INN-REACH Reports - Institutional Overdue Reports/Annual Clean-Up Calendar

This calendar starts with December when the first round of institutional overdue reports is due. For more detailed information, please consult the abbreviated or full version of the INN-REACH reports instructions, or the Institutional Overdue Reports/Annual P-Circ Clean-up Guidelines (attached).

 

Please note that these instructions will need to be modified to reflect MilCirc workflow.

 

DECEMBER 1 - 15

___Generate institutional overdues report for main library and branches for all items more than 60-days overdue.

___Search stacks of main library and branches for all items on the list.

___Check in any items found.

___Generate institutional overdues report again for main library and branches in order by patron institution and name.

___Send reports to p-circ contact at patrons’ institutions.

___Run in-transit too long report weekly

___Run paged too long and requested too long once.

 

December 15 – 31

___Check patron records and record current status of each item on the list sent by the owning library.

___Return annotated list to p-circ contact at owning library.

___Run in-transit too long report weekly

___Run paged too long and requested too long once.

___Optional: run returned too long and received too long once.

 

January

___Run in-transit too long report weekly

___Run paged too long and requested too long twice.

___Optional: run returned too long and received too long once.

 

February

___Run in-transit too long report weekly

___Run paged too long and requested too long twice.

___Remove invalid virtual records from Returned Too Long list.

___Optional: run returned too long and received too long once.

 

March

___Run in-transit too long report weekly

___Run paged too long and requested too long twice.

___Optional: run returned too long and received too long once.

April

___Run in-transit too long report weekly

___Run paged too long and requested too long twice.

___Remove invalid virtual records from Returned Too Long list.

___Optional: run returned too long and received too long once.

 

May

___Run in-transit too long report weekly

___Run paged too long and requested too long twice.

___Optional: run returned too long and received too long once.

 

June 1 - 15

___Generate institutional overdues report for main library and branches for allitems more than 60-days overdue.

___Search stacks of main library and branches for all items on the list.

___Check in any items found.

___Generate institutional overdues report again for main library and branches, using 700 days as the minimum number of days overdue. Put report in order by patron institution and name.

___Send reports to p-circ contact at patron’s institutions.

___Run in-transit too long report weekly

___Run paged too long and requested too long once.

 

June 16 – 30

___Borrowing library check patron’s records and record current status of each item on the list sent by the owning library.

___Return annotated list to p-circ contact at owning library.

___Owning library – update status to “missing” of any items In Transit, OL Received, OL Returned or Lost and Billed for more than 700 days; add appropriate note of explanation to item records.

___Run in-transit too long report weekly

___Run paged too long and requested too long once.

___Optional: run returned too long and received too long once.

 

July

___Run in-transit too long report weekly

___Run paged too long and requested too long twice.

___Optional: run returned too long and received too long once.

 

August

___Run in-transit too long report weekly

___Run paged too long and requested too long twice.

___Remove invalid virtual records from Returned Too Long list.

___Optional: run returned too long and received too long once.

 

 

September

___Run in-transit too long report weekly

___Run paged too long and requested too long twice.

___Optional: run returned too long and received too long once.

 

October

___Run in-transit too long report weekly

___Run paged too long and requested too long twice.

___Remove invalid virtual records from Returned Too Long list.

___Optional: run returned too long and received too long once.

 

November

___Run in-transit too long report weekly

___Run paged too long and requested too long twice.

___Optional: run returned too long and received too long once.

 

INNREACH REPORTS (abbreviated version)

 

Recommended timetable:

 

Once a week: In Transit Too Long

Twice a month: Paged Too Long

Requested Too Long

Once a month: Returned Too Long

Optional: Received Too Long

 

 

 

IN TRANSIT TOO LONG

 

 

___Select T > Create list of IN TRANSIT TOO LONG items from *** INN-REACH REPORTS AND ADDITIONAL FUNCTIONS ***

___Display report by date.

___Write patron name after each patron record number.

___Check hold shelf for each item.

___Send items for other branches to correct location for check-in.

___Check in all items for your location.

___Return item to hold shelf.

 

 

PAGED TOO LONG

 

