Comment Subject Headings

I was asked to share the list of standard headings we use for notes in Illinois. Using these headings makes it easy to query for just what you're looking for, or just easy to spot while you are on the phone. If there are standard headings your library uses, feel free to post your own!

ALERT– special patrons, run-on talker, beware of privacy.
Equipment –for notes related to playback machines (DTBM, C1, etc), headphones, and other accessories
Interlibrary Loan–for books and other materials ordered through MSC ILL, etc
Profile/Reading Prefers – notes about adjustments, additions (i.e. changes) made to a patron’s profile tab (i.e. media changes [quantity or type], as well as for changes made to a patron’s reading preference tab)
Patron Main/Address – notice of new address, phone, contact update as well as explanation of changes to main status (inactive, suspend, etc) made to the patron main record or address tab, as well as, transfer info.
Subscriptions –for notes associated with Magazines/Series, NLS BARD, Newsline, WebOPAC, etc
Holds/Returned Mail/Overdues – for any and all types of media service holds (for example, inactive for RC or DB service). Also, for any claims returned mail/book issues (RC, DB, etc) and for responses/explanations to overdue notices (RC, DB, etc)
BARD Only – the purpose of this heading is to make it easier and quicker to notice patrons that download their own books via NLS BARD
MOC Issues – for use when a patron creates a mix-up with NLS magazine. Such as returning a book in a magazine cartridge or the opposite. Also, for notes related to overdue NLS Magazine Cartridge Issues.
Programs - for winter/summer reading program, TBC book discussion group, etc.
____________ Language – (fill in the blank with pertinent language, for example, “Spanish Language” for use when a patron’s primary language of communication is one other than English)
SMILE – when patrons share positive unique stories about the talking book service that are beyond the norm of: “ I just love this service and the books”. The information here will be helpful for reports, grant writing and related promotion of the TBC program.
Name Change – to indicate that a patron has legally changed their name, (first or last). Also, for changes to names of institutions.
Currency Reader – to notify that a patron has requested a free currency reader and that a request has been subsequently submitted in CMLS.
eRead – to indicate that a patron is signed up for eRead Illinois, to record what device(s) they are using, and to record feedback about the eRead program.
Cancel Service – for specifying details as to why exactly the patron is cancelling service (going into nursing home, no longer interested, very ill, etc)
TBC Donor - for donation purposes. Those received from patrons as well as those made on their behalf by others.
Books Wanted - for patron title requests that are NOT in the NLS National catalog or listed as IN PROCESS in the catalog. Also for indicating when a patron wants to receive their older cassette requests in digital book format via ILL.
Contact - for letters (or email) sent or phone contact with patron or other contact person concerning patron issues that DO NOT fall into any other area (i.e. DO NOT mistakenly place notes regarding recent contact related to machines, book requests, magazines, profile/reading preference changes, programs –things that fall into other areas- under this heading)

(I have also uploaded the .doc file as an attachment for easy printing)

Absolutely! Here's the query set-up I would use to find all the SMILE comments updated in the past year:

You can query on the Notes, both the subject line and the text of the notes. You'd need to choose the Advanced Search and select Comments from the first combo box, and Subject or Note Text from the second box. You can add additional parameters to take into account the date of the note.

Used in combination with the Quick Search screen to limit by patron type or status, the query on notes can go from a large search to a targeted search.

That's a great story! Plus, a perfect example of what a "Smile" subject heading can be used to track. Thank you so much for sharing!