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Item Defaults

Last Updated: Feb 04, 2021 13:54

Item Defaults

Tools > Preferences > Items > Item Defaults tab
(warning) SITE Preference

These preferences configure some of the default settings that are applied to new items (i.e. title and copy records) when they are added to your collection.

Barcode Settings
  • Next Barcode. New copies are assigned the next available barcode number (shown here) unless you assign them a number manually. You should configure this setting when you initially set up Alexandria so that new copies are assigned barcode numbers that coincide with your numbering strategy.


Default Policy & Medium

Select the default item policy and medium to use for new title records.

  • Default Policy. This drop-down menu allows you to select the default item Policy for newly added title records. The default is Standard Item. If an operator-created item policy is applied and later removed from the system, this setting will revert back to Standard Item.
  • Default Medium. This drop-down menu allows you to select the default item Medium for newly added title records; the program default is Book.

Copy Location Defaults

Values entered here will be used as defaults when changing copy locations using the Set All Copy Locations data manipulation command: “CH”. Also, during the data import process, if a Site code being imported doesn't match any that exist in the Sites Management window, they will be replaced with the default copy Site code selected below.

  • Site. Default value for the site field when changing copy locations; these are defined in the Sites Management window.
  • Copy Location. Default value for the copy location field when changing copy locations; the term used for “copy location” can be modified in your Localization preferences.
  • Copy Shelving. Default value for the copy sublocation field when changing copy locations; the term used for “copy shelving” can be modified in your Localization preferences.

Temporary Items 

Use these settings to establish a “temporary item” barcode range. Any item loaned using a temporary item barcode number is considered a “temporary” check out—but only if that number hasn't been previously assigned to a patron or an item.

A temporary item check out requires a barcode number that falls within this specified Beginning / Ending Barcode Number range:

  • Beginning Temporary Barcode Number. Enter the first number of the barcode range that you want dedicated to temporary items. Default is 90000000.
  • Ending Temporary Barcode Number. Enter the last number of the barcode range you want dedicated to temporary items. Default is 99999999.
  • Default Temporary Item Policy. Select the default policy that Alexandria will use when calculating due dates and fines for temporary items. Review your Policies preferences for more information on Standard Item and System Item policies. Default is Standard Item.

You can use “temporary” check outs to keep track of items in your library that can be loaned, but don't want part of your permanent collection. For example, you may want to track when newspapers, brochures, magazines, and other items are loaned and returned, but not inventory them due to their limited shelf life.

Temporary items are checked in and out the same as other items; they may be renewed and they can even elicit overdue fines. However, once the temporary item is checked back in, the transaction record and temporary item (barcode) information is removed from Alexandria without a trace.

While they are checked out, temporary items may appear in Loaned Item reports, Patron Overdue Lists, Charges and Overdue Fines, and Lost Copies reports. However, because they are not inventoried, they will not show on Inventory reports or Shelf List Cards reports. Additionally, a temporary item can never be found when searching your catalog. If you find that your “temporary” items circulate frequently, it may be better to permanently catalog them; otherwise information about them will need to be re-entered from scratch each time they are loaned.

There are several ways to check out temporary items:

  • You can prepare several temporary item check out cards with barcode numbers taken from your temporary barcode range (see above). When a temporary item is checked out, attach one of these cards. When the item is returned, remove the card and return it to the stack of temporary item check out cards to be reused for other temporary items.
  • Another way to perform temporary checks out is to place a temporary item barcode number on all temporary items that might be checked out. The barcode is then used only for that item, but never permanently entered into Alexandria. For example, as newspapers are received daily, place a new temporary barcode label on them.

You can print temporary item barcode labels using the Copy Labels (3x10) report.

Default Z39.50 Set

Select the default Z39.50 set Title Assistant will use when adding new items.