Item status

FOLIO is implementing a three-part item state function. The three factors are Availability; Needed for; and Process.

Once developed, the three factors for item state will interact to drive functionality, and display status information on the item record. For example, an item that has an Availability value of “Checked Out” and a Needed for value of “Reserves” might trigger a process that routes the item to Course Reserves staff when returned, and prevent other patrons from requesting the item in the meantime.

Only Availability is currently implemented. In various FOLIO apps, it is labeled Item status.

Availability

An item’s availability provides information about an item’s location and whether it can be circulated. In FOLIO, availability is currently labeled Item status.

Availability is a required value for an item. You cannot edit it directly. FOLIO processes, such as data import, ordering an item, checking an item in, or marking an item missing, set the availability value.

An item’s availability controls whether it can be loaned and whether it can be requested, even if the applicable circulation rule would otherwise allow the item to circulate.

Needed for

Needed for is not yet implemented in FOLIO.

When implemented, Needed for will allow libraries to assign a workflow for an item to follow to meet specific staff or patron needs. Some examples where Needed for might be used include item requesting; placing items on course reserve; or sending an item for binding. Needed for will be an optional value.

Process

Process is not yet implemented in FOLIO.

When implemented, Process will describe a staff process that an item is in. Common processes might include Digitization; Item Repair; or Cataloging. Process will be an optional value.

How Item Status Changes During Circulation

If a FOLIO library relies on an item’s status to inform patrons and control how that item is used, library staff should be aware of how item statuses change as part of circulation (requesting, check out, and check in.)

When a patron requests an item, the item status may change to Paged, or, if the item is currently on loan, it may change to In transit when the item is returned.
When a patron checks out an item, the item status will change to Checked out.
When an item is checked in, the item status may change to Available or In Transit, depending on the status it has or where it is located when it is scanned in the Check In app.

Items in some statuses will warn library staff members that the item status is going to change, and ask them to confirm check in before proceeding.

Item statuses do not automatically revert

Importantly, FOLIO does not automatically reset an item status to what it was before it circulated. If your library uses item status to communicate information about an item, and then the item circulates, you will need to develop workflows to manually restore the item’s status once it is returned.

For example:

Suppose a library decides to use the item status Restricted to indicate that a certain collection should only be used if patrons are pre-approved for access. If the library staff member then checks out an item with a Restricted status to an approved patron, the status of that item will change to Checked out.

When the item is checked in, the status will change to Available or In Transit; FOLIO will not automatically change the status to Restricted. The library would need to use reporting tools or other workflows to identify the item when it is returned and change the status back to Restricted.

