Cataloging Reports

To access Cataloging reports, select Utilities from the Polaris Shortcut Bar, and select Reports and Notices, Cataloging. If your library has a license for Polaris Community Profiles, standard Community reports are available.

Authority Reports

• Authority Records where 4xx matches 1xx - Identifies authority records where a See reference (4xx field) in one record matches a heading (1xx field) in another record in the database. It also lists situations where the same authority record contains a 1xx and 4xx that match because of normalization. For example, one field contains the heading using “and” while the other field contains the same heading using “&”.
• Authority Records with No Linked Bibs - Identifies authority records that are not linked to any bibliographic record. They may have links to other authority records.
• Macros for Authority Records - All Staff Members - Identifies the macros created by all staff members who work with authority records. For each macro, the report specifies the macro name, shortcut keys, description of the macro’s task, creation date, and staff member who added the macro.
• Macros for Authority Records - Single Staff Member - Identifies the macros added by a specific staff member who works with authority records. Select the staff member’s name. For each macro, the report specifies the macro name, shortcut keys, description of the macro’s task, creation date, and staff member who added the macro. Generate this report if you want a printed copy of your macros.
• Problem Authority Headings - Identifies possible duplicate authority headings where the normalized text is the heading of more than one authority record. It lists the normalized heading that matched, the authority record IDs, the actual heading text, and the thesaurus of the authority record.
• Unlinked Authority Records - Identifies all headings not used by any bibliographic record or as a cross-reference for other headings. You can also create a record set of all unlinked authority records and delete the records or open them from the record set.

Bibliographic Reports

• Bibliographic Records No Longer In Database - Identifies bibliographic records that were purged from the database during a specified period of time. The OCLC Control Number column contains values from the 035 bibliographic tag and the “other system control number” (OCLC control number).
• Bibliographic Records That Do Not Display in PAC - Identifies titles that do not display when you search the public catalog. For each of these titles, the Display in PAC check box is not selected on the Bibliographic Record workform.
• Bibliographic Records With No Format - Identifies bibliographic records without a Type of Material (TOM) code assigned to them. It lists the bibliographic control number, title, and record owner for each bibliographic record that does not have a TOM associated with it.
•  Bibliographic Records With No Linked Authority Records - Identifies bibliographic records that need authority records found or created for them. You can also create a record set of all unlinked authority records and delete the records or open them from the record set.
• Bibliographic Records With No Linked Items - Identifies bibliographic records for which there are no linked item records. Select the bibliographic record modification date range and the organizations. Set the modification start date far in the past and use today’s date for the end date so that all bibliographic records without linked items are included in the report.
• Integrated Ebooks With All Copies Expired - Identifies ebook bibliographic records where all the linked item records have a status of Withdrawn. In the Report Wizard window, select the vendor account from a drop-down list of all integrated ebook vendors. The report columns display the bib ID, title, author, the number of resource entities, and the name of the vendor account with all copies expired.
• Macros for Bibliographic Records - All Staff Members - Identifies the macros create by all staff members who work with bibliographic records. For each macro, the report specifies the macro name, shortcut keys, description of the macro’s purpose, creation date, and staff member who added the macro.
• Macros for Bibliographic Records - Single Staff Member - Identifies the macros created by a single staff member who works with bibliographic records. Select the staff member’s name. For each macro, the report specifies the macro name, shortcut keys, description of the macro’s purpose, creation date, and staff member who added the macro. Generate this report to see a printed copy of your macros.
• New Titles Imported - Identifies the titles that have been added to your collection during a specified time period.
• Provisional Bibliographic Records - Identifies all bibliographic records with a status of provisional. A provisional record is an incomplete record that does not appear in the public catalog and cannot be used at check-out.
• Subfield 9 utility log - Identifies records where tags used in automatic processing (to create item records or purchase order/selection list line item segments) were deleted automatically by the $9 Cleanup Utility. On the Parameters tab, select the Begin date and End date. On the Sorting Options tab, select the sort option, and click the right arrow. The report columns will be sorted in the order in which they appear in the list on the right side of the Sorting Options tab. Then, select Ascending or Descending, and press Enter or click Submit.
  
  For each date listed, the report indicates whether the utility was enabled or not enabled. If the utility did not run that day, Subfield 9 utility not enabled appears without any processing information.
  
