Background
- An item is declared officially lost when it has been missing from the stacks for one year, or has been "not returned" by a patron. The patron may or may not have been billed for it.
- By the time collection maintenance staff receive a notice to withdraw a lost item, thorough searches for the item should have already been done by the circulation staff when it came up overdue from the previous stage in the missing/lost process.
- Search at appropriate call number in Central, and in all locations in Divinity.
Discharge item until home location is displayed.
Edit the ACORN Record
1. If the lost piece is the only copy on this record anywhere in the library system.
- Edit item record.
- Change copy information HOME LOCATION to LOST.
- Shadow record at appropriate level.
- TITLE level -- no other copies of title exist in Divinity or other library. Press O.K.
- Un-check the Circulation Flag so that the item is non-circulating.
- Press enter.
- Edit bibliographic record.
- Add a separate 952 and type "lost;date;initials".
- Add commentary if needed.
- Press enter.
- Edit holdings of parent record, if needed.
- Check to see if item is part of an analyzed series or a shelved separately monographic series. Modify the holdings record for the series.
- OCLC
- Remove Vanderbilt's holdings symbol from OCLC record if no copies are currently held by Divinity or another Vanderbilt Library, excluding Law and Medical.
- Search record in OCLC by "#OCLC NUMBER"
- Example: #34567890 [ F11]
- Remove symbol with command "delh" [ F11]
- Authorities
- If item is not being replaced and if no other Vanderbilt copies exist, send e-mail printouts of DISPLAY 2 ITEM to Authorities Team (Denise Chavez) so that they can check for dead authorities records.
2. If the lost piece is the only copy on this record at Divinity, but a copy exists in another library on this record.
- Edit item record. If the Divinity copy has been billed, and the bill is contested and not yet paid, the Divinity copy record can not be removed.
- Shadow record at appropriate level.
- CURRENT VOLUME level -- Another library holds a copy on this record, but no other copies exist in Divinity on this record.
- Un-check the Circulation Flag so that the item is non-circulating.
Press enter.
OR
Remove item record, if the Divinity copy is simply lost from the stacks. or the bill was paid with no problem.
- If the bill has been paid, then move billing information to the 952 field BEFORE removing item.
- Since Divinity's copy is lost and another library holds a copy, the lost copy must be removed with REMOVE ITEM ( rather than shadowed) so that Divinity does not appear in the HELD BY statement of the record (this is updated overnight with the adutext report, rather than dynamically).
- Edit bibliographic record.
- Since the Divinity copy record is being removed, you must add a 952 which says "Div copy lost;date;initials"
- Add commentary if needed; include billing information from removed item.
- Edit holdings of parent record, if needed.
- Check to see if item is part of an analyzed series or a shelved separately monographic series. Modify the holdings record for the series.
3. If lost piece is one of two or more copies on this record at Divinity.
- Edit item record.
- Change copy information HOME LOCATION to LOST
- Shadow record at appropriate level.
- CURRENT COPY level-- at least one other Divinity Copy exists
- Un-check the Circulation Flag so that the item is non-circulating
- Press enter.
- Edit bibliographic record.
- Add a 952 and type "lost;date;initials"
- Since another copy still exists, specify the copy that was lost
Example: c.1 lost;4/8/98;mat- Add commentary if needed.
- Press enter.
- Edit holdings of parent record, if needed.
- Check to see if item is part of an analyzed series or a shelved separately monographic series. Modify the holdings record for the series.
Return to COLLECTION MAINTENANCE INDEX
Documentation written by MATrotter
Last updated: March 29, 2002