Currently implemented item statuses

Item Status Name	Description	Apps that use this item status	Can this status be set in Inventory?	Can the item be checked out?	Can the item be requested?	Can the item be deleted in inventory?
Aged to lost	The item was borrowed by a patron who did not return it; after a defined time frame, the item is marked Aged to lost and the patron is usually charged to replace the item.	Aged to lost is set automatically by FOLIO system processes and cannot be manually set in Inventory.	Aged to lost cannot be manually set in Inventory.	An Aged to lost item cannot be checked out; this restriction cannot be overridden.	An Aged to lost item cannot be recalled, placed on hold, or paged.	An Aged to lost item cannot be deleted in Inventory.
Available	The item is ready for circulation.	An item can be marked Available by the Inventory, Check In, or Data Import apps. The Inventory app automatically sets an item as Available if an item record is created manually in the app.	Available cannot be manually set in Inventory after initial item creation.	An Available item can be checked out; when that occurs, the item status changes to Checked out.	An Available item cannot be recalled or placed on hold; it can be paged.	An Available item can be deleted in Inventory (subject to dependencies check).
Awaiting delivery	The item has been requested for delivery, but is not yet checked out to the patron and is in the delivery process. This item status generally indicates a problem with delivery; an item that is out for delivery will have a status of Checked out.	Awaiting delivery is set by the Check in app.	Awaiting delivery cannot be manually set in Inventory.	An Awaiting delivery item can be checked out; when that occurs, the item status changes to Checked out.	An Awaiting delivery item can be recalled and can be placed on hold; it cannot be paged.	An Awaiting delivery item cannot be deleted in Inventory.
Awaiting pickup	The item has been requested and is now at the pickup location, waiting for the requester to borrow the item.	An item is marked Awaiting pickup by the Check in app.	Awaiting pickup cannot be manually set in Inventory.	An Awaiting pickup item can be checked out; when that occurs, the item status changes to Checked out.	An Awaiting pickup item can be recalled and can be placed on hold; it cannot be paged.	An Awaiting pickup item cannot be deleted in Inventory.
Checked out	The item is on loan to a patron.	An item is automatically marked Checked out by the Check out app only.	Checked out cannot be manually set in Inventory.	A Checked out item is already in a checked out state; trying to check it out again will be prevented.	A Checked out item can be recalled and can be placed on hold; it cannot be paged.	A Checked out item cannot be deleted in Inventory.
Claimed returned	A patron borrowed the item and has told the library that they returned the item, but there is no record in FOLIO of the item being returned. Libraries can use the Claimed returned item status in workflows while they search for the item.	An item can be marked Claimed returned in the Users app.	Claimed returned cannot be manually set in Inventory.	A Claimed returned item cannot be checked out; this restriction cannot be overridden.	A Claimed returned item cannot be recalled, placed on hold, or paged.	A Claimed returned item cannot be deleted in Inventory.
Declared lost	A patron borrowed the item and has told the library that they will be unable to return the item. Generally, this is used when a patron has lost an item or it has been damaged beyond repair, but the patron does not want to wait for the item to age to lost automatically.	An item can be marked Declared lost in the Users app.	Declared lost cannot be manually set in Inventory.	A Declared lost item cannot be checked out; this restriction cannot be overridden.	A Declared lost item cannot be recalled, placed on hold, or paged.	A Declared lost item cannot be deleted in Inventory.
In process	The item has been received at the library, but is not yet ready to circulate.	An item is automatically marked In process when it is received through the Receiving app. Items can also be marked as In process in the Inventory or Data Import apps.	In process can be applied in Inventory, depending on the item status the record is being changed from.	An In process item can be checked out; when that occurs, the item status changes to Checked out.	An In process item can be recalled and can be placed on hold; it cannot be paged.	An In process item can be deleted in Inventory (subject to dependencies check).
In process (not requestable)	The item is being worked on by library staff. Patrons cannot request it.	An item can be marked In process (not requestable) in the Inventory or Data import apps.	In process (not requestable) can be applied in Inventory, depending on the item status the record is being changed from.	An In process (not requestable) item can be checked out; FOLIO shows a warning to the staff member, and then allows the checkout if the staff member confirms they want to continue. When that occurs, the item status changes to Checked out.	An In process (not requestable) item cannot be recalled, placed on hold, or paged.	An In process (not requestable) item can be deleted in Inventory (subject to dependencies check).
In transit	The item is currently moving between two service points.	An item is automatically marked In transit by the Check in or Data import apps. If an item is marked In transit by Data import, no service point information will display in the Inventory app.	In transit cannot be manually set in Inventory.	An In transit item can be checked out; when that occurs, the item status changes to Checked out.	An In transit item can be recalled and can be placed on hold; it cannot be paged.	An In transit item can be deleted in Inventory (subject to dependencies check).
Intellectual item	The item is a placeholder or dummy record; a physical item does not exist. Libraries can use this for electronic item records, for analytics management, or for any scenario where they need an item record for something that does not physically exist.	An item can be marked Intellectual item in the Inventory or Data import apps.	Intellectual item can be applied in Inventory, depending on the item status the record is being changed from.	An Intellectual item cannot be checked out; this restriction cannot be overridden.	An Intellectual item cannot be recalled, placed on hold, or paged.	An Intellectual item can be deleted in Inventory (subject to dependencies check).
