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id1050631001
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id1050631032
All

Copies

utilities relating to call numbers will soon be integrated into one utility. Documentation will be added at that time.


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id1050631016


Image RemovedTools Operations > Utilities > Copies

Note
Content Block
nameAdd Copy Notes
id1050630985

Add Copy Notes

Adds a Copy or Alert note to selected copies

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titleMore information

The new note will append to the end of the note field.

Tip

Copy Notes are automatically added when a copy is lost, found, discarded, or returned from being discarded.

Selections

Add Copy Notes utility Selections tabImage Added

Options

Add Copy Notes utility Options tabImage Added

Add Note: Type the note you would like to add.

Note Type: Choose the type of note to add.

Replace Existing Notes: When checked, this option removes all existing notes of the chosen type and completely replaces them with what's in the Add Note field.

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Content Block
nameChange Copy ConditionCall Numbers
id10507032522046551731

Change Copy

Condition

Image Removed Textbook Tracker

Call Numbers

Changes various components of selected copy call numbers (prefixes, case, slashes, and matching to title call numbers)Changes the condition of selected copies

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titleMore information
You can customize
Tip

Check out Keep it straight—Title vs Copy Call Number to learn the difference between title and copy call numbers.

Use(s)
  • Librarians can use this utility to change call numbers to their preferred style.
  • Use this utility to help genrefy your library's
condition codes in Preferences > Codes > Condition Codes. Usually these are used to indicate if copies are new or used. But they can also be used to add ratings for movies and graphic novels.
Selections
Options

Change Condition to: Specify the new condition you would like selected copies to have.

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  • collection.
  • If a school district comes out with new standards, librarians can use this utility to quickly reorganize their collection. 
  • Use this utility to clean up differences between title and copy call numbers.
Selections

Change Copy Call Numbers utility SelectionsImage Added

Copies with a Genre of: This selection includes all terms that look similar. For example, a selection for "Fantasies" would also include "Fantasy."

Options

Change Copy Call Numbers utility OptionsImage Added

Change Call #

No Change: Choose this option if you don't want to make any prefix changes.

Add prefix: Appends the new prefix entered into the Add field to the front of selected call numbers. If adding a prefix results in exceeding the 50 character limit, that call number will be skipped.

Remove prefix: Removes the text entered into the Remove field from selected call numbers. Additional spaces are removed as well if there are still characters left.

Replace prefix: Replaces the existing call number entered into the Replace field with the new call number entered into the with field. The Replace field isn't case sensitive (e.g. "fiC" would replace both "FIC" and "fic"). If replacing a prefix results in exceeding the 50 character limit, that call number will be skipped.

Match Copy to Title Call Number: Changes selected copies' call numbers to match the title call number.

Note

Removing and replacing only affect the first word of a call number. For example, if the original call number is "FIC BIO," you could change "FIC" to "P" but not just "F" to "P." Also, you could change "FIC" to "P" but not "BIO" to "P."

Change Case

No Change: Choose this option if you don't want to make any case changes.

All Letters Uppercase: e.g. FIC BIO

All Letters Lowercase: e.g. fic bio

First Letter Uppercase: e.g. Fic Bio

Remove Slashes

When checked, this option will remove all forward slashes ("/").

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Content Block
nameChange Copy Condition
id1050703252

Change Copy Condition

Image Added Textbook Tracker

Changes the condition of selected copies

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titleMore information
Tip

You can customize your library's condition codes in Preferences > Codes > Condition Codes. Usually these are used to indicate if copies are new or used. But they can also be used to add ratings for movies and graphic novels.

Selections

Change Copy Condition utility Selections tabImage Added

Options

Change Copy Condition utility Options tabImage Added

Change Condition to: Specify the new condition you would like selected copies to have.

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Content Block
nameChange Copy Location
id1050725070

Change Copy Location

Image Added Textbook Tracker

Changes the location (852_b MARC tag) of selected copies

Note

"Copy Location" is a localization term that can be altered in Terminology Preferences.

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titleMore information
Use(s)
  • Run this utility if you use the Copy Location field and have physically moved copies to new locations.
  • Run this utility with the Copies in Call Number Range or Copies with a policy of selections if you need to add locations based on call number or policy/genre. 
Selections

Change Copy Location utility Selections tabImage Added

Options

Change Copy Location utility Options tabImage Added

Change Copy Location to: Specify the new location you would like selected copies to have.

