Tracking Item History in Evergreen

On occasion, you’ll want to track down the trail of an item in Evergreen; this can be helpful to: 

• track down missing parts/damage, 

• to figure out where something went missing, 

• or just to figure out where an item is if it’s been in transit for a long time. 

Evergreen records this information in a few different ways and places. It’s helpful to think of checkouts/checkins and transits as two different cycles or loops–the information is recorded separately in Evergreen for these two different cycles.

To check on the history of a specific item, first find the bib it’s attached to in Evergreen, and select the Item Table tab. Scroll down to the item you want to look into, and click the View link under the barcode. The item information screen should open in a new tab.

The Circulation Cycle

Checkouts

To view previous checkouts, you can click either the Recent Circ History tab or the Circ History List tab. Recent Circ History will list the two most recent checkouts, while Circ History List will list the previous four. 

NOTE: a renewal will get recorded as a new checkout in both of these places. If it’s a renewal checkout instead of an initial checkout, the checkout workstation will be blank and the renewal box will state true instead of false as seen below: 

Checkins

In Evergreen, a checkin MUST pair with a checkout to get recorded in the Checkin Time box: this is the checkout/checkin loop for the item. You can see this in the Quick Summary tab on the bottom right, in the Recent Circ History tab near the bottom, or in the Circ History List tab on the far right. 

If the item went to Lost on a patron record, you can see that recorded as the Stop Fines Time. There will be no Checkin Time recorded if the item is still lost, and it will remain linked to the patron who lost it. 

If your item was checked out/checked in at a library that wasn’t yours, that library will still be recorded as the Checkin Workstation even if you checked it in at your library from your delivery tubs. That’s because of the rule above: a checkin MUST pair with a checkout to be recorded. 

The Transit Cycle

A checkin from the In Transit status is recorded in a different place. To see the transit information, you’ll want to move to the Holds/Transit tab of the item information screen. 

Information about any current holds the item is linked to will be on the left and transit information will be on the right. 

The Transit Source at the top should match the Checkin Workstation library and the Transit Destination will most likely be your location. The Transit Send Time is when the source library checked it in and the item went into transit; if the item reached the intended destination, the date it was checked in from transit will be recorded in the Transit Receive Time box.

This should also match with the Last Status Update in the Quick Summary tab as the item status updated from In Transit to Reshelving or Available.