Lost Replacement Process

Scope:  Outlines the process for updating bibliographic, MARC holdings, and item metadata in Aleph as needed when DUL patrons supply a replacement copy for a monograph they have lost.  Also, includes information about updating OCLC, as needed.

Contact:  @Lesley Looper @Natalie Sommerville

Unit:  Resource Description

Date of last review:  Jul 1, 2025 

Date of next review:  Aug 31, 2025 

Patron-supplied replacement copy should arrive to Resource Description from circulation points across DUL with printout that includes barcode number of lost item.  Resource Description will change the location for the lost copy to the Lost Items Library, and follow the normal process for declaring an item lost.

• Search ISBN in Alma to ensure book in hand matches lost item

  • If patron supplies paperback edition of lost book, may need to overlay updated OCLC record to include paperback ISBN

  • If patron supplies alternate edition (that is acceptable, per ADS), will need to bring in new record and suppress old record/delete OCLC holding if missing copy was only or last copy

• If the book is not an alternate edition,

  • Duplicate item record of lost book

  • Add barcode to new item

  • Include internal note in new item stating “replacement for [barcode]”

  • Scan new item into the Perkins/Bostock Acquisitions Process Type (aka the Collections Services work order) with the process status Original Cataloging

  • Update number of copies reported in holding record

• If the book is an alternate edition,

  • Follow procedures for completing cataloging in Alma with no existing bib or POL

*If lost item has Dewey call number, no need to do anything. The Dewey call number can be retained in the holdings record for the Lost Items Library