OWWLUG Meeting, May 27, 2011


Upgrade recap

PLS was informed (at midnight of the upgrade night) that the v. staff client would NOT work with the upgrade v. server. This caused delay in rolling out the updater application.As it turns out, the old staff client will work somewhat with the new version but all staff machines must be updated with the new client as soona s possible.

If you have questions regarding the staff client installation (and removing icons, files, etc. from the old versions) contactAaron Zsembery.

In general, the upgrade went smoothly, with a few exceptions…


  • Reciepts - formatting problems
  • Hold and Transit Slip contact information - not displaying the correct contact names
  • Minor customizations lost


PatronAccount > UserEditor > Addresses field - now displays a field called "Within City Limits." PLS hid this field when we first went live; this customizationw as lost in the upgrade. Please IGNORE this field for the time being.


  • Non-owning libraries can mark items damaged
  • Patrons-with-10-holds issues should be resolved

Stability issues

Question from C. Gravelle (WIL) - what was/is going on with the stability problems?

Issues with our vendor and server/database configuration/hardware. They upgraded the database which caused catastrophic crashes; ultimately, they upgraded our servers, and things seem to have resolved the problems. PLS is monitoring specific libraries for other bandwidth issues. Time Warner will be rolling out new tech upgrades, which mean greater bandwidth, but also more money.

Loan periods - Checkout Library vs. Owning Library

CheckoutLibrary circulation rules (loan duration, etc.) supercede the circulation rules of the OwningLibrary.

In some situations - specifically when items having the "New Video" Circulation Modifier - the items do not appear to be circulating with the CheckoutLibrary rule. In this situation, all libraries have a "New Video" circulation rule, whether they use this rule for their own materials or not. All libraries have A "New Video" rule because when the system cannot match the item's circulation modifer with a corresponding circulation rule for the library, the item checks out according to the default rule - 3 weeks.

New Video vs. Video vs. Age based hold protection

Circulation modifiers - Video and New Video - control the loan period and fine rate. "New Video" is used for those new videos where the library desires that they circulate for a shorter period than regular videos.

Libraries that wish to limit holds on their new videos, must use the Holds Age Based Hold Protection item attribute. This limits holds to ONLY those holds where the PickupLibrary is the OwningLibrary.

Updating new video records

When new videos are added and given the "New Video" circulation modifer, those items must be later (typically after 2 months) updated to have the "Video" circulation modifier. This process is currently handled manually, see NewVideoItems for procedures. OWWLAC is currently reviewing re-implenting a script to automatically change "New Video" circulation modifiers to "Video" after 2 months.

Record accuracy

Accurate circulation relies on accurate application and updating of circulation modifers and other item attributes, such as Location/Collection and Loan Duration.

Searching the catalog for weeding/inventory type projects

The catalog search within the staff client is the same interface accessed via the internet/OPAC.

The Evergreen Catalog does not lend itself well to weeding/inventory type projects. When considering aweeding project contact Ellen Reynolds - she is the collection development expert, and has a suite of tools that will make the process much easier!

To get a general sense of what is on your shelves in a selected area try:
  1. Advanced Search
  2. Limit search library to your library
  3. In the Quick Search box (left naviagtion bar) Select "Call Number" and enter a starting call number, ex: 641
  4. Hit Enter
This takes you immediately to a Call Number browse, displaying the cover image, title, and author of all items in call number order. Unfortunately, this list cannot be printed or otherwise manipulated.

When searching within the staff client, individual items and item specific information can be viewed in Holdings Maintenance or Item Status.
  1. Click an item title
  2. Click Actions for this Record
  3. Select Holdings Maintenance
  4. Highlight your record and right click
  5. Select an option from the menu, typically Show Item Details

Item Circ History

To view an individual item's total circulation, either retrieve the record in Holdings Maintenance (if searching by title) or scan in ItemStatus. Right click on the record and select ShowItemDetails. The numberof circulation in Evergreen displays in the Item Summary area.

MARC field 999 is a non-standard MARC field that can be configured for local use to capture holdings information. It did so in Workflows, and appears to have migrated with Workflows circulation numbers. It does not appear to work for Evergreen.

When using circ history for weeding purposes, Ellen Reynolds can help provide this information (and more).

Delete Item Demo

Walk through deleting items and volumes from Item Status; see: DeleteItems

Items with "bad" Items Copy Status are NOT automatically removed from the system. Libraries must do this. Use the Reports List Items By Copy Status for a complete list of all records with "bad" statuses. Demonstarted the process to ItemsUploadFromFile, to get barcodes from the report into ItemStatus.


