Missing materials

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: IMessage “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• Material not found after the second search (one year) will be withdrawn.
• Printout is forwarded to Lisa E. who forwards withdrawn printouts to Acquisitions who initiates one last search before sending the withdrawn information to bibliographers for a reorder decision.
• Withdrawn materials that are found or returned by the patron and the FOLIO record has been withdrawn are to be sent to CATMAN for a possible restore to the collection.

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Remote Storage missing items

• Give Bib/item printouts to Anne Erickson to keep record of the missing items.

• At the end of the year, CatMan will provide Remote staff with a list of missing items to search.

• CATMAN will withdraw Sierra records for items not found after the year end searches.

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Interlibrary Services (ILS) missing items

• ILS will send CatMan either e-mails or printouts of their missing Sierra items. In most cases ILS will insert a lost status “L” as soon as they discover the book is missing. This helps ILS 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.
• EXCEPTION: Big 10 ILS patron overdue items. ILS is no longer bills Big10 libraries for overdue items unless the item is damaged.
  • ILS will  Process Big10 items as follows
    • ILS 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.” Item records are not suppressed.
    • Give CatMan a printout of the bib and item record.
    • CatMan will insert an "e" missing problem note. 
    • CatMan will highlight the note on the printout and file to be searched twice over two 6 month intervals.

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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 (Devon) 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 always) 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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Damaged or missing pages

• Click on the link to Conversation's Item record changes to damaged materials procedure.

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