Declaring an Item Lost

By Natalie Sommerville
2 min

Scope: This document describes how Resource Description staff will update item, holdings, and bibliographic metadata  (<10) once the decision is made that a physical resource has been lost from Duke University Libraries Collections.  See the document Missing to Lost Process (in Batch) that is maintained for the Metadata & Discovery Strategy.

Contact:  @Natalie Sommerville

Unit: Resource Description

Date last review:  Jan 17, 2025

Date of next review:  Jun 13, 2025

 

Background Notes: 

  • When a resource cannot be found and is not expected to be found, Collection Strategy and Development (CSD) may want to replace it

  • Resources committed to print retention programs and set to lost should be reported to CSD for review when no other copy is extant. If an additional copy or copies is/are available commit a copy to the print retention program per step 3 below. Library and Location information for items in print retention programs is Library Service Center: Print Retention (LSC KEEPR).

Overview: 

Step 1: Item listed as available in catalog was not located on shelf by Access and Delivery Services at the request of a DULCS staff member, a DUL staff member, or a patron.

Step 2:

  • Verify that Alma does not consider the item to be on loan by checking the process type associated with it.

  • Verify that the lost item is not showing as at the Library Service Center.  Consult with the Team Lead for Original Cataloging or the Head of Resource Description if print the holdings record contains print retention notes.

Step 3:  If the item is not on loan and not committed to a print retention program, set the item to lost by changing the permanent library and location to DUL Lost items. The item and holdings record will automatically inherit a suppressed status when moved to this library and location. Note:

  • Remember to suppress the bibliographic record from discovery and delete holdings on OCLC if the lost item is the last or only copy

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 and treated as an added copy

  • If a book is set to Lost, but then circulated, public service point staff will submit a ticket to notify Collections Services that a lost item has been found. CS staff will reinstate the item by updating library and location information, taking the suppressed status off the bibliographic record, and updating OCLC holdings as appropriate

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