The following guidelines address the processing of missing/lost materials by Circulation, Acquisitions and Cataloging.
Circulation:
Once an item is reported as missing (not on the shelf, not checked out), Circulation will:
a) First search within 3 days
b) Second search at 7 days. Item will be checked out to pseudo-patron “Missing”
c) Third search at 14 days. Patron will be notified item is unavailable
d) Item declared lost at 1 month. Circulation will check item out to pseudo-patron “Lost”
e) Andy will give a copy of the “Lost” item record to Reggie
Administration:
In consultation with the appropriate staff, Reggie will determine if the item is to be replaced.
Acquisitions:
All “COMMENT” lines are to be added to “Comments” section at the bottom of the pertinent item record, and all “Note” lines are to be added to the “Additional line item information” on the pertinent order record. Both comments and notes should include the staff member’s initials and the date.
If the item is to be replaced Acquisitions will:
a) Shadow the record at the copy level
b) Attempt to replace item (including creating an order)
Possible responses to that order are: an exact match is found; a similar, but not exact match is found (i.e., it’s now only available in paperback); the title is no longer available.
1. Item received is an exact match
Acquisitions will:
a) Have Circulation discharge the item from “LOST”
b) Barcode the item and replace the old barcode on the Item Record
c) Unshadow the item at the copy level
d) Add a “Comment” line “replacement for missing copy x” to item record
e) Add a “Note” line indicating the same to the order record
f) Write the call number (and copy number if necessary) in the item
g) Give the item to Ruth B. for processing
Cataloging will:
a) Process as replacement for original item. (If original item comes back it will be made copy 2 (or what ever the next copy number is)
2. Item received not an exact match
Acquisitions will: (talk to Kathy if unsure)
a) Create a new bibliographic record following established Acquisitions procedures for new materials (including attaching any orders created for replacement materials to the new item record)
b) Add a “COMMENT” line indicating “replacement for missing copy (list original call number) to item record
c) Add a “Note” line indicating the same to order record
d) Send the item to Cataloging
Cataloging will:
a) Catalog item following procedures for a new title
b) Have item processed
3. Unable to replace, but other copies for title exist
Acquisitions will:
a) Have Circulation discharge the item from “LOST”
b) Remove the copy that cannot be replaced
4. Unable to replace, no other copies for title exist
Acquisitions will:
a) Have Circulation discharge the item from “LOST”
b) Add a “COMMENT” line to item record indicating why the item is unable to be replaced
c) Add a “COMMENT” line to item record indicating “replaced by (specify control no.) [where applicable]
d) Add a “Note” line indicating the same to order record
e) Give Kathy Winzer a copy of the item record
Cataloging will:
a) Strip the bibliographic record, removing access points including subject and added entries (but keeping ISBN, author, title and imprint)
b) Change current location to LOST
c) Shadow the record at the copy level
5. Unable to replace, multi-part item(s)
Acquisitions will:
a) Have Circulation discharge the item from “LOST”
b) Add a “COMMENT” line to first (not the lost) item record indicating why the item is unable to be replaced
Cataloging will:
a) Delete the item record(s)
b) Update MARC Holdings: |z… lost|xop