These locations should be defined with the Shadow attribute selected.
| • | What do I need to do before beginning the destruction process? |
| • | How can accountable items be destroyed manually without a CD? |
| • | What is the overall process of preparing accountable items for destruction with reports? |
| • | FAQs: Working with EXTERNAL Accountability Users |
What do I need to do before beginning the destruction process?
Before you may set a pending destruction date, the following Location policies must be defined. The Location wizard is in the General Configuration wizard group.
| • | DESTROY |
| • | DESTROYED |
These locations should be defined with the Shadow attribute selected.
When items are pending destruction, you can use the Modify Accountability wizard to set the Pending Destroy Date. Do not set the pending destruct date until the item is no longer checked out. You cannot charge the item to a user when the pending destruct date is set. Likewise, if an item is charged out to a user and you attempt to set the pending destruct date, you will see the following message.
ITEM CHARGED--CANNOT SET DESTRUCT DATES
If you want to destroy traces of materials charged to an external user, the purge date is automatically set when the Change DB to Acknowledge Items (Setacknowledge) report is run.
How can accountable items be destroyed manually without a CD?
If your library requires a Certificate of Destruction when you destroy an accountable item, you must keep both the accountability record and the item record in the database until the purge date is reached. If a Certificate of Destruction is not required to destroy an item, you can use one of the following procedures.
| • | Set the Purge Date in the item record, and use the Remove Items by Purge Date (Rempurged) report to remove the item record from the database. |
| • | Change the location to DESTROYED, set the Purge Date and Destroy Date, remove accountability from the item record, and remove the item. |
| • | Change the item to unclassified status, and remove the item. |
What is the overall process of preparing accountable items for destruction with reports?
Most accountable items will require a Certificate of Destruction. When you physically destroy an item, the accountability record must stay with the item until it is purged from the database. The Remove Items by Purge Date report removes both the accountability record and the item record. The following steps lead to the destruction of an accountable item record with a certificate of destruction.
| • | Set the pending destruct date by using the Modify Accountability wizard. |
| • | Set the Certificate of Destruction (CD) number by running the Set CD Number (Setcdnum) report and formatting it as a CD. You can remove an item from a certificate of destruction by removing this number from the accountability record. |
| • | Print the Certificate of Destruction with the List/Print CD(s) (Printcd) report. |
| • | Destroy the items and have the Certificate of Destruction signed by an authorized person. |
| • | Run the Set Destruction Date (Setdestroyed) report to set the date that the items you flagged to destroy were destroyed. |
| • | Run the Remove Items by Purge Date (Rempurged) report to periodically remove destroyed items with purge dates that have passed. |
Related topics
Change DB To Acknowledge Items Report
Remove Items by Purge Date Report
© 2006, 2014 SirsiDynix