Items linked to an accountable title may need to be reviewed because item accountability is created at the same time as title accountability and with the same basic values. You may want to create separate accountability values for these items.
On the Item Information tab, the items are presented in a call number/item tree format. As you click each item in the tree, the item accountability fields appear in the right pane. Modify and add item accountability information as needed.
You can use the arrow keys to move up and down the item tree, and you can press F6 to easily move from pane to pane on this tab.
This tab displays the following item accountability fields.
| • | Certificate Number |
| • | Charged By |
| • | Charged To |
| • | Charge Type |
| • | Classification |
| • | Classification Modified By |
| • | Contract Number |
| • | Created By |
| • | Date Acknowledged |
| • | Date Charged |
| • | Date Created |
| • | Date Modified |
| • | Date Modified (Classification) |
| • | Date Received |
| • | Date Sent |
| • | Date to Return |
| • | Destruct Date |
| • | Destruct Modified By |
| • | Modified By |
| • | Note |
| • | Note Type |
| • | Number of Copies |
| • | Pending Destroy Date |
| • | Postal Registration |
| • | Purge Date |
| • | Purge Modified By |
| • | Receipt Number |
| • | Received By |
| • | Received From |
| • | Transmittal Method |
The following fields are defined for this tab.
This field contains the certificate number of an item that is scheduled for destruction. After the pending destruct date is set, a certificate number is assigned by the Set CD Number Report when the item is placed on a Certificate of Destruction. This number is later used when setting up the report to update the destruction date of an item.
This field contains the user access for the operator who charged out this item.
This field displays the user ID of the user who checked out an item.
When an item is charged to a user, this field is filled in by the system with a user type of INTERNAL or EXTERNAL.
The item classification determines if an accountability operator can charge the accountable item to a user. The item’s classification defaults to the title’s classification when title accountability is created. You can change the class if cia ti on by selecting a new value from the drop-down list, such as CONF, NONE, SECRET, TOP-SECRET, or UNCLASS. Classifications are defined in the Clearance Wizard.
This field contains the user access of the operator who modified the item classification.
This field contains the contract number assigned to the item. If there is ever a need to change this number, you can run the Change Contract Numbers Report to change a set of contract numbers in batch.
The user access of the operator who created or duplicated the record displays in this field. This field is maintained by the system and cannot be modified.
This field displays the date the user acknowledged receipt of the material. If the user is internal, the system automatically completes this date. If the user is external, you can enter the date the user acknowledged receipt of the item by running the Change DB To Acknowledge Items Report or by using the Calendar gadget to select a date.
This field displays the date on which the item was most recently charged to the current user.
This field displays the date that a record was created or duplicated. This date is automatically maintained by the system and cannot be modified.
This field contains the date the item record was last modified. This information is automatically updated by the system. NEVER is the value for records not modified since creation.
Date Modified (Classification)
This field contains the date the item record’s classification was last modified. This information is automatically updated by the system. NEVER is the value for records not modified since creation.
This field contains the date material was received from an outside source. Use the Calendar gadget to select a date.
If an item was charged to an external user, this field would be completed by running the List/Print Dispatch Receipt Report with the date the item was dispatched to the user. The default for this field is NEVER.
This field contains the date material must be returned to the source, if ever. Use the Calendar gadget to select a date.
This field contains the date an item was destroyed. This field is set to NEVER until you run the Set Destruction Date report to set the date of destruction or you manually enter the date the item was destroyed. Use the Calendar gadget to enter a date.
This field contains the user access of the operator who modified the destruct date.
The user access of the operator who is currently modifying the record or last modified the record displays in this field.
This field allows you to type a message that is only visible to accountability operators. This area may contain special information about the item that the accountability operator may need to know. Additional Note fields can be added and fields can be removed using the Insert Row Before, Insert Row After, or Delete helpers that display just above the fields.
This field allows you to select a note type, such as RECALLED, RECIPIENT, and RESTRICT. Note types are policy-controlled and are defined in the Note Wizard.
For example, for item notes, a document may have a note type of CANNIBAL, which means that the document may have portions removed and placed in another document.
This field contains the number of copies attached to the item’s call number.
This field contains the date materials are scheduled to be destroyed. This field is set to NEVER until you enter a date to destroy the material. Use the Calendar gadget to select a date.
This field contains the tracking registration number of an item shipped to an external user or shipped to the library from an external user. If the item was charged to an internal user, this field remains blank.
Note: If there is more than one item being charged and dispatched to an external user, you can run the Set Postal Registration Number report to set this field on each accountability record.
The purge date is set to NEVER until changed to the date you want SirsiDynix Symphony to purge the item record from the database. Use the Calendar gadget to select a date. Normally the purge date is set by the Set Destruction Date Report based on the Clearance policy purge date. Purging is usually done after the hard copy has been physically destroyed and a set waiting period has been fulfilled.
For example, when setting a purge date, there may be a two-year waiting period between the time a document is destroyed, and the record is being purged from the database. So, if this item was destroyed on 3/30/2007, and the Purge Date in policies is set to 24 months for this classification, the record would be ready to purge on 3/30/2009.
This field contains the user access of the operator who modified the purge date.
This field contains a SirsiDynix Symphony-generated number assigned to an item when it is charged out to a user. This field is completed even if receipt printing is not turned on. This may be used to compile a list of charges being dispatched to a user. To display multiple items on a single receipt, charge all items to the user without leaving the Check Out window. All items charged out in a single session receive the same receipt number. Also, you can batch several charges to an external user onto one receipt after a charge session by changing the receipt numbers to one number.
For example, when placing all charges on one receipt, you may have receipt numbers 27, 28, and 29. Changing 28 and 29 to receipt number 27 places all charges on one receipt. Be careful not to duplicate another auto-generated number.
This field contains the user access of the operator who received an item.
This field contains the external source of an item. The received from person must be a recognized external user with a user record in SirsiDynix Symphony.
This field contains the method by which material was shipped to an external user or by which a user shipped material to the library, such as COURIER. If the material was charged to an internal user, the field remains blank.
When charging an item to an external user, you may leave this field blank and complete later by running the Set Transmittal Method Report. This report enters the transmittal method on all specified accountability record.