A couple weeks ago, CCS asked: How does your library use record sets?
Thank you to all the libraries who responded to our newsletter survey! It sounds like you are all doing some interesting work with record sets. If your library did not have a chance to respond to the survey but would like to share (or you would like to add to your library's response), please email firstname.lastname@example.org or open a help ticket. We will update this page as we receive new responses!
How does your library use record sets?
We're currently using record sets for changing status or shelf location. For example, when books are moving from material type Book New to Book and shelf location New Books to Mystery (or wherever they should live); when items are moving from regular shelves to Storage or from Storage to regular shelves; or when materials are being withdrawn.
We also have 2 carousels on our catalog landing page that are populated by record sets, and several links to new or on-order materials that are maintained by record sets.
Our processing clerk uses record sets to print labels - one record set for each shelf of the cart she's working on. Helps to keep items in order. We track Bindery shipments this way as well.
We track our genealogy materials that are owned by the McHenry County Illinois Genealogical Society but housed here at Crystal Lake using a record set (since they don't have a separate shelf location).
In addition to bulk changes by Technical Services, we:
link to new materials. A given record set is either curated by Reference/Readers Services or self-updated by shelf location.
link to book club lists and reading lists. We also use Promotions to make them findable in the catalog.
Fox River Valley
For vendor downloading of records (copy & paste record set name from import report so can create PO)
To use bulk change for withdrawing (selector scans items into RS & emails TS so we can withdraw/delete/count stats) OR when want to change Polaris fields
See how many items in certain shelf locations, etc.
Powerpac links for Coming Soon or "new" items w/specific pub dates OR to highlight special collections (YS STEAM or other "kits")
We use Record sets in a few ways:
First, to feature new and on-order items as both carousels on our PAC landing page (and as browsable lists for patrons who like to place holds on upcoming titles).
We also use record sets to keep track of specific collections, like our Book Club collection and our board game collection. Youth Services has a record set for their circulating STEAM kits.
Additionally, I've created themed record sets to advertise upcoming programs. When we had a KonMari specialist come to the library, I created a record set of similar tidying titles that we promoted on social media. I could see doing this for "book to movie" promotion as well.
At the latest PAS meeting, some libraries mentioned that they have record sets for specific summer reading lists for the school district. I think this is a great idea and am going to suggest it to Youth Services.
Record sets are used for deleting materials (selectors create the record set, set items to withdrawn and Tech finishes deleting the items).
We also use record sets to set up lists in the PAC for the Illinois award nominees (Caudill, etc.), for summer reading lists and other assignments for the schools, for a union list for our magazines and newspapers, and other types of items Public service wants to create.
We also use for bulk changes on call numbers, stat codes, locations, etc. Tech runs a report for items marked NEW that need to removed from NEW in Simply reports and have results put into a record set. Items on shelf will be pulled and changed, and after removing those items in the record set holds will be placed on what is left.
We also did reports for missing items recently - dividing into record sets by selector and after looking for items 1 last time, the items not found are being deleted after the selector decides if they want to replace any of the items.
To create lists to supplement classes, programs, and displays.
To use for displays.
To create custom PAC carousels.
To use with Simply Reports for information in specific collection areas.
To group items together for batch changes
To display specific lists of books
Or to easily monitor changes
Item bulk changes
Newly created collections (might need to edit item policies after release)
Withdrawing and deleting items
Items beyond repair list to selectors
Patron bulk changes
Tracking patrons (birth dates entered incorrectly)
Tracking items (parts missing)
Missing, long in-transit, and claims returned item clean up
New title lists deep linked on library website
New titles list for PAC "new" buttons (auto-updating)
Track new items by collection
Group items that are otherwise difficult to group. Example: all movies of one genre regardless of format (stat class might not match).
Generate from Simply Reports (for various uses)
Create to use to run reports in Simply Reports
In Technical Services we primarily use record sets for changing items from new to not new and withdrawing from the collection. Librarians create the record sets and send the items with the record set names to Technical Services.
I have created record sets of missing and lost items to inform selectors for reordering and Circ for shelf checks.