while on the job. Other consortia offer good training resources as well and those we recommend are listed below.

Niche Academy

You can find several self-paced learning modules in NC Cardinal's Niche Academy.

YouTube

NC Cardinal records all of our webinars to post on YouTube. You can view a playlist of recordings related to Item Cataloging.

External Resources

You can view a playlist of videos related to Item Cataloging from the BC Libraries Cooperative on their YouTube channel.

2.1. Item Status Screen

2.2. Item Detail View

Looking at Items in the Detail View

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The Item Detail view contains six tabs that provide information about a specific copy. The Quick Summary shows the item's attributes, the Recent Circ History and Circ History List both show details about the two most recent circulation transactions, the Holds/Transit Tab gives details about the current hold if the item is on the hold shelf, and details about the most recent transit, the Cataloging Info tab contains the MARC record, and the Triggered Events tab lists information about circulation- and hold-related notifications.

To view details about a specific item, find the item using its barcode in the Item Status screen, then click the Detail View button to see its summary, circulation history, triggered events, and MARC record information. You can also view the item details from the Bib Record: click the View link next to an item's barcode to access the Item Status screen and then select Detail View.  

To Access from the Item Status Screen

1. Navigate to Item Status.
2. Scan the barcode.
3. Select the item by checking the box to the left of the line on the grid.
   
4. Click the "Detail View" button above the menus.
   

Note: You can return to the Item Status screen from the Item Detail View by clicking the "List View" button next to the Action menu in the top right of the Detail View page.

To Access from the Bib Record

1. Navigate to the Bib Record.
2. In the Item Table tab, locate the specific copy you want to view.
3. Click the "View" link under the barcode.
   

What's Available in the the Detail View?

You can navigate the detail view utilizing the tabs underneath the record summary. The tabs include:

• Quick Summary
• Recent Circ History
• Circ History List
• Holds/Transits
• Cataloging Info
• Triggered Events

Quick Summary

The first tab in the Item Detail interface is the Quick Summary. This shows a non-editable summary of the Item Attributes assigned to this copy, as well as brief information about the item's current status and circulation details.

Note: One of the detail fields in this page is labeled Duration Rule. This field is filled based on the duration rule that was applied to this item at the point of its last circulation. This rule should not be assumed to apply to future circulations. If the previous circulation transaction was conducted at a different library, or other aspects of the circulation policy, such as the patron type, are different at the next transaction, a different policy with a different duration rule may apply.

Adding and Managing Item Alerts

This tab primarily provides information about the item. There is only one available action, which can be conducted by Item and Bibliographic Catalogers: Adding and Managing Item Alerts. 

For More Information
Instructions on adding and managing Item Alerts is available in the Item Alerts page in this knowledge book.

Recent Circ History

The second tab in the Item Details Interface shows Recent Circ History. This shows details about the current circulation, and one previous circulation. The details included are:

• Patron (hyperlinked to their account)
• Total Circs includes the number of times the item has been renewed, plus 1 for the initial checkout.
• Date the item was Checked Out
• Workstation where the transaction occurred
• Date of last renewal (if any)
• Workstation of last desk renewal
• The action that caused fines to stop accumulating (Stop Fines Reason). This may include Checkin or Marked Lost.
• The timestamp for the Stop Fines Reason (Stop Fines Time)
• Checkin Time (this is blank if the item is still checked out)
• Checkin Scan Time
• Checkin Workstation

Circ History List

This tab include the past 2 circulations. The details included in this page are essentially the same as the details included in the Recent Circ History tab. 

Holds/Transits

This tab includes two sections: one that lists details about current holds and one that lists details about current transits.

Current Hold

• Patron name and barcode (hyperlinked)
• Requestor name and barcode/username (hyperlinked)
• Library where the item will be picked up
• Library where the item was originally shelved
• Request date
• Capture date
• Date and time the item was placed on the hold shelf
• Date the hold will expire from the hold shelf if not picked up
• Date the hold request will expire if the capture is not completed
• Whether or not the item is being held at the desk instead of on the hold shelves

Most Recent Transit

• Library the item is being shipped from
• Library the item is being shipped to
• Date the item was put in transit
• Date the transit was received (if any)
• Date the transit was cancelled (if any)

Cataloging Info

This tab contains a non-editable MARC record.

Triggered Events

The Item Triggered Events Log displays automatic notifications sent to patrons for the specific item being viewed. Notifications to multiple patrons will be included in the event log for an item. The Triggered Events Log separates Hold Events and Circulation Events into their own tabs.

2.3. Holdings Editor

What is the Holdings Editor?

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The Holdings Editor serves as a unified interface where Item Catalogers can manage call numbers and copies, and the attributes used by Evergreen to determine circulation and hold policies.

Words to Know

Holdings: The locally owned portion of a record, specifically the Call Number (Volume) and Copy (Item).

Item Attributes: Details attached to individual copies that tell Evergreen which circulation and hold policies to apply, as well as metadata, such as alerts, notes, and statistical categories, that should be attached at an item level, rather than at a shared bibliographic level.

The Holdings Editor is a single interface from which Item Catalogers can add call numbers and copies, together known as holdings, create the attributes Evergreen uses to apply circulation policies, edit the options available within the interface, and create and manage templates for these attributes.

Holdings Tab

The Holdings tab allows Item Catalogers to add call numbers and copies for their library to the bib record.

Item Attributes Tab

The Item Attributes tab allows Item Catalogers to set the details that tell Evergreen how the item should function within the ILS. Attributes are divided into categories:

• Identification
• Location
• Circulation
• Cost and Condition

Additionally, Item Catalogers can add and manage Item Alerts, Tags and Notes, as well as entries to item-related Statistical Categories.

For more information on the Item Attributes, please refer to the Adding Call Numbers and Items in the Holdings Editor page.

Note: Some catalogers find it easier to view the Holdings tab and Item Attributes tab in a single screen. You can set this in the Preferences tab (see below). It's the last option in the Holdings Preferences box.

Preferences Tab

By default, all available holdings details will appear in the Holdings tab and all available item attributes will appear in the Item Attributes tab. If your library does not use some of these details or attributes, you might wish to hide them. You can do so in the Preferences tab. 

Administration Tab

In this tab, Catalogers can create, edit, delete, import and export Item Attribute templates. Templates allow catalogers to quickly apply standard attributes as they catalog. 

This tab was created in the upgrade to version 3.15

For More Information
You can learn more about Cataloging Templates in the Item Attribute Templates page.

2.4. Holdings View

Working with Items in the Holdings View

On This Page

The Holdings Editor serves as a unified interface where Item Catalogers can manage call numbers and copies, and the attributes used by Evergreen to determine circulation and hold policies.

The Holdings View is a tab in the Bibliographic Record that allows Item and Bib Catalogers to make minor changes to location information about an item or call number. Most specifically, this interface is useful for moving items to different branches or call numbers.

Scoping 

You can change the scope of the items by owning library in the Holdings Maintenance field at the top of the grid.

Cardinal: Scoping to Cardinal will include holdings for every branch in every system within the consortium that owns a copy attached to the bib record.

System: Scoping to your system will include holdings for every branch in your system that owns a copy attached to the bib record.

Branch: Scoping to your branch will include only the branch selected, whether it has copies attached or not. 

Changing the View

You can change the way holdings are displayed in the grid by checking the boxes underneath the Holdings Maintenance field at the top.

Show Call Numbers: Selecting this box will automatically expand all branches within the scope of your view to show the Call Number level of that branch's holdings.

