Circulation Manual

Virtual Record Cleanup

This cleanup process will minimize the amount of broken OhioLINK holds in the system. Item records with leftover virtual patrons fall into two categories: patrons who have cancelled requests and items not properly checked in. This is a two-step process. Cancelled INN-Reach requests show up on both lists. It is a good idea to run the list of cancelled INN-Reach requests in Step 1 and process those before doing Step 2.

Note: if an OPAL patron requests an items from an OL library, but the OL library cancelled the hold, III needs to clear the virtual record.

Step 1

Locate items with cancelled INN-Reach Requests:

• Go to Create Lists and choose and empty slot in your range
• Click on Search Records
• Name the list so you can identify it
• Use the Virtual Record Cleanup – Step 1 saved query and ensure that Store Record Type is Item and you're using a Scoped Range.
• The saved search should look like this:

• Click Search
• View the resulting list

To clear the records:

• Navigate to the INN-Reach Checkout to Remote Site function
• As you check out each item, the system will notify you that the request was cancelled
• Rerun the list to see if all items have been cleared

Step 2

To clear items that did not properly check in:

• Go to Create Lists and choose and empty slot in your range
• Click on Search Records
• Name the list so you can identify it
• Use the Virtual Record Cleanup - Step 2 saved query and ensure that Store Record Type is Item and you're using a Scoped Range.
• The saved search should look like this:

To clear the records:

• Enter the Search / Holds function
• Locate the item record (copy and paste the barcode from the list of records located in the create list search)
• Edit the item record: Change the item's status to @
• Go to checkin in the side menu and check the item in
• This should clear the virtual patron

Once all items have been cleared run the list again to see if all are removed.