Answer
Permanent Closure
Library Considerations:
Bibliographic Records
- What will be done with active/pending holds? Canceled? Pick-up branch changed?
Item Records
- What branch will the items be transferred to?
- Will Collections be deleted? Items reassigned to a new collection?
- What will be done when items have a due date past the branch closure date?
- Determine what branch items out will be reassigned to during deletion.
Patron Records
- What branch will the patrons be assigned to?
- Will Patron Codes or Statistical Class Codes be deleted? Will patrons be reassigned to a new code?
- What branch would you like patron fees to be reassigned to?
- Be advised how the governing branch options will affect fine assignment – specifically if fines are assigned to the item's branch.
Before Closure:
| Action | How to Perform |
| Remove branch from the item availability display tables - system and branch levels. | 1. Administration->Explorer->System->[System & each branch level]->Policy Tables->Item Availability Display Order 2. Highlight all instances of branch name and click X to delete. |
| Remove Branch as a pick-up location in the PAC. | 1. Administration->Explorer->System->[System & each branch level]->Parameters->Request->Hold Options->Pickup tab 2. Check branch to exclude. |
| Remove Branch as a preferred borrower. | 1. Administration->Explorer->System->[System & each branch level]->Parameters->Request->Hold Options->Preferred tab 2. Uncheck branch to exclude. |
| Delete/Update holds routing sequence (primary and secondary) to exclude branch. | 1. Administration->Explorer->System->[System & each branch level]->Policy Tables->Holds Routing Sequences Primary & Secondary 2. Highlight all instances of branch name and click X to delete, or set "Days at Branch" to zero. |
| Review all active/pending holds - cancel or change pick-up branch. | To change pick-up branch: 1. Circulation->Request Manager->(Select branch name and status "Active")->Open hold request (double-click to open or right-click->Open) 2. Change Pick-up Branch using the drop-down menu. To cancel: Circulation->Request Manager->(Select branch name and status "Active")->(Right-click on hold request)->Cancel hold |
| Set an end of term date for all branch owned items (or reassign items out to a new branch). | 1. Admin->Explorer->Branch->[Branch name]->Parameter->Patron Services->End-of-term due date options 2. Click "New" to add a date. |
| Change inbound telephony to mention the branch closure. | 1. WebAdmin->Language Tools->Product: Inbound Telephony->Search Strings for PA_TEXT_GREETING 2. Alter text as needed. 3. Go to C:\ ProgramData\Polaris\[version]\wavefiles to delete the old file (clear the cache). |
| Review options for Collection Agency. | Admin->Explorer->Branch->Parameters->Patron Services->Collection Agency Options |
Immediately Following Closure:
| Action | How to Perform |
| Change the owner, home and assigned branch on all items. | Create a record set of items belonging to closing branch->Tools->Bulk Change->Location tab->Check "Owner," "Assigned Branch" and "Home Branch"->Select item's new branch from the drop-down |
| Reassign patrons to a new branch. | Create a record set of patrons belonging to closing branch->Tools->Bulk Change->Registration tab->Check "Registered Branch"->Select new assigned branch |
| Remove branch from telephony call lists. | 1. Admin->Explorer->Server->[Phone Server]->Telephony->Outbound tab->Branch Assignment 2. Uncheck the branch to remove it from Telephony. |
| Suppress the branch in PAC. | 1. Admin->Explorer->System->Profiles->PAC->Suppress Branches 2. Check branch to suppress. |
| Disable Notices for the branch. | 1. Admin->Explorer->Branch->[Branch name]->Parameters->Notification->Notification Options 2. Go through each tab and uncheck each notification option and notice type to disable. |
After Billing Cycle Ends:
| Action | How to Perform |
| Delete references from primary and secondary holds routing tables (if not previously deleted). | 1. Admin->Explorer->System->[System & branch level->Policy Tables->Item Availability Display Order 2. Highlight and click X to delete instances of branch. |
| Delete the OrgID folder for closed branch in telephony wave files. | C:\ProgramData\Polaris\[version]\WaveFiles |
| Delete the branch address from the Addresses Policy Table. | 1. Admin->Explorer->System->Policy Tables->Addresses 2. Highlight all instances of branch name and click X to delete. |
| Delete references from the Dates Closed table. | 1. Admin->Explorer->Branch->[Branch name]->Policy Tables->Dates Closed 2. Highlight all instances of Branch Name and click X to delete. |
| Delete references from the PAC Limit by Display table. | 1. Admin->Explorer->Branch->[Branch name]->Policy Tables->PAC Limit By Display 2. Highlight all instances of branch name and click X to delete. |
| Delete references from the Search Databases table. | 1. Admin->Explorer->Branch->[Branch name]->Policy Tables->Search Databases 2. Highlight all instances of branch name and click X to delete. |
| Delete references from Bibliographic Tags to Retain/Delete table. | 1. Admin->Explorer->Branch->[Branch name]->Policy Tables->Bibliographic Tags to Retain/Delete 2. Highlight all instances of branch name and click X to delete. |
| Delete references from Authority Overlay Retention table. | 1. Admin->Explorer->Branch->[Branch name]->Policy Tables->Authority Overlay Retention 2. Highlight all instances of branch name and click X to delete. |
| Delete references from the Item Block Descriptions table. | 1. Admin->Explorer->Branch->[Branch name]->Database Tables->Item Block Descriptions 2. Highlight all instances of branch name and click X to delete. |
| Delete references from the Item Create Call Number Hierarchy table. | 1. Admin->Explorer->Branch->[Branch name]->Database Tables->Item Create Call Number Hierarchy 2. Highlight all instances of branch name and click X to delete. |
| Delete references from the Item Create Price Hierarchy table. | 1. Admin->Explorer->Branch->[Branch name]->Database Tables->Item Create Price Hierarchy 2. Highlight all instances of branch name and click X to delete. |
| Delete references from the Shelf Locations table. | 1. Admin->Explorer->Branch->[Branch name]->Database Tables->Shelf Locations 2. Highlight all instances of branch name and click X to delete. |
| Delete or reassign branch's item templates. | 1. Cataloging->Templates->Item->Search for all templates (*) 2. Click inside the results and hit CTRL+SHIFT+A to view all results 3. Click the "Assigned Branch" column header to sort by branch 4. Right-click on each template owned by the branch and "Open" to reassign to a different branch or "Delete" to delete. |
| Delete or reassign branch's record sets. | 1. Cataloging->Record Sets->Search for all record sets (*) 2. Click inside the results and hit CTRL+SHIFT+A to view all results 3. Click the "Owner" column header to sort by branch 4. Right-click on each record set owned by the branch and "Open" to reassign to a different branch or highlight multiple instances of the branch and right-click "Delete." |
| Delete z39.50 connections from branch level PAC. | 1. Admin->Explorer->Branch->[Branch name]->Profiles->PowerPAC->Categorization of ESource targets 2. Highlight instances and click "Delete." |
6 Months after Closure:
| Action | How to Perform |
| Reassign staff member to their new branch. | 1. Admin->Staff Member->Search for staff member name (double-click to open) 2. Change branch in "Organization" drop-down menu. |
| Adjust staff permissions to match new branch (remove old permissions for closing branch). | 1. Admin->Staff Member->Search for staff member name (double-click to open)->View->Permissions 2. Adjust as needed. |
| Reassign or delete all workstations. | 1. Admin->Workstation->Search for workstation name (double-click to select) 2. Change branch in "Parent Branch" drop-down menu. |
| Adjust workstation permissions to match new branch. | 1. Admin->Workstation->Search for workstation name (double-click to select)->View->Permissions 2. Adjust as needed. |