Item Record Status (Sierra)
- Tammy Poquette
The STATUS field stores the item’s status. The system updates the value of this field to one of the standard codes as a result of system activity (for example, checking in an item, marking it lost, and so on). Marmot determines the name and purpose of this field, its codes, and the codes' definitions. They are commonly used as a statistical category field. The system can check the validity of your entries in this field.
Viewing Item Status
The item STATUS is a fixed-length field in the item record. Sierra primarily displays the item status in various standard SDA circulation functions. However, the item status definition can also appear in the Classic Catalog or Pika Catalog record detail displays to assist patrons. The item status field stores the current status of an item. The system updates the field's value to one of the standard codes due to system activity (for example, checking in an item, marking it lost, and so on).
To view the status of an item, retrieve the item record. The STATUS field shows whether the item is considered in circulation or not.
An item in circulation usually shows a status of '-' and is either:
available for checkout or
checked out to a patron and available for another circulation action, such as billing.
Any item not in circulation shows a status other than '-' and is not available for circulation actions. For example, the item might be in transit or missing.
Note: The Pika settings may be changed when the consortium decides they want a modification on how items will display using the status. Pika's behaviors noted here are current as of August 2023.
MLN1 Standard Codes for Status
The following STATUS values are reserved for specific system functions in Sierra.
The item status definition can also appear in the Classic Catalog or Pika Catalog record detail displays to assist patrons. Some item statuses are system-generated as part of circulation processing (for example, BILLED), while library staff can add others (for example, LIB USE ONLY) to indicate that an item is not in use for circulation.
Code | Definition | Sierra Information | Classic Catalog | Pika Catalog |
- | On Shelf | The system uses this value for items that can circulate. The item retains this status even when checked out (The status meaning, when displayed, shows the item's due date). | Items will be displayed in the Classic Catalog, showing the item's due date.
| Items will be displayed in the Pika Catalog with the status of On Self.
|
! | On Holdshelf | Do not change this status to another status. This status should be cleared only by checkout, clearing the hold shelf, or by a manual cancellation of the hold by staff or the patron. | Items will be displayed in the Classic Catalog with the status of On Holdshelf.
| Items will be displayed in the Pika Catalog with the status of On Holdshelf.
|
$ | Lost & Paid | Do not change any status to this status. The system inputs this status in processes such as accepting payments or Marking Items as Lost (full payment). | Items will be displayed in the Classic Catalog with a status of Lost & Paid, but the request button does not display to place a hold.
| Items will not be displayed in the Pika Catalog.
|
m | Missing | When canceling a hold, you can change the status to MISSING. This will change the status to "m.” You can also manually change the status to “m” MISSING. | Items will be displayed with a status of Missing, but the request button does not display to place a hold in the Classic Catalog.
| Items will be displayed in the Pika Catalog with the status of Missing. Items are non-holdable.
|
n | Billed | Do not manually add this status to or remove this status from an item. The system inputs this status through notice printing or Marking Items as Lost (bill patron). Do not change this status to another; it should be cleared only by check-in or batch check-in. | Items will be displayed with the due date of the item and the status of Billed, but the request button does not display to place a hold.
| Items will be displayed with the status of Billed in the Pika Catalog. Items are non-holdable.
|
z | CLMS Returned. | When this status is entered manually into the record, the system does not place the item in the ON SEARCH file. Use Claim Returned to change the status to "z" and place the item in the ON SEARCH file.
| Items will be displayed in the Classic Catalog with the status of CLMS RETD, but the request button does not display to place a hold.
| Items will be displayed in the Pika Catalog with the status of Claims Returned when only one item is attached to the bibliographic record. Suppose more than one item is attached to a bibliographic record. In that case, the grouped status displays summary information about all items on a record and all records for a specific format within a work. It is designed so the user can quickly determine if they can easily get a copy of the title. |
o | Lib Use Only | The behavior of this status is hard-coded. If you attempt to check out an item with this status, the system displays the message Item is for Library Use Only. Override? If the item is checked out and later returned, the system does not remove the status, and you are not prompted to clear the status upon check-in. | Items will be displayed in the Classic Catalog with the status of Lib Use Only, but the request button does not display to place a hold.
