Report Processing Schedule

EAC recommends following the report processing schedule and to take appropriate action as indicated on the schedule to maintain accurate patron and item records and to provide good customer service.

Report	Where found	Staff should process	Actions to take	Why?
Pending Patrons	Circulation > Pending Patrons	Daily	- Register new patrons if appropriate. - Delete inappropriate registration requests (i.e. out-of-system, duplicates)	Online registrants are not able to use library materials until this process is completed.
Pull List for Hold Requests	Evergreen Home Page	Daily	- Pull items from shelves and check in. - If not found on shelves, mark item as Missing.	Items on pull list have been targeted by Evergreen as the best item to fulfill a hold.
Holds Shelf	Circulation > Holds Shelf	Weekly	Use the "Clear These Holds" button or manually cancel expired holds. Then, check in and process cleared / cancelled holds.	Expired holds may be on hold for other patrons
Hopeless Holds	Administration>Local Adminstration	Weekly	- If appropriate, purchase another copy of the title. - If not appropriate, contact patron to find replacement and cancel hold.	All items are Lost, Missing, etc. or have been deleted, so no items are available to fulfill hold.
Transit List	Evergreen Home Page	Weekly	- Check shelves for items that have been in transit for longer than one week. Check for both transits to and from your library. If the owning library is not involved in the transit, the sender should contact them to check their shelves. - If not found, owning library should mark item as Missing	- Items may have been accidentally shelved at sending library or may have arrived at destination library without being checked in. - Marking unfound items as Missing will make them ineligible to fill holds, resulting in fewer Hopeless Holds.
Overdue Notices	Evergreen Home Page	Weekly	Mail overdue and lost item notices.	Patrons may not receive email notifications and need to be informed about overdue items and lost materials bills.
Overdue Shelflist	Scheduled Reports	Weekly	Check shelves for items. If found, check in (and forgive fines if applicable)	Items may not have been checked in when returned.
List Items by Copy Status	Scheduled Reports	Weekly	- Cataloging: For UNCATALOGED call numbers, delete (see Bad Stat Cats). - Damaged: Fix, replace, or delete within a month. - Lost and paid: Delete immediately. - Missing: Check shelves. If not found, and circ was not marked as Claims Returned, delete after locally determined amount of time. - All others: Check report page for guidance	- Cataloging: UNCATALOGED items with this status are safe to delete. - Lost and paid: Items have been paid for and should no longer remain in Evergreen as they belong to patron if ever found. - Missing: Other libraries may mark your items as missing without informing you, so checking your shelves is wise. Deleting missing items after an appropriate amount of time can prevent irrelevant titles from displaying in searches.
High Demand	Scheduled Reports	Weekly	Consider purchasing materials when: - Your patrons have multiple holds on a title and you do not own a copy - Your patrons have holds on material types you do not purchase (such as video games) - There are many holds and few copies (low ratio) - If the Hold Ratio in the High System Demand Report is less than 16% and your library has holds and doesn't own a copy	This report lists titles with holds and includes data for holds placed by your patrons and by patrons system wide. Use this report to facilitate detemining if your library should purchase a copy of a title to fulfill demand by your patrons and to assist with system-wide demand in the spirit of cooperative collection development
Monthly New Users	Scheduled Reports	Monthly	- Bad Users Detail tab: Update patrons' records so their SMS numbers are only 10 digits (no dashes) - Bad Users Detail tab: Add any missing Patron Type, Residency, or School Codes stat cats	- Incorrect formatting of SMS leads to failure to send text messages - Missing patron stat cats are required to ensure correct data for NYS Annual Reports
Bad Stat Cats by Lib	Scheduled Reports	Monthly	- For UNCATALOGED call numbers: Delete if not checked out. - For missing or incompatible stat cats: Update item stat cats.	Impacts accurate reporting of data, especially for NYS Annual Reports
Payments between libraries	Scheduled Reports	Monthly / quarterly / annually (as appropriate for your library)	- For Payments at my library tab: Send owning library check after receiving invoice if appropriate - For Payments on my items tab: Send invoices to libraries who received payment if appropriate	Payments that you collect for lost or damaged items belonging to another library need to be paid to the owning library. To comply with auditing recommendations, libraries should collect the payments, then should be invoiced by the owning library.
Old Holds	Scheduled Reports	Monthly	Use this report to follow up with patrons, retarget holds, and clean up copy records	This report lists all holds for pickup at your library that have not been filled for more than 3 months.