Summary: Procedure covers the process by which MSU Libraries missing materials are searched for, marked, and processed.
Item record codes for missing items
Status “l”
Code the item missing: IMesage “p”
Insert an “e” problem note, “DECLARED MISSING. Return to CATMan ... [date.initials]”
Give the bib and item printout to Anne Erickson in Catalog Maintenance.
Items are searched twice (within two 6-month intervals.)
Material not found after the second search (one year) will bewithdrawn.
Printout is forwarded to Lisa E. who forwards withdrawn printouts to Acquisitions who initiate one last search before sending the withdrawn book to bibliographers for a reorder decision.
Materials that are returned after this point are checked in and then sent to CATMAN to restore the record.
Branches code their own missing items and do their own searching. Every six months CatMan creates a missing list for them to search stacks from. After an item has been missing for a year or more, branch libraries request CatMan to withdraw the record. CatMan withdrawals the records, they do not withdraw Sierra records.
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.
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.
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.
For the most part, missing materials not found for one year are coded to be withdrawn.