Fixed-length Fields in Item Records

The following table describes the fixed-length fields found in item records. Both the short label and default long label (if one exists) are shown.

Item Record Fields
Field Number Field Short Label Description Code is Data in Field Entered by Limits Examples
071 # RENEWALS
or No. of Renewals		 The number of times the item has been renewed by the patron who currently has the item checked out. numeric system Maximum value equals 255 (i.e., a patron can consecutively renew an item a maximum of 255 times). 0
072 # OVERDUE
or No. of Overdues		 The level of the last overdue letter sent to the patron who has the item checked out (for example, 1 = first overdue, 2 = second overdue, etc.) numeric system N/A 1
127 AGENCY

Part of the Consortium Management Extensions product. The AGENCY field is used to define agencies (libraries or other library-defined entities) that own items. When added to item records, the AGENCY field identifies the items as belonging to the specified agency. These items will then be counted for the agency when the following reports are generated:

  • Statistical Reports Based on Call Numbers, accessed through the Management Information menu option
  • Collection Development Report in Web Management Reports
  • Age of Collection Report in Web Management Reports
 numeric (0-255) organization Maximum code length: 3 characters

Maximum number of codes: 256

Note that Innovative can increase the maximum number of AGENCY codes allowed at your library from 256 to a number of your choosing. For more information, contact Innovative.

 145
058 COPY #
or Copy No.		 Indicates which copy of the title corresponds to the item record. Commonly used in item records attached to bibliographic records with multiple items. numeric organization Maximum code length: 5 characters 2
094 COPY USE The number of times the item has been used for photocopying. See Viewing In-house Circulation Reports for more information. numeric Generated by the system when staff scan the barcodes of items used for photocopying. Maximum code length: 5 characters 128
065 DUE DATE

The date the item is due.

Your organization can request that Innovative configure this date field to display both date and time. (Due time appears only for items circulating under hourly loan rules.)

month-day-year (mm-dd-yy or mm-dd-yyyy) or day-month-year (dd-mm-yy or dd-mm-yyyy) system N/A 08-17-99 or 19-03-2001
264 HLDG TAG Part of the Monographic Holdings product. Determines which MARC field from the item record is displayed in a linked holdings (checkin) record. numeric organization Maximum code: 1 char
STD CODE DEFINITION
- no MARC field displayed
6 876 field displayed
7 877 field displayed
8 878 field displayed
061 I TYPE
or Item Type		 The type of item. Used to define groups of items that may circulate differently. See Item Types Table. numeric (0-1999) organization Maximum code length: 3 characters

Maximum number of codes: 2000

Maximum length of code definitions: 31 characters
CODE DEFINITION
2 Serial/non-microform
059 ICODE1
or Item Code 1		 Your organization determines the name and purpose of this field, its codes, and the codes' definitions. Commonly used as a statistical category field.

The system does not restrict or check the validity of the entries you make in this field. 		numeric organization Maximum code length: 5 characters 045
060 ICODE2
or Item Code 2		 Your organization determines the name and purpose of this field, its codes, and the codes' definitions. Commonly used as a statistical category field.

The system can check the validity of the entries you make in this field. 		lowercase alphabetic or numeric organization Maximum code length: 1 character

Maximum number of codes: 32

Maximum length of code definitions: 25 characters 		3
097 IMESSAGE
or Item Message		 A code corresponding to a library-defined item message. A code entered in this field causes the system to display the code's definition (i.e., the message) during checkout or checkin of the item.

If the code is a space or hyphen, no message will display.

Do not remove the "NO MESSAGE" value from the table of valid codes and definitions; you cannot remove messages if you delete the "NO MESSAGE" value. 		lowercase alphabetic or numeric organization Maximum code length: 1 character

Maximum number of codes: 32

Maximum length of code definitions: 25 characters
CODE DEFINITION
i SEND TO ILL
c SEND TO CAT
d TWO DISCS
t THREE TAPES
f CREATED ON-THE-FLY
- NO MESSAGE
070 IN LOC
or Checkin Location

Records the statistics group number associated with the user who checked in the item. This field is updated when a checkin unlinks the item record from the patron record. If the item's STATUS is set to "t" (IN TRANSIT), a checkin at the destination location does not update the IN LOC field.

