Item details display #

When the details have been retrieved, information will be displayed in 3 parts

• The top ‘Item search panel‘
• The ‘Item details tabs‘ on the bottom left
• The ‘Main information panel‘ on the bottom right of the screen

Item search panel #

Search for an item #

The top panel on the Item Details display is concerned with the infrastructure details for the item and its retrieval.

The item details screen can be filled:

• By navigating to item details from another screen.
• Scanning a barcode into the item barcode box
• Searching by title, author, barcode or Aurora ID in the item barcode box and selecting one of the drop down options.

Barcode truncation #

Where a library uses an extended barcode format, e.g. the format is 3474nnnnnnnnnn, and nnnnnnnnnn represents the running number, following the constant 3474, then entry of just the running number is allowed (subject to an Enterprise parameter setting). So entry of 54643 will automatically translate this to 34740000054643.

On entry of a valid number, the details are displayed in the panel, and associated elements throughout Item Details
NOTE this feature is still in development

Successful search display #

When an item s details are successfully retrieved.

• The top item barcode search box will display the items barcode.

• The title of the item will be displayed to the right of the item barcode box

NOTE Clicking on the title will show open a title search in the search screen.

Main Information panel #

This panel holds a set of information regarding the item details

• Item Barcode
• Aurora ID
• Bibliographic ID – The number provides a link to the cataloguing screen.
• Cover image for the book
• Format
• Call Number
• Material type.

Action Buttons

• SAVE – The Save button is connected to all changes updated in the item details tabs.

• Cancel –

Status tab #

This tab is used to identify and remark any special statuses that may apply to the item, Items are ‘Normal’ status by default.

NOTE Aurora also applies a status automatically according to process rules, e.g. when an item is supplied for Inter-Library Loan, is a serial issue awaiting receipt, or is an ordered item.

Item statuses can coexistent, so a book may be marked as both Damaged and Lost if separately applicable.

A status is applied or removed with the appropriate checkbox. Item status is reported via a popup message to the operator as part of loaning and returning process, and an option allows removal of the status when the item is returned.

Statuses #

The following statuses are supported:

Extra status #

This element presents a dropdown of possible additional statuses that may be applied to the item, as defined and controlled by the library within system parameters – system.

These are more ‘flags’ than strictly status indications, as the system does not take notice of these settings.

The Statuses are defined and described entirely as required by the library within system Parameters

Note that an Extra Status definition can be removed at any time and can leave undefined status marks against items – it is recommended that these marks be removed as part of the status removal: if not, then on subsequent reassignment of the status mark, these superseded marked items may give incorrect information.

General Tab #

• The item number (barcode). This can be updated here or via the catalogue maintenance screen.
• The item’s call number selections
  Note Selecting the edit checkbox enables the different possible call number fields to appear and relate to a Subfield code within the 852 Tag.
  
  • Prefix = 852 Tag $h Classification Part
    
  • Classification = 852 Tag $k Call Number prefix
    
  • Part = 852 Tag $i Item Part
    
  • Suffix = 852 Tag $m Call Number suffix
• Material specified (e.g. Part number, if appropriate). ‘Material specified’ is the Library of Congress MARC naming for this.
• SICI – adapted to contain a serial number identifier for a machine (particularly, but not exclusively, for Libraries for the Blind
• Reference number. This can be used, e.g. to hold serial numbers for DAISY players, as required.
• The Loan category of the item. This may be updated by selection from the combo, which presents all of the defined loan categories available for the specific library.
• The Loan Parameter – with a checkbox to indicate if this is ‘Permanent’ NOTE if not permanent this field will have a value of 0 if not on-loan
• A defined replacement cost for the item – this can be derived from the purchase cost, a default amount from the Item format or manually entered.

On-Loan Tab #

This tab identifies the user who has the item on loan – This tab will only appear when the item is on loan.

• User Barcode
• User Name – this is also a link to user loans screeen
• User ID
• Loaned from date
• At – Loaned at location
• Due Dtae
• Items on loan – Number of items the user has on loan

In-Transit Tab #

The In-Transit tab identifies the current ‘permanent’ and temporary locations for an item and handles transit records when material is sent between two sites.

• Home Logical Location – Always Visible
• Home Physical Location – Always Visible
• Temporary Location – Only visible when item has a temporary location
• Until – give expiry day of temporary transfer – Only visible when item has a temporary location
• In Transit To – Only visible when in transit and lists the physical location the Item is going.
• From – Only visible when in transit and lists the physical location the Item has left from.
• Sent on – Only visible when in transit and lists the date the item when into in-transit.

