Damaged, Incomplete, and/or Mislinked Materials

Damaged, Incomplete, and/or Mislinked Materials

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Policy:

Library materials are meant to be used and an acceptable level of wear and tear is expected. To standardize the thresholds of damage, libraries must use the Material Condition Chart to determine whether or not an item is fit to circulate.

MATERIAL CONDITION CHART

No Damage NotedNormal Wear and TearFair But Still UsablePoor – Not Fit For Circulation
Item looks newJacket may have wearPermanent notations or markings made by patron that do not affect its useItem is mislinked
A few pages are dog-earedCase is crackedPages or parts are missing
Paperback covers may have bent corners or show signs of wearBinding is loosePages/binding detached
Cookbooks have light food stainsPages are yellowedPages are ripped
Pencil notations made but can be removedDiscs are scratched but still playablePermanent and/or excessive notations/markings made by patron that renders the item useless
Discs have light scratchesSmall stain of dirt, sand, food or other substances adhered to materialsPermanent and/or excessive notations/markings made by patron that renders the item useless
Light odorDisc(s) is missing
Multi-piece items missing non-essential parts that do not affect its useDisc(s) is cracked
Pages are lightly water damaged but still readableDisc(s) are badly scratched
Pages have been taped/repairedMulti-piece item missing essential part(s) renders the item useless
Jacket/insert is missing
Cover is chewed or completely torn
May not survive delivery
Completely water-damaged
Moldy, signs of insect infestation, or pages crumbling
Excessive food, dirt or other substances staining
Barcode has been removed
Strong odor that cannot be eliminated

Policy:

Upon checking in damaged, incomplete, or mislinked material, use the dropdown menu to indicate the type of damage under the Blocks & Notes tab of the item record. Damage not included in the Physical Condition Menu choices should be entered in the Additional Notes field.

The patron, and ultimately the patron’s home library, is responsible for reimbursing the owning library for items that have been damaged or made incomplete by the patron.

Recommendation:

If a patron, or the patron’s home library, wishes to replace a damaged item rather than pay any bill/fine, an attempt should be made to work out an agreement with the item-owning library. Determinations regarding acceptability of any replacements are made by the item-owning library.

Damaged Items

Procedures:

  • Use the Material Condition Chart to assess the level of damage
  • Check in the item.
  • Open item record.
  • In the Blocks & Notes tab, use the dropdown menus under Physical Condition:
    • If an item is received that falls within the “No Damage Noted” category, it can be circulated without restrictions.
    • If an item is received that falls within the “Normal Wear and Tear” category, it can be circulated without restrictions.
    • If an item is received that falls within the “Fair But Still Usable” category, libraries must allow the patron to decide whether or not they wish to borrow the material.
    • Items that fall under the “Poor – Not Fit For Circulation” category should not be loaned and should be sent back to the owning library.
  • Requested items that fall under the “Poor – Not Fit For Circulation” category should not be loaned and should be sent back to the owning library by declining then reactivating the request.
    • If the item is the only one available in the BCCLS database, libraries must allow the patron to decide whether or not they wish to borrow the material before sending it back to the owning library.
  • If the item is mislinked, it must be sent back to the owning library.

Recommendation:

If an item becomes damaged, the owning library should write a condition note, preferably near the item’s barcode. The note should include the date and staff initial.

Repairable Items 

Policy:

Items waiting for repair or replacement should be given the status Being Repaired by the owning library. The decision to repair the damaged material versus monetary compensation for the item will be at the sole discretion of the owning library.

Procedures:

  • Check in and determine if your library will repair or replace the damaged item.
  • When repair of the item is possible, any charges for such repair will be determined by the owning library.

Mislinked Items

Policy:

Items identified as mislinked should be corrected immediately.

Procedures:

  • Check in the item.
  • Open the item record.
  • In the Blocks & Notes tab, use the dropdown menus under Physical Condition to select “Poor” and “Item is Mislinked”.
  • Check in the item to print a transit slip, and return the item to the owning library.
  • Complete the Mislink Alert form on the BCCLS Support Page in MyBCCLS.

Any items linked in violation of policy are subject to the following procedures:

  • The BCCLS office will contact the item owning library alerting them to the mislink issue with a request to resolve/relink the item(s) within 6 weeks.
  • If, after 6 weeks, the reported item continues to violate policy, the item will be moved to an uncataloged record for the owning library.

Recommendation:

Items considered mislinked include but are not limited to:

  • Items linked to an incorrect bibliographic record
  • Items linked with an invalid barcode
  • Multi-piece sets with more than one barcode (violation of policy)