Long Missing Procedures

Next Steps (Follow-ups):

• Joanne to add enum, chron, and holdings type to all reports to help LTS identify multivols - DONE
• Review this draft with Access Services leads (Andy) and LTS Automation (Natalya) - DONE
• Joanne to rename first report to "Items missing before 6-1-24" 
• Joanne to send “Items to be flipped to Long Missing by LTS Automation” report to bulkload@cornell.edu with cc to Pedro, Sharon and to notify Reporting when the items are flipped to Long Missing so that Reporting can run and post the Selectors report to Box, then Reporting to notify automation when they can proceed with doing withdrawals
• Ask LTS Automation to automate Long Missing for Selectors report to run and post to Box (via Brandon's Scheduler) and to notify Selectors via email of availability (plan for December 2026)
• June 1st - official start of the procedure; regular missing status before 6/1/24; Sharon, Joanne, Pedro to meet
• Make it clear to Selectors that Long Missing for Selectors reports are an archive, and things will be withdrawn, etc.

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.   Twice a year, the Reporting Team runs a new report for LTS using a missing date range of 2 years ago. The first report shows missing dates before January 1st 2 years ago, and the second report shows missing dates before September 1st 2 years ago. The missing date is taken from the item status date in FOLIO. Each report is posted to Box for archiving and referral. 

a.    Each new report is sent to 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 by LTS Automation” report in the Long Missing Reports Box folder  NOTE: This is not posted yet, as of 2/26/26

b.    LTS Automation will run a batch job that adds an item note showing the original missing date with a note type of "Note" and will check the staff-only checkbox

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 

2.    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 

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 twice 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 twice 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

3.  Notify LTS that items that were flipped to Long Missing can be withdrawn. LTS withdraws these items from FOLIO inventory. (LTS staff should take care not to withdraw items that have any other status than Long Missing.)

Summary of reports: 

1.   Report of items missing at least 2 years 

2.   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) 

3.   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)