When an item is returned at a ‘foreign’ branch, the system will identify this and prompt for return of the item to its home – the item is immediately put into an in-transit status. The item retains this in-transit status until received by the destination site.

Returning this item at its Home Brach will remove the In-Transit status.

NOTE, if an item is flagged as ‘floating’ the item will take on a new home location when returned at a new location

• Clear in-transit status button – This button will also clear the in-transit status and show the item at its home location.

Lost/Damaged Tab #

The Lost/Damaged tab provides functions for control of lost and damaged items, including facilities to record administration charges, repair fees, and a replacement cost, initiated by setting Lost or Damaged status to an item when it is still on loan. This tab will only display when the item is on loan.

Dependent on the status selected, the radio button for Lost or Damaged will be selected, and the charge amounts will be calculated appropriately:

Repair Fee – The fee is defined by the operator and manually entered.

Administration Charge – This charge is set in the Enterprise parameters as a general administration fee; it cannot be varied in the Lost/Damaged process, but may be completely removed, by unticking the associated checkbox.

Replacement cost – Items may have a specific cost associated and this is shown in the General Tab of item details. If there is no specific cost, a generic cost may be used – this cost is set in the Item Formats parameters in system parameters.

Total – The charges are totalled automatically and dynamically, changing to reflect any variation in any of the above three costs. Note that all charges include a tax element.

A message prompts the operator to save the item status change, which is recommended – selecting Yes will do this and complete the process.

The charges are now noted against the user’s account and can be paid in the normal way. Note that the item remains on loan to the user at this stage. The item will need to be returned retaining the lost/damaged status to ensure the user does not encounter additional fees/charges.

Flags Tab #

The Flags tab is currently used to identify an item’s statistical categories, and when a flag is set for some action applicable to the item:

Checkboxes #

Statistical Categories drop downs #

These may be set and updated here as well as in the Holding detail popup from the 852 tag in the Cataloguing screen.

The categories have no system meaning and can be freely assigned by the library as required. The Categories may be defined in System parameters / System

Each of the Statistical categories can be selected from the combos – if statistical categories are defined for the library.

Message Tab #

The Message tab allows the recording and display of messages related to the item – these messages are invoked when the item is loaned or returned.

A new message may be created by simply typing into the text box and saving the result – Note that only one item message is supported, and so multiple observations must be compressed into the single message.

Issue Tab #

The Issue tab provides details of a serials issue, indicating the full details relating to the issue:

Note that this information is provided for information only – no updating may occur here:
Caption: this is the derived caption for the issue
Comment: any comments entered in the Check-in tab
Status: indicates the status of the issue. Possible statuses are:

• Normal awaiting receipt
• Missing
• No longer expected
• Out of print
• Re-printing
• Archived by merger
• Received and en-route
• Duplicate received

Bind: this checkbox indicates if this issue is the one that triggers a binding alert

Due date: Date the magazine is due to be received.

Actual date: i.e. Received date (if applicable)

Overdue date: the date according to parameters when the issue becomes overdue (if not already received)

Last claim date: the date the last claim was sent

Next claim date: the date the next claim is due to be generated

Subscription ID: this is the current subscription id under which the serial is purchased

No. claims: the number of claims sent for this issue

Claim format: that is the format in which the supplier will receive the claim. Note that a combo allows viewing of the possible options, but these cannot saved here

History Tab #

The History tab records a number of different bits of information on the current item:

• Date of last return
• Location of last return
• Date of item creation
• Date last active (i.e. loaned, returned, or identified as active in stocktake)
• the number of times the item has been loaned (overall and in the current ‘session’), and
• the number of times it has been renewed – seen, unseen, and overall total – together with an indication of the style of the last renewal
• The date the item was ordered
• The item’s supplier
• The price paid on the order

Item statistics

Is a list of all transactions involving the item broken down into year on the right of the tab. For a more detailed view see the History audit screen

InterLibrary Loan Tab #

The Inter-Library Loan tab displays all information about the item if it has been borrowed from another library.

Columns include:

• Title
• Author
• Library requested
• Date added
• Status
• Received sate
• Return to owner date
• Loan Back by date
• Renewed by owner date
• Actual Due Back to owner date

• Item Barcode
• Requested users name
• User barcose
• Collect act Library
• Additional information
• Action by operator
• Actioned on
• BIB Reference
• ILL ID Number