| Items will be displayed in the Pika Catalog with Library Use Only (Not Holdable) status. Items are non-holdable.
|
t | In Transit | Do not manually add this status to or remove this status from an item. The system inputs this status when an item is checked in at a location that does not belong. This status should be cleared only by checking in an item with a login associated with the appropriate location served. | Items will be displayed in the Classic Catalog with the In Transit status. The request button does display to place a hold.
| Items will be displayed in the Pika Catalog with the In Transit status. The hold button does display to place a hold.
|
MLN1 Other Statuses Added for Members by Marmot Staff
Code | Definition | Classic Catalog | Pika Catalog |
a | Storage | Items will be displayed in the Classic Catalog with the Storage status. Items may not be requestable, depending on the library.
| Items will be displayed in the Pika Catalog with the Storage (Not Holdable) status if the library does not loan out the materials. The item may not be requestable, depending on the library. |
b | Bindery | Items will be displayed in the Classic Catalog with the Bindery status. Items are not requestable to place a hold.
| Items will be displayed in the Pika Catalog with the status of Bindery when only one item is attached to the bibliographic record. Suppose more than one item is attached to a bibliographic record. In that case, the grouped status displays summary information about all items on a record and all records for a specific format within a work. It is designed so the user can quickly determine if they can easily get a copy of the title. |
c | School Closed | Items will be displayed in the Classic Catalog with the School Closed status. Items are not requestable to place a hold. | Items will be displayed in the Pika Catalog with School Closed (Not Holdable) status when only one item is attached to the bibliographic record. Suppose more than one item is attached to a bibliographic record. In that case, the grouped status displays summary information about all items on a record and all records for a specific format within a work. It is designed so the user can quickly determine if they can easily get a copy of the title. |
d | Display | Items will be displayed in the Classic Catalog with a status of Display and are requestable to place a hold. Staff use this status to inform patrons when an item is on a display shelf. | Items will be displayed in the Pika Catalog with the Display status. Items are holdable.
|
e | Weeding | Items will be displayed in the Classic Catalog with the status of Weeding and are requestable to place a hold.
| Items will not be displayed in the Pika Catalog when only one item with the Weeding status is attached to the bibliographic record. Suppose more than one item is attached to a bibliographic record. In that case, the grouped status displays summary information about all items on a record and all records for a specific format within a work. It is designed so the user can quickly determine if they can easily get a copy of the title. |
f | Collections | Items will be displayed in the Classic Catalog with the status of Collections and are requestable to place a hold.
| Items will be displayed in the Pika Catalog when only one item with the Collections (Not Holdable) status is attached to the bibliographic record. Items are non-holdable. Suppose more than one item is attached to a bibliographic record. In that case, the grouped status displays summary information about all items on a record and all records for a specific format within a work. It is designed so the user can quickly determine if they can easily get a copy of the title. |
g | Damage | Items will be displayed in the Classic Catalog with the status of Damage status and are requestable to place a hold.
| Items will be displayed in the Pika Catalog when only one item with the Damage (Not Holdable) status is attached to the bibliographic record. Items are non-holdable. Suppose more than one item is attached to a bibliographic record. In that case, the grouped status displays summary information about all items on a record and all records for a specific format within a work. It is designed so the user can quickly determine if they can easily get a copy of the title. |
h | On Reserve | Items will be displayed in the Classic Catalog with a status of On Reserve. These items are not requestable to place a hold. A status that can let students know when an item is on reserve.
| Items will be displayed in the Pika Catalog when only one item with the On Reserve status is attached to the bibliographic record. Items are non-holdable. Suppose more than one item is attached to a bibliographic record. In that case, the grouped status displays summary information about all items on a record and all records for a specific format within a work. It is designed so the user can quickly determine if they can easily get a copy of the title. |
i | Missing From Inventory | Items will be displayed in the Classic Catalog with the status of Missing from Inventory and are requestable to place a hold.