Show Copies: Selecting this box will automatically expand all branches and call numbers within the scope of your view to show the Copy level of that branch's holdings.

Show Empty Call Numbers: Selecting this box will automatically expand the grid to include call numbers even if there are no items attached.

Show Empty Libs: Selecting this box will automatically expand the grid to include every branch within the set scope, even if that library does not own a copy or have a call number for the title.

Action Menu

Catalogers can select barcode-level copies, call number-level volumes, and library branches from the grid, then perform a variety of functions on the selected assets using the Action Menu. Some of the most commonly used actions are:

• Print Labels 
• Place Holds/Request Items
• Add Call Numbers/Items 
• Add Items to Item Buckets 
• Add and Manage Item Alerts, Notes, and Tags 
• Delete Holdings 
• Edit Call Numbers and Items 
• Replace Barcodes 
• Mark Items Damaged or Missing 
• Mark Library/Call Number as Transfer Destination 
• Show Item Holds
• Show Item Status (Detail or List view)
• Show Triggered Events
• Transfer Holdings or Items to Marked Destination 

3.1. Accessing the Holdings Editor

How to Get to the Holdings Editor

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There are five main portals for accessing the Holdings Editor: from the Item Status page, from the Item Table in the Bibliographic Record, from the Holdings View in the Bibliographic Record, from the Add Holdings button in the Bibliographic Record, and from an Item Bucket. Instructions for each method and recommendations on which method to use in different circumstances are included on this page. 

The Holdings Editor is the main interface used to apply and edit item attributes. There are multiple ways to access the holdings editor.

From the Item Status Page

After scanning an item or uploading a file:

1. Select the item from the grid by checking the box.
   
2. From the Actions menu, choose Items from the "Edit" section.
   

From the Bibliographic/Title Record

There are actually three ways to access the holdings editor from within a bibliographc record.

From the Item Table

1. Navigate to the Item Table tab of the title record.
2. Locate the barcode for the specific copy you want to edit in the Barcode column of the grid.
3. Click the Edit link underneath the barcode.
   
4. This will open the Holdings Editor in a new tab, leaving the bib record open in the original tab.

From the Holdings View

1. Navigate to the Holdings View tab.
2. Locate the copy you want to edit within the holdings grid.
3. Select the copy by checking the box on the barcode line.
   
4. Choose Edit Items from the Actions Menu.
   

Using the Add Holdings Button

This button opens a blank holdings editor. Once you have filled it out with the minimum required metadata and saved, you will have created a new copy.

For More Information
You can find more details about this process in the Adding Call Numbers and Items in the Holdings Editor page.

From an Item Bucket

1. Open the bucket with items to be edited.
2. Select the item to be edited by checking the box in the item grid. You may select more than one and the Holdings Editor will include attribute details for each item selected.
3. Choose Edit Selected Items from the Actions Menu.

3.2. Adding New Items to Existing Records

Manually Adding Copies to an Existing Record

On This Page

When cataloging newly purchased items, you can attach new copies to existing bibliographic records.

Words to Know

Holdings: The locally owned portion of a record, specifically the Call Number (Volume) and Copy (Item).

Volume: The Volume primarily refers to the call number. This is where ownership is designated. A single call number may have multiple copies attached.

When to Manually Add Holdings

Local Holdings are often added by bibliographic catalogers or Acquisitions Specialists as part of the process of importing MARC records. For more on how local holdings are added through these methods, see the following pages in the Bibliographic Cataloging book and the Acquisitions Book:

• Batch Import Bibliographic Records
• Load MARC Order Record (for Acquisitions)

When importing records via Z39.50 or after discovering an existing record for the item to be added, Item Catalogers should manually add the local holdings information.

How to Manually Add Holdings

There are two main places from which you can manually add holdings.

• From the Add Holdings button in the Bibliographic Record summary
  
• From the Holdings View tab in the Bibliographic Record, select your branch and choose Add Call Numbers and Items from the Actions Menu.
  

Both of these options will direct you to the Holdings Editor. In the Holdings Editor, you will need to:

1. Add Holdings
2. Set Attributes

Adding Holdings

1. Create at least one call number for each branch that will own a copy of the title.
2. Supply barcodes for each copy you are adding.

For More Information
Check out the page Adding Call Numbers and Copies in the Holdings Editor chapter of this Knowledge Book for more details about adding call numbers.

Setting Attributes

You can use templates if you have them for the item type you are cataloging. See the page on Item Attribute Templates for more information on setting these up. 

To set Attributes manually:

1. Click the attribute name.
2. Perform the relevant action (click a radio button, select a list option, or open a pop-up box).
3. Click Apply All & Save.

For More Information
Check out the page What Are Item Attributes? in the Holdings Editor chapter of this Knowledge Book for more details about setting Item Attributes.

3.3. Adding Call Numbers and Items in the Holdings Editor

Adding Holdings: Call Numbers and Copies

On This Page

Instructions for adding new call numbers and individual copies attached to those call numbers.

Words to Know

Holdings: Within the cataloging structure, the holdings are the locally owned and managed parts of the record. Specifically, the volume and copy levels.

Volume: The Volume primarily refers to the call number. This is where ownership is designated. A single call number may have multiple copies attached.

Copy: This is the physical item. In some instances, it may be referred to as an Item. It is identified by a unique barcode.

 

Evergreen utilizes the Holdings Editor to add and modify holdings, both call numbers (volume level) and copies, in the catalog. To create individual copies of items that will be findable in the catalog and follow the circulation policies you set in your library, you must first create a call number record for your branch, and then attach barcoded copies to that call number record.

Regardless of how you access the holdings editor, once there, item catalogers can create new call numbers and barcodes, and apply Item Attributes to manage how Evergreen allows staff and patrons to interact with materials.

Creating Volume and Copy Records

From the Holdings tab in the Holdings Editor, you can create holdings records individually or in batch. 

1. In the Holdings Editor, navigate into the Holdings tab. 
2. Use the plus sign icon to the right of your branch name to add lines for every copy you will be adding. If you are adding copies for multiple branches, you can change the branch in the drop-down menu from that icon.
   
3. Fill in the classification scheme, call number prefix, call number label, and call number suffix. This can be done row by row, or in the Batch Add section at the top. If using Batch Add, click the apply button after filling in the fields to autofill the information in each row below.
   
4. Add a barcode for each item.
   
5. The Item # field refers to copy numbers. If your library utilizes copy numbers, fill them in here. 
6. You will see a yellow "Changes Pending" alert at the bottom of the screen.
7. Click Apply All & Save if you will be adding Item Attributes right away or Apply All, Save & Exit to leave the holdings editor. 
   

3.4. Setting Holdings Editor Preferences

Customizing the Holdings Editor

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Hide unnecessary fields, unify the view of the Holdings Editor, and change attribute behaviors in the Preferences tab of the Holdings Editor.

In the Holdings Editor, users can customize their view in the Preferences tab.

The content of this tab is divided into 4 sections: 

• Holdings Display Preferences: Determine which fields related to call number creations you want to have visible. For example, if your library does not use Call Number Prefixes, you can hide this field in your Call Number editor.
• Holdings Creation Defaults: Set standard values for the Classifications, Prefix, and Suffix fields in the Call Number editor.
• Item Attributes Behavior: Determine how certain Item Attributes will function in relation to others.
• Hide Item Attributes: Determine which Item Attribute fields you want to have visible in the editor.

Holdings Display Preferences

Holdings Creation Default

Item Attribute Behavior

Hide Item Attributes

In this area, you can check the boxes next to fields you don't use in your library to hide them from the Item Attributes form.