In 6.0 and later, Sierra displays the corresponding name of the statistics group if your login's Fixed-length Field Display Mode option is set to show descriptions.

 numeric system N/A
CODE NAME
30 Auburn
265 INHERIT LOC
or Inherit Locatn		 Indicates whether or not the item record should refer to the location of the parent record, if no location is specified for the item record. alphabetical system N/A y
093 INTL USE
or Internal Use		 The number of times the item has been used inside the library. See Counting Usage for more information. numeric Generated by the system when library staff scan the barcodes of items used inside the library. N/A 89
069 INVDA
or Inventory Date		 The date the item was inventoried and found on the shelf. Available to sites that have acquired Inventory Control or Circa Wireless Inventory. See Inventory Dates.

Your organization can request that Innovative configure this date field to display both date and time. 		month-day-year (mm-dd-yy or mm-dd-yyyy) or day-month-year (dd-mm-yy or dd-mm-yyyy) system N/A 08-08-99 or 23-11-2000
162 IR DLSSITE
or IR Dist Learn Same Site		 When your organization performs a remote checkout to satisfy a Pickup Anywhere request for a patron at your organization, the system converts the request to a standard hold and sets the IR DLSSITE field. numeric system N/A 1
074 IUSE3
or Item Use 3		 Library-defined field for tracking internal use of items. See Counting Usage for more information. numeric Generated by the system when staff scan barcodes of designated items. Maximum code length: 5 characters 32765
068 LCHKIN
or Last Checkin		 The date recorded in the item record when the item was last checked in from a patron. Maintenance of this field is optional. For more information about how the system maintains this field, see the Check-in: Store check-in time in item record circulation option.

Your organization can request that Innovative configure this date field to display both date and time. 		month-day-year (mm-dd-yy or mm-dd-yyyy) or day-month-year (dd-mm-yy or dd-mm-yyyy) system N/A 03-03-99 or 28-02-2000
087 LOANRULE The loan rule number (from the Loan Rule Determiner table) under which the item is currently checked out. '0' if the item is not checked out. numeric system N/A 15
079 LOCATION The branch location code for the item. Codes must be predefined in the Branch (location) codes table. lowercase alphabetic or numeric organization Maximum code length: 5 characters main
078 LOUTDATE
or Last Checkout Date		 The last check-out date for the item.

Your organization can request that Innovative configure this date field to display both date and time. 		month-day-year hour:minute (mm-dd-yy hh:mm) or day-month-year hour:minute (dd-mm-yy hh:mm) system N/A 08-07-98 9:58
067 LPATRON
or Last Patron		 The record number of the last patron to check out the item (displayed without the last digit, the check digit).

Maintenance of this field is optional. See the Check-in: Store last patron in item record circulation option. 		alphanumeric system N/A .p100076
110 LYRCIRC
or Last Year Circ		 The number of times the item was checked out during the last statistical period. To update this field, see Rapid Updating. numeric system N/A 32
073 ODUE DATE
or Overdue Date		 The date of the last overdue letter sent to the patron.

Your organization can request that Innovative configure this date field to display both date and time. 		month-day-year (mm-dd-yy or mm-dd-yyyy) or day-month-year (dd-mm-yy or dd-mm-yyyy) system N/A 01-07-99 or 27-02-2001
108 OPACMSG
or OPAC Message		 Your organization defines the codes and definitions for this field (with the exception of the code for rental (r) and ILL (4) items). The definitions are displayed as messages in the OPAC.

If OPACMSG is r (rental), the system will bill the patron for the item based on the length of time the item has been checked out (i.e., rented). Do not use r for non-rental items. The definition of r cannot be changed. Changing the definition does not change the software's action.

Do not delete or change the definition of 4 if your library uses Interlibrary Loan. The system automatically assigns an OPACMSG value of '4' to ILL virtual items. 		lowercase alphabetic or numeric organization Maximum code length: 1 character

Maximum number of codes: 32

Maximum length of code definitions: 25 characters
CODE DEFINITION
r rental
4 ILL item
063 OUT DATE
or Checkout Date		 The date and time that the item was checked out.

Your organization can request that Innovative configure this date field to display both date and time. 		month-day-year hour-minute (mm-dd-yy hh:mm) or day-month-year hour-minute (dd-mm-yy hh:mm) system N/A 08-07-98 9:58
064 OUT LOC
or Checkout Location

Records the statistics group number associated with the user who checked out or renewed the item.

