Prevent call numbers with zero copies
We have seen more than our share of "Item Database Errors". Many of these errors are due in part to the number of bibliographic records within the database that have call numbers with no copies attached. This situation mainly occurs when a title is left in the system after the last copy has been removed but the title itself is not removed. This affects both Technical services and ILL staff, along with anyone else that works within a record.
This may also occur when adding a new title to the database and there is only the creation of a call number record and no copy record. (An example is bringing in a record via SmartPort and neglecting to take the additional step of creating a copy record for it by going into either the "Edit" or "Add" volumes and call numbers wizards to do so.)
Please help us attempt to circumvent these item database errors before they escalate by observing the following:
Be sure your properties are set appropriately!
The seemingly innocuous title/call number with no copies attached wreaks havoc on the database, as it prevents that call number from being used on any other record, and can cause the system to make changes to the wrong record!
CCS requests that any and all staff who may work with bibliographic records, regardless of department, to please be sure that the Add Title, Call Number/Item Maintenance, and Delete Titles... wizards' properties related to adding and deleting copies are properly set on their workstations.
A supervisor login is necessary for these properties to be set appropriately. You must also be sure to save the changed properties when closing out of Workflows.
The problems that occur due to the existence of titles in the system that do not have copies attached can cause locked records, the inability to either add, edit, or remove copy records and ultimately negative call numbers that corrupt the database and require re-indexing and various scripts to fix.
- The title must be removed when removing the last copy of an item. If the Delete Title, Call Numbers or Items wizard's property "Prompt for confirmation before deleting title" is checked, you will be offered an option when you try to delete the last copy on a title record. Always select "Remove Title"; selecting "Do not remove" or "Close" will still remove the copy but leave the empty call number!
- Always be sure you add a copy record to any new titles coming into the database, whether by SmartPort, Connexion, or by hand. If you import a title record into the system without making sure that a copy record is also created, the problem will persist. Set your batch load parameters to ensure a copy record is created or manually create a copy.
Keep in mind that properties need to be set each time a new workstation is set up and need to be double-checked and reset if necessary on existing workstations after every upgrade.