For More Information
To find details about each field, please review the Item Attributes Definitions page.

3.5. What Are Item Attributes?

Item Attributes: an Overview

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Item Attributes help Evergreen know how an item should behave. They include information related to the item's location and how it should circulate or fulfill holds.

Item attributes are the metadata attached to the copy record. They determine how the item behaves in Evergreen, and are used in conjunction with other data to determine where to find an item, how it will circulate, and if it is available to fulfill holds. Item Attributes are applied or edited in the Holdings Editor.

Any time you apply or change an attribute, the changed field will turn green.

To apply attributes:

1. Click the attribute name.
2. Perform the relevant action (click a radio button, select a list option, or open a pop-up box).
3. Click Apply All & Save.

Note: You don't need to click Apply on each attribute you save. The Apply All & Save button will apply any edited attributes. However, fields will not turn green until you have clicked the individual apply buttons, so it may be helpful to click Apply each time you change an attribute.

Default Attributes

The following attributes are set by default when cataloging a new item. Any of them may be changed as needed. If they are not changed, they will be saved as part of the Item record.

• Status:  In Process (some libraries may choose a different default)
• Shelving Location: Stacks (CARDINAL)
• Circulating Library: Matches your workstation's working location
• Owning Library: Matches your workstation's working location
• Can Circulate?:  Yes
• Is Holdable?: Yes
• Loan Duration: Normal
• Fine Level: Normal
• OPAC Visible?: Yes
• Is Reference?: No
• Is Deposit Required?: No
• Deposit Amount: $0.00
• Price: $0.00
• Is Mint Condition: Good

Automatic Attributes

The follow attributes may not be set manually, but are set based on other input.

• Barcode: Created at the Holdings level and may be changed using the Replace Barcode feature.
• Creation Date: Set based on the time the holding is first created.
• Active Date: Set based on the time the Save button is clicked for the first time.
• Creator: Set based on the user who created the holding record.
• Last Edit Date: Set and re-set each time the Apply All & Save button is clicked.
• Last Editor: Set based on the user who makes changes to the Item Record.

3.6. Item Attribute Definitions

Item Attribute Definitions: Column by Column

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Attributes tell Evergreen how an item should behave, based on circulation and hold policies, and where an item should be shelved. Attributes are divided into columns based on categories.

Column 1: Attributes Related to Item Identification

The first column of Item Attributes helps to identify the item and track its history.

Column 2: Location Attributes

The attributes in Column 2 all provide data necessary for helping staff and patrons locate the book, both within an organizational structure and on the shelf.

Column 3: Circulation

Note: Items set to float will be shelved at the library where they are checked in, as long as that library is included in the designated floating group. Items circulated through resource sharing will not be shelved at the circulating library upon return. If not on hold for another user, they will be returned to the owning system.

Cost and Condition

Attributes in this column may impact transactions in Evergreen by assigning pre-determined costs at circulation (for items requiring a deposit) or in the event of loss of damage.

Alets, Notes, Tags, Statistics

This column includes Attributes focused on adding additional information to items that may direct staff during transactions or create extra metadata for reporting purposes. For more details about how and when to add these data points, please see the [link to chapeter].

3.7. Circulation Modifiers

Adding Circulation Modifiers

On This Page

Circulation Modifiers are item type designators added at the local item level (not included in the bibliographic Record) that impact how an item circulates. Catalogers select them when adding Item Attributes from a designated list of options.

Circulation modifiers are an important factor for building circulation and hold policies. They are added at the Item level as Item Attributes in the Holdings Editor.

While it is advisable to apply circulation modifiers that match the item type, in some cases, a library's selection of circulation policies may dictate specific policies that don't match exactly (for example, PLAYAWAY versus AUDIOBOOK). 

How are Circulation Modifiers Chosen?

The consortium moderates the list of available Circulation Modifiers to limit complexity while ensuring that libraries have sufficient options for circulation and hold policies. This results in a large but finite list of options. Any request to add new circulation modifiers should be sent to Cardinal staff and will be discussed in the Cataloging Interest Group.

Adding Circulation Modifiers

Circulation modifiers appear in the dropdown list in Item Attributes section of the Holdings Editor. They are a required field and must be applied for every item in the catalog. 

Note: When importing records in the Batch Importer, the Holdings Profile includes a subfield for Circ Modifier. This field must use the exact format, spelling, and capitalization listed above or the upload will fail.

Resource Sharing

NC Cardinal has hold policies that allow all items with BOOK, AUDIOBOOK, VIDEO & MUSIC circulation modifiers to be available for resource sharing, unless the shelving location or item prevents holds (such as reference or genealogy items.)

By default, Cardinal-wide hold policies are set up for all the other circ mods so holds cannot be placed on them, unless your library system has requested a hold policy to allow your patrons to place holds on items with those circ mods. By default, hold policies for these non-resource sharing circulation modifiers will be set so that holds can be placed only by your patrons, unless you specify that you want those items to be eligible for resource sharing.

3.8. Item Attribute Templates

Create and Apply Item Templates

On This Page

Catalogers can use templates to apply consistent item attributes for different types of materials. Templates may be exported and imported, allowing staff across a library to share the same templates.

4.1. Matching Record Basics

4.2. Matching Specialized Materials: Graphic Novels & Manga

Finding Matching Bib Records for Graphic Novels & Manga

On This Page

Graphic novels are cataloged as monograph series, with each book having a separate bibliographic record. When matching records, look for the 245 field, which must include the title of the individual resource, specifying the part/section number with $n and the title with $p. Series statements appear in the 490 and 8XX fields and should match the item in hand. Proper subject and genre headings are required, and can be used to further ensure a correct match.

4.3. Matching Specialized Materials: Multi-Volume & Multi-Part Sets

Single, Set, Series, or Serial?

On This Page

An overview of the different types of multi-part records: Monograph Sets, Series, and Serials.

NOTE: Graphic novels should be cataloged as a series and not as a monograph (multi-volume) set. Each book should be cataloged on a separate bib record as an independent resource.

4.4. Matching Specialized Materials: Juvenile & Young Adult

Finding Matching Bib Records for Juvenile & Young Adult Materials

On This Page

When evaluating records for juvenile and YA material, it's important to look for specific metadata in the MARC record that designates the material as juvenile or YA. Furthermore, indications that a title is specifically for a board book must be identified before attaching a board book to an existing record.

4.5. Matching Specialized Materials: Videos

Combined Records for Videos

On This Page

NC Cardinal policies state that video materials should be combined on the same record if the formats are the same. Item Catalogers should use the 024, 245, 250, 511, and 508 fields to match content, while ensuring DVD, Blu-Rays, 4K Ultra HD Blu-Rays, and dedicated combo packs are all cataloged on seperate records. This page includes guidelines for matching video items to the correct records, and information about when and how to add combined format videos.

4.6. Matching Specialized Materials: Kits

Cataloging Kits

On This Page

Kits should not be attached to records for any individual materials within a kit. This page includes information about identifying matching records for kits.

Note: An Item Cataloger should not attach a multi-piece kit to a bibliographic record that is for only one of the items included in the kit.

Fields to Look for When Examining a Kit Record for a Match

• A unique title in the 245 $a (not the title of any individual book in the kit).
• The GMD $h[kit] in the 245.
• The Kit format icon.

Additionally, the MARC record must include appropriate information about all the included materials. 

• ISBNs for the included materials should NOT be listed in the 020 $a, but instead in the $z.
• All titles of included items should be listed in the 500 or 505.
• Authors/creators should be listed in the 7XX fields, and a 100 should not be included unless all materials have a single author/creator.

