Create an Item Record Set from a Patron Record Set

Use this procedure to identify items that are still associated with a patron account. These items must be removed from the patron account before the patron record can be secured.

You generate an item record set of the items associated with the patron records using options to specify which types of items to include in the item record set. For example, you can select Bulk Change from the item record set and delete lost items. (This step is necessary because patron records cannot be secured if there are any items still associated with the patron account. Charges can still remain on the account, but all items must be removed before the record can be secured.) Alternatively, if the items are already in Lost status, they will go automatically to Missing or Withdrawn according to settings in the organization’s Lost Item Transition settings in Polaris Administration.

Note:
The permissions Patron record sets: Access and Cataloging record sets: Create are required to create an item record set from a patron record set. The Use 'own' cataloging record sets: Allow is optional.

To create an item record set from a patron record set:

  1. Open a patron record set.
  2. Select Tools |Create Item record set, press Ctrl+T, or click .

The Item Record Set Setup dialog box opens.

  1. Type the name for the record set in the Name box and select the organization that owns the record set in the Owner box. Or, if you have the permission Use own cataloging record sets: Allow, you can select your username from the list.
  2. Optionally, to filter the record set by the item circulation status, select one or more check boxes under Circ status.
  3. Optionally, to filter the record set by the patron code, select one or more check boxes under Patron code. (A check box appears for each patron code that is used by at least one patron record in the record set)
  4. Optionally, to include item records that have a status of deleted, but have not been purged from the database, select the Include items with a record status of "deleted" check box.
  5. Select OK.

An item record set is created containing any item records with a status other than IN where a patron in the record set is the current borrower (or the last borrower if there is no current borrower.) If any filters were selected, the records must also meet all the selected filter criteria.

The Item Record Set workform displays an automatically-supplied date/time stamp appended to the record set name and a Created from patron record set "record set name" note.