 

___Select P > Create list of PAGED TOO LONG items from *** INN-REACH REPORTS AND ADDITIONAL FUNCTIONS ***

___Check stacks for all items

___Print extra copies of the list for all branch locations to search.

___Check in any items found and print OhioLINK paging slip.

___Check-out, band the items and ship as usual.

 

 

REQUESTED TOO LONG

 

 

___Select S > Create list of REQUESTED TOO LONG items from *** INN-REACH REPORTS AND ADDITIONAL FUNCTIONS ***

___Display report by date.

___Delete any requests with current days date from patron record.

___Search each remaining title in OhioLINK Central Catalog.

___If status = HOLD

___If there are other “available” copies, request an available copy and cancel original request. Do not send cancellation notice to patron.

___If there are no “available” copies, send e-mail message to p-circ contact at owning library asking that they fill or cancel the request.

 

 

 

___If status = OHIOLINK REQUESTED

___If there are other “available” copies, request an available copy and cancel original request. Do not send cancellation notice to patron.

___If there are no “available” copies, send e-mail to helpdesk@iii.com .

___When status corrected, check again to see if request can be filled. If item is already checked out, cancel the request.

 

 

RETURNED TOO LONG (includes removing invalid virtual items)

 

 

___ Select R > Create list of RETURNED TOO LONG items from *** INN-REACH REPORTS AND ADDITIONAL FUNCTIONS ***

___Choose R > REMOVE invalid virtual items. The report takes several minutes to run.

___Send list of remaining items to p-circ contact at each owning library and ask them to check stacks.

 

RECEIVED TOO LONG (optional)

___Select C > Create list of RECEIVED TOO LONG items from *** INN-REACH REPORTS AND ADDITIONAL FUNCTIONS ***

___Display report by date.

___From the end of the list, pick the range of most recent dates.

___Write patron’s name after the patron record number on each line.

___Check hold shelf, looking for misspellings of patron name, reversal of first name/last name, books that belong at other branch library locations, use of uniform title or incorrect alphabetizing of patron name.

___Contact owning library to check stacks for any items not found on the hold shelf.

___Send note to p-circ list for any item the owning library cannot find, asking that other libraries check their stacks and/or hold shelves.

 

INNREACH REPORTS (full version)

 

 

INN-REACH reports are designed to help libraries make sure that all OhioLINK requests are filled as quickly and as accurately as possible.

 

All reports are accessed from the INN-REACH FUNCTIONS menu:

 

*** INN-REACH FUNCTIONS ***

 

P > PRINT INN-Reach Hold Shelf Report

R > RETURN unwanted INN-Reach items to Owning Library

 

V > Check-out and Check-in with VISITING Patron Option

 

I > INN-Reach Reports and additional functions

 

Q > QUIT

Choose one (P,R,V,I,Q)

 

 

*** INN-REACH REPORTS AND ADDITIONAL FUNCTIONS ***

 

 

U > Search INN-Reach Central Catalog (no auto select)

 

D > DISPLAY and alter a hold queue (Cancel, no re-request)

G > GENERATE Institutional Overdues Report

 

P > Create list of PAGED TOO LONG items

R > Create list of RETURNED TOO LONG items

S > Create list of REQUESTED TOO LONG items

T > Create list of IN TRANSIT TOO LONG items

C > Create list of RECEIVED TOO LONG items

 

Q > QUIT

Choose one (U,D,G,P,R,S,T,C,Q)

 

 

PAGED TOO LONG REPORT

 

The "paged too long" report enables a library to create a list of all of its items which have been requested and paged , but which have not changed status in more than three days.

 

To generate this report, select P > Create list of PAGED TOO LONG itemsand wait while the report is completed.

