Producing INN-Reach Reports

Understanding INN-Reach Reports

There are a number of different kinds of reports available to track INN-Reach requests and they are all produced using the same general procedure. This section will first give a basic overview of the procedure for running reports and then provide information about specific types of INN-Reach reports that you may want to run. 

INN-Reach reports can track items you have sent out or are coming to you via MOBIUS. These reports use the "locations served" of your login as where you are. For example, if your login allows you to serve "West Library" then the report will track materials coming and going from West Library. We strongly recommend that you use the suggested time parameters recommended for each report type. These are designed to catch items that might be delayed for some reason, but not items that just have not had enough time to be processed or delivered. 

Creating Reports

INN-Reach reports can be produced using the Sierra Circulation Module. You must be authorized for function 340 - INN-Reach Reports. If you are not authorized for this function, please contact your Site Coordinator.

  1. Log into Sierra and check that you are in the Circulation Module.
  2. Select the "INN-Reach" mode from the navigation bar.
  3. Select "Reports" from the menu options.
  4. Select the type of report that you would like to produce from the pull down menu. 
  5. Enter the appropriate report parameters for the type of report you are running (see the next section for details).
  6. Click the icon for "Prepare" to prepare the report. 
  7. Once the report is ready click on the "Print" icon. From there select "E-mail Printer" and enter your email address. 
  8. Click on "Close" to exit back to the main report menu.
  9. From the main report menu you can select another report to run or click "Up One Level" in the modes menu to exit the Reports.

Types of INN-Reach Reports

Too Long Reports

In Transit Too Long

The reports shows items coming to you from another library that have been in transit for more than 7 days. You should run this report a minimum of every two weeks. Enter the following parameters after selecting this type of report from the "Reports" pull down menu: 

TYPE: In Transit Too Long
MINIMUM DAYS: 7
SORT BY: In Transit Date

Review the items listed in the report and check the local hold shelves to see if the item was placed on the shelves without being checked in. If so, check the item in. If the item is not on the hold shelves, it could indicate a lost of misplaced package or an item that was given to a patron without being checked in or checked out. 

Paged Too Long

This report shows items that have been paged at your library for more than 3 days and should have been processed. This report should be generated at least once a week. Enter the following parameters after selecting this type of report from the "Reports" pull down menu: 

TYPE: Paged Too Long
MINIMUM DAYS: 3
SORT BY: Paged Date

Review the items listed in the report and determine why they have not been sent. If the item is not available, cancel the request or transfer it to another library in your cluster. If the item is missing, change the status to the appropriate code so other patrons will be blocked from requesting the item. 

Received Too Long

This report lists items which have been checked in by your library but have not yet been checked out to a patron. You should generate this report every two weeks. Enter the following parameters after selecting this type of report from the "Reports" pull down menu:

TYPE: Received Too Long
MINIMUM DAYS: 7
SORT BY: Received Date

Review the items listed in the report and check to see if the item is still on the hold shelf. If found and local policy is to notify patrons twice, notify the patron again that the book is being held. Indicate on the hold slip the date of the second notification. When it gets to be 5 days beyond the second notification, return the book to the lending library via the courier. If the book is not on the hold shelf, it was probably not checked out to the patron properly. If an item is on the Received Too Long report for more than one month, further investigation will be necessary. 

Requested Too Long

This report represents items that your patrons have requested that haven't been processed by the owning library. You should generate this report every two weeks. Enter the following parameters after selecting this type of report from the "Reports" pull down menu:

TYPE: Requested Too Long
MINIMUM DAYS: 3
SORT BY: Requested Date

Review the items in the report and search the MOBIUS catalog to determine the library to which the request was sent. If the book is checked out (i.e. has a due date) and also indicates a hold, assume the patron knew the book was checked out and is willing to wait for it to be returned. For items that don't indicate they are checked out, contact the owning library to determine the status of the request. If the owning library cannot fill the request, the owning library should either cancel it or transfer the request to another library in its cluster. 

Item requests that are more than 3 months old should be examined to determine if the hold should be canceled based on local library policy. 

Returned Too Long

This report represents items that have been put into returned status by your library as the borrower but have not been checked in at the owning library You should run this report every two weeks. Enter the following parameters after selecting this type of report from the "Reports" pull down menu:

TYPE: Returned Too Long
MINIMUM DAYS: 21
SORT BY: Received Date

Check your local catalog for each item. If the item indicates a status of not checked out in your library catalog, notify the borrowing library so the virtual item record can be deleted from the patron's record. If the item is listed as checked out in the local catalog search your library stacks for the item. If the item is found, check it in to clear the records. 

If the item is not found, send a note to the patron's library asking staff to search the stacks to make sure the book was not accidentally re-shelved in the patron's library collection. If found, the patron's library should return the book to the owning library. If not found, the patrons's library should notify the owning library that the book was not found. If the book is not found in either the owning or patron's library, the owning library should send a note to the circulation list(s) asking other libraries to check their shelves For books not found after 1 year, the patron's library is responsible for reimbursing the owning library for the book. 

Institutional Overdues

This report shows MOBIUS items that your patrons have that are overdue by more than 45 days and should be run monthly. You can use the following parameters depending on how you want to sort the report: 

Institutional Overdues by Item

TYPE: Institutional Overdues
MINIMUM: 45
MAXIMUM: 9999 (default)
SORT BY: Item Location & Call Number
LOCATION: All locations, but user may select the locations served table used by the login, all locations, or one specific location.

Institutional Overdues by Patron

TYPE: Institutional Overdues
MINIMUM: 45
MAXIMUM: 9999 (default)
SORT BY: Patron Home Library & Name
LOCATION: All locations, but user may select the locations served table used by the login, all locations, or one specific location.

Each institution is responsible for contacting their patrons with overdue materials to try to get the books returned. If books are not returned within a week of this notification, the patron's library is responsible for blocking the patron from further MOBIUS activity. 

You will also need to inform the owning library about the status of the overdue items (e.g. lost, claims returned, trying to contact patron, etc.).The owning library may want to suppress the item record from public display during the period it is waiting for the book to be returned or paid for. DO NOT check-in the book, change the circulation status, or issue a "claims returned" because this will remove the necessary tracking information. 

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