5.1. Item Inventory

To conduct an inventory of a collection or part of a collection in Evergreen, staff first add inventory dates to all items on the shelves in the section of the collection being inventoried, then run reports to see if any items that should have been inventoried were missed.

There are two methods to adding inventory dates to items on the shelf.

Method One: Scan Individually

Inventory On Checkin

When completing an inventory project, you may want to apply the Update Inventory checkin modifier when checking in items. This ensures that items that were checked out when a section was scanned but returned before running a report on missed items are not marked missing.

Inventory Report Templates

There are a number of report templates available in the Inventory and Weeding Templates and the Item Templates folders that can be used as part of the inventory process.

In the reports Interface, locate the Shared Folders. You can find the Inventory templates in the shared templates Folder labeled Admin.

1. Find the Centralized Reports templates subfolder and expand it. 
2. Expand the Inventory and Weeding templates subfolder.
3. Choose Counts if you're looking for a list with circulation counts.
4. Choose Lists if you're looking for a shelf list.
5. Clone any templates you wish to use.
6. Run your report(s).

5.2. Deleting Items

How to Delete Copies

On This Page

Items may be deleted following three methods: from the Item Status page, from the Holdings View in the Bib Record, and from an Item Bucket. Regardless of method, items in certain statuses, including Checked Out and In Transit may not be deleted. Items in these statuses must be scanned and made available, then changed to a status of Discard/Weed prior to deletion. When deleting the last item on a record, the record will also be deleted, so care should be taken not to delete items that a library intends to replace until the replacement has been acquired. 

When deleting items, it is important to first make sure the item belongs to your library. Check the barcode range as well as the owning library. The Circulating Library may not reflect the owning library. Also, be sure to display the item status to ensure that you are only attempting to delete items in a status eligible for deletion.

How to Delete Items

There are 3 methods that we recommend for deleting items.

From the Item Status Page

This method is recommended for most standard item deletions, especially when deleting multiple items at once.

1. Navigate to the Item Status interface. 
2. Scan barcodes for items you want to delete, or upload a file of barcodes. 
3. Ensure none of the items have a status that is inelligible for deletion before proceeding (see below). 
4. Select the items you wish to delete by checking the box on the correct line.
5. Choose "Delete Items" from the Actions menu. 
   
6. Confirm the deletion in the dialog box. 
   

From the Holdings View

This method is recommended when deleting multiple items attached to a single call number.

1. Navigate to the Holdings View tab of the bibliographic/title record.
2. Locate the volume or item you will be deleting. Check the box on the appropriate line.
   
3. Select the option from the Delete section of the Actions menu that matches your selections (Delete Call Numbers and Items or Delete Items).
   

Note: Deleting the volume/call number will delete all attached copies. Deleting the only copy attached to a call number will only work if you also choose to delete the call number.

From an Item Bucket

This method is recommended for batch deletion of single items, especially when the list is created over time or by multiple staff users.

1. Add items to the bucket to be deleted.
2. Ensure the Item Status column is visible. If it is not, add it from the grid settings menu.
   
3. Select all items you wish to delete by checking the boxes on their line in the grid. Do NOT select any that are in a status that is not eligible for deletion.
4. Choose Delete Selected Items from Catalog from the Action Menu.
   

Statuses that may not be deleted

Do NOT manually edit or delete items with statuses indicating open or incomplete transactions, because doing so would negatively impact database recordkeeping and give inaccurate results in reports.

Items with these item statuses must not be manually edited or deleted:

Checked out: Open transaction in which an item is assigned to a patron account. Do not delete items while in this status.

Lost: Open transaction in which an item is assigned to a patron account and marked as lost based on interval designated by the library system. Do not delete items while in this status.

Long Overdue: Open transaction in which an item is assigned to a patron account and marked as long overdue based on interval designated by the library system. Do not delete items while in this status.

Lost and Paid: Open transaction in which an item is assigned to a patron account and marked as lost based on interval designated by the library system. Do not delete items while in this status.

In transit: Open transaction in which an item is moving from one library branch to another.  Do not delete items while in this status.

On holds shelf: Open transaction in which an item is waiting for a specific patron to pick up the item from the library. Do not delete items while in this status. 

If you attempt to delete items in these statuses, you should receive a notification that you do not have permission to do so. These items MUST be scanned on the Check In screen to close the transaction before deleting.

How to delete items in a status that blocks deletion

Before deleting items in any of the item statuses listed above, follow this procedure:

1. Navigate to the checkin interface.
2. Set checkin modifier Supress Holds and Transits to avoid having the checkin trigger a hold capture. 
3. Check the item in to change its status to Available or Reshelving.
4. Select the item in the checkin grid by checking the box for its line.
5. Choose Mark Items Discard/Weed from the Actions Menu.
6. Move forward with the deletion process.

Deleting Last Item on the Bib Record

5.3. Marking Items Lost

Once an item has been overdue for the amount of time established by your library system, Evergreen will mark the item Lost in the borrowing patron’s account automatically. 

When the item is marked Lost, several actions will take place:

The Lost item is still "checked out" to the patron and that circulation transaction remains open until the item is returned or the bill for the item is paid.

Optionally the patron can be billed for the item price, a lost processing fee, and any overdue fines can be voided from the account. Lost items can be included either in the "Items Checked Out" or "Other/Special Circulations" sections of the "Items Out" view of a patron’s record. These options are all controlled by library settings. Patrons can also be sent an email or print notification that the item was marked lost and billed to their library account.

1. Retrieve patron record and click Items Out.
2. Check the box to the left of the item to select it.
3. Select Mark Lost (by Patron) from the Actions menu.
4. The lost item now displays as lost in the Other/Special Circulations section of the patron record.
5. The lost item also adds to the count of Lost items in the patron summary on the left (or top) of the screen.

5.4. Marking Items Damaged

How to Mark an Item Damaged

On This Page

Items with a status of Damaged are not holdable and are not visible in the OPAC. There are four methods for changing an item's status to Damaged: From the Checkin screen, From the Item Status screen, From the Patron Account, and From the Holdigns Editor. Libraries can elect to automatically bill patrons for damaged items.

Items with a status of Damaged are not holdable and are not visible in the OPAC. There are five methods for changing an item's status to Damaged:

• From the Checkin screen
• From the Item Status screen
• From the Patron Account
• From the Holdings Editor
• From the Holdings tab in the bib record

Note: Do NOT mark resource sharing items damaged. Instead, fill out the damage slip and let the owning library decide whether or not to use this status.

From the Checkin Interface 

This option is useful when assessing damage when items are returned.

1. Check the item in as usual.
2. Select the item by checking the box on the line.
3. Choose "Mark Item Damaged" from the Actions menu.
   
4. Click Submit in the pop-up box to confirm the status change.

From the Item Status Screen

This option is useful when marking multiple items damaged at once, such as from a shelf-pull, after an adverse weather event, or from a shipment that was severely damaged in transit.

1. Scan the barcodes for the items you want to mark Damaged OR upload a .CSV file of barcodes for damaged items.
2. Select individual lines, or use the check box above the grid to select all items.
   
3. Choose "Item As Damaged" from the Mark section of the Actions menu.
   
4. Click Submit in the pop-up box to confirm the status change.

From the Patron Account

This option should be used if the patron has returned the item directly to the desk and would like to pay for any damage immediately.

