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Version: 3.1.X

Circulation Overview

The Circulation Module manages the movement of library materials. It handles the complete lifecycle of a loan, from checking out an item to its return, including renewals, reservations, and managing fines.

It acts as the operational bridge between your Bibliographic Databases (the collection) and your User Database (the borrowers).

1. Core Databases​

To function correctly, the module relies on a set of interconnected databases. You must ensure these are configured in the Configuration menu.

Users Database (users)​

Stores information about registered library patrons.

  • Contains data like User ID, Name, Category (Student, Faculty), and Expiration Date.
  • Important: Users must be active and not expired to borrow items.

Transactions Database (trans)​

Acts as a historical log and active registry of loans.

  • Every time an item is loaned, returned, or renewed, an entry is created here.
  • This database is vital for statistics and history reports.

Suspensions & Fines (suspml)​

Stores the financial and penal status of users.

  • If a user returns a book late, the fine or suspension days are recorded here.
  • The system checks this database before allowing new loans.

Inventory (Copies vs. LoanObjects)​

This is where the physical items are defined. ABCD supports two models:

  • Integrated (copies): (Recommended) The items are linked directly to the bibliographic record (e.g., inside the Book record).
  • Standalone (loanobjects): Items are managed in a separate database. Useful for lending equipment (laptops, keys) that doesn't need a full bibliographic description.

2. The Policy Matrix​

ABCD does not use a "one-size-fits-all" rule. Instead, it uses a Policy Matrix that cross-references:

  • User Types: (e.g., Student, Teacher, Staff)
  • Item Types: (e.g., Book, DVD, Reference)

This allows for granular rules, such as: "A Teacher can borrow a DVD for 7 days, but a Student can only borrow it for 3 days."

3. Workflow Summary​

  1. Configure: Define your User Types, Item Types, and the Calendar (Holidays).
  2. Operate: Use the Loan interface (Circulation Desk) to scan barcodes and process transactions.
  3. Monitor: Use the Reports menu to send overdue notices (claims) and track fines.
  4. Self-Service: Enable MyABCD in the OPAC so users can renew items and check their status online.