Damaged Items Handling Guide
Use this guide to determine the correct workflow based on the severity of the damage and who owns the item. Properly documenting damage ensures fair patron billing and accurate consortium statistics.
Quick Links
Quick Reference Table
| Scenario | Ownership | Action / User Account |
|---|---|---|
| Minor Wear | Your Library | Checkout to XYZMENDING |
| Any Damage | Other Library | Checkout to DAMAGED |
| Beyond Repair | Either | Follow "Mark Item Lost" Procedure |
1. Normal Wear & Tear
Minor issues such as aging covers, worn spines, or loose (but present) pages.
Your Own Item
Check the item out to XYZMENDING (replace XYZ with your library code). Mending staff will evaluate if the item should be repaired or discarded.
Another Library's Item
Check the item out to the DAMAGED user, attach a physical note explaining the wear, and return it to the owning library.
Fixable Damage (Staff Discretion)
Damage that is repairable but warrants a fee (e.g., broken cases, lost DVD sleeves, or missing barcodes).
Your Own Item
- Check the item out to XYZMENDING.
- Bill the user for the damage using the DAMAGE reason (or BARCODE if applicable).
Another Library's Item
- Contact the owning library to verify the repair or replacement cost.
- Bill the user for that amount in WorkFlows.
- Attach a note and return the item home.
Total Loss / Damaged Beyond Repair
Items that cannot be salvaged (e.g., heavy water/mold damage, pet damage, or missing major components).
Regardless of ownership, you must follow the formal Procedures for Items Damaged Beyond Repair. This ensures the bill remains linked to the record correctly.
Damaged in Delivery
Damage caused by the Statewide Delivery system during transit.
If it is YOUR Item:
- Complete Loss: Submit a Statewide Delivery Customer Service Form. After filing, check the item out to XYZMENDING or XYZDISCARD.
- Minor Damage: Checkout to XYZMENDING and repair as usual.
If it belongs to ANOTHER Library:
- Complete Loss: Checkout to DAMAGE and attach a note: "Damaged in Delivery." Return it home. The owning library is responsible for filing the claim.
- Minor Damage: If usable, you may check it out to your patron, but you must attach a note so they are not blamed. Upon return, checkout to DAMAGE and return home.