Long missing	The item is not on loan to a patron and cannot be located. This status can be used with the related item status of Missing to allow libraries to do several searches for an item before declaring it withdrawn.	An item can be marked Long missing in the Inventory or Data Import apps.	Long missing can be applied in Inventory, depending on the item status the record is being changed from.	A Long missing item can be checked out; FOLIO shows a warning to the staff member, and then allows the checkout if the staff member confirms they want to continue. When the checkout occurs, the item status changes to Checked out.	A Long missing item cannot be recalled, placed on hold, or paged.	A Long missing item can be deleted in Inventory (subject to dependencies check).
Lost and paid	This item was borrowed by a patron who did not return it; the item was marked declared lost or aged to lost. The library and patron then resolved the associated fine.	Lost and paid is set automatically by FOLIO system processes and cannot be manually set in an app.	Lost and paid cannot be manually set in Inventory.	A Lost and paid item can be checked out; FOLIO shows a warning to the staff member, and then allows the checkout if the staff member confirms they want to continue. When the checkout occurs, the item status changes to Checked out.	A Lost and paid item cannot be recalled, placed on hold, or paged.	A Lost and paid item can be deleted in Inventory (subject to dependencies check).
Missing	The item is not on loan to a patron and cannot be found. This status is generally used if the library is still searching for the item or waiting to see if it reappears.	An item can be marked Missing in the Inventory or Data import apps. A Claimed returned item can be marked Missing in the Users app.	Missing can be applied in Inventory, depending on the item status the record is being changed from.	A Missing item can be checked out; FOLIO shows a warning to the staff member, and then allows the checkout if the staff member confirms they want to continue. When the checkout occurs, the item status changes to Checked out.	A Missing item can be placed on hold; it cannot be recalled or paged.	A Missing item can be deleted in Inventory (subject to dependencies check).
On order	The item has been ordered, but has not yet been received.	An item is automatically marked On order by the Orders app when the order creates an item record. It can also be marked On order in the Data Import app.	On order cannot be manually set in Inventory.	An On order item can be checked out; when that occurs, the item status changes to Checked out.	An On order item can be recalled and can be placed on hold; it cannot be paged.	An On order item cannot be deleted in Inventory.
Order closed	The order associated with the item was closed and the item was not received.	An item is automatically marked Order closed by the Orders app if an order is closed and the item is not yet received. It can also be marked Order closed in the Data import app.	Order closed cannot be manually set in Inventory	An Order closed item can be checked out without a warning. When the checkout occurs, the item status changes to Checked out.	An Order closed item can be placed on hold; it cannot be recalled or paged.	An Order closed item can be deleted in Inventory (subject to dependencies check).
Paged	The item had a status of Available and was then requested by a patron.	Paged is set automatically by FOLIO system processes and cannot be set manually in an app.	Paged cannot be manually set in Inventory.	A Paged item can be checked out; when that occurs, the item status changes to Checked out.	A Paged item can be recalled and can be placed on hold; it cannot be paged since it already has a Paged status.	A Paged item cannot be deleted in Inventory.
Restricted	The item is available, but the library wants to indicate that there are limits on its access.	An item can be marked Restricted in the Inventory or Data import apps.	Restricted can be applied in Inventory, depending on the item status the record is being changed from.	A Restricted item can be checked out; FOLIO shows a warning to the staff member, and then allows the checkout if the staff member confirms they want to continue. When that occurs, the item status changes to Checked out.	In Quesnelia a Restricted item cannot be recalled, placed on hold, or paged.	A Restricted item can be deleted in Inventory (subject to dependencies check).
Unavailable	The item is not available to patrons.	An item can be marked Unavailable in the Inventory or Data import apps.	Unavailable can be applied in Inventory, depending on the item status the record is being changed from.	An Unavailable item can be checked out; FOLIO shows a warning to the staff member, and then allows the checkout if the staff member confirms they want to continue. When that occurs, the item status changes to Checked out.	An Unavailable item cannot be recalled, placed on hold, or paged.	An Unavailable item can be deleted in Inventory (subject to dependencies check).
Unknown	The item’s availability is not known.	An item can be marked Unknown in the Inventory or Data import apps.	Unknown can be applied in Inventory, depending on the item status the record is being changed from.	An Unknown item can be checked out; when that occurs, the item status changes to Checked out.	An Unknown item cannot be recalled, placed on hold, or paged.	An Unknown item can be deleted in Inventory (subject to dependencies check).
Withdrawn	The item has been removed from the library’s collection.	An item can be marked Withdrawn in the Inventory or Data import apps.	Withdrawn can be applied in Inventory, depending on the item status the record is being changed from.	A Withdrawn item can be checked out; FOLIO shows a warning to the staff member, and then allows the checkout if the staff member confirms they want to continue. When the checkout occurs, the item status changes to Checked out.	A Withdrawn item cannot be recalled, placed on hold, or paged.	A Withdrawn item can be deleted in Inventory (subject to dependencies check).

Last modified July 31, 2024