Withdraw a lost or damaged copy
This guide explains how to record in BiblioViva that a copy is lost, damaged, under repair or definitively taken off the shelf (withdrawn), for a single copy or for many together. It is for whoever catalogues the books.
- Time: about 1 minute for one copy.
- Account: "Cataloguing" (also "Administration").
- Requirements: the code of the copy, which is on the label of the book (if the book is missing, the copy is found from the record of the book, see Find a book).
The copy is not deleted: it changes status and stays in the archive, with the reason, for the whole life of the catalogue. The statuses are these:
- Available: the copy is on the shelf and can be lent.
- Lost: the copy cannot be found. It is not lent.
- Damaged: the copy is spoiled but is still lent; to stop it choose In repair.
- In repair: the copy is off the shelf to be fixed. It is not lent.
- Withdrawn: the copy has been taken out of the library. It is never lent, not even by forcing the loan. When all the copies of a book are withdrawn, the book disappears from the catalogue searches.
Procedure
Change the status of a copy
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Open the record of the book from Catalogue, see Find a book.
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In the Copies tab find the row of the copy by its Barcode.
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Press the wrench icon on the row of the copy (the tooltip says "Status of copy …"). The window opens with the code of the copy in the title.
Figure 1. The window to change the status of a copy -
In New status choose Lost, Damaged, In repair, Withdrawn or Available.
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In Reason (optional, recorded) write why, for example "lost by a pupil" or "torn pages". The reason stays in the operations log of that copy.
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Press Change status. A notice confirms "Status updated" and the row shows the new status.
A copy on loan can be marked Lost: the loan is closed and the copy is shown as lost, also in the patron's record. A copy on loan cannot be withdrawn: "The copy is on loan: record the return first." appears. Record the return at the desk and then withdraw the copy.
Change the status of many copies at once
To withdraw many copies in one go, for example after a check of the shelf, the selection of the catalogue is used.
- Open Catalogue and search for the books concerned, see Find a book.
- Select the books with Ctrl + click (or Shift + click for a group) on the rows.
- Press Change the copies of the selection. The Change the copies window opens, which says on how many copies it works.
- In What to change choose Status.
- In New value choose the status, for example Withdrawn.
- Write the Reason: it is required for lost and withdrawn copies.
- Press Check. The window says how many copies change and which stay as they are: the copies on loan stay as they are until they are returned.
- Press Apply to N copies. A notice confirms "N copies changed".
Put a copy back into service
- Open the record of the book and press the wrench icon on the row of the copy.
- In New status choose Available and press Change status.
A lost copy that turns up again can also be returned at the desk with Returns: it becomes available by itself.
Delete a copy entered by mistake
Deletion is only for cataloguing mistakes and only for a copy that was never lent.
- Press the trash icon on the row of the copy.
- In the "Delete copy …?" window press Delete copy. A notice confirms "Copy deleted".
Result
The copy shows the new status on the record of the book and is not lent (unless Available or Damaged). The Withdrawn status also removes the copy from the "N available of M" count of the book. The reason and who changed the status stay in the log.
Possible problems
- "The copy is on loan: record the return first." appears: a copy on loan cannot be withdrawn. Record the return, see Return a book, then change the status.
- "The copy has recorded loans: withdraw it instead of deleting it." appears: a copy already lent cannot be deleted, so as not to lose the history. Choose Withdrawn.
- A withdrawn book is no longer found in the catalogue: tick Also show withdrawn books, see Find a book.
- At the desk a copy is refused with "… is … and cannot be lent": the copy has a status that does not allow the loan. Open the record of the book and check the status: if the book is back on the shelf choose Available.
- Many copies are shown as lost after the stocktaking: the copies not read when the stocktaking is closed are marked Lost; see Do the stocktaking for how to undo the closing within a week.