Home - Functions - [Circulation]

Préstamos

It allows archives to loan items to researchers, producers, temporary exhibitions, etc., and to control time and dates of return, loan statistics and other types of numerical queries.

Integrated by: users table, groups, user profiles table, circulation, pending returns, listing of loans, loans statistics, users statistics.

It supports:

• Complete management of loans, returns, renewals, reserves.
• Possibility of reserving documents that are loaned.
• It manages in-house to units and special loans.
• During the loan operation, query over the users database by multiple variables.
• During the loan and reserves operation, query over the history of loans, returns, renewals and reserves of the document, as well as the history of user’s sanctions.
• Printing of loan receipts.
• Printing of returns receipts.
• Configuration of loan terms (days, quantity) for different groups of users.
• Customization of days of renewal of a loan.
• Mark-up of sanctioned and defaulter users.
• Automatic warning of reserves.
• Automatic and manual deletion of reserves.
• Warning messages about users with out-of-date cards or loan limit exceeded.
• Configuration of time lags at executing loans .
• Delimitation of periods of time and number ofdocuments to be loaned.
• In order to count time in loans, specification of holidays, by means of the annual holidays table.

Pending returns.

• Automatic generation of claim letters for defaulter users.
• Automatic sending of claim messages through e-mail.
• Listings of pending returns, arranged according to different criteria, with delimiter for each type of loan (in-house, units, special), for each repository, for each users group and for each level.

Loans listings.

• Loans listing, according to specified criteria: kind of loan (in-house, to units, special), loan status (loaned, returned, both), repositories, groups and levels.
• History of the loan for each user.

Loans statistics.

• Control over description units all the time, loans statistics, allowing the administrator to define different criteria.
• Obtaining of quantitative data, which allows the archivist to know the use of description units by the users.
• Statistics according to established periods of time, over all the fonds or specified segments. Application of multiple variables.
• Results grouped by repositories or groups.
• Linking of statistical keys to records during the description process, in order to obtain statistics from not pre-defined keys: subject, level, etc.
• Displaying and printing of data as different table and graphic formats.
• Export of results according to different formats: ASCII, Lotus, Excel, etc.

Users statistics.

• Statistics according to established periods of time, allowing the application of multiple variables.
• Statistics of users’ joinings and withdrawals, performed by the archives.
• Most regular and less regular user, with the possibility of adding a mark to them, in order to define, for instance what offices or segments need a more detailed attention.
• Displaying and printing of data as different table and graphic formats.
• Export of results according to different formats: ASCII, Lotus, Excel, etc .

Manual generation of sanctions.

• It sanctions users in an individualized way, according to the archives regulations.
• Delimitation of number of items, whose loan is allowed to the user during the sanction period.
• During the loan process, automatic warning of sanctioned users.
• It deletes automatically sanctions, once expired the sanction period.