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To conform with the established Access Services Missing Items procedure search schedule, the following steps are completed twice a year (Winter Break and Summer Break): 

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) 

       See the "Items missing before 1-1-2024 - as of 2-26-26" report in the Long Missing Reports Box folder

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 (suggested: 2 months, but for the first run, allow more time for completion; need feedback from circ supervisors), 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 Shortly after the Long Missing report is generated, the items will be withdrawn from the collection by LTS.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 if the item is not found, 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 twice a year (end of Winter Break and end of Summer Break to give search time) ; perhaps some items will be found. Circ staff will check in 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 The remaining missing items (those not found) will be withdrawn by LTS at the end of the search period.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. The missing date is taken from the item status date in FOLIO.

a.    The new report is posted to Box in a folder for LTS Automation (bulkload@cornell.edu, cc Pedro Arroyo), “Items to be flipped to Long Missing (LTS)” (report shows run date) 

       See "“Items to be flipped to Long Missing (LTS)” report in the Long Missing Reports Box folder  NOTE: This is not posted yet, as of 2/26/26

b.    LTS Automation 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) 

a.    The report is posted to Box and made available to selectors; files will stay there permanently. The files will be un-editable. 

       See "Long Missing report for selectors" report in the Long Missing Reports Box folder

b.    Selectors are notified about the report:  

i.    instructions given on how to download and use the report to make replacement decisions  

ii.    told that the items were searched for and are now being withdrawn by LTS (or have been withdrawn) 

iii.    report will remain accessible in Box permanently; new reports will be added once a year 

iv.    there are no deadlines for reviewing the reports; they will remain in Box 

v.    for items they wish to replace, selectors should follow their usual procedures for ordering replacements  

vi.    new reports will be generated once a year 

vii.    selectors also can refer to a report of items borrowed from other institutions through BD or ILL (separate report, refreshed daily, not linked to the Long Missing spreadsheet, but in the same Box folder) 

                      See "BD and ILL items requested by Cornell users" report in the Long Missing Reports Box folder


Summary of reports: 

1.   Report of items missing at least 2 years (given to circ staff for searching) 

2.   Report of post-searching missing items (given to LTS staff to flip to Long Missing) 

3.   Report of Long Missing items for selectors, with bibliographic detail, circ history and availability of other copies on campus (given to selectors for reviewing and making decisions about replacement) 

4.   Report of items borrowed from other institutions through BD or ILL (for use in conjunction with the Long Missing report for help in decision-making) 



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