 

When the report is completed, the list of items paged for 3-days or more is displayed:

 

03-20-01: 16 OhioLINK Items with OHIOLINK PAGED status for more than 3 days

Loc Call# Title Item # Dest Date

01 > 01000 WD 212 A874d 1 Dr. Atkins' new diet rev i21764463 te1tg 03-13-01

02 > 02100 HM585 .P66 200 Sociology / i22363816 ke2ug 03-14-01

03 > 02100 WM 100 Su24 20 Understanding abnormal b i22363762 ke2ug 03-11-01

04 > 04000 LC89 .F69 2000 Policy studies for educa i22726536 os4ug 03-01-01

05 > 04029 BF723.M54 M67 Moral development i21332745 je2tg 03-01-01

 

+----------------------------------------------------------------------------+

¦F > FORWARD P > PRINT Q > QUIT ¦

¦B > BACKWARD D > Sort entries by DATE ¦

¦J > JUMP S > Sort entries by DEST ¦

¦Choose one (F,B,J,P,D,S,Q) ¦

+----------------------------------------------------------------------------

 

The list is displayed in location order and may also be sorted by request date or by destination site. Call numbers appear on the list, but the list does not sort in call # order. Check the stacks for all items. Check in any items found and a paging slip will be produced for the patron who requested the item. Check out and band the book according to standard procedures.

 

For libraries with multiple locations or branches, the "main" library has several processing options: 1) Print the list and ask each branch to search their collection, then process materials; 2) E-mail the branches' portion to a contact person at that branch, asking them to search their collection, then process materials; 3) Instruct someone at each branch how to produce the report and process materials.

 

Occasionally, some III test records may appear on the list of requested titles. Please contact someone at the III Help Desk (helpdesk@iii.com) before deleting those records.

 

Frequency: Print and search list at least twice a month.

 

 

RETURNED TOO LONG REPORT

 

This report creates a list of OhioLINK items requested by other libraries that have had the status RETURNED for more than three days. These are items that have not yet been checked in at the owning library.

 

As part of the annual clean-up in June and INN-Reach overdues in December, owning libraries should be checking the stacks for items more than 60 days overdue. The owning library searches the stacks and checks in any materials that are found. Materials with the status “OhioLINK Returned” for more than 6 months may be checked in at the owning library at any time and made "missing." The owning library may put a note in the item record indicating the item status was "OhioLINK Returned" (see sample below):

 

STATUS OHIOLINK RETD FROM .p10251236@si3tg; S. WELDON 7-17-00

 

To generate this report, select R > Create list of RETURNED TOO LONG itemsand wait while the report is completed.

 

A screen similar to the following is displayed:

 

03-20-01: 387 OhioLINK Items with OHIOLINK RTN'D status for more than 3 days

Site Title Item # Date Patron #

001 > ak2ug The dark half [videorecor i23960139 08-23-00 p11007825

002 > ak2ug Turnadot. Italian phonodi i1391277x 02-08-00 p11317462

003 > ak2ug Songs. Selections i11497233 02-07-00 p11387075

004 > ak2ug Jazz chants for children i13928818 10-25-99 p11293718

005 > ak2ug Encyclopedia of software i22919028 02-23-01 p11362558

 

This report is initially displayed in alphabetical order. The list may also be sorted by call number or by request date.

 

 

REMOVING VIRTUAL RECORDS

 

 

An additional feature of this report allows staff to remove invalid virtual items after the owning library has changed the status of any items to “missing.” A virtual item is considered invalid if the item status in the central catalog is anything other than "@" (INN-Reach Off-Site).

 

REMOVE AN INDIVIDUAL INVALID VIRTUAL ITEM

 

  1. Choose a line number from the Returned Too Long report to display the status of the item in the central catalog.
  2. Choose R> Remove virtual item. If the item status is not “@” the virtual item will be removed. If the item status is “@,” the virtual item will not be removed.

 

REMOVE ALL INVALID VIRTUAL ITEMS

 

1. Choose R>Remove invalid virtual items. The system will show the user which items are being removed.

 

Frequency: Create report and clear virtual items 4 – 6 times a year.

