Collection Code Overview
Although it is not a required field, most item records in Polaris are typically assigned a collection code*.
Collection codes are primarily finding and searching aides, helping patrons and staff locate items within the library or filter search results. The recommendation from the CLC is that if you have a physical sign for an area in your library, then you’ll probably want a corresponding collection code. CLC also sometimes refers to the collection code as the permanent home for an item, whereas the shelf location would be considered an item’s temporary home.
Collection codes are also used to help with library reporting. Many libraries use individual collection codes as a performance reporting tool to see if they should buy more of a particular kind of material. The CLC also creates groups of collection codes for reporting purposes. These grouping reports are helpful for board members and other community stakeholders to give them a bird’s eye view of the activity of different library departments. The collection groupings are also used as part of CLC’s State Library Report.
Collection codes are created at the system level by CLC staff. Then collection codes are enabled, as requested, individually for each member library/branch.
Use this report to see a list of collection codes currently enabled for your library.
- To see a list of all possible collection codes, run the same report, but rather than selecting your branch, select the CLC Electonic Library.
*Note: It is NOT possible to assign more than one collection code to an item record.
Collection Code Naming
Because collection codes are a resource shared among all members, careful consideration should be given to the collection code name and abbreviation when adding new collection codes.
As part of a project in 2016, CLC worked with members to establish a set of guidelines to use when creating new collection codes:
- The name should be descriptive (Comic Strip Book instead of Comic Books)
- For smaller collections, use a generic collection name and put descriptive prefixes in call number (Kit as the collection code, with Daycare in call number)
- Collection codes should represent an item’s permanent home
- Make collection code names singular where possible
- For video codes, create two collection codes, one with a DVD prefix and one with a BluRay prefix
- Use Magazine instead of periodicals
- Teen instead of YA (there are some local only YA collections)
- Spell out numbers (1st Chapter → First Chapter)
- Do NOT use abbreviations (Sci Fi → Science Fiction)
- Do NOT add the “Adult” prefix (Adult Fiction → Fiction)
- For kids material, create two collection codes, one with a Children’s prefix and one with a Juvenile prefix
- Codes only used by one or two libraries are clearly marked for that library’s use only. Add an L prefix denote Local and add the library abbreviation at end of collection name. The collection abbreviation will have an L prefix. If the abbreviation is the same as another local collection, then the first letter of the library’s abbreviation will be added to the end of the collection code abbreviation.
- For example, Plain City’s local YA Manga collection is: L YA Non Fiction Manga MPC and the abbreviation is LYANFM. If another library had that abbreviation, then for MPC it would be LYANFMM.
- The CLC may ask other libraries if they would also use the collection code. The collection code will only be added with the “local” coding if it isn’t applicable for any other library.
- Follow the pattern of existing collection codes as to the order of the parts of the collection name (what’s the prefix, DVD or Fiction)
- For libraries that use floating, the collection code must be enabled for floating.
- Use this report, to see how many items your library has assigned to each collection code.
- When a collection is no longer used, it is archived, rather than deleted. This preserves the collection ID for future reporting.
- Collection codes do NOT control any circulation rules.