1. Navigate to the patron's account.
2. Go to the "Items Out" tab.
3. Check the box to select the item to be marked Damaged.
4. Select "Mark Damaged" from the Actions menu.
5. Click Submit in the pop-up. This will confirm the status change and simultaneously check the item in.

If your library automatically bills for damage, the bill should appear on their account immediately. You can take payment for it following your library's policies.

From the Holdings Editor

This option only works on items with a current status that can be changed. If an item is checked out to a patron, in transit, on the holds shelf, or otherwise in a non-editable status, it cannot be marked damaged in the holdings editor.

1. Navigate to the Item Attributes or combined Holdings tab in the Holdings Editor.
2. Locate the "Item Status" attribute at the top of the Identification column.
3. Set the Item Status to "Damaged."
   
4. Click Apply All & Save at the botton of the Editor.

From the Holdings View Tab

This option is useful if you are already in the bib record and would like to mark the item Damaged without leaving the record, or if you need to mark multiple copies of the same title damaged at the same time.

1. In the bibliographic record, click on the Holdings View tab.
2. Scope to your library.
   
3. Click the carrot next to the call number to see all associated copies.
4. Check the boxes of the copies to mark damaged.
   
5. Select Mark Item Damaged from the Actions Menu.
   
6. The status should update automatically without needing to submit within a pop-up.

Billing for Damaged Items

A library can choose whether to bill a patron when an item is marked damaged. This policy will be reflected in Library Settings, and is applied uniformly across the system. This means it cannot be applied differently for different patron types or item types.

If your library has opted to bill patrons for damaged materials, a second pop-up will appear after an item that was checked out to a patron has been marked damaged. 

Fee: The amount in the Fee box is based on the Price listed in the item's attributes. Some libraries may also opt to add a standard processing fee that will automatically be added to the item price when calculating the fee. The option to add a processing fee is selected in Library Settings. If you would like to change the fee amount (for example, to reduce it for damage that is easily repaired and doesn't require purchasing a replacement copy), this field is editable.

Type: A type needs to be selected from this drop-down in order to save the bill, but the billing type listed on the transaction will be "Damaged" regardless of what you select. (This is a known bug. Feel free to add heat!)

Note: It can be useful for records to note what the damage was. Type this information in the Note field.

No Charge: Switching from Charge Fees to No Charge allows you to mark an item damaged without charging the patron.

5.5. Marking Items Discard/Weed

How to Mark an Item Discard/Weed

On This Page

Marking items as Discard/Weed allows libraries to remove weeded items from the OPAC before deleting, and makes reports on deleting items easier to run and read. Items can be marked as Discard/Weed in three different ways.

Before deleting items, it is recommended to put them in a status of Discard/Weed. Items with a status of Discard/Weed are not holdable and are not visible in the OPAC. After deletion, items retain this status in the database. They cannot be accessed from the staff client, but they may appear on reports, and the status helps ensure they are accounted for accurately.

There are four methods for changing an item's status to Discard/Weed:

• From the Checkin screen
• From the Item Status screen
• From the Holdings Editor

Note: Do NOT manually change the item status from Checked out, In transit, Long Overdue, Lost, Lost and Paid, or On holds shelf to another status using the Item Editor screen, as this simply relabels the items and does not close the underlying transaction correctly in the patron account (for Checked Out, Lost, Long Overdue, or Lost and Paid); or target a new item to fill the patron hold (for In transit or On holds shelf items).

From the Checkin Interface 

This option is useful when weeding items as they are returned, or when weeding items in a non-editable state, such as Lost.

1. Check the item in as usual.
2. Select the item by checking the box on the line.
3. Choose "Mark Item Discard/Weed" from the Actions menu.
   
4. Click Submit in the pop-up box to confirm the status change.

From the Item Status Screen

This option is useful when weeding at once, such as from a weeding report.

1. Scan the barcodes for the items you want to weed OR upload a .CSV file of barcodes for items to weed.
2. Select individual lines, or use the check box above the grid to select all items.
   
3. Choose "Item As Discard/Weed" from the Mark section of the Actions menu.
   
4. Click Submit in the pop-up box to confirm the status change.

From the Holdings Editor

This option only works on items with a current status that can be changed. If an item is in a status of Checked out, In transit, Long Overdue, Lost, Lost and Paid, or On holds shelf it cannot be marked Discard/Weed in the holdings editor. If you intend to immediately weed an item in one of these states, you must first check it in, cancel the associated transit, and/or re-target the hold. 

1. Navigate to the Item Attributes or combined Holdings tab in the Holdings Editor.
2. Locate the "Item Status" attribute at the top of the Identification column.
3. Set the Item Status to "Discard/Weed."
   
4. Click Apply All & Save at the botton of the Editor.

5.6. Marking Items Missing

How to Mark an Item Missing

On This Page

The Missing status should apply to items that are expected to be on the shelf but can't be located. Items with a status of Missing are not holdable and are not visible in the OPAC. There are three methods for changing an item's status to Missing: from the Item Status screen, from the Holdings Editor, and from the Holdings View in the Bib record. 

Items that are listed with a status of Available but can't be located on the shelf should be marked Missing rather than Lost. Unlike the Lost status, Missing does not retain a link to a circulation transaction or result in charges to a patron account. There are three methods for changing an item's status to Missing:

• From the Item Status screen
• From the Holdings Editor
• From the Holdings tab in the bib record

Note: Items that are checked out to a patron should never be converted directly to Missing. Doing so will leave an open transaction on the patron's record. They should be marked as Lost, and resulting bills paid or forgiven. If a patron claims they returned an item, mark it Claims Returned. 

From the Item Status Screen

When you are marking items missing from a Report (such as an inventory report), the Item Status screen is the easiest way to change the status in batch.

1. Upload a .CSV file of barcodes for Missing items.
2. Select individual lines, or use the check box above the grid to select all items.
   
3. Choose "Item As Missing" from the Mark section of the Actions menu.
   
4. Click Submit in the pop-up box to confirm the status change.

From the Holdings Editor

This option is useful when marking a single item Missing. However, be sure to check that the current status is Available before changing it to avoid retaining an open transaction on a patron account.

1. Navigate to the Item Attributes or combined Holdings tab in the Holdings Editor.
2. Locate the "Item Status" attribute at the top of the Identification column.
3. Set the Item Status to "Missing."
   
4. Click Apply All & Save at the botton of the Editor.

From the Holdings Editor

This option is useful if you are already in the bib record and would like to mark the item Missing without leaving the record, or if you need to mark multiple copies of the same title missing at the same time.

1. In the bibliographic record, click on the Holdings View tab.
2. Scope to your library.
   
3. Click the carrot next to the call number to see all associated copies.
4. Check the boxes of the copies to mark missing.
   
5. Select Mark Item Missing from the Actions Menu.
   

5.7. Replace Item Barcode

How to Replace Item Barcodes

On This Page

The four methods for replacing barcodes include the Replace Barcode function in the Circulation menu, an Action in the Item Status screen, updating the barcode directly in the Holdings Editor, and from the Holdings View tab in the bibliographic record.

As part of a re-barcoding project, when the incorrect barcode was applied, or when a barcode has been damaged, staff may need to update an item's barcode in Evergreen. There are four methods for doing so:

1. Replace Barcode function in the Circulation menu (recommended method)
2. From the Item Status screen
3. In the Holdings Editor
4. From the Holdings View in the Bib Record

Replace Barcode Function

The easiest and recommended option for changing barcodes is to use the function available in the Circulation menu.