 

 

REQUESTED TOO LONG REPORT

 

Using this report, each library may see a list of requests for their patrons that have not been filled. The list contains requests that have been unfilled for three days from the date the original request was placed. The initial display is in order by owning library, but the most useful display is by date:

 

 

 

03-21-01: 74 OhioLINK Items with REQUESTED status for more than 3 days

Site Title Item # Date Patron #

01 > ak2ug The whisper in the gloom i1318300x 03-21-01 p10162501

02 > ak2ug Prazdnichnaia u i13207088 03-21-01 p10357142

03 > ak2ug The dangerous sex; the my i10466678 03-21-01 p10201038

04 > ak2ug Your United States Army p i14223727 03-21-01 p11020295

05 > ak2ug Narrow gauge railways of i10909588 03-21-01 p10672436

06 > sh4ug The self-sabotage syndrom i10934297 03-21-01 p10162501

07 > si3tg How to use Microsoft Acce i11653000 03-21-01 p10216698

 

NOTE: If the beginning of the report shows a number of items with the current date, these are very old requests that captured a “new” request date as a result of a III software change. These requests may be deleted from patron records.

 

Until those requests are deleted, scroll past those item to the oldest request date (see example below). Print the list.

 

64 > cc2tg Bipolar disorders : a gui i12218595 02-26-01 p11261080

65 > ak2ug The subtle knife / Philip i22478681 03-06-01 p11355086

66 > cc2tg Zora Neale Hurston : a li i10879833 03-06-01 p11484275

67 > ci3ug Light emission from silic i44073380 03-14-01 p11173725

68 > cs2ug Human factors in engineer i22222509 03-16-01 p11468592

69 > os4ug Maintaining a sense of pl i38173128 03-16-01 p1116556x

70 > cr0zz Hitler-Worte; Ausspr i11672663 03-17-01 p11515922

71 > os4ug Dekalog [videorecording] i76499169 03-17-01 p10382045

72 > os4ug Mexico, a study of the ed i37376883 03-18-01 p10890427

73 > fc2bg UNIX network programming i28321364 03-18-01 p11468701

74 > ak2ug Aerospace structures / ed i15161237 03-18-01 p11466194

 

NOTE: Review of this list is easier with two telnet sessions open, one in the central catalog to look at item records and one in the local system to look at patron records.

 

Search each title in the central catalog to check current status and follow instructions:

 

Status = HOLD

If there are other available copies, request an available copy and cancel the original request. If there are no available copies, choose the line number to display detailed holdings information (example below):

 

9> U of Akron Wayne Circulating 1 HOLD

 

TITLE The subtle knife / Philip Pullman

 

 

+-----------------------------------------------------------------------------+

¦SITE : U of Akron

¦LOCATION : Wayne Circulating

¦CALL # : PZ7.P968 Su 1997

¦CIRC STATUS : 1 HOLD

 

Choose “Print” and e-mail this record to the person who will be contacting the owning library about the request.

The person who will be contacting the owning library reads the e-mail message and forwards it to the p-circ contact at the owning library with the following message:

 

[Borrowing library name] patron .p111111111 requested the following [owning library name] title on 3-6-01. Please cancel this request if it cannot be filled.

 

The owning library receives the e-mail and checks the stacks for the requested item. If the item is found, check it in and fill the request. If the item is not found, please cancel the request.

 

 

Status = OHIOLINK REQUESTED

Occasionally, some requests get to the central catalog, but no paging slip is produced at the owning library. The status of the item appears as "OHIOLINK RQSTD.”

 

If there are other available copies, request an available copy and cancel the original request. If there are no available copies follow the same steps as for items with the status HOLD, but send the following message to the III helpdesk (helpdesk@iii.com):

 

[Borrowing library name] patron, .p22222222 requested the following [owning library name] on 3-6-01. Please correct the status in the central catalog.

 

 

When checking this list, be sure to run it late in the week (Thursday or Friday). If the list is produced early in the week, there will be many items to review that were just requested on Saturday and Sunday.

 

 

Frequency: Review this report at least twice a month.

 

 

IN TRANSIT TOO LONG REPORT

 

This report shows items that have been in transit to your patrons for more than 3 days. Regular review of this list helps find books that have been put on the hold shelf without being checked in.

 

To generate this report, select T > Create list of IN TRANSIT TOO LONG items and wait while the report is completed.