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Content Block
nameChange Copy Policy
id1050746452

Change Copy Policy

Image Added Textbook Tracker

Changes the policy of selected copies

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titleMore information
Note

If you would like to update the due dates for checked out items based on the new policies, you will need to run the Recompute Due Dates utility after this utility.

Use(s)

Run this utility if you've made changes to your policies and they differ by site. However, if your policies are the same across all of your sites, use the Change Title Policy utility instead.

Selections

Change Copy Policy utility Selections tabImage Added

Options

Change Copy Policy utility Options tabImage Added

Match copy to its title policy: When selected, the utility will change copy policies to match that of the title.

Change Policy to: Specify the new policy you would like selected copies to have.

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Content Block
nameChange Copy Shelving
id1050757143

Change Copy Shelving

Image Added Textbook Tracker

Changes the shelving (852_c MARC tag) of selected copies

Note

"Copy Shelving" is a localization term that can be altered in Terminology Preferences.

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titleMore information
Selections

Change Copy Shelving utility Selections tabImage Added

Options

Change Copy Shelving utility Options tabImage Added

Change Copy Shelving to: Specify the new shelving

Content Block
nameChange Copy Location
id1050725070

Change Copy Location

Image Removed Textbook Tracker

Changes the location (852_b MARC tag) of selected copies

Note

"Copy Location" is a localization term that can be altered in Localization Preferences.

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titleMore information
Use(s)
  • Run this utility if you use the Copy Location field and have physically moved copies to new locations.
  • Run this utility with the Copies in Call Number Range or Copies with a policy of selections if you need to add locations based on call number or policy/genre. 
Selections
Options
Change Copy Location to: Specify the new location

you would like selected copies to have.

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Content Block
nameChange Copy PolicySite
id10507464521050771258

Change Copy

Policy

Site

Image Removed Textbook Image Added Textbook Tracker

Changes the policy site (852_a MARC tag) of selected copies

If you would like to update the due dates for checked out items based on the new policies, you will need to run the Recompute Due Dates utility after this utility.
Expand
titleMore information
Note
Use(s)

Run this utility if you 've made changes to your policies and they differ by site. However, if your policies are the same across all of your sites, use the Change Title Policy utility instead.have moved a bunch of copies to a different site or have accidentally imported copies to the wrong site.

Selections

Change Copy Site utility Selections tabImage Added

Options

Change Copy Site utility Options tabImage Added

New Site

Selections
Options
Change Policy to

: Specify the new

policy

site you would like selected copies to belong to

have

.

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Content Block
nameChange Copy ShelvingFunding Source
id10507571431050781475

Change

Copy Shelving

Funding Source

Image Added Textbook Image Removed Textbook Tracker

Changes the shelving (852_c MARC tag)funding source of selected copies

Note

"Copy ShelvingFunding Source" is a localization term that can be altered in Localization Preferences.that can be altered in Terminology Preferences.

Options
Change Copy Shelving
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titleMore information
Use(s)

Run this utility with the Copies added selection after importing new items to add a funding source. You can then run yearly usage reports for donors and other sources.

Selections

Change Funding Source utility Selections tabImage Added

Options

Change Funding Source utility Options tabImage Added

Change Funding Source

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titleMore information
Selections

to: Specify the new

shelving

funding source you would like selected copies to have.

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Content Block
nameChange Copy SitePurchase Cost
id10507712581050797470

Change

Copy Site

Image Removed Textbook Tracker

Purchase Cost

Image Added Textbook Tracker

Changes the purchase costChanges the site (852_a MARC tag) of selected copies

Use(s)

Run this utility if you have moved a bunch of copies to a different site or have accidentally imported copies to the wrong site.

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titleMore information
Selections
Options

New Site: Specify the new site you would like selected copies to belong to.

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Content Block
nameChange Funding Source
id1050781475

There are four options when changing the purchase cost amount:

  • Change Purchase Cost to: Completely replaces the old purchase cost with the new value
  • Change Purchase Cost by [ ] $: Adds the old purchase cost to the new value
    • e.g. old value ($10) + new value ($8) = $18
  • Change Purchase Cost by [ ] %: Adds the old purchase cost to the old value times the entered percentage
    • e.g. old value ($10) + (old value ($10) * percentage (100%)) = $20
  • Match to Replacement Cost: Changes each selected copy's purchase cost to its replacement cost.

