BCA - Collection Maintenance Reports
About
This article covers a variety of BCA reports that can be used to maintain your library's collection, as well as best practice recommendations.
All these report templates can be accessed by logging into BCA and navigating to Shared Reports > Collection Maintenance > Catalog Clean-Up Reports.
BCA is updated nightly, so any changes you make will be reflected the next day in BCA.
Cat Map
A cataloging map (“cat map”) lists all the ways items in your library are cataloged. Each row contains a combination of item type, location, and item categories followed by a total count of items that fit those criteria. Rows with low numbers could indicate cataloging errors.
This report can be accessed in BCA by navigating to Shared Reports > Collection Maintenance. Clicking on the dynamic cat map will display a list of items that correspond to the criteria you clicked, including item IDs, call numbers, and titles.
Clean-Up: double-check rows with low item counts for cataloging errors and review call numbers for irregularities in prefixes and analytics. Discuss the possibility of batch changes with MSC system administrators before starting a large project.
For reference, see Cataloging – Cat Maps.
BRIEF Record Title List
Brief titles, as the name implies, are meant to be temporary records in the MSC. They include items that need to circulate despite not having records, e.g. ILLs, tools, seeds, etc. Their holdings aren’t reflected in OCLC and they have a unique format of BRIEF (instead of MARC).
Clean-Up: brief titles should be removed, transferred to a permanent bib record, or overlaid by a supercataloger as soon as possible.
CATALOGING / REPAIR List
This report lists items with a current location (status) of CATALOGING or REPAIR.
Clean-Up: catalog or repair these items. If the items are brief records – brief records have a default home location of CATALOGING – see the BRIEF Record Title List section above.
CLAIM-RET List
This report lists items with a current location (status) of CLAIM-RET.
Clean-Up: send items you don’t want to replace to DISCARD if they can’t be found on-shelf.
For reference, see Cataloging – Discarding vs Deleting Records. To adjust the number tally of claims returned items on a user’s account, see Circulation – Marking Items Claims Returned.
DISCARD List
This report lists items with a current location (status) of DISCARD. Once items have been discarded from the system they’ll no longer appear in BCA.
Clean-Up: See if you want to replace any items on this list before they are removed from the system, otherwise there’s nothing you need to do.
INPROCESS > 3 Weeks List
This report lists items that have had an In-Process current location (status) for 3 or more weeks.
Clean-Up: see if you need to prioritize processing these items.
LOST List
This report lists items that have been PLO-ed (Process Long Overdue) and have a current location (status) of LOST.
Clean-Up: send items you don’t want to replace to DISCARD.
For reference, see Circulation – Lost Items Overview and Cataloging – Discarding vs Deleting Records.
LOST, LOST-ASSUM, LOST-CLAIM List
This report lists items that have current locations (statuses) of LOST, LOST-ASSUM, or LOST-CLAIM.
Clean-Up:
- LOST-CLAIM items were manually marked lost by staff. Each month LOST-CLAIM items that were paid for will become LOST-PAID (see LOST-PAID List below). If the items haven’t been paid for, you should resolve the issue according to your library’s policy.
- LOST-ASSUM items were automatically marked lost by the system after reaching your library’s designated criteria (30, 60, or 90 days overdue). Each month LOST-ASSUM items that were paid for will become LOST-PAID (see LOST-PAID List below). If the items aren’t paid for, they’ll eventually be PLO-ed; unless your library doesn’t PLO items, in which case they’ll remain LOST-ASSUM.
- LOST items have been PLO-ed. Send LOST items you don’t want to replace to DISCARD.
For reference, see Circulation – Lost Items Overview and Cataloging – Discarding vs Deleting Records.
LOST-PAID List
This report lists items that have a current location (status) of LOST-PAID. This means the items were either LOST-CLAIM or LOST-ASSUM, but paid for before being PLO-ed. They’re no longer attached to a user’s account.
Clean-Up: send items you don’t want to replace to DISCARD. This list will be updated on the 5th of the month when MSC administrators change paid-for LOST-CLAIM and LOST-ASSUM items to LOST-PAID.
For reference, see Circulation – Lost Items Overview and Cataloging – Discarding vs Deleting Records.
MISSING > 3 Months List
This report lists items that have had a current location (status) of MISSING for at least 3 months.
Clean-Up: send items you don’t want to replace to DISCARD if they can’t be found on-shelf.
For reference see Cataloging – Discarding vs Deleting Records.
MISSING List
This report lists items that have a current location (status) of MISSING.
Clean-Up: send items you don’t want to replace to DISCARD if they can’t be found on-shelf.
For reference, see Cataloging - Discarding vs Deleting Records.
NEW > [# Months] List
These reports list items that have had an item type of NEW, SPECIAL, GRABNGO, and / or FLOAT-NB for a certain amount of time – 6 months, 9 months, 12 months, or a time range you designate before running the report. You can use the drop-down above the results list to view new items by home location.
Clean-Up: pull these items off the “new” shelf, then update their item types and home locations as needed. Mark items missing that aren’t found on-shelf.
For reference, see Circulation – Marking Items Missing.
REPLACE List
This report lists items with a current location (status) of REPLACE. These items may have been checked out by staff to your library’s REPLACE system user or moved there automatically when your library’s lost items were PLO-ed.
Clean-Up: update records as replacement copies come in; send items you don’t want to replace to DISCARD.
For reference, see Circulation – Discarding vs Deleting.
REVIEW List
This
report lists items tagged for REVIEW. Libraries that have recently “gone live”
in the MSC will typically have items that need to be reviewed.
Clean-Up:
REVIEW items should be removed, transferred to a
permanent bib record, or overlaid by a supercataloger as soon
as possible.
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