8.6. Item Status (F5)

$Id: 0804c58dbae79a0f51f365c68b62681c64db6a0f $

Sitka Training Video - Item Status (7:16)

The Item Status screen is very useful. Many actions can be taken by either circulation staff or cataloguers on this screen. Here we will cover some circulation-related functions, namely checking item status, viewing past circulations, inserting item alert messages, marking items missing or damaged, etc.

Checking item status

$Id: 0804c58dbae79a0f51f365c68b62681c64db6a0f $

  1. To check the status of an item, select SearchSearch for copies by Barcode or CirculationShow Item Status by Barcode , click on the Item Status button on circulation tool bar,or press F5. You can also click on barcode in copy summary view in catalogue to go directly to Item Status from the catalogue.

  2. Scan the barcode or type it and click Submit. The current status of the item is displayed with selected other fields. You can use the column picker to select more fields to view.

  3. Click the Alternate View button, and the item summary and circulation history will be displayed.

  4. Click List View to go back.


If the item's status is "Available", the displayed due date refers to the previous circulation's due date.

Upload From File allows you to load multiple items saved in a file on your local computer. The file contains a list of the barcodes in text format. To ensure smooth uploading and further processing on the items, it is recommended that the list contain no more than 100 items.


Sitka has a pre-defined list of copy statuses available. Please consult Section 50.3, “Copy Statuses” for the definition, as well as if the status makes the copy holdable or OPAC visible. Additional statuses will be added only after broader consultation with the Sitka community.

Viewing past circulations

$Id: 0804c58dbae79a0f51f365c68b62681c64db6a0f $

  1. To view past circulations, retrieve the item on the Item Status screen as described above.

  2. Select Actions for Selected ItemsShow Last Few Circulations.

  3. The item’s recent circulation history is displayed.

  4. To retrieve the patron(s) of the last circulations, click the Retrieve Last Patron or the Retrieve All These Patrons button at the bottom of the above screen. Patron record(s) will be displayed in new tab(s).


Each libary can determine its own number of past circulations to be displayed. See Chapter 49, Local Administration Menu for more information.

You can retrieve the past circulations on the patron's Items Out screen, too.

Marking items damaged or missing and other functions

$Id: 0804c58dbae79a0f51f365c68b62681c64db6a0f $

  1. To mark items damaged or missing, retrieve the item on the Item Status screen.

  2. Select the item. Click on the Actions for Selected Items dropdown list and Mark Item Damaged or Mark Item Missing.


Depending on the library's policy, when marking an item damaged, bills (cost and/or processing fee) may be inserted into the last borrower's account. Overdue fines, if any, may be voided at the same time. See Chapter 49, Local Administration Menu for more information.

Following the above procedure, you can check in and renew items by using the Check in Items and Renew Items on the dropdown menu.

Item alerts

$Id: 0804c58dbae79a0f51f365c68b62681c64db6a0f $

The Edit Item Attributes function on the Actions for Selected Items dropdown list allows you to edit item records. Here we will show you how to insert item alert messages by this function. See Part III, “Cataloguing” for more information on item editing.

  1. Retrieve record on Item Status screen.

  2. Once item is displayed, highlight it and select Actions for Selected ItemsEdit Item Attributes.

  3. The item record is displayed in the Copy Editor.

  4. Click Alert Message in the Miscellaneous column. The background colour of the box changes. Type in the message then click Apply.

  5. Click Modify Copies, then confirm the action.

Copyright © 2008-2012, BC Libraries Cooperative