 

The initial display is in order by owning library, but the most useful display is by date:

 

 

03-21-01: 51 OhioLINK Items with IN TRANSIT status for more than 3 days

Site Title Item # Date Patron #

01 > fc2bg The immigrant and the com i18617657 12-02-98 p10015607

02 > cr0zz Avtokolebatelnye pro i12664819 06-08-00 p10162501

03 > ak2ug I love my wife [sound rec i24941803 09-20-00 p11373635

04 > cs2ug Sociology in our times / i21964087 09-26-00 p10995055

05 > os4ug The letters and speeches i22413479 12-10-00 p10243495

06 > cc2tg Sociological footprints : i11018616 12-27-00 p11500256

07 > ou4ug Genocide after emotion : i25022374 01-29-01 p11012717

08 > ou4ug Calendar of state papers, i10911613 01-30-01 p10163621

09 > os4ug Glutamine and glutamate i i41863525 03-01-01 p11502411

 

For the initial review print the list and look at the items that have been "in-transit" for 3-days to six months. Using the patron record number, look up the patron name and write in on the same line as the request. Check the hold shelf for each item. Libraries with multiple branches may print out a list for each branch, or train someone at each branch library to run and process the report. If the material is found, remove the item from the hold shelf, check it in and return the item to the hold shelf. Notify the patron that the item is available for pick-up (the pick-up notice will automatically be sent at libraries using e-mail notices).

 

After the initial review, it is only necessary to review the most recent entries on the list.

 

Frequency: Print and review the list once or twice a week.

 

NOTE: Owning libraries can help keep this list shorter by updating to “missing” any “in transit” items more than 6 months overdue. Follow the same method described for the clean-up and INN-Reach overdue process under “returned too long.”

 

 

RECEIVED TOO LONG REPORT

 

This report lists the items that have had the status "OhioLINK Received" for more than three days. Running and searching this report is time-consuming, but it sometimes helps borrowing libraries locate those items that seem to be missing from the hold shelf.

 

To generate this report, select C > Create list of RECEIVED TOO LONG items and wait while the report is completed.

 

A screen similar to the following is displayed:

 

05-16-01: 259 OhioLINK Items with OHIOLINK RCV'D status for more than 3 days

Site Title Item # Date Patron #

001 > ak2ug Case-based reasoning : ex i20890837 05-10-01 p10754465

002 > ak2ug Orchestra music. Selectio i17540136 05-14-01 p11541866

003 > ak2ug Nativism and the birth of i13806592 05-14-01 p10010038

004 > ak2ug Nutritional requirements i2238134x 04-25-01 p1144762x

005 > ak2ug The history of the Negro i10743157 05-15-01 p11203766

 

 

This report is initially displayed in alphabetical order by owning site. The list may also be sorted by date or by call number. For the borrowing library, the most useful display is by date.

 

NOTE: Owning libraries can help keep this list shorter by updating to “missing” any “OhioLINK Received” items more than 6 months overdue. Follow the same method described for the clean-up and INN-Reach overdue process under “returned too long.”

 

After sorting the list by date, go to the end of the list and print the screen with the latest date. View each patron record. Libraries with multiple pick-up locations check the pick-up location for each title to see if the item on the list is should really be on your hold shelf. Write the patron’s name after the patron record number for each title. Check the hold shelf to be sure that item is there. Libraries with multiple pick-up locations will need to check with branch libraries to see if any missing items on the list are on hold shelves at those locations.

 

Common errors that you look for are misspellings of patron name, reversal of first name/last name, books that should be delivered to another library and incorrect alphabetizing of patron name.

 

 

Contact the owning library to search the stacks for any items not found on the hold shelf. If the owning library cannot find the item, send e-mail to the p-circ list asking all libraries to check their hold shelves. Please be sure to include the patron’s last name to make it easier to search the hold shelves at other libraries.

 

 

INSTITUTIONAL OVERDUE REPORTS/ANNUAL CLEAN-UP GUIDELINES

 

 

These reports are created twice a year to check shelves for materials that may have been returned, but not checked in. The clean-up guidelines are used once a year to clear items from patron records. Please note that the report of items overdue may be run as often as time permits at the owning library. Reports are shared with other libraries only twice a year.