| Items will be displayed in the Pika Catalog when only one item with Missing From Inventory (Not Holdable) status is attached to the bibliographic record. Items are non-holdable. Suppose more than one item is attached to a bibliographic record. In that case, the grouped status displays summary information about all items on a record and all records for a specific format within a work. It is designed so the user can quickly determine if they can easily get a copy of the title. |
j | Online | Items will be displayed in the Classic Catalog with the status of Online but are not requestable to place a hold. | Items will be displayed in the Pika Catalog with the Available Online status and a link to access the content online. Items are non-holdable. |
k | Available To Order | Items will be displayed in the Classic Catalog with the status of Available to Order but are not requestable to place a hold. | Items will be displayed in the Pika Catalog with the status of Available to Order and are holdable.
|
l | Presumed Gone | Items will be displayed in the Classic Catalog with a status of Presumed Gone but are not requestable to place a hold.
| Items will be displayed in the Pika Catalog when only one item with a Presumed Gone (Not Holdable) status is attached to the bibliographic record. Items are non-holdable. Suppose more than one item is attached to a bibliographic record. In that case, the grouped status displays summary information about all items on a record and all records for a specific format within a work. It is designed so the user can quickly determine if they can easily get a copy of the title. |
p | In Process | Items will be displayed in the Classic Catalog with In Process status; the Request button displays to place a hold. This status lets the library staff know that an item is not fully cataloged and may need to be located within a processing area.
| Items will be displayed in the Pika Catalog when only one item with an In Process status is attached to the bibliographic record as Coming Soon. Items are holdable. Suppose more than one item is attached to a bibliographic record. In that case, the grouped status displays summary information about all items on a record and all records for a specific format within a work. It is designed so the user can quickly determine if they can easily get a copy of the title. |
q | On Order | Items will be displayed in the Classic Catalog with the On Order status and are requestable to place a hold. | Items will be displayed in the Pika Catalog with an On Order and will show as On Self. Items are holdable. |
r | Repair | Items will be displayed in the Classic Catalog with the Repair status but are not requestable to place a hold.
| Items will be displayed in the Pika Catalog when only one item has a Repair status attached to the bibliographic record as is Currently Unavailable. Items are holdable. Suppose more than one item is attached to a bibliographic record. In that case, the grouped status displays summary information about all items on a record and all records for a specific format within a work. It is designed so the user can quickly determine if they can easily get a copy of the title. |
s | On Search | Items will be displayed in the Classic Catalog with the On Search status but are not requestable to place a hold.
| Items will be displayed in the Pika Catalog when only one item has an On Search (Not Holdable) status attached to the bibliographic record as Currently Unavailable. Items are non-holdable. Suppose more than one item is attached to a bibliographic record. In that case, the grouped status displays summary information about all items on a record and all records for a specific format within a work. It is designed so the user can quickly determine if they can easily get a copy of the title. |
u | Restricted Use | Items will be displayed in the Classic Catalog with the status Restricted Use; the Request button displays to place a hold.
| Items will be displayed in the Pika Catalog when only one item has a Restricted Use (Not Holdable) status attached to the bibliographic record as On Shelf (library use only). Items are non-holdable. Suppose more than one item is attached to a bibliographic record. In that case, the grouped status displays summary information about all items on a record and all records for a specific format within a work. It is designed so the user can quickly determine if they can easily get a copy of the title. |
v | Temp Bookmobile | Items will be displayed in the Classic Catalog with the status Temp Bookmobile; the Request button displays to place a hold. | Items will be displayed in the Pika Catalog with the On Bookmobile status. Items are holdable. |
w | New Book Shelf | Items will be displayed in the Classic Catalog with the status New Book Shelf; the Request button displays to place a hold. A status lets staff and patrons know when items are on the New Book shelf. | Items will be displayed in the Pika Catalog with the New Book Shelf status. Items are holdable.
|
MLN 2 Standard Codes for Status
The following STATUS values are reserved for specific system functions in Sierra.