1. From the Circulation menu, select Replace Barcode.
   
2. Scan or manually input the current barcode.
3. Scan or manually input the new barcode.
   
4. Click Submit.

From the Item Status Screen

This option is useful when updating barcodes for multiple items. 

1. Scan the barcodes for the items the need new barcodes OR upload a .CSV file of barcodes to be replaced.
2. Select individual lines, or use the check box above the grid to select all items.
   
3. Choose "Replace Barcodes" from the Edit section of the Actions menu.
   
4. Enter the new barcode for the first item in the pop-up and click submit.
5. The pop-up for the next item will appear immediately.
6. Continue to update barcodes and click submit for each until all are complete.

From the Holdings Editor

This option is recommended if you need to make changes to other item attributes or the call number.

1. Navigate to the Holdings tab in the Holdings Editor.
2. Locate the "Barcode" field.
   
3. Scan or manually enter the new barcode.
4. Click Apply All & Save at the botton of the Editor.

From the Holdings View

This option is useful if you are already in the bib record and would like to change the barcode without leaving the record, or if you need to update the barcodes for multiple copies of the same title.

1. In the bibliographic record, click on the Holdings View tab.
2. Scope to your library.
   
3. Click the carrot next to the call number to see all associated copies.
4. Check the boxes of the copies to mark damage.
   
5. Select Replace Barcodes from the Actions Menu.
   

6.1. New Items and Holds

Activating Holds on Newly Cataloged Items

On This Page

When processing new items, catalogers should use the Retarget Local Holds Checking Modifier in order to ensure the newly cataloged item is considered for hold fulfillment before shelving.

Because of the way Evergreen targets holds, newly cataloged items are not guaranteed to fulfill pre-existing holds after the new item record is created unless staff take additional actions when checking these items in for the first time. In order to have Evergreen immediately add newly cataloged items to the pool of potential copies eligible to fill holds, staff can either use Checkin Modifiers or manually retarget a patron's hold. Using Checkin Modifiers is generally faster, since newly cataloged items must be checked in anyway, to change their status from In process to Available/Reshelving.

NOTE: If no action is taken to retarget a new item for holds, the item may begin to appear on the pull-list for holds requests within about 24 hours.

Checkin Modifiers

If your cataloging turn-around time is shorter than 24 hours you can ensure the new copy is captured correctly at check in by checking in the item using the check in modifiers Retarget Local Holds and Retarget All Statuses:

NOTE: Remember that checkin modifiers are 'sticky', so be sure to uncheck the boxes when you are finished, as these modifiers should not be applied to normal checkins.

Manual Retargeting

If you need to manually retarget the item to capture for a hold:

1. After adding the item, click on the View Holds tab.
   

2. If there are outstanding hold requests, select the hold from a patron in your system that is next in line.
   
3. Choose Find Another Target from teh Actions Menu. This forces Evergreen to re-target the hold and recognize the newly cataloged item.
4. Check in the new item to capture it for the selected hold.

DO NOT retarget more than one hold at a time and do not retarget a hold for any patron (line item) where another barcode is already listed as a target.

Impact of Centralized Cataloging on Holds

Items, by default, will be targeted to fill a hold at the workstation branch where they are checked in. When library systems catalog centrally, it can mean that items will always get checked in for the first time at the main branch and immediately target the next hold for pickup only at the main branch, never targeting holds at other branches until all holds at the main branch are satisfied).

To mitigate that effect, there are two options:

Retain In Process Status during Transit to Owning Branch

You can send some of your new copies to other branches while they are still in an In process status. Staff at each branch may check the newly cataloged items in for the first time using the same checkin modifiers as above. 

This option is recommended for libraries with a very large volume of materials being cataloged centrally and shipped to branches, but requires they have a good system in place for tracking items that are not placed In Transit.

Note: Because these items will not be in an In transit status when sent to the other branch, you will need to notify staff at the branch of the required special handling and wrap/label the items so that they are checked in with the appropriate checkin modifiers. 

Checkin Without Modifiers at the Central Branch

If catalogers at the central branch check items in without any checkin modifiers, the items should be sent to an In Transit status. Without the Re-Target Local Holds modifier applied, the item should bypass holds at the checkin branch. Staff at each branch may check the newly cataloged items in for the first time using the same checkin modifiers as above. 

This option is recommended for libraries that don't usually catalog centraly, and only have occassional items that need to be handled this way. Items are less likely to get misplaced because they are put into an In Transit status, but the extra step of turning off the circ modifier for items being sent to other branches may create issues if it's missed.

6.2. Print Spine Labels

Printing Spine Labels for Newly Cataloged Items

On This Page

Printing Spine labels requires configuration of your browser, your printer, and your Evergreen settings. Staff can create templates to ensure consistency.

Configuring Your Browser

Hatch

Spine label printing does not work well with Hatch, so it is recommended that you remove Hatch completely from the workstation where spine labels will be printed. If you need Hatch for other functions, create a second Chrome profile without Hatch to be used specifically for cataloging and spine label printing.

Headers and Footers

Before printing spine labels, you will need to turn off print headers and footers in your browser.  You should configure your browser so that Chrome does not add headers and footers to items printed on certain printers. 

You can turn off these headers and footers using the following steps:

6.3. Cover Images

Adding Cover Images Manually

On This Page

Cover Iamages may be added to records that don't already have them, or that show the incorrect cover, by uploading the correct image in the bibliographic Record summary.

When adding holdings, many titles that already exist in the catalog will have cover images. In cases where the title does not have a cover image, you will see the NC Cardinal placeholder:

Manual Upload

You can manually upload the correct cover image from the bibliographic record:

1. Select Upload Cover Image from the Other Actions Menu. 
   
2. In the pop-up modal, click the button to Choose File.
   
3. Click the Upload Cover Image button.

File Types

Make sure you have the correct file type. The following are all acceptable:

•  jpg
• png
• xpm
• xbm
• gif
• bmp

Potential Errors

If there is an error uploading your file, you will be shown error text in the modal. Error messages include the following:

• Not authenticated. Expired login? Not authorized. Check your permissions.
• Not found. Bib record deleted?
• Invalid global compression value.
• Talk to your system administrator.
• Do not know where to upload files.
• Talk to your system administrator.
• Can not save uploaded file.
• Talk to your system administrator.
• File size larger than configured limit.
• Check your library setting or try a smaller file.
• Error parsing the image. Is it a common image filetype?
• Error uploading or processing file.

Note: If you can't see the uploaded cover image, try viewing the record in an incognito window, or clearing your cache.

Open Library

All the cover images that are not manually uploaded in Evergreen come from Open Library, which is an open-source initiative of the Internet Archive, a 501(c)(3) non-profit, building a digital library of Internet sites and other cultural artifacts in digital form. Other projects include the Wayback Machine, archive.org and archive-it.org.

Cover images are based on the ISBN in the bibliographic record. Evergreen currently only uses the first ISBN to search Open Library. Some covers may be missing for some ISBNs. Images are updated by registered Open Library users and by bots and may sometimes contain incorrect images.

You can add or correct the image chosen by Open LIbrary by changing the first ISBN in a bib record to one that matches the correct image in Open Library. 

7.1. Item Alerts

Action-Triggered Alerts

On This Page

The Item Alerts feature enables library staff to attach customized notifications to items during specific actions like check-ins, check-outs, or renewals. There are two types of alerts: temporary and persistent. Adding alerts involves selecting an alert type, entering details, and saving via one of four interfaces: Bibliographic Record, Holdings Editor, Item Status Screen, or Check-in Screen.

