Cataloging Procedures Manual

Chapter VII: Maintenance Holdings - Monograph and Serial adds, Lost, Transfers, Withdrawn Procedures
Part D: Lost

Contents:

I.  Circulation staff procedures
II. Alderman Cataloging Services staff procedures

I. Circulation staff procedures

A. Please see the Circulation Coordinating Committee web site for procedures on how to process Lost items paid at desk, lost or missing from the stacks.

Paid at Desk: http://staff.lib.virginia.edu/ccc/lost.html
Lost or Missing: http://staff.lib.virginia.edu/ccc/missing.html

B. Lost items found and returned to the circulation desk.

1. Discharge item

2. Edit the item record:

a. The home location is "LOST"

• Open the maintain title wizard
  
• Enter the search for the title and click on the ok button
  
• From the search results box, highlight the title (if there are multiple records from the title, may need to view each record to be sure you have the correct record or click on pub year to see brief information)
  
• Click on modify item button
  
• Click on the vol/copy or all volume tab (if multiple item records, highlight the lost item and click on the modify item button)
  
• Change the home and current locations back to the original location
  
• Add a note in the comments field: Found [initials] [date] ex: Found cmd4s 5/29/03

b. The home location in "LOSTCLOSED"

• Open the maintain title wizard
  
• Enter the search for the title and click on the ok button
  
• From the search results box, highlight the title (if there are multiple records from the title, may need to view each record to be sure you have the correct record or click on pub year to see brief information)
  
• Click on modify item button
  
• Click on the vol/copy or all volume tab (if multiple item records, highlight the lost item and click on the modify item button)
  
• Change the home and current locations back to the original location
  
• Add a note in the comments field: Found [initials] [date] ex: Found cmd4s 5/29/03
  
• Email Cindy Davis cmd4s@virginia.edu or Patty Marshall pmm@vriginia.edu to let them know the item has been found. The item has already been counted as a lost statistic in the monthly size of collections statistics. The item needs to be added back into the collection.

II. Alderman Cataloging Services staff procedures

A. Cataloging (Janis Kessler) runs a lost report on the first of each month. It lists the items that circulation staff have declared lost. After 2 or 3 months, Cataloging staff will process the location from "Lost" to "Lostclosed".
Lostclosed indicates that all Virgo work is complete and a lost statistic has been counted.

B. Edit the item record, mhld record as needed, and remove OCLC holdings as needed.

1. Open the maintain existing title wizard

2. Enter the search for the title and click on the ok button

3. From the search results box, highlight the title (if there are multiple records for the title, may need to view each record to be sure you have the correct record or click on pub year to see brief information)

4. Click on the modify item button

• Click on the vol/copy or all volume tab (if multiple items records, highlight the lost item and click on the modify item button)
  
• Change home location from "Lost" to "LOSTCLOSED"
  
• Add a lost note to the comments field: Lost [initials] [date] ex:Lost cmd4s 5/29/03

6. If item is a multivolume or serial, remove the lost volume from the mhld record

• Click on the marc hldgs folder tab
  
• Click on the platform of the mhld record that will be edited
  
• Edit 866 field: follow established standards for inputting volume holdings. See Appendix 21 for more information on the Marc holdings record (mhld), Standard format and abbreviations.

  Examples: v.2 is lost

  866 _0 |81|av.1-3
  
  remove v.2
  
  866 _0 |81|av.1,3 (2001,2003)

       a comma is used to designate a gap in the range of holdings

7. Count statistics - record the number of items lost on the monthly size of collections statistics form and send to Teresa Brown in Cataloging.

8. Remove OCLC holdings as needed, ie, if last copy or volume is lost.

• Search record on OCLC
  
• Type delh and press [f11]
  
• Holdings symbol will be removed
  
  Table of Contents
  
  Chapter 7E

Rev. 08/26/03