The item status definition can also appear in the Classic Catalog or Pika Catalog record browser displays to assist patrons. Some item statuses are system-generated as part of circulation processing (for example, BILLED), while library staff can add others (for example, DISCARD) to indicate that an item is not in use for circulation.
Code | Definition | Sierra | Classic Catalog | Pika Catalog |
- | Shelf | The system uses this value for items that can circulate. The item retains this status even when checked out (The status meaning, when displayed, shows the item's due date). | Items will be displayed in the Classic Catalog, showing the item's due date.
| Items will be displayed in the Pika Catalog with the status of Self.
|
! | On Holdshelf: | Do not change this status to another status. This status should be cleared only by checkout, clearing the hold shelf, or by a manual cancellation of the hold by staff or the patron. | Items will be displayed in the Classic Catalog with the status of On Holdshelf.
| Items will be displayed in the Pika Catalog with the status of On Holdshelf.
|
$ | Lost and Paid | Do not change any status to this status. The system inputs this status in processes such as accepting payments or Marking Items as Lost (full payment).
| Items will be displayed in the Classic Catalog with a status of Lost and Paid, but the request button does not display to place a hold.
| Items will be displayed in the Pika Catalog with the status of Lost and Paid when one item is attached to the bibliographic record as Currently Unavailable. Items are holdable. Suppose more than one item is attached to a bibliographic record. In that case, the grouped status displays summary information about all items on a record and all records for a specific format within a work. It is designed so the user can quickly determine if they can easily get a copy of the title. |
m | Missing | When canceling a hold, you can change the status to MISSING. This will change the status to "m.” You can also manually change the status to “m” MISSING.
| Items will be displayed in the Classic Catalog with a status of Missing, but the request button does not display to place a hold.
| Items will be displayed in the Pika Catalog with the status of Missing when one item is attached to the bibliographic record as Currently Unavailable. Items are holdable. Suppose more than one item is attached to a bibliographic record. In that case, the grouped status displays summary information about all items on a record and all records for a specific format within a work. It is designed so the user can quickly determine if they can easily get a copy of the title. |
n | Billed | Do not manually add this status to or remove this status from an item. The system inputs this status through notice printing or Marking Items as Lost (bill patron). Do not change this status to another; it should be cleared only by check-in or batch check-in.
| Items will be displayed in the Classic Catalog with the due date of the Item and a Billed status, but the Request a Hold button does not display to place a hold.
| Items will not be displayed in the Pika Catalog when one item is attached to a bibliographic record. Suppose more than one item is attached to a bibliographic record. In that case, the grouped status displays summary information about all items on a record and all records for a specific format within a work. It is designed so the user can quickly determine if they can easily get a copy of the title.
|
z | Claims Retnd | When this status is entered manually into the record, the system does not place the item in the ON SEARCH file. Use Claim Returned to change the status to "z" and place the item in the ON SEARCH file.
| Items will be displayed in the Classic Catalog with the Claims Retnd status. The Request a Hold button does display to place a hold.
| Items will be displayed in the Pika Catalog with the status of Claims Returned when one item is attached to the bibliographic record as Currently Unavailable. Items are holdable. Suppose more than one item is attached to a bibliographic record. In that case, the grouped status displays summary information about all items on a record and all records for a specific format within a work. It is designed so the user can quickly determine if they can easily get a copy of the title. |
o | Lib Use Only | The behavior of this status is hard-coded. If you attempt to check out an item with this status, the system displays the message Item is for Library Use Only. Override? If the item is checked out and later returned, the system does not remove the status, and you are not prompted to clear the status upon check-in.
| Items will be displayed in the Classic Catalog with the Lib Use Only status, but the Request a Hold button does not display to place a hold.
| Items will be displayed in the Pika Catalog with the Library Use Only status when one item is attached to the bibliographic record as On Shelf (library use only). Items are holdable. Suppose more than one item is attached to a bibliographic record. In that case, the grouped status displays summary information about all items on a record and all records for a specific format within a work. It is designed so the user can quickly determine if they can easily get a copy of the title. |
t | In Transit | Do not manually add this status to or remove this status from an item. The system inputs this status when an item is checked in at a location that does not belong. This status should be cleared only by checking in an item with a login associated with the appropriate location served.