7.2. Item Tags

Searchable Item Tags

On This Page

Item Tags enable library staff to apply searchable, pre-defined labels to items, serving as a preferable alternative to Item Notes. Currently, NC Cardinal limits Item Tags to Digital Bookplates, requiring a standardized label format for donations.

7.3. Item Notes

Fully Customizable Item Notes

On This Page

Item notes allow libraries to attach local holdings information to their copies of titles outside the shared record. While public notes appear in the OPAC, they are not searchable, and the number of visible notes should be limited to enhance catalog usability. Notes can be added or edited in the Holdings Editor or Holdings View tab.

7.4. Statistical Categories

Adding Statistical Categories to Items

On This Page

Item statistical categories in the Holdings Editor allow tracking circulations by a variety of locally important metrics. Stat Cats may be created in Local Administration and assigned to books in the Holdings Editor.

Item stat cats appear in the Holdings Editor. You might use item stat cats to track books you have bought from a specific vendor, measuring the local popularity ofspecific genres, or donations.

Creating an Item Stat Cat

To create a new item stat cat,

1. Go to Administration → Local Administration → Statistical Categories Editor - Item.

2. Click New Statistical Category Editor - Item.

3. The editor will open, where you can set the following:

   • Name: This is what will appear in the Holdings Editor.

   • Owning Library: Select the library for which the stat cat applies.

   • Required: Select this option if the category must be assigned a value when editing the item attributes.

   • OPAC Visible: Select this option if the category should be displayed in the OPAC.

   • Checkout Archive: Select this option if the category and its values for the item should be archived with circulation data.

   • SIP Field: Select the SIP field identifier that will contain the category and its value (if applicable).

   • SIP Format: Specify the SIP format string (if applicable).

4. Click Save.

Assigning Stat Cats

1. Open the Holdings Editor for the copy you want to add a stat cat to.
2. Click on the Stat Cat you want to apply a value to.
   
3. In the Field that appears, select the value you want to apply.
   
4. Click the Apply button.

7.5. Advanced Reader Copies and Donated Items

Indicating Special Copies, Inlcuding ARCs and Donations

On This Page

Advanced Reader Copies (ARCs) should not be cataloged in the NC Cardinal system, but may circulate locally using the Non-Cataloged Circulation function. Donation information must not appear in bibliographic records shared across the consortium; any acknowledgments of gifts should be external, using the Digital Bookplate tag type. For record-keeping, libraries can track donations with an item statistical category.

8.1. Transferring Items

Moving Items to Different Call Numbers or Branches

On This Page

When items need to be moved to different, already existing call numbers in your library, or a new branch within your system, you can transfer items and holdings between call numbers and branches in the holdings view of the bibliographic record by marking the destination, and selecting transfer from the actions menu.

In cases where items are being moved around your library, such as from a juvenile shelving location to a YA shelving location, items may be transferred between existing call numbers. Additionally, items moving between branches may be transferred to the new branch. Transfers are conducted from the Holdings View in the bibliographic record.

Transferring Between Call Numbers at the Same Branch

1. Navigate to the Bibliographic Record for the item you want to transfer.
2. Click into the Holdings View tab.
3. Scope to the branch where both the original call number and the new call number are located.
4. Check the box next to the call number you want to transfer to.
   
5. From the Actions menu, select Mark Library/Call Number as Transfer Destination.
   
6. Uncheck the destination call number, and expand the original call number by clicking on the carot. This will make the barcoded item visible.
7. Check the box next to the barcode to select the copy to be moved.
   
8. Select Transfer Items to Marked Destination from the Action Menu.
   

You can check if the transfer was successful by expanding the new call number to see if the barcode is visible attached to the new call number. If The transferred copy was the only one attached to the original call number, that call numbe will no longer appear in the list.

If you need to create a new call number to transfer copies to, follow the instructions listed in the Dummy Call Number page. 

Transferring Holdings Between Branches

1. Navigate to the Bibliographic Record for the holdings you want to transfer.
2. Click into the Holdings View tab.
3. Scope to your system.
4. Check the box next to the branch you want to transfer to.
   
5. From the Actions menu, select Mark Library/Call Number as Transfer Destination.
   
6. Uncheck the destination branch, and expand the original branch by clicking on the carot. This will make the call number visible.
7. Check the box next to the call number to select the holdings to be moved (selecting the call number will select both the volume and copy). 
   
8. Select Transfer Holdings to Marked Destination from the Action Menu.
   

Note: If there are multiple copies attached to the call number being transferred, all copies will be moved along with the call number.

8.2. Transferring Holdings to New Records

Moving Holdings onto a Different Bibliographic Record

On This Page

Item catalogers can move items to different records by marking the destination record, then transferring the item to the marked record.

To Move Holdings

1. Navigate to the bib record that you're moving the materials to. 
2. From the Mark For menu, choose Holding Transfer. 
   
3. Once you've done so, you can go back to the Mark For drop down menu and see the TCN of the record marked as the destination.
   
4. Navigate to the bib record of the material you're transferring. Click into the Holdings View tab.
5. Select the row with the Call Number record of the material you're transferring and check the checkbox of the Call Number row (not the row where the barcode is)
   
6. From the Actions menu, choose "Transfer Holdings to Marked Destination"
   

8.3. Transferring Pre-Cataloged Items

Brief Pre-Cataloged Items 

On This Page

Items that are not properly cataloged before shelving may be circulated to patrons using the pre-cat feature. Once a pre-cataloged item is returned, it can be attached to the correct bib record using the mark/transfer function.

8.4. Dummy Call Numbers

Note: When transferring pre-cat items, you will need to navigate to the holdigns editor and apply all the correct item attributes, then check the item in again to make it available.

9.1. Managing Item Buckets

Creating and Editing Item Buckets

On This Page

 Staff can use item buckets to easily perform batch actions for a number of item records at the same time. Items remain in buckets until they are removed, but are not restricted in any way from checking out, fulfilling holds, etc.  The Item Bucket interface is accessed by going to Cataloging → Item Buckets. 

Item buckets are a way to conveniently group a list of item records.  Staff can use item buckets to easily perform batch actions for a number of item records at the same time. Items remain in buckets until they are removed, but are not restricted in any way from checking out, fulfilling holds, etc. 

The Item Bucket interface is accessed by going to Cataloging → Item Buckets.

Note: The words copy and item may be used interchangeably in Evergreen.

Creating Item Buckets

Item buckets can be created in the Item Bucket interface as well as on the fly when adding items to a bucket from a catalog search or from within the Item Status interface. For information on creating buckets on the fly see Adding Items to a Bucket.

Note: Checking the Shareable box makes the bucket visible and searchable by any staff member who has the bucket ID number.

Editing Item Buckets

Deleting Item Buckets

1. From the drop down menu select the bucket you would like to delete. The bucket will load in the interface.
2. Click on Buckets.
3. From the drop down menu select Delete Bucket.
   
4. On the confirmation pop up click Delete Bucket.
5. Refresh your screen.

9.2. Customizing Item Buckets

Options for Customizing Bucket Grids

On This Page

Item Buckets utilize Angular grids, and can be customized to change coulmn order, add or remove columns, and change column widths.

As with other pages in the Evergreen Angular Interface, you may select which columns you would like to have visible in your Item Buckets. 

To change column order

1. Click on the Carrot menu at the top of the grid.
   
2. Select "Manage Columns."
3. Columns are ordered top to bottom, corresponding with left to right. i.e. the top column in the list will be the left-most column in the grid.
4. Move columns up and down to change their order left to right.
5. Make a column the first (left-most) column immediately, regardless of current position, by clicking the "First Visible" arrow.
   
