Starting in September 2023, UVic Libraries will deal with damaged material differently. Instead of charging damaged material out to damaged badges, UVic will start assigning a Work Order Type in Alma of Damaged. A Damaged Work Order Department has been established in Alma to allow for this new approach.
Before staff can begin using the Damaged Work Order Department they must have the appropriate User Roles added to their account.
Whenever possible, we will attempt to repair the items ourselves and put back on the shelves. This repair/taping should be done at the loan desk or other areas of the library whenever possible. If the item cannot be repaired, follow these steps:
If material is returned to the library that is moldy, stained or dirty, or in otherwise unsafe condition we will plan to discard immediately.
If material is returned and it is wet and/or it appears that it can be salvaged:
If material is found in the stacks that is moldy:
Once the material has been scanned in to Damaged Work Order - Awaiting Assessment and placed on the appropriate bay in 260, Collection Management Services staff will move the material on in the workflow
The library no longer has an active relationship with a binder to rebind or professionally re-house material. As such, whatever can't be repaired will likely be discarded.
However, Collection Management Services staff will go through the material and identify material that may require selector or Special Collections approval before discarding based on an assessment of value/uniqueness/age.
If an item needs to be assessed by a subject selector or Special Collections ...
- Assign it a Work Order Status of "Damaged - Awaiting Selector Review" (via the Scan In process described above). Place this material on a dedicated shelf in 260 for this status.
The vast majority of material, however, will be discarded.
Collection Management Services staff will go through all of the material not waiting for repair or awaiting selector review and Scan In Items (following process above and ensuring that their location is set to Damaged Work Order Department) and Set Status to "Damaged - Waiting for Discard."
The physical items will then be moved to shelves in 260 marked as "Damaged - Waiting for Discard" and alert the CMS Librarian that material has been assigned this status when a batch of material has accrued.
The CMS Librarian will run a report based on this material (easily within Alma via Fulfillment -> Manage In Process Items -> filter by Damaged Waiting for Discard status). They will also carry out a batch delete of all the items - checking for and noting shared print exceptions for reporting or reconsideration purposes.
The CMS staff member will be notified when the material on the Awaiting Discard shelf have been removed from the system and they will strike through the barcode and spine label with black marker and place on the discard truck in 260 for physical disposal.
The CMS Librarian will provide the CMS staff member with a report of the items discarded and place it in the Alma Damaged Reports folder of the CMS Team. This will include basic information such as title, author, call number, circulation statistics, etc.
The CMS staff member will go through this list to add additional columns to it to aid in the replacement decision:
The titles that do not fall into the above category will be considered for replacement. The CMS staff member will add the following columns to the selection list that is sent to selectors:
A message will be sent out to selectors with a link to the document. Reminder emails will be sent until decisions have been made for all titles on the replacement list. Once all selectors have noted their ordering preferences, Acquisitions staff will re-order the relevant titles.