| Items will be displayed in the Classic Catalog with the In Transit status. The Request a Hold button does display to place a hold.
| Items will be displayed in the Pika Catalog with the In Transit status when one item is attached to the bibliographic record as Checked Out. Suppose more than one item is attached to a bibliographic record. In that case, the grouped status displays summary information about all items on a record and all records for a specific format within a work. It is designed so the user can quickly determine if they can easily get a copy of the title. |
MLN2 Other Statuses Added for Members by Marmot Staff
Code | Definition | Classic Catalog | Pika Catalog |
c | Discard | Items will not be displayed in the Classic Catalog.
| Items will not be displayed in the Pika Catalog.
|
d | Damaged/Mend | Items will be displayed in the Classic Catalog with the Damaged/Mend status. The Request a Hold button does display to place a hold.
| Items will be displayed in the Pika Catalog with the Damaged status when one item is attached to the bibliographic record and is shown as Currently Unavailable. Items are holdable. Suppose more than one item is attached to a bibliographic record. In that case, the grouped status displays summary information about all items on a record and all records for a specific format within a work. It is designed so the user can quickly determine if they can easily get a copy of the title. |
e | MDE Missing | Items will be displayed in the Classic Catalog with the MDE Missing status. The Request a Hold button does display to place a hold.
| Items will be displayed in the Pika Catalog with the Missing status when one item is attached to the bibliographic record and is shown as Currently Unavailable. Items are holdable. Suppose more than one item is attached to a bibliographic record. In that case, the grouped status displays summary information about all items on a record and all records for a specific format within a work. It is designed so the user can quickly determine if they can easily get a copy of the title. |
g | Storage | Items will be displayed in the Classic Catalog with the Storage status. The Request a Hold button does display to place a hold.
| Items will be displayed in the Pika Catalog with the Unavailable status when one item is attached to the bibliographic record and is shown as Currently Unavailable. Items are holdable. Suppose more than one item is attached to a bibliographic record. In that case, the grouped status displays summary information about all items on a record and all records for a specific format within a work. It is designed so the user can quickly determine if they can easily get a copy of the title. |
i | Inventory | Items will be displayed in the Classic Catalog with the Inventory status. The Request a Hold button does display to place a hold.
| Items will be displayed in the Pika Catalog with the Missing from Inventory status when one item is attached to the bibliographic record and is shown as Currently Unavailable. Items are holdable. Suppose more than one item is attached to a bibliographic record. In that case, the grouped status displays summary information about all items on a record and all records for a specific format within a work. It is designed so the user can quickly determine if they can easily get a copy of the title. |
j | Online Link | Items will be displayed in the Classic Catalog with the Online Link status. The Request a Hold button does not display to place a hold.
| Items will be displayed in the Pika Catalog with the Available Online status when one item is attached to the bibliographic record. Items are non-holdable. An Access Online button will display. |
l | Lost | Depending on the library, items may or may not be displayed in the Classic Catalog. The status is not displayed for libraries that display the record, and the Add to Wish List button is available. | Items will not be displayed in the Pika Catalog.
|
p | In Process | Items will be displayed in the Classic Catalog with the In Process status. The Request a Hold button does display to place a hold.
| Items will be displayed in the Pika Catalog with the In Process status when one item is attached to the bibliographic record and is shown as Coming Soon. Items are holdable. Suppose more than one item is attached to a bibliographic record. In that case, the grouped status displays summary information about all items on a record and all records for a specific format within a work. It is designed so the user can quickly determine if they can easily get a copy of the title. |
r | On Order | Items will be displayed in the Classic Catalog with the On Order status. The Request a Hold button does display to place a hold.
| Items will be displayed in the Pika Catalog with the In On Order status when one item is attached to the bibliographic record and is shown as On Order. Items are holdable. Suppose more than one item is attached to a bibliographic record. In that case, the grouped status displays summary information about all items on a record and all records for a specific format within a work. It is designed so the user can quickly determine if they can easily get a copy of the title. |
s | On Search | Items will be displayed in the Classic Catalog with the On Search status. The Request a Hold button does not display to place a hold.
