Weeding/Discarding Items From Insignia ILS

Please read this entire procedure before starting.  This process can be used for weeding a single item or multiple items.

Select and pull the items that you will be weeding from your collection.

You can run the 5x5 Weed report at anytime throughout the year.  Current settings on this report:

Date Created <= 7/1/20XX  (Items in your collection for more than 5 complete school years)
Last Checkout Date <= 7/1/20XX  (Items not circulated in the last 5 complete school years)
Publish Date <= 1/1/2005 (Items published more than 20 years ago)

Report>User Defined

Check the Union Reports Checkbox
Category = Copies
Title = 5x5 Weed Report
Adjust Search Criteria as necessary and click Export

Locate the items identified on the report.

Sort the items into stacks according to the reason you will be weeding the item.

Do you need to order a New Edition/New Copy?  Select the appropriate Discard Type from the dropdown.

• Discarded - Aged Content/Pub Date - New Edition Not Needed (obsolete info)
  • Undamaged item that will not be replaced
• Discarded - Aged Content/Pub Date - Order New Edition
  • Undamaged item that will be replaced
• Discarded - Condition no longer suitable for circulation - New edition not needed
  • Damaged/Worn item that will not be replaced
• Discarded - Condition no longer suitable for circulation - Order New Edition/Copy
  • Damaged/Worn item that will be replaced
• Discarded - Does not meet selection criteria
  • You have decided upon review that this item should not be in your collection and will not be transferred to another campus
• Discarded - Does not meet selection criteria (HB900)
  • This item violates HB900
• Discarded - Extra copies not needed
• Discarded - Technology no longer needed in catalog
• Discarded - Time in collection with Low circulation statistics (5x5 Report)
• Moved to Elementary School
  • Item is more appropriate for an Elementary School
• Moved to High School
  • Item is more appropriate for a High School
• Moved to Middle School
  • Item is more appropriate for a Middle School
• Moved to Another Campus - Same Level
  • Item is appropriate for your level, but not needed in your collection
• Moved to District Office

Navigate to Catalog>Change>Status

Select Discarded from the Change Status To dropdown

Select the appropriate reason for weeding from the Discard Type dropdown

 Scan each item or click Import From File to upload a .txt file of barcodes.  Once files are scanned or uploaded,

uncheck any added by mistake, and click Apply.

At prompt, click Yes.

If you do not see the Change Copy Status popup, you have not applied the changes!!!!

Box items for discard and fill out the CRMS Disposal Request Form.  (See reminders below)

• Library Services enters the request into the CRMS system.
• Library Services emails District CRMS Manager with # of boxes, campus, & librarian name.
• District CRMS Manager sends barcode labels to campus librarian to affix to boxes and sends email notification to Library Services.
• Librarian affixes labels to boxes, then emails District CRMS Manager (with CC to Library Services) for box pickup. Include transfer code/barcode # in the email.
• Boxes of books are picked up by NEISD warehouse personnel from designated location.
• Additional requests may be placed once the NEISD tags have been placed on the boxes.

Some general reminders:

• Only weeded library materials may be placed in boxes
• When packing up materials, separate AV and print items. AV boxes need to be labeled “AV” on the outside of the box. Weeded print boxes do not need to be labeled. 
• Boxes should be no larger than a paper box. If you can’t lift it, neither can the warehouse staff.
• The minimum number of boxes is 5 and the maximum is 10.

Each month the cataloger will delete the items with a status of Discarded.  Run the Deleted Copies

report to view items deleted from Insignia.

Report >Reports >Deleted copies

Use the Discard Type dropdown to view the "Order New Edition" items that you wanted to replace