You can use the Find Tool to find all items in your collection with a particular “Circulation Status.”
Examples include: damaged, display, local missing, lost, and unavailable
Click on the Find Tool and make sure you are searching by Item Record. (You may have it set to look for patron records by default.) Use the drop down to select “circulation status.”
Click on the filter icon to filter items that are assigned to your location:
Click on add condition.
Select Assigned Branch.
Select your location by clicking the check box, then click Apply:
Click the down arrow next to the star to select the circulation status. Select the status by placing a check mark in the box. You should note that the filter is green, letting you know that it is “on.” After selecting the circulation status, click the magnifying glass.
After clicking the magnifying glass, you will see a list of items at your location that have the selected circulation status:
If you have a lot of items or want to print the results, you will need to add the items to a record set. You can select them one by one from the results OR a faster method is to click on the briefcase next to the magnifying glass.
Set up your record set by clicking on “send results to a new record set” check box. Give your record set a name. Remember the name of your record set should start with your location code, for example SAC Damaged Check. Click on Apply. Unless you need to share the list with a colleague or us, you can leave your Polaris login name as the owner.
Click the magnifying glass to send the results to a record set. You will receive a green confirmation that the record set was created and a pop up that asks if you would like to open it.
Open the record set, click on the call number column to sort the items by call number. Then click the “Print” button (up at the top of the screen) to print the results.
If you locate any of the items, you can check the item in to clear the status.
Check the Last Activity Date (this date changes for ANY update to the item record and does NOT necessarily indicate when the status was updated).
Hint: We can bulk change items for you! Remove any items from the record set that you do not want to update. Send an email to sharedsystem@indypl.org and request that remaining items be changed to a different status (local missing, unavailable, withdrawn, etc.). Make sure the record set owner has been changed to your location.
To remove an item from a record set, click the check box next to the item, then select Remove Selected Records from the Actions dropdown box.
![Item Record Set > [selected item] > Actions: Record Selected Records](https://i0.wp.com/weshare.indypl.org/wp-content/uploads/2021/04/Item-Status-Reports-12.png?resize=580%2C168&ssl=1)
See the following list for what to do with specific statuses:
Damaged Items
Will you really repair them? If so, leave them on the list, if not, change to withdrawn.
Has it been more than a year since you charged the patron? Leave the charge in place, but change its status to withdrawn and throw it away. (You will have to open the item to see when you charged the patron.)
Display
If the item is no longer on display, make sure you still have it on your shelf, and then check it in. If you can’t find it, change the status to Local Missing.
Local Missing
You might want to keep paper copies on file. If you’ve checked two or three times and it’s been local missing through the end of one school year and the start of a new one, it’s time to withdraw it.
Unavailable
If these items should be available, check the items in.
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