In 6.0 and later, Sierra displays the corresponding name of the statistics group if your login's Fixed-length Field Display Mode option is set to show descriptions.

numeric system N/A
CODE NAME
30 Auburn
066 PATRON#
or Patron No.		 The record number of the patron who has the item checked out (displayed without the last digit, the check digit). '0' if the item is not checked out. patron record number system N/A .p100076
062 PRICE Contains the price of the item. numeric organization Maximum code length: 7 characters before the decimal point and 2 characters after. $12.50
075 RECAL DATE
or Recall Date		 The date the item was recalled (blank if the item has not been recalled).

Your organization can request that Innovative configure this date field to display both date and time. 		month-day-year (mm-dd-yy or mm-dd-yyyy) or day-month-year (dd-mm-yy or dd-mm-yyyy) system N/A 08-12-99 or 16-06-2000
088 STATUS

The status of the item. See the Item Status Field section below for further information.


 lowercase alphabetic or numeric or one of the punctuation characters listed in the Standard Codes tables. system / organization

See STATUS Field Limitations below.

'-' (Available)

076 TOT CHKOUT
or Total Checkouts		 Incremented by the system each time the item is checked out. If the Retain Number of Checkouts from Reserve Circulation feature is enabled, the system includes the total number of times that the item circulated while it was on active reserve. numeric system N/A 12
077 TOT RENEW
or Total Renewals		 Total number of times the item has been renewed. numeric system N/A 18
161 VI CENTRAL The system assigns the relative position of the INN-Reach Central Server to this field when a virtual item record is created. numeric system N/A 2
109 YTDCIRC
or Year-to-Date Circ		 The number of times the item has been checked out during the current statistical period. To update this field, see Rapid Updating. numeric system N/A 17
306 STICKYSTS or Sticky Status The item's sticky status. If the Sticky Status feature is enabled, when an item is checked in, the system checks for the presence of a Sticky Status field in the item record. If one exists, the system changes the item's status to the code indicated in the Sticky Status field. For more information, see Using the Sticky Status Feature. lowercase alphabetic or numeric organization

Maximum code length: 1 character (Sierra 3.4 and earlier);
3 characters (Sierra 4.0 and later)

 o

Item STATUS Field

The STATUS field stores the current status of the item. The system updates the value of this field to one of the standard codes as a result of system activity (for example, checking in an item, marking it lost, and so on). In addition to the standard codes, the library can define additional item status values and meanings in one of the following places:

STATUS Field Limitations

The STATUS field has the following limitations:

Standard Codes

Do not delete the following STATUS values, as they are reserved for specific system functions. (You can change or edit the corresponding status definitions, including changing capitalization, but the functions remain the same.)

Code Definition Notes
- AVAILABLE The system uses this value for items that can circulate. The item retains this status even when checked out. (The status meaning, when displayed, shows the item's due date. See Viewing Item Status for more information.)
! ON HOLDSHELF Do not change this status to another status. This status should be cleared only by checkout, clearing the holdshelf, or by a manual cancellation of the hold by staff or the patron.
$ BILLED PAID Do not change any status to this status. This status is input by the system in processes such as accepting payments or Marking Items as Lost (full payment).
m MISSING When this status is entered manually into the record, the system does not place the item in the ON SEARCH file. Use Claim Returned or Cancel hold and change status to MISSING to change the status to "m" and place the item in the ON SEARCH file.
n BILLED NOTPAID Do not manually add this status to or remove this status from an item. This status is input by the system in processes such as notice printing or Marking Items as Lost (bill patron). Do not change this status to another status; it should be cleared only by checkin or batch checkin.
z CL RETURNED When this status is entered manually into the record, the system does not place the item in the ON SEARCH file. Use Claim Returned to change the status to "z" and place the item in the ON SEARCH file.
o LIB USE ONLY

The behavior of this status is hard-coded. If you attempt to check out an item with this status, the system displays the message Item is for Library Use Only. Override? If the item is checked out and later returned, the status is not removed by the system, and you are not prompted to clear the status upon checkin.

Items with this status cannot be made requestable in WebPAC.
t IN TRANSIT Do not manually add this status to or remove this status from an item. This status is input by the system when an item is checked in at a location where it does not belong. This status should be cleared only by checking in an item with a login associated with the appropriate location served or by Automated Clearing of In Transit Status.

At INN-Reach sites, the following standard codes and definitions are reserved for system use.

Code Definition
@ OFF SITE
# RECEIVED
% RETURNED
& REQUEST
_ REREQUEST
( PAGED
) CANCELLED
1 LOAN REQUESTED

Notes