---
title: "Library Maintenance"
canonical: "https://support.soutron.net/space/HG/3278223/Library%20Maintenance"
format: markdown
---
> Macro (anchor)
This enables you to create and amend the names of libraries within offices. You can also specify sublocations within libraries: these are used for specific locations or categories in the library, such as "Stacks", "Journals", "Reference Section", etc.
This page describes:
- [deciding on which is appropriate, library or sublocation](#LibraryMaintenance-Which)
- [adding a new library](#Adding_a_new_library)
- [creating a Sublocation](https://support.soutron.net/space/HG/3278223#Creating-a-Sub-Location)
- [editing](https://support.soutron.net/space/HG/3278223#Editing-a-Library-or-Sub-Location) a Library or Sublocation
- [deleting](https://support.soutron.net/space/HG/3278223#Deleting-a-Library-or-Sub-Location) a Library or Sublocation
---
**To access Library Maintenance, select** **System Management > Infrastructure Maintenance**.
## > Macro (anchor)
New Library or New SubLocation?
When creating a new location, you need to decide whether it should be a library or a sublocation. There are a number of factors to consider:
- Do you want to be able to refine searches by it (in the [Office Selection box](https://soutron.atlassian.net/wiki/spaces/HG/pages/3279409))?
- Should those copies have a different [default loan period](#LibraryMaintenance-DefaultLoanPeriod)?
- Should users or Library staff have different [access rights](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278418) to items in this location?
If the answer to any of the following is Yes, the location needs to be created as a Library. Otherwise, it can probably be created as a Sublocation of an existing Library. If you would like to talk this through before making changes, please contact [Soutron](mailto:helpdesk@soutron.com).
---
## Adding a new library
There are two ways to create a new library definition: both end up at the same definition screen.
1. Click on the Office to select it, then click **Edit** in the Actions menu, then click **Create Library**
2. Click on the "Libraries" radio button above the list, then click on the Office to select it, then click **Add new Library **in the Actions menu
Either way, you will then see the following form:
Enter information into the following fields (required fields have an asterisk next to the label):
| | |
| --- | --- |
| **Office:** | This is already filled in |
| **Short Code: *** | Unique short code |
| **Library Name: *** | Unique library name - this must be unique within the application as a whole. The maximum number of characters is 150. |
| **Short Name:** | Optional short name for the library |
| **Location:** | Location of the Library |
| > Macro (anchor)
**Email:** | Email address of the Library |
| **Default Requesting User:** | This is no longer used in the application and can be ignored |
| **Request collecting allowed:** | For [Requests](https://soutron.atlassian.net/wiki/spaces/HG/pages/3279228), whether the user is to collect the item when it becomes available |
| **Request sending allowed:** | For [Requests](https://soutron.atlassian.net/wiki/spaces/HG/pages/3279228), whether the Library sends the item to the user when it becomes available
> ℹ️ In order for requesting to work, you must select one of these two options. |
| **Request inter-collecting allowed:** | For [Requests](https://soutron.atlassian.net/wiki/spaces/HG/pages/3279228) from other libraries, whether the user is to collect the item when it becomes available |
| **Request inter-sending allowed:** | For [Requests](https://soutron.atlassian.net/wiki/spaces/HG/pages/3279228) from other libraries, whether the Library sends the item to the user when it becomes available |
| **Use custom Copy status for Reference copies:** | Alternative text can be defined for the Copy Status of [Reference copies](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278568), instead of "In", eg "Reference" - this is defined per Library.
Tick the box then click **Customise**.
The following pop-up window appears:
Click **Add** in the Actions menu and then select the language that you want to enter a Copy Status for.
Enter the alternative text and click **Save** in the Actions menu.
You can also edit and delete entries. |
| > Macro (anchor)
**Default Loan Period:** | Select the default loan period from the drop-down list - these are defined in [Loan Period Maintenance (old)](https://soutron.atlassian.net/wiki/spaces/HG/pages/3279247)
> ℹ️ Note that if you change the default loan period, it only applies to copies created from this point onwards, not to existing copies - to change the default loan period for existing copies, please contact [Soutron](mailto:helpdesk@soutron.com) |
| **Public:** | Ticking the box makes the library public |
| **Default for Office:** | Ticking the box makes the library the default library for this [Office](https://soutron.atlassian.net/wiki/spaces/HG/pages/3279356) |
| > Macro (anchor)
**Generate Shelf Reference:** | If ticked, when any copies are created, the [shelf reference](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278815) in the catalogue record is automatically assigned to all the copies. If the Shelf Reference field is set as a [globalisation field](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278352), the shelf reference that is assigned to the copies, is the relevant one for the appropriate office, office group or country. |
| > Macro (anchor)
**Auto Update Shelf Reference:** | If ticked, if the [shelf reference](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278815) is changed in the catalogue, it automatically updates the shelf reference in all the copy records as well. |
| **Static Shelf Reference:** | This allows you to define a [shelf reference](http://confluence.soutron.net/display/HG/Specific+Catalogue+Fields#Specificcataloguefields-ShelfRef) that will be applied to all copies from this library - this may be useful if you have a mini-library where the shelf reference is used to identify only the items are from that mini-library. Enter the Shelf Reference that is to be applied to all copies. |
| **Description:** | Optional description for the library |
When you have finished, click **Save** in the Actions menu.
This returns you to the list of countries, offices and libraries, with the new library added to the list.
---
## > Macro (anchor)
Creating a Sub Location
To create a new Sub Location:
1. Click on the Library to select it
2. Click **Add new Sub Location** in the Actions menu.
3. A new line appears under the Library heading:
4. Enter the Sub Location name and a unique short code (optional)
5. Click **Save** in the Actions menu.
This returns you to the list of countries, offices and libraries, with the new sub location added to the list.
---
## Editing a Library or Sub Location
To edit a Library or Sub Location definition:
1. Click on the Library or Sub Location to select it
2. Click **Edit** in the Actions menu. The same form opens up as for adding a new Library or Sub Location.
3. Make the required changes
4. Click **Save** in the Actions menu.
## Deleting a Library or Sub Location
To delete a Library or Sub Location definition:
1. Click on the Library or Sub Location to select it
2. Click **Delete** in the Actions menu
This returns you to the list of countries, offices and libraries, with the deleted Library or Sub Location removed from the list.
> ❌ **Caution**! There is no warning message before the Library or Sub Location is deleted