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Item record codes for missing items
Procedure for handling long missing and missing items.
The "missing" status applies to patron-requested items not found by Circulation or ILL, while "long missing" is used for non-patron-generated items library staff cannot locate.
General Process for Long Missing Items
Notification:
o Email the Item HRID, or
o Print the Instance record and send the printout to Catalog Maintenance.
Change Status: Update the item status to ‘long missing’.
Add a Note: Insert a check-in note: "DECLARED MISSING. Return to CatMan ... [date.initials]
”- Give the bib and item printout to Anne Erickson in Catalog Maintenance.
".
Search Process:
o Items are searched twice
(within two 6-month intervals.
)Material
o If not found after
the second search (one year
) will bewithdrawn., the item will be withdrawn.
Returned/Found Items:
o If missing materials are found or returned by a patron before withdrawal, send the item to Catalog Maintenance (CatMan) to update record.
Branch-Specific Procedures
Branches code their own missing items and
perform their own
searches.
CatMan generates a missing item list for
branches every six months for searching.
After one year, branches can request CatMan to withdraw the
records,
as branches are not authorized to withdraw records.
Remote Storage missing items
Give Bib/item printouts to Anne Erickson to keep record of the missing items.
Remote Storage Long Missing Items
CatMan will update the status of items forwarded by Remote Storage to ‘long missing’. A check in note stating "DECLARED MISSING… int.[date]" will be added to the record.
At the end of the year, CatMan will provide send Remote staff with a list of long missing items to search.
CATMAN CatMan will withdraw Sierra records for any items not found after located during the year-end searches.
Interlibrary Services (ILS) missing items
- ILL will send CatMan either e-mails or printouts of their missing Sierra records. In most cases, ILS will insert a lost status “L” as soon as they discover the book is missing. This helps ILL avoid additional requests from other libraries. This also benefits our patrons who are blocked from requesting items from other libraries when our catalog shows (in error) that the piece is available.
- Big 10 ILL patron overdue items, ILL is no longer billing Big10 for overdue items unless the item is damaged.
- ILL will Process Big10 items as follows
- ILL will check-in the overdue item.
- Change the item record status to "l" (small case L) to code item as missing.
- Change IMessage to "p"
- Insert an “f” Staff note “Big 10 missing item.” Items are not suppressed.
- Give CatMan a printout of the item/bib record.
- CatMan will insert the usual "e" missing problem note.
- CatMan will highlight the note on the printout and file it in the missing files to be searched after 6 months.
- These will be treated by CatMan in the same manner as other missing items.
- ILL will Process Big10 items as follows
Extended searches: Patron Services
- These are missing items generated from patron extended search requests
- Patron Services code their missing items with a status “m” for missing. The item is not given a “p” IMessage or an “e” problem note.
- After a few searches (usually 2 to 3 month time frame), if still missing, the extended searches are given to Bib Support (Lark) to search one more time before submitting a replacement order.
- MSU patron extended searches are processed for replacement soon after the books are declared missing, which means that the replacement copy is often (not alway) ordered before the missing book is found or withdrawn.
- Missing Book: After a one-year cycle of Patron Services searching for the missing books, the Sierra record printouts are given to CATMAN to withdraw the records. The Sierra printout is given to Bib Support at the end of the month, who will begin the reordering process
- Bib Support searches the extended searches one additional time. If at that time, the book has not already been replaced and is still not found, Bib Support and selectors will make the decision to purchase a second copy or not. It is likely that Bib. Support may have already ordered a replacement at the time of the extended search request.
For the most part, missing materials not found for one year are coded to be withdrawn. When the Sierra records are withdrawn, the printouts are stamped with the withdrawn/date stamp and then give to Lisa English. After Lisa English completes the end of the month deletion of withdrawn records, she will forward the printouts to Lisa Smith for Bib Support to proceed with replacement decisions.
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Anne Erickson of Catalog Maintenance searches Main Stacks missing twice within a year not counting the initial search that discovered the material missing. The Sierra records are withdrawn at the end of a one-year searching cycle totaling three searches.
search process..
Missing Items from Circulation and ILL
Circulation updates missing item statuses for both departments to “missing.”
After a one-year search cycle, records are forwarded to CatMan for withdrawal.
CatMan provides printouts to Bibliographic Support to begin the reordering process.
Damaged or Missing Pages
Refer to the Item Record Changes to Damaged Materials Procedure for further details.
This procedure ensures a consistent process for managing missing items across all library locations and departments.
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