Missing to Lost Process (in Batch)
Scope: UNDER REVIEW This document briefly describes how MADS will update items (>10) once the decision has been made that they are lost for holdings at Perkins/Bostock, Lilly, LSC, Music, Marine Lab and the Divinity School libraries. This document is paired with a document for single declaring single items lost by Resource Description.
Contact: Jacquie Samples
Unit: Metadata & Discovery Strategy Department
Date last reviewed: 01/03/2024
Date of next review: 01/10/2026
Background Notes:
Missing (IPS=MI) – item was not found but may still be located
Lost/Missing (IPS=LM) – item was lost, but is being searched for in ADS, aka long missing
Lost (IPS=LO) – item cannot be found and is not expected to be found; Collection Strategy & Development may want to replace these.
Withdrawn (IPS=WI) – item deliberately taken out of the collection and will not be replaced
KEEPR collections materials set to lost should be reported to Collection Strategy & Development for review when no other copy is extant, second copies should be transferred to the KEEPR collection as needed.
ADS documentation can be accessed on this Confluence page.
Process begins when:
Item listed as available in catalog was not located on shelf by ADS
ADS will apply the IPS MI (missing) after the first unsuccessful search.
This sets off an ADS workflow to attempt to find the missing materials culminating with ADS applying the IPS LM for materials not found.
CS Overview:
Once a year, between Sept. 15 and Sept. 30, a report of missing items is generated in Metadata & Discovery Strategy. This report is for the previous calendar year and earlier (i.e: in September 2022, the report covers 2021 and earlier). On request from CSD, this schedule might be altered to support CSD workflows and replacement decisions.
Execute DUL Collections Services batch procedures for lost materials, as in:
If it is a single copy, the item is suppressed at the bib level (field added to the bib record) so it doesn’t display in the catalog; then the holdings are removed from OCLC
If there are multiple holdings associated with a single bib, instead, the holding record must be suppressed when there are no other items on it, and holdings are maintained in OCLC. This presumes that at least one of the other holdings has active items.
If there are multiple holdings of a multi-part title, then depending on the status of other items of the holding, records are suppressed at the bib and/or holdings and holdings in OCLC may be deleted or maintained as appropriate
KEEPR collections materials set to lost should be reported to Collection Strategy & Development for review when no other copy is extant, second copies should be transferred to the KEEPR collection as needed
To begin the process:
Next, import resulting report from custom-07 into Excel and analyze the data.
Trust but verify:
From the original Excel sheet, run remaining data through Manage-70 to convert Bib system numbers to Holding system numbers (BIB to HOL)
To see multiple holdings connected to a single bib, run custom-18 (Reclass Holdings Report)
From the Custom-18 Excel sheet, do conditional formatting on the Bib Doc column to find duplicates. When duplicated, this means we have more than one copy or holding library; holding libraries are shown in a different column of the spreadsheet
If the item has a Loan Status of blank or "L" change IPS to LO (Lost).
For the items just set to LO find BibSysNos and add "DUK01" as a suffix. (See Changing Excel Numeric Values to Aleph System Numbers)
Create a .txt list of these BibSysNos with the suffix
Save to Aleph/Files to Move
Run custom-03 to move file to Alephe_scratch
Run manage-21, Global Changes to add Field
Output file name should be related to the input file and add suppressed report
Update database radio button = yes
Delete field radio button =no
In Add Field area of form
In Tag box put STA
In Subfield and Contents box put $$aSUPPRESSED
In Catalogers name box put batch and name or department info (ex. MADSBATCH, JS-BATCH, etc.)
File is saved to Print Directory in Aleph, save locally and review to confirm all records were suppressed
Using same input file used for manage-21, Run custom-25, MARC columnar report (in Retrieve Records section). Report will be in Aleph\MARC reports folder.
Scan 035 column for multiple entries, resolve anomalies manually if present
Delete NDD Holdings from OCLC
Copy OCLC numbers from MARC columnar report
From Connexion Client Batch tab
Click Holdings
Paste OCLC numbers into box, click OK (The process will run and automatically open a report when complete)
Review report for anomalies
For further consideration:
If a single item is replaced, the original item record is still marked LO by CS staff – the replacement is a new item, an added copy
If a book is set to Lost, but then circulated, ADS will contact CS via asktech@duke.edu
CS staff will un-suppress records and update OCLC records as appropriate
For serials with missing parts, holding statements will need to be updated
Any lost items currently out on loan will need to be checked in. Send an email to the lending library with the barcode and title for check in (perkins-requests@duke.edu, lilly-requests@duke.edu, etc.).
Notify Collection Development of any items that have a bookplate so the bookplate can potentially be moved to a new item.
When analyzing data, create tabs for each type of item to make it easier to differentiate different processes to be carried out, for example:
separate into single holding/single item
set IPS to LO, suppress holding, suppress bib, remove OCLC holding
, single holding/multi items
set IPS to LO, but only suppress holding and bib if all items on the holding are lost or withdrawn (if so, remove OCLC holding)
, multi holding/single item
set IPS to LO, suppress holding, but only suppress bib if all other holdings are suppressed (if so, remove OCLC holding)
, multi holding/multi item
set IPS to LO, suppress holding only if all other items on that holding are lost or withdrawn; suppress the bib only if all other holdings on the bib are suppressed