Missing Rovi items

Summary: Procedure covers the process by which missing, lost, or broken Rovi materials are processed.

ROVI missing materials that have been processed or checked out and are now missing.

1. Change status to ‘l” (lower case L) for Lost.
2. Insert “p” in the IMessage field.
3. Insert an “e” problem note: “DECLARED MISSING. Return to CATMAN.[date.initial]”
4. Create a printout of the bib and item record and give to Anne Erickson.
5. Other units:
   1. Big 10 ILL patron overdue items: ILL will check-in and insert an “f” Staff note “Big 10 missing item.” Items are not suppressed. Anne Erickson will highlight the note on the printout and insert the usual "e" missing problem note.  These will be treated in the same manor as other missing items. 
   2. New ROVI Unit will search for missing titles by their students and staff. If not found, they will deliver the printouts to Anne Erickson, who will code the items missing and add problem notes. CatMan will verify that unprocessed items are suppressed.

   3. After six months and 1 year, CATMAN  will bring the missing ROVI folded to the ROVI Unit supervisor to be searched.

      1. If found, the item and paging slip go back to CATMAN, who will remove notes and put the item on shelf in Tech Services for re-shelving.
      2. If not found, the ROVI Unit will write NOS, date, and then return the slip back to CatMan to withdraw the title after the 1 year search.
6. Anne  Erickson will interfile all missing printouts by month.
   1. Searching will take place by the new ROVI Unit in six months and again after 12 months.
   2. CatMan will code the records to be withdrawn if not found after 12 months.
   3. Printouts of the records to be withdrawn are given to Lisa English.  After the records have been withdrawn from Sierra (usually at the end of the month), the printouts will be given to Lisa Smith who forwards them to the Bib Support unit to check and see if a replacement copy is to be ordered.

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Lost or broken by patrons

1. ROVI materials reported from ILL or Patron Services that the patron has either lost or broken. The patron may or may not have returned the broken piece. These ROVI records are to be coded missing and then suppressed.
   1. Do not suppress Big 10 missing items. Those will be checked-in and then coded “l” missing. Big 10 missing items should fall into the above missing category.
   2. Send record information to DMC for re-ordering. For broken Rovi items returned – Photocopy the front cover info to send to DMC.
   3. Insert a “p” in the IMessage field.
   4. Insert “e” problem note.
      1. Physical piece not returned: “Return to CATMAN. Patron lost(damaged). Sent to DMC for reordering decision. [date.Initial]; order submitted [date].”
      2. Physical piece returned to Anne: “Patron lost(damaged). Sent to DMC for reordering decision. [date.initial]; order submitted [date].”
      3. Big 10 ILL patron overdue items, ILL will check-in and insert an “f” Staff note “Big 10 missing item.” Anne will highlight that note on the printout and insert a missing "e" problem note.. Items are not suppressed.
   5. CATMAN will suppress Records.
      1. Single records suppress both the bib record and item record.
      2. Suppress only the item record on multi location records.
   6. DMC will make a decision to re-order disc.
   7. See Replacement instructions when ordering and receiving replacements.
      1. Swap out copies, if an exact match is purchased and both copies are in hand.
      2. If the version differs, address the record changes as appropriate and add the new version to the Rovi cabinet as a replacement using the same accession number.If downloading a new record for the different edition, make sure to withdraw the old record, according to procedures.

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Missing from the drawer and unprocessed 

1. Items missing from the drawer and lack the processing note and are not labeled or dup barcoded.
   1. ILL will deliver the paperwork and case (if there is an empty case in the drawer) to Anne to code the item missing.
   2. Change status to “l” (L) for Lost.
   3. Insert “p” IMessage
   4. Insert an “e” Problem note:
      1. DECLARED MISSING. Return to CATMAN. Never processed, missing from case when pulled from drawer. Change suppression back to “v” rovi local. Packaging stored at Anne E. desk.[date.initials]
      2. DELCARED MISSING. Return to CATMAN. Never processed, disc missing from case when pulled from drawer, packaging in box M1.[date.initials]
   5. CATMAN will suppress Records.
      1. Single records suppress the bib record and item records.
      2. Multi location records, only suppress the item record.
   6. The packaging case or jacket (if there is one) is kept in a storage box in CatMan at Anne Erickson’s workstation.
   7. Having the packaging will save time if the disc is found or returned.
   8. These items are NOT searched as often as the regular missing items and will not be withdrawn.
   9. If a decision is made to purchase replacements, the extra packaging will be given to Kay G. who will eventually process these into a banker box.

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