How can I retain items, preventing them from being deleted?
There may be resources that you want to keep in your physical collection and don't want to see weeded through routine collection management activities or Alma jobs. You can mark these items as "committed to retain." This will prevent these items from being deleted through automatic processes and will warn users who try to delete them manually. These items can be marked "committed to retain" individually or through a batch process.
- To mark them individually, open up the physical item record in edit mode and scroll to the bottom. The last category is called "Retention Information" and has the default status of "No." To retain this item, select "Yes."
Additional information can be added, including the reason for retaining the item and any notes. The retention reason includes standard options that can be selected from the drop-down menu. If none of these options meet your needs, you can customize the 'Retention Reason' values at: Configuration Menu > Resources > Collection Retention > Item Retention Reason. - To update a set of records as 'committed to retain,' create a set of item records and use the 'Change Physical items information' job, updating the parameters in the 'Change retention information' area.
Once these item records have been updated to reflect their status, the Committed to Retain icon (
) is displayed for the physical item in the Item Editor. This status also allows "committed to retain" records to be identified in analytics reports.
Watch this ExLibris video (3 minutes) to see the steps in detail.