Missing to Lost Process (in Batch)

Scope: 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: 01/03/2025

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• Withdrawn (IPS=WI) – item deliberately taken out of the collection and will not be replaced 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: 

• Use ret-adm-03 (in the Item services)  Filter with date range and sub-libraries as needed. This report takes about 15-20 minutes to run and is stored in alephe_scratch.
  

• Run output of ret-adm-03 through custom-07 (Reclass Labels with No Books Report in Local Duke services). 

Next, import resulting report from custom-07 into Excel and analyze the data. 

• Trust but verify:
  • Run all barcodes through a Caiasoft report to check their status make sure that items are NOT "in at rest. When they are, update item process status to "not in process"
    
    • If "In at Rest" update Aleph data, check HOL library and set Item to "not in process"
    • If "Out on Physical Retrieval" review current circulation status and consider if these need to be deaccessioned from Caiasoft.
  • Split remaining items into two categories, all items circulated after being declared long missing (LM) and the rest. Look for data in circ log when necessary to determine if LM came before or after the circ.
    • For all items with a Loan Status other than blank or "L", review to determine if the volume is on loan. these need to be manually reviewed. If a volume is currently on loan, and not overdue, set IPS to ZZ, otherwise leave as LM.
  • If any KEEPR collection items are present, keep in mind that some may fall under print retention program guidelines (above)
  • If any SCL items are present, consult with the Head, Metadata & Discovery Strategy
• Determine which remaining LM items are the last copy in Aleph

• • 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).
  • Create a .txt file with the list of barcodes related to items to be changed and save in the Aleph/Files to Move folder
  • Run Custom-03 to move file to Alephe_scratch
  • Run Custom-09, Update Item Process Status from File of Barcodes, (in Local Duke Services) to change IPS to LO

• For Items set to LO when there is no other copy or holding, suppress related bib record and delete holdings from OCLC:

• • For the items just set to LO find BibSysNos and add "DUK01" as a suffix.  (See /wiki/spaces/DTSSO/pages/25628946)
  • 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
•  

• Send the list of titles which have been deleted from OCLC to Head, Collection Strategy & Development for review for potential replacement.  Include holding library data so that appropriate subject librarians can be included in the decision.
• For titles where the holding location is the LSC, communicate with LSC staff so the items will be de-accessioned. from Caiasoft.

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