ISBN = International Standard Book Number
  • created specifically for booksellers (in 1966)
  • is a International Organization for Standardization (ISO) standard
  • US ISBNs are issued by R.R. Bowker.
  • ISBN numbers are either 10- or 13-digits long
  • express specific edition and publisher information
  • are included in MARC records (field 020)
  • Read Bowker's ISBN FAQ - it's fascinating.

UPC = Universal Product Code
  • created specifically for tracking products in retail stores
  • UPCs ARE BARCODES based on 12 decimal digits
  • express specific bits of information about a product
  • may be included in MARC records (field 024 - Other Standard Identifier)

ISBNs can be translated into UPCs, and are often printed in the same area on a jacket, BUT THEY ARE DIFFERENT.

Searching the catalog by ISBN (or UPC)

Because PLS allows different editions of titles to share a record (such as paperbacks and hardcover books) a single title record may have MULTIPLE ISBNs or an ISBN for an edition that is not the edition you have.

Because UPC codes are not standard for bibliographic records, they may not be present at all.


"Undefined is in..."

Messages stating "Undefined is in transit" or "Undefined is in holds" have started appearing in red text below the barcode box in the Check In screen.

Bob has discovered that this is due to a code problem follwoing migration, has created a solution, and submitted the patch to our vendor. This should be resovled soon. In the meantime, these messages should not indiocate/cause any problem with the transaction.

Legacy bills

Legacy bills for LOST items display in a patrons Bills list as: "Type: grocery" and "Last Billing: Legacy Bills" - the amounts are usually obvious as a replacement amount, ex: $28.95.

Clicking on ItemsOut, will typically display - in the the "Lost, Claimed Returned, Long Overdue, Has Unpaid Billings" area - the specific items associated with the lost bills, including the title.

The two displays are NOT ASSOCIATED WITH EACH OTHER. To clear the patron's record completely:
  1. Pay the Bills
  2. In Items Out, right click on a bill and select "Add Billing"
  3. Create a "dummy" bill
    • Complete the add billing process - add a note stating this is clearing a legacy lost item
    • Repeat for eachlost item
  4. Go back to Bills and forgive the dummy bills

Legacy bills for OVERDUE items do NOT have any item information. For these, libraries can - for the time being - look the patron up in Workflows to access the bill information. PLS is currently investigating options to transfer bill information into a standalone, searchable database for these situations.

Mark item Damaged

All libraries can now mark everybody's items damaged, much like marking items lost. See also: MarkItemDamaged

Damaged status highlights:
  • Marking a CHECKED OUT item damaged will check it in from the patron's record, but will NOT bill the patron for replacement.
  • Marking an available item damaged will provide the OPTION to bill the previous borrower - regardless of how long ago that check out may have been.
  • Damaged bills are ONLY for replacement, NOT a processing fee for repair.
    • If you wish to bill the patron for repairs, mark the item damaged, and bill the aptron using the "misc" reason and a note.
  • If the item has arrived to fill a hold - try to mark it damaged BEFORE making the hold available, or, mark it damaged after the item is returned.
  • If a patron brings an item with damaged status to the desk to check out, a BAD_COPY_STATUS alert will appear - this can be overridden. It is advisable to follow up with the owning library as soon as possible regarding the item.
  • If an item is damaged beyond repair, mark the item lost to streamline the billing process.
  • If you mark another library's item damaged, you cannot also give it the "in transit" status - label the item clearly and put it in delivery.

Repair Users

Repair User accounts DO NOT have any special privileges. PLS is currently reviewing the repair user accounts and any procedures related to their use.

Action Items

  • Member Libraries: Update Staff Client to version; for instructions see: EvergreenUpgrade. If you experience problems call PLS.
  • PLS: Investigate UserEditor > Addresses field "Within City Limits" customization - revert customization?, utility in/impact on reports?, use cases for member libraries?
  • PLS / OWWLAC: Finalize New Video vs. Video circulation modifier update script / recomendations (see also: OWWLAC Meeting5/24/11
  • Member Libraries: Questions regarding weeding / inventory projects contact Ellen Reynolds for assistance and specialized reports
  • Member Libraries: Submit ideas for improving Evergreen functionality using the form available in Twiki - using the left navigation menu option "Suggest an Evergreen Improvement" (from ANY Twiki page) or the form at EvergreenWishList
  • Member Libraries: When searching for items (particularly when adding new volumes to the bibliographic database) search FIRST by title and author. ISBN is not always accurate, scanning a UPC even less often accurate
  • PLS: Investiagte options for scraping "Legacy bill" data from Workflows for member library access
  • PLS: Review "Repair User" accounts and procedures
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