When a library donates items to my library, what do I do?

Libraries often share or rehome items to make the best use of their collections. When catalogued items are donated to another library within Northern Lights Library System, it’s important to update ownership information in Polaris to ensure records and statistics remain accurate across TRAC.

Follow the steps below to make the process quick and smooth.

1. Create a Record Set

Create a record set in Polaris that includes all the items being donated. For instructions on how to create and add to record sets in Leap, please see Leap - What is a record set and how do I make one?

• Give the record set a clear, descriptive name.
• When preparing the physical items for donation, if possible, do not cross out or cover barcodes, as they can be reused by the receiving library.

2. Notify NLLS

Once your record set is complete:

• Send an email to ask@nlls.ab.ca with the name of the record set.
• NLLS staff will perform a bulk change to update:
   - Owning Branch
   - Assigned Branch
• You’ll receive a confirmation once the updates have been completed.
• If any additional fields on these items need to be changed, please include those details in your email request—NLLS can update them at the same time.

Notes

• This process ensures that ownership and circulation statistics are recorded correctly.
• Please do not manually change ownership fields on individual item records.
• If the donation includes uncatalogued items, those can be handled separately through your library’s usual donation process.
• Changing labels and barcodes on the items is up to the receiving library.

If you have any questions about this process, contact the Bibliographic Services Team at ask@nlls.ab.ca.