Damaged Item Procedures

NOTE: Any item covered in a hazardous substance (mold, bugs, mildew, gasoline, body fluid) should not be kept on the damaged shelf. Place in a secure ZipLoc bag.  Copy down the barcode number, then discard the item outside in the dumpster.  Add a charge to the Patron Account immediately.  Make a note when you add the charge that it had to be disposed of due to its condition.

On this page you’ll find:

Your Items Returned Damaged to You

  1. Location notifies patron that item is damaged and there will be a charge
  2. Location adds charge to the Patron Account
  3. Location attaches a copy of the damaged notification to the item and places on appropriate shelf
    • If patron pays for item, location gives item to patron
    • After 30 days, location pulls the item and discards it

IndyPL or Other Location Items Returned Damaged to a Shared System Location

  1. Patron returns damaged IndyPL item to Shared System location
  2. Staff member writes down patron name and attaches note to item.
  3. Location notifies patron that item is damaged and there will be a charge
  4. Location adds charge to the Patron Account
  5. Location checks item out to Damaged Shared System Card – 21978066743818
  6. Locations fills Shared System online form:  https://forms.gle/LhtQQHEDT1cmHUsK6
    • Sh Sys receives notice that form has been filled in
    • Sh Sys withdraws item from system
  7. Location attaches a copy of the damaged notification to the item and places on appropriate shelf
    • If patron pays for item, location gives item to patron
    • After 30 days, location pulls the item and discards it

Your Items Returned Damaged to a Branch

  1. Patron returns damaged Shared System item to branch
  2. Branch fills out IndyPL’s “Damaged Item Form” 
  3. After filling out the damaged form, branch attaches it to the damaged item
  4. Branch composes and mails a damage letter
  5. Branch charges the patron
  6. Branch checks item out to Damaged Shared System Card – 21978066743818
  7. Branch fills out Shared System online form:  https://forms.gle/LhtQQHEDT1cmHUsK6
    • Sh Sys receives notice that form has been filled in
    • Sh Sys withdraws item from system
  8. Branch attaches a copy of the damaged letter to the item and places on appropriate shelf
    • If patron pays for item, branch gives item to patron
    • After 30 days, pull the item and throw away

Items in Poor Condition Sent to Fill a Patron Request

  1. Item comes in from another location in poor condition to fill a hold at your location and you do not wish to give to your patron
  2. Check item in
  3. Say no, you do not want to hold for patron
  4. Say yes, you want to renew request for patron (NEVER delete a request)
  5. Check item out to Damaged Shared System card  21978066743818 
  6. Complete form at :  https://forms.gle/LhtQQHEDT1cmHUsK6
    • Sh Sys office receives notice that form has been filled in
    • Sh Sys office makes item holdable only at owning location
  7. Attach a polite note about damage to item (i.e, don’t want to further damage this item by checking it out to a patron)
  8. Send item in interoffice library envelope back to owning location to prevent it from trapping a hold 
  9. Owning location checks item in (no hold will be trapped unless someone at their location has requested the item)
  10. Owning location evaluates whether to keep or withdraw item