6. Add additional, non-visible columns to the grid by clicking on them in the list. The icons will change from a from a yellow x to a green check-mark.
7. Click the Close button when done.

To add columns 

If you want to add visible columns without opening the Manage Columns option:

1. Click on the Carrot menu at the top of the grid.
2. Select the category you would like to have visible from the drop-down list.
3. The grid will automatically update to include the new column.
4. If you re-open the menu, the icon next to the category will have changed from a yellow x to a green check-mark.

To remove columns

1. Click on the Carrot menu at the top of the grid.
2. Select the category you would like to hide from the drop-down list.
3. The grid will automatically update to remove the selected column.
4. If you re-open the menu, the icon next to the category will have changed from a green check-mark to a yellow x.\

To adjust width

If longer data, such as titles or barcodes are cut off in you grid, you can adjust the column width.

1. Click on the Carrot menu at the top of the grid.
2. Select "Manage Column Widths."
3. Two new rows, to Expand and Shrink, will show up at the top of the grid.
4. Widen a column by clicking on the outward facing arrows.
   
5. Narrow a column by clicking on the inward facing arrows.
   
6. Re-open the menu and click "Manage Column Widths" again to close the Expand and Shrink rows.

To save grid set-up

1. Click on the Carrot menu at the top of the grid.
2. Select "Save Columns."
3. The columns you have selected to be visible will now be visible by default, as well as any changes you have made to the order or width, every time you return to any bucket in your bucket view.

9.3. Adding Items to an Item Bucket

Four Methods for Adding Items to an Item Bucket

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There are four options for populating item buckets with items: from the Item Bucket interface directly, from the Bibliographic Record to which the item is attached, by scanning individual items barcodes in the Item status screen, and by uploading a file containing a list of barcodes to the Item Status screen.

There are four different methods for adding items to buckets. A single bucket may have items added using all four different methods.

From the Item Bucket Interface

Note: Staff can also scan in pending items without first selecting a bucket. Items from the pending list may then be added to multiple buckets by selecting Add to Bucket from the Actions menu and choosing the correct bucket for each subset of items.

From a Bibliographic Record

1. Retrieve the desired title through a catalog search.
2. If it is not your default view click on the Holdings View tab.
3. Use the check boxes to select the item(s) you would like to add to the bucket.
4. Click Other Actions menu button below the Record Summary.
5. From the drop down menu select Add to Bucket
   
6. To add the item to an existing bucket, select the one you wish to add to from the drop down menu in the pop up box.
   
7. To create a new bucket, select the New bucket tab and enter a name for your bucket.
   
8. Repeat steps 1 through 7 to add additional items from other bibliographic records, as needed.

Scan barcodes in the Item Status screen

1. Click on Search → Search for Items by Barcode
2. Scan the barcode(s) of the item(s) you wish to add to the bucket.
3. Make sure that the items you want to add are selected (i.e. box on the left side of the screen is checked).
4. Right click on one of the selected items or go to the Actions menu.
5. Click Add items to bucket.
6. Choose an existing bucket or create a new bucket.

Upload file of barcodes in the Item Status screen

1. Run report to get a list of barcodes that you want to edit or delete using an item bucket (e.g. Lost items more than x years overdue)
2. Save only the necessary barcodes in either a .txt or .csv file. Barcodes must be on separate lines and may be comma separated.
3. Click on Search → Search for Items by Barcode
4. Click Choose File and select your saved .txt or .csv file of barcodes.
5. A successful file upload will display each barcode as a line item.
6. Make sure that the items you want to add are selected (i.e. box on the left side of the screen is checked).
7. Right click on one of the selected items or go to the Actions menu.
8. Click Add items to bucket.
9. Choose an existing bucket or create a new bucket.

Note: Uploading files with extraneous data (other than barcodes) or punctuation other than commas will result in errors.

9.4. Removing Items from an Item Bucket

How to Remove Items from a Bucket

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Users may remove items from an item bucket as an option in the Actions Menu when the bucket is open.

9.5. Placing Holds on Items in an Item Bucket

How to Place Batch Holds Using Item Buckets

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To place holds on multiple titles for a single user, the Item Buckets Batch Holds feature is recommended.

Evergreen offers multiple options for placing holds in batch:

• The Multiple Hold function allows a single account to request multiple copies of the same title (LINK).
• The Hold Groups function allows staff to place holds on the same title for multiple users at once.

The Bucket Hold action is recommended when placing holds on multiple titles for a single user. To place batch holds from an Item Bucket:

1. Open the Item Bucket interface. By default you are on the Bucket View tab.

   
2. Click on Buckets.

3. From the drop down menu select the bucket containing the item(s) you would like to place a hold on.

   
4. Use the check boxes to select the item(s) you wish to place holds on.
5. Click Actions.

6. From the drop down menu select Request Selected Items.

   

7. Enter the barcode for the patron who the hold is for. By default the system enters the barcode of the account logged into the client.

   
8. Select the correct Pickup Library.
9. Select the correct Hold Type. 
10. Click OK.
11. The hold has been placed.

9.6. Editing Items in an Item Bucket

How to Edit Items in a Bucket

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Catalogers can use Item Buckets to make batch changes of item attributes.

Item Buckets allow catalogers to make changes to item attributes for multiple items at once.

1. Open the Item Bucket interface. By default you are on the Bucket View tab.
    
2. Click on Buckets. From the drop down menu select the bucket containing the item(s) you would like to edit. All items in the bucket will display.  
3. Use the check boxes to select the item(s) you wish to edit.
4. Right click on one of the selected items or go to the Actions menu.
5. From the drop down menu choose Edit Selected Items. 
6. The Holdings Editor will open in a new tab. Make your edits (see Editing or Weeding Items and/or Editing and Deleting Item and Call Number Records).
7. Once you choose Save and Exit in the Holdings Editor, the updates to the edited items will show in the item bucket.

9.7. Deleting Items in an Item Bucket

How to Delete Items in a Bucket from the Catalog

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Item catalogers can delete multiple items from buckets, which is beneficial for collaborative projects like weeding. To delete items, access the Item Bucket interface, select the desired bucket, ensure relevant statuses are displayed, choose items using check boxes, and then confirm deletion through the Actions menu.

Item Catalogers can delete multiple items at once from buckets. Buckets are also useful if other staff members will be making a list of items to be deleted, such as during a weeding project. Item catalogers should only delete items that belong to their library system and do so in accordance with their library system policies. There is no way to undo the action once an item record is deleted, so be sure that you are following Cataloging best practices for deleting items: see Editing and Deleting Item and Call Number Records. 

Note: Do not delete the last item from a bibliographic record if you intend to replace that item. When the last item on a call number record is deleted, the call number record is also automatically deleted. If the last item on a bibliographic record is deleted, both the call number record and the bibliographic record is deleted. 

Delete Items from Bucket

1. Open the Item Bucket interface. By default you are on the Bucket View tab.
2. Click on Buckets. From the drop down menu select the bucket containing the item(s) you would like to delete. All items in the bucket will display.
   
3. Be sure to display Is Deleted and Copy Status from the column picker. Staff should never attempt to delete items in a status indicating an open transaction: see Editing and Deleting Item and Call Number Records
4. Use the check boxes to select the item(s) you wish to delete.
5. Right click on one of the selected items or go to the Actions menu.
6. From the drop down menu select Delete Selected Items from Catalog.
7. On the confirmation pop up click OK/Continue.
   
8. The items have been deleted from the catalog.