| Items will be displayed in the Pika Catalog with the On Search status when one item is attached to the bibliographic record and is shown as Currently Unavailable. Items are holdable. Suppose more than one item is attached to a bibliographic record. In that case, the grouped status displays summary information about all items on a record and all records for a specific format within a work. It is designed so the user can quickly determine if they can easily get a copy of the title. |
u | Unavailable | Items will be displayed in the Classic Catalog with the Unavailable status. The Add to Wish List button is available.
| Items will be displayed in the Pika Catalog with the Unavailable status when one item is attached to the bibliographic record and is shown as Currently Unavailable. Items are holdable. Suppose more than one item is attached to a bibliographic record. In that case, the grouped status displays summary information about all items on a record and all records for a specific format within a work. It is designed so the user can quickly determine if they can easily get a copy of the title. |
y | On Display | Items will be displayed in the Classic Catalog with the On Display status. The Request a Hold button does display to place a hold.
| Items will be displayed in the Pika Catalog with the On Display status when one item is attached to the bibliographic record and is shown as On Self. Items are holdable. |
cov | Unavailable Construction | Items will not be displayed in the Classic Catalog. | Items will not be displayed in the Pika Catalog. |
INN-Reach/Prospector Item Record Status
On Search File Maintenance
The On Search file is a system-generated review file of items library staff cannot locate. It includes items with statuses set to CLAIMS RETURNED in the Claims Returned function. The On Search file is centralized and accessible to all. It is a valuable collection development tool. Having a procedure to track missing materials regularly is helpful to collection development staff who purchase replacements and technical services staff who maintain the database. Item statuses of items in the On Search file show that the items are not currently available, allowing reference staff to assist users more efficiently; additionally, if the library allows patron-placed holds, by adding off-shelf statuses to the request rule, staff may prevent patrons from placing holds for items that are on search and claims returned. In short, having a procedure for On Search file maintenance can make staff functions in several departments flow more smoothly.
On Search Maintenance Procedure Using Create Lists
Use the Create Lists function to review the items currently in the On Search file. Go to Create Lists and find an empty review file. Click on the review file to highlight it. As with all system-generated files, you must copy the file to view the records in it. Click on the Copy icon.
At the bottom of the list of existing review files are the system-created review files. The On Search file is among these and is labeled "Items on search." Click the OK button to have the records moved into your review file.
All the “on search” records will be in the review file.
Note: Since this is a shared system, you will see all the “on search” records for all the Marmot members. You can use the Remove Records from a Review File (Global Update) to remove all the other library’s records from that review file. Or, you can export the review file and remove those records in Excel.
Related Documentation
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Delete a Patron Record (Sierra) (Marmot Knowledge Base)
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Editing a Patron Record (Check Out (Circulation Desk)) (Sierra) (Marmot Knowledge Base)
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Save and Load Change Commands (Global Update) (Marmot Knowledge Base)
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Remove Records from a Review File (Global Update) (Marmot Knowledge Base)
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Patron Record Fixed Length Field Definitions (Sierra) (Marmot Knowledge Base)
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Clearing Count Use Numbers from Item Records (Global Update) (Marmot Knowledge Base)
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Merging Duplicate Patron Records (Sierra) (Marmot Knowledge Base)
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Delete Records Function (Sierra) (Marmot Knowledge Base)
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Change Patron Expiration Date (Global Update) (Marmot Knowledge Base)
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Adding a Message to Item Records (Global Update) (Marmot Knowledge Base)
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View Review File Information (Global Update) (Marmot Knowledge Base)
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Command Type Fields (Global Update) (Marmot Knowledge Base)
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Change Item Status (Global Update) (Marmot Knowledge Base)
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Service/Topic and Roles Label Key (Marmot Knowledge Base)
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Changes to Variable Fields in Patron Records for MLN1 (Global Update) (Marmot Knowledge Base)