Page History

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1.    Report is run for circ desks showing the items missing for at least two years (report does not capture any other statuses like Lost, only “Missing”) 

a.    Report is posted to Box (access granted to all library staff) 

b.    Excel file is sent to circ desks (or circ supervisors) via email 

c.    E-mail message will contain explanation about the item status update and withdrawal process:  

i.    items on the list will be flipped to Long Missing by LTS after the end of the search period (to be determined after consultation with circ reps), and the original missing date will be recorded as an added item note.  A report of “Long Missings” is generated (capturing a lot of bibliographic and usage data), and the report made permanently available to selectors for replacement decisions. Shortly after the Long Missing report is generated, the items will be withdrawn from the collection by LTS. 

ii.    circ staff should not update the item status after searching, since that will overwrite the original missing date (Missing statuses that were applied prior to migration will not re retrievable through Folio item history). The original missing date is captured for the Long Missing report to selectors. 

iii.    instructions will include how to download the spreadsheet from Box (if needed) and who to contact if there is a problem accessing or using the report  

2.    Circ staff search for the missing items (search period to be determined); perhaps some items will be found. Circ staff will discharge the found items. 

a.    There is no need to take any other action, but if they follow a customary procedure about annotating the item record, circ staff can add an item note indicating the item was searched for, and date (but do not update the item status). The remaining missing items (those not found) will be withdrawn by LTS at the end of the search period. 

b.    There is no need for circ staff to notify their selectors about the missing items remaining on their report, since all selectors will be notified at the end of the search period. However, if notifying their selectors is part of their current practice, they can still do it. Selectors will be contacted about the missing items after the items are flipped to Long Missing. 

3.    At the end of the search period (to be determined), a new report is run for LTS using the same missing date range as the original report – this report may show fewer items than the original report, because some may have been found. 

a.    The new report is posted to Box in a folder for LTS, “Items to be flipped to Long Missing” (report shows run date) 

b.    LTS is notified to flip the items to Long Missing and add an item note showing the original missing date; should be done very soon after report is generated to avoid possible stale data 

i.    LTS must do additional record updates after the items are flipped, but that part of the work can be done on whatever time schedule is convenient for them 

4.    After items are flipped to Long Missing (but before LTS does any withdrawals), a report of Long Missings is run for Selectors, showing bibliographic details, circ history, and existence of other copies on campus (note that this report is much more detailed than the report given to circ staff for searching) 

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