Change Funding Source

Changes the funding source of selected copies

Note

"Funding Source" is a localization term that can be altered in Localization Preferences.

More information
Expand
title
Use(s)

Run this utility with the Copies added selection after importing new items to add a funding source. You can then run yearly usage reports for donors and other sourcesif you need to add purchase costs for inventory purposes or originally entered the wrong information.

Selections
Options

Change Purchase Cost utility Selections tabImage Added

Options

Change Purchase Cost utility Options tabImage Added

Change Funding Source to: Specify the new funding source you would like selected copies to have.

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Look at this utility's documentation for information on the Change Purchase Cost by Dollar Amount and Change Purchase Cost by Percentage utilities as well. All three of these utilities will soon be integrated into one.

Content Block
nameChange Purchase Replacement Cost
id10507974701050829654

Change

Purchase Cost

Image Removed Textbook Tracker

Replacement Cost

Image Added Textbook Tracker

Changes the replacement cost of selected copies

Changes the purchase cost of selected copies

Note
Expand
titleMore information

There are three four ways to change the purchase replacement cost amount on the Options tab:

  • Change Purchase Replacement Cost utilityChange Purchase Cost to: Completely replaces the old purchase replacement cost with the new valueChange Purchase Cost by Dollar Amount
  • utilityChange Purchase Change Replacement Cost by ___ Dollars: Adds the old purchase replacement cost to the new value
    • e.g. old value ($10) + new value ($8) = $18
    Change Purchase Cost by Percentage utilityChange Purchase
    • ) = $18
  • Change Replacement Cost by ___ % %: Adds the old purchase replacement cost to the old value times the entered percentage
    • e.g. old value ($10) + (old value ($10) * percentage (100%)) = $20
Use(s)

Run one of these utilities if you need to add purchase costs for inventory purposes or originally entered the wrong information.

Selections
Options

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    • (old value ($10) * percentage (100%)) = $20
  • Match to Purchase Cost: Changes the old replacement cost to match the copy's purchase cost
Use(s)
  • Run one of these utilities if you need to add replacement costs for reporting/fine purposes or had originally entered the wrong information.
  • If you would like to set your replacement cost a certain amount over the purchase cost for a group of copies, first run this utility to set the replacement cost to the purchase cost. Then run it again and add X amount to the replacement cost.
Selections

Change Replacement Cost utility Selections tabImage Added

Options

Change Replacement Cost utility Options tabImage Added

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Content Block
nameChange Vendor
id1050840692

Change Vendor

Changes the vendor of selected copies

Expand
titleMore information
Selections

Change Vendor utility Selections tabImage Added

Options

Change Vendor utility Options tabImage Added

Change Vendor to: Specify the new vendor you would like selected copies to have.

Content Block
nameChange Replacement Cost
id1050829654

Change Replacement Cost

Image Removed Textbook Tracker

Changes the replacement cost of selected copies

Note

Look at this utility's documentation for information on the Change Replacement Cost by Dollar Amount and Change Replacement Cost by Percentage utilities as well. All three of these utilities will soon be integrated into one.

Expand
titleMore information

There are three ways to change the replacement cost amount:

  • Change Replacement Cost utility
    • Change Replacement Cost to: Completely replaces the old replacement cost with the new value
  • Change Replacement Cost by Dollar Amount utility
    • Change Replacement Cost by ___ Dollars: Adds the old replacement cost to the new value
      • e.g. old value ($10) + new value ($8) = $18
  • Change Replacement Cost by Percentage utility
    • Change Replacement Cost by ___ %: Adds the old replacement cost to the old value times the entered percentage
      • e.g. old value ($10) + (old value ($10) * percentage (100%)) = $20
Use(s)
  • Run one of these utilities if you need to add replacement costs for reporting/fine purposes or had originally entered the wrong information.
  • If you would like to set your replacement cost a certain amount over the purchase cost for a group of copies, first run this utility to set the replacement cost to the purchase cost. Then run it again and add X amount to the replacement cost.
Selections
Options

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Content Block
nameChange VendorCheck Out to Standard Patron
id10508406921050854183

Check Out

Checks out selected copies to the specified patron or system patron

Change Vendor

Changes the vendor of selected copies

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titleMore information
Selections
Options

Change Vendor to: Specify the new vendor you would like selected copies to have.