  If the utility was run that day, Subfield 9 utility enabled appears along with the settings in the profile at the time the utility was run: Candidate tags will be removed that contain a date earlier than (number) (days, months, or years) ago. The following details of the processing are included: start time, end time, number of bibliographic records checked, and the number of tags deleted.

Community Reports

Standard Community reports are available to libraries with a license for Polaris Community Profiles.

• New Community Records - The report shows the community records created after a specified date for a selected branch or for all branches.
• Updated Community Records - The report shows the community records updated after a specified date for a selected branch or for all branches.

Item Reports

For Item reports, except for the In-Transit Items report, you can select all organizations, multiple organizations, or a single organization. If you select specific organizations, the report includes item record information only for items owned by the selected organizations.

• Call Number List - Item record-level listing of call numbers to be used by catalogers who need to assign call numbers. The report is sorted by classification (ignoring prefix) so you can see the detail of already assigned call numbers and determine where to insert the call number you are constructing.
• Claimed Items - Use this report to track missing items that patrons have claimed they returned or never checked out. The Claimed Items report lists all items that have a circulation status of Claim returned or Claim never had, and identifies the last patron known to have borrowed the item.
• Collection Disposition by Material Type - You can select the branches to include in the report and group the data by branch or collection. The report shows the number and percentage of items currently on the shelf (or otherwise considered available), items out (unavailable but accounted for), or not accounted for (lost, missing). It shows a sum total for each branch and a grand total for all branches selected. If the report is grouped by collection, it is broken down by collection and shows the totals for each collection for all selected branches. The count is broken out by the material type within the collection.
• Collection Material Type Analysis - This report is available from both the Cataloging and Circulation report menus. For the selected organizations, or for the whole library system, the report shows items grouped by collection, with a breakdown of material types within the collection. For each collection/material type combination, the report displays the number of items of each material type in the collection, as well as the percentage of the total number of items in the system that this collection/material type combination represents. At the bottom of each collection group, the report also shows the total number of items of all material types for each collection, and the percentage of the total number of items that this collection represents.

Note:
Only final item records are included in the Collection Material Type Analysis reports. Items without barcodes and on-order items are excluded from the report.

• Collection Value by Organization - Use this report to list the monetary value of the collections for your organization. Select the organization or organizations for which you want to see the value of each of the collections.
• In-Transit Items - Item records with a circulation status of In-Transit or Transferred on a date you select. The items are grouped by the “sent from” branch—the branch listed in the In-Transit/Transferred From field on the item record workform. This report can help you identify items that were sent to another library but may be delayed or lost in transit.
• Inventory Exception - Incorrect Status - Lists items that had a status other than In during inventory. You specify a call number range and a cut-off date. Set the cut-off date to the day before the inventory date. You can filter the report by organization.
• Inventory Exception - Misshelved - Lists items with a status of In that should have been in the inventory sequence but were not. You specify a call number range and a cut-off date. Set the cut-off date to the date you started the inventory. You can filter the report by organization.
• Inventory Shelflist- Items inventoried using the Update InventoryDate view on the Check In workform. You specify the call number range to include in the report. Run this report after taking an inventory.
• Item Records by Funding Source and Stat Code - This report lists items added within a certain time frame grouped by fund and then by statistical code. You select the organization or organizations, the begin date, and the end date. If your library uses Polaris Acquisitions, the fund used to pay for the items appears next to Funding Source. Under the funding source is the statistical code for the items.
• Item Records That Do Not Display In PAC - Use this report to identify items that do not display in the public access catalog. You can select the organizations, collections, and material types for this report.
• Item Records Without Barcodes - Use this report to identify items without barcodes for the selected organizations. You can select the organizations, collections, and material types for this report.
• Item Status - Use this report to identify the number of items belonging to the selected organizations that have a certain circulation or hold status. The report is not intended to be an inventory of all items on the shelves. The following item statuses are included in this report:
  • Bindery
  • Claim Never Had
  • Claim Returned
  • Held
  • In
  • In-process
  • In-repair
  • In-transit
  • Lost
  • Missing
  • On-order
  • Out
  • Returned - ILL
  • Transferred
  • Unavailable
  • Withdrawn
• Lost and Missing Items - Use this report to list all items with a status of Lost and all items with a status of Missing for the selected organizations. The lost and missing items are listed by assigned branch and the details include the call number, barcode, title, patron’s name and phone number, and the last transaction date.

Note:
The Statistical Summary Report under the System folder provides detailed information about activity for the selected organization or organizations. See System Reports.