 

CREATING OVERDUES REPORT:

___Owning library selects G > GENERATE Institutional Overdues Report

___Choose correct selection for your library (In most cases this will be “Print all overdues” for single library or main library that distributes lists to all branch libraries).

___Enter minimum number of days overdue to be included in the report (60 days for reports generated in December and June).

___No maximum number of days overdue is necessary for the December or June reports.

___Print overdues sorted by ITEM location and call number

___Distribute report to branch libraries or to all library departments to search stacks following timetable in “calendar.”

___Check in any items found in the stacks

 

PROCESS OVERDUES REPORTS:

___Owning library selects G > GENERATE Institutional Overdues Report

___Choose correct selection for your library (In most cases this will be “Print all overdues” for single library or main library that distributes lists to all branch libraries).

___Enter minimum number of days overdue to be included in the report (60 days for December reports; 700 days for June report).

___No maximum number of days overdue is necessary for the December or June reports.

___Print overdues sorted by PATRON institution and name.

___Send reports to p-circ contact at patron’s institutions.

___Borrowing library checks patron records and records current status of each item on the list sent by the owning library. If time permits, check stacks for all items from other libraries.

___Borrowing library returns annotated list to p-circ contact at owning library.

 

 

 

 

 

 

 

ANNUAL CLEAN-UP GUIDELINES (completed each June)

 

Any items on patron records that are more than 700 days overdue with the following status codes should be cleared after the June Institutional Overdues are reviewed. Note that the process is slightly different for each status.

OhioLINK Received:

Borrowing Library do this only after notifying owning library

___Check item out to patron.

___Check item in (will have status “OhioLINK Returned”).

___Delete virtual item in -+ or MilCirc

Owning Library

___Check in the item.

___Make item missing and add appropriate note in record (see INNREACH Reports (full version), Returned Too Long Report for example).

 

OhioLINK Returned:

Borrowing Library do this only after notifying owning library

___Delete virtual item in -+ or MilCirc

Owning Library

___Check in the item.

___Make the item missing and add appropriate note in record.

 

In Transit:

Borrowing Library do this only after notifying owning library

___Check item in.

___Check item out to patron.

___Check item in (should now have status OhioLINK Returned)

___Delete virtual item in -+ or MilCirc.

Owning Library

___Check in the item.

___Make the item missing and add appropriate note in record.

 

Lost and Billed:

Borrowing Library do this only after notifying owning library

___Check item in.

___Delete virtual item in -+ or MilCirc

___Using Financial Functions, create a charge of $125 for OhioLINK lost book fee with note listing title, owning library, etc. and keep patron blocks on the account.

Owning Library

___Check in the item.

___Make the item missing and add appropriate note in record

 

Cancelled:

Borrowing Library

___Report to Innovative help desk (helpdesk@iii.com).

 

Other Status codes:

___P-circ representatives from borrowing/owning library need to determine if other items should be reported to Innovative for clean-up or handled in some other way.

Fine Issues:
___There is no waiving of fines for lost items, nor exchange of money between instituions.
___ Patrons must be accountable for lost items and are required to pay the replacement and processing fee.
___ All fines collected remain with the collecting (borrowing) library.
___ If the patron has purchased a replacement copy, the borrowing institution will inquire if the owning institution will accept it in lieu of fees. (policies vary across the consortium, with some members not accepting patron-purchased replacement copies.)
___ As always, if a lost item is paid for, the borrowing institution communicates with the owning institution so the patron account is cleared and the owning institution can adjust their local information per their procedures.

___The borrowing library checks in the item when payment or replacement copy is received from the patron. Upon receipt of payment or replacement copy the owning library may update their item status to “missing” and add a note indicating “.p11111111 from OSU paid $125 on xx-xx-xx. The borrowing library keeps money paid for fines.

 

___Item is returned after virtual record is removed from patron record: Send the item to the owning institution with a note of explanation; owning library may change status back to “available” and remove note from item record.

 

___If institutions do not respond to reports sent or questions asked, send e-mail to Anita Cook (anita@ohiolink.edu) or send e-mail to the p-circ list (pcirc@ohiolink.edu).