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Content Block
nameCheck Out to Standard Patron
id1050854183
More information
Note that this utility will check the copies out even if a) the patron has reached their policy limit or b) the item was checked out to a different patron before. Reference the summary file after you run this operation in order to review any of these important details.


Selections

Check Out utility Selections tabImage Added

Options

Check Out utility Options tabImage Added

Check out to patron barcode: Specify the barcode of the patron to whom you would like to check out selected copies.

Check out to: Specify the system

Check Out to Standard Patron

Checks out selected copies to the specified patron

Check Out to System Patron

Checks out selected copies to the specified system patron
Options
Check Out Selected Copies to Patron Barcode: Specify the barcode of the
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titleMore information
Selections

patron to whom you would like to check out selected copies.

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nameCheck Out to System Patron
id1050874145

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Content Block
nameDeclare Checked Out Copies Lost
id1050891874

Declare Checked Out Copies Lost

Image Removed Textbook Tracker

 Image Added Textbook Tracker

Declares as lost (checked out to System Patron 1) Declares selected copies that are currently checked out to patrons as lost (System Patron 1)

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titleMore information
Use(s)
  • Run this utility at the end of the school year to declare all items that were never returned
as lost.Selections
  • as lost.
  • Use the Patrons with a Policy of selection if you only want to declare copies lost for certain patrons. For example, you may want to exclude teachers when running this utility at the end of the year.
Selections

Declare Checked Out Copies Lost utility Selections tabImage Added

Options

Declare Checked Out Copies Lost utility Options tabImage Added

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Content Block
nameDeclare Missing Copies Discarded
id1050930422

Declare Missing Copies Discarded

Declares as discarded (checked out to System Patron 2) all selected copies with an Available status that have not been inventoried since the specified Inventory Start Date

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titleMore information
Selections
note

Declare Missing Copies Discarded utility Selections tabImage Added

An

Inventory Start Date: Enter an inventory date in MM/DD/YYYY format. This field is required.

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Content Block
nameDeclare Missing Copies Lost
id1050958904

Declare Missing Copies Lost

Image Removed Textbook Image Added Textbook Tracker

Declares as lost (checked out to System Patron 1) all selected copies with an Available status that have not been inventoried since the specified Inventory Start Date

Declare Missing Copies Lost utility Selections tabImage Added

Inventory Start Date: Enter an inventory date in MM/DD/YYYY format. This field

An Inventory Start Date

is required.


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titleMore information
Selections
Note

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Content Block
nameReassign Union Site Copies
id1050978673
Note

This utility is only available to those with a Centralized Catalog.

Reassign Union Site Copies

Moves selected copies from the Union Site to the specified site

  • an invalid site code and need to move those copies to the intended site.
  • If you purposely use the Union Site to store In Processing copies, run this utility when those copies have been processed and need to be moved.
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titleMore information
Note

Union Site copies always maintain a status of In Processing. Even when you move those copies, they will still have the In Processing status. Bookdrop your recently moved copies or run the Check In Processing Copies utility to change their status to Available.

Use(s)
  • Run this utility if you accidentally imported items with an invalid site code and need to move those copies to the intended site.
  • If you purposely use the Union Site to store In Processing copies, run this utility when they have been processed and need to be moved.
Selections
Options
Selections

Reassign Union Site Copies utility Selections tabImage Added

Copies added: Enter the date range or relative date of when the copies you would like to reassign were added.

Options

Reassign Union Site Copies utility Options tabImage Added

New Site: Specify the site to which you'd like to move the Union Site copies.

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Content Block
nameRemove Archived Copies
id1051018246

Remove Archived Copies

Image Removed Textbook Image Added Textbook Tracker

Removes selected copies that have been archived (checked out to System Patron 6) 

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titleMore information
Use(s)

Run this utility to clean out old records if you're approaching your item limit. Check the Remove Titles with No Copies option to also remove remaining title records with no other copies once the archived copies are removed.old records if you're approaching your item limit.

Selections

Remove Archived Copies utility Selections tabImage Added

Copies Archived: Select copies by date range to ensure that only copies archived a long time ago are removed.

Options

Remove Archived Copies utility Options tabImage Added

Remove Titles with No Copies: When checked, this option also removes remaining title records with no other copies once the archived copies are removed.

Selections

Use the Copies Archived selection to select copies by date range, ensuring that only copies archived a long time ago are removed.

