LibGuides: For Library Staff: Working with Item Records

Item Status Codes

a Archived (Generated by RBR when items archived for later use)

b At bindery

c Claimed returned

cc Cataloging complete/item in transit to designated library

d In book repair

h On hold (Set by system when patron/staff places a hold on an item but the item is still checked out to another
patron.)

hold On Hold Shelf (When item is placed on the hold shelf for a patron, after it has been returned by the previous
user.)

i Available/Checked-In

ip In cataloging

l Lost (Set by system when items have been overdue/not returned and a bill is generated.

lost Lost (When item is set to "lost" manually)

lr Lost Recall (Set by system when a recalled item turns into "lost")

m Missing (Set by system when item ages from "l" (lost) to missing)

o Checked out

oo On order

p Available (Used when manually setting an item to a checked-in status)

rb On reserve (Set by system in RBR when an item is placed on reserve)

recall Hold placed on checked-out item

Changing Item Status to Note Lost and/or Missing

Find the title in Staff Pac
Click on Show Copies and check that you have the correct Bib record
Click on Send to Cataloging button
When you get to the Cataloging module, click on the Items button.
If this is a multi-volume set, multi-part item or a serial, you will have to click on the Copies button to get to the Items button
Highlight the Item entry for your library and click on the Edit button
Page down to the second screen and change the Item Status to "lost". Do not use the status code of "l" as this will result in an error message.
Click on the Save button
Click on the Close button
"X" out of the Item Record Window and the Bib Record. (Or use the Esc key to back out.)
If the title is later returned to your library, repeat the above steps and restore the Item Status to "p" – checked in.

Merging Items

(because you can’t merge bib records with attached items)

To merge two bib records, you must first merge the item records from the old to the new. Horizon will not allow you to merge the item record/copy record/bib record in one step. (It will allow the overlay of a bib record from OCLC.)

Relink each item. This can be done as a batch process if there are multiple items to a bib record.

highlight the item(s) to be moved to the new record
click on Bib on the tool bar
click on Relink Items
Note that Horizon will ask if you want the items connected to a specific Copy record if there is one in the new record. If you are relinking multiple items, create a copy record in the new bib before completing the relink function.

After the relink function is complete, and if there are multiple items involved, perform the following steps:

delete the Summary of Holdings record … noting its contents
delete the Copy Holding record.
delete the now empty bib record.

In the new bib record, if multiple items are involved,

create a new Copy Holdings record, if you have not already done so.
create a new Summary of Holdings record, using the information copied from the one you deleted in step 2.