Destiny Library Manager
Catalog Maintenance and Clean Up
District Expectations
- Library media specialists must perform periodic catalog maintenance and clean-up as instructed by the district LME department.
In the Destiny centralized catalog, title records are maintained at the district level, while copy information is
maintained by the school library media specialist. In addition to complying with district guidelines for adding new materials, library media
specialists must perform periodic maintenance and clean-up of their school's copy information. The following is a partial list of tasks that
should be performed on a regular basis, but additional tasks may be listed on the beginning- or end-of-year checklists, or they may be given during Destiny
training sessions.
View the Current Library Snapshot
(weekly)
- Provides a quick “view” of various statistics related to
circulation, holds, fines, titles and copies, and patrons
- Go to Circulation tab > Library Info > Statistics tab
- Under the Materials section, check to see if there
are any Titles without copies
- If so, follow the instructions for Deleting Titles
Without Copies (next)
Delete
Titles Without Copies (as needed)
- Preview a list of the titles that have no
copies attached:
- Go to Catalog > Update Titles > Remove Titles tab
- Click "Preview" (The preview shows you what would happen if you chose to remove your titles without copies. It doesn't actually
remove or delete any records at this point.)
- When the Report Manager opens, Click "View" to open the Remove Titles Preview job summary.
- Review the list. If you are satisfied with the preview and want to delete your titles without copies, click the "Remove" button on the job
summary to begin the actual removal.
Edit Inconsistent Call Numbers
(quarterly)
- See a summary of call numbers in your collection by running the summary of circulation statistics (cannot be run between 8:00 am and 2:00 pm, M-F)
- Go to Reports tab > Library > Statistics
section > Collection Statistics - Summary
- Review call number prefixes to see if any in the list are
inaccurate or no longer necessary
- In the Copy Count column, the number is a link to a list of the
items for each call number prefix
- Edit call numbers to be consistent:
- Correct call number prefixes by editing the copy
information for individual items
- Global Update may be used to change prefixes of multiple items at one
time. (ex. R to REF, F to FIC, etc.) Go to Catalog tab > Update Copies menu > Global Update tab.
- If the Copy Count column shows that a prefix is used for only a small number of items, consider consolidating these items into a more general prefix.
- If the Copy Count column shows any call number ranges with zero
copies (except the "No Call Number"
range and the "Temporary" range), please notify Beverly Myers
to eliminate that line from your report.
Review Copies with Different Call Numbers (quarterly)
- Run the report of items for which there are
multiple copies of the same title under different call numbers:
- Go to Reports tab > Library menu > Catalog – Titles
& Copies section > Call Number Reports
- Show copies with different call numbers,
Include titles from AA to ZZ, Run Report
- Review the list, edit the copy information
on this screen if needed. Some of the items referenced in this report
could be accurate. For example, all volumes in a set may have the
same call number with different volume numbers.
Correct Copies Without Call Numbers (quarterly)
- Run the report of copies that have no call numbers:
- Go to Reports tab > Library > Catalog – Titles
& Copies section > Call Number Reports
- Show copies without call numbers, Include
titles from AA to ZZ, Run Report
- Review the list, edit the copy information
on this list (all items need a call number)
Correct TitlePeek images (as needed)
- The LMS cannot change the TitlePeek image. However, there may
be a title record available that has the image that matches your item.
Follow these steps for getting your copy information added to that
record.
- Print the copy information for your item
- Delete the copy from the record which has the incorrect image.
If your copy is the last one attached to that title record, you will
be given the option of deleting the title record. Please
delete it.
- Search for the title record that matches your item (with the
correct TitlePeek image)
- Using the printed copy information, add your copy to the new
title record
Find Inaccurate Material Types (quarterly)
- Run the following District reports in Destiny Report Builder to locate items in your collection with inaccurate material types.
- Material Type - Check BOOKS
- Material Type - Check NONFICTION
- Material Type - Check OTHERS
- These reports can be duplicated and customized by substituting the call number prefixes that are used for your school's collection.
Correct Material Types (as needed)
- The LMS cannot change the material type since it is a field in the
title record. However, there may be a title record available that
matches your item (which would include the correct material type.)
Follow these steps for getting your copy information added to the
correct record, thus, the correct material type for your item.
- Print the copy information for the item
- Delete the copy from the record to which it is inaccurately
attached
- Search for a title record that matches your item (with the
correct material type)
- Using the printed copy information, add your copy to the new
title record
Correct Gross Errors in Copy Values
- Each copy record in Destiny should accurately reflect the value of that individual copy. The reports below will help you identify copy records
with grossly incorrect values.
- Go to Reports tab > Report Builder and run the "Items with price over $100" report. Review the items on the report for copy values that
may be unexpectedly high and correct as necessary. (Remember that for multi-volume sets such as encyclopedias, the copy price should be the
price for a single volume, not the price for the entire set.)
- Go to Reports tab > Report Builder and run the "Items with price = $0" report. Update the copy records to reflect the value of the items.
(Donated items can be assigned a value based on either the original "sticker" price or the replacement cost. Items may also be given a estimated
value (e.g., $10 for fiction, $20 for nonfiction, $50 for reference). If an item truly has no value, consider whether or not it
really should be cataloged in Destiny.)
Request District Catalog Maintenance (as needed)