Options

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Content Block
nameRemove Copies
id1051032866

Remove Copies

Image Removed Textbook Image Added Textbook Tracker: Remove Textbook Copies

Removes selected copy records

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titleMore information

There are three ways to handle copies that are checked out:

  • Declare Lost. The copy is copies are declared lost and the patron is patrons are charged appropriately.
  • Remove. The title record and all copies are removedcopies are removed. CAUTION: There will be no record of the copies being checked in if you choose this option.
  • Keep. The title copies will not be removed if any copies they are checked out.
Selections

Remove Copies utility Selections tabImage Added

Options
On the Options tab, choose whether or not to also remove title records if there are no more copies after selected copies are removed

Remove Copies utility Options tabImage Added

Remove Titles with No Copies: When checked, this option also removes remaining title records with no other copies once the selected copies are removed.

Checked Out Copies: Choose what to do with copies that are currently checked out.

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Content Block
nameRemove Copy History
id1051042936

Remove Copy History

Removes the check out history of selected copies 

Previous checkouts section of a copy's statistics is cleared. However, the Checkout Count

in Copy Stats remains the same.

remains the same, and nothing in the copy record—including notes—is removed.

Image Added

Selections

Remove Copy History utility Selections tabImage Added

Selections

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titleMore information
Although previous checkouts are removed

Nothing What kind of copy history does this utility remove? Everything in the copy record, including notes, are removed.

Note

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Content Block
nameRemove Copy Notes
id1051057705

Remove Copy Notes

Removes all notes of the specified type for selected copies

Expand
titleMore information
Use(s)

Run this utility to remove outdated notes a past librarian added to various copies.

Selections

Remove Copy Notes utility Selections tabImage Added

Options

Remove Copy Notes utility Options tabImage Added

Note Type: Specify the type of note to remove from selected copies.

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Content Block
nameRemove Discarded Copies
id1051070579

Remove Discarded Copies

Image Removed Textbook Image Added Textbook Tracker

Removes selected copies that have been discarded (checked out to System Patron 2)

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titleMore information
Use(s)

Run this utility to clean out old records if you're approaching your item limit. Check the Remove Titles with No Copies option to also remove remaining title records with no other copies once the discarded copies are removedre approaching your item limit.

Selections

Remove Discarded Copies utility Selections tabImage Added

Use the

Copies Discarded

selection to select

: Select copies by date range

, ensuring that only copies discarded within a particular date range are removed.

to ensure that only copies discarded a long time ago are removed.

Options

Remove Discarded Copies utility Options tabImage Added

Remove Titles with No Copies: When checked, this option also removes remaining title records with no other copies once the discarded copies are removed.

Options

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Content Block
nameRemove Lost Copies
id1051087023

Remove Lost Copies

Image Removed Textbook Image Added Textbook Tracker

Removes selected copies that have been declared lost (checked out to System Patron 1)

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titleMore information

Since copies can be lost in different ways, there are three types of lost copies you can remove:

  • Patron. Removes copies that were lost by patrons. These have associated fines and are likely to be returned later.
  • Inventory. Removes copies that were lost by patronswere declared lost during inventory or other circumstances not involving a patron. These have no associated fines and are likely to be returned later.
  • InventoryBoth. Removes copies that were declared lost during inventory or other circumstances not involving a patron. These have no associated fines.
  • Both. Removes all lost copies, no matter how they were lost.
Warning

Since lost copies are often found and returned, we recommend waiting at least a year to remove them. Use the Copies Lost selection to select copies by date range, ensuring that only copies lost within a particular date range are removed.

Use(s)
  • all lost copies, no matter how they were lost.
Warning

Since lost copies are often found and returned, we recommend waiting at least a year to remove them. Use the Copies Lost selection to ensure only those lost a year ago or longer are removed.

Use(s)

Run this utility to clean out old records if you're approaching your item limit.

Selections

Remove Lost Copies utility Selections tabImage Added

Copies Lost: Select copies by date range to ensure that only copies lost a long time ago are removed.

Options

Remove Lost Copies utility Options tabImage Added

Declared Lost From: Choose which type(s) of lost copies to remove.

Remove Titles with No Copies: When checked, this option also removes

Run this utility to clean out old records if you're approaching your item limit. Check the Remove Titles with No Copies option to also remove
Options

remaining title records with no other copies once the lost copies are removed.

Selections

Remove Temporary Items: When checked, this option also removes temporary items that fit the rest of the Selections and Options.

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