Guidelines For Handling Missing/Deteriorated
Replacements
Due to the presence of a significant amount of C-fly records in
the System it has been determined that we must make every effort
to locate these incomplete records during the course of
performing other functions. When handling the MRPLs/DRPLs the following
steps should be followed:
- Search everything by title
- If the barcode noted on the flag is not on the bib. record retrieved
by title search then a search by barcode must be done
- Many times this barcode search results in a C-fly record. Note
the call number and then delete the item, if appropriate, (see
guidelines below)
- Search by call number to locate any outstanding records with
that call number. If items with negative barcodes result from
this search they may be deleted.
- Missing/Replacement Notification form - NOTE:
we have, in the past, sent this form to Jean Ross in Circulation
if we encountered an item that was either:
- "Billed as lost" or
- "Lost and paid"
However, when items are "Billed as lost" and still have a patron
link/due date there's really no need to report this to Circulation.
They are already aware of such items because the billing amounts
are reported to them daily. Items such as this remain in the database
indefinitely, there is currently no cut off point at which we
decide to purge such items. In most instances, Circulation staff
cannot delete an item which is still linked to a patron because
if the book is checked-in the Circulation Transaction Record would
be erased and many times these are for patrons who are in arrears
with bills outstanding and amounts reported to the registrar.
If the item has no patron link/due date it can merely be deleted.
These represent old migrations from the GLIS system.
A status of "Lost and paid" automatically changes after one
day to "Search/CollServ". (Refer to item VII. below)
- "Missing/Search" on the Pieces Summary screen and "HICUP
Search-1" on the Holdings Display - We cannot delete
this as it's part of the HICUP Project. "HICUP Search-3" on the
Holdings Display can, and should, be deleted, if there is no due
date. However, if there is a due date we need to notify Jean Ross
so that she can clear the "missing" status and change it to read
"Not checked out". NOTE: "HICUP 1" rolls over to "HICUP 2" after
90 days. Two stack searches are performed, after which time the
HICUP staff member provides Systems with a copy of his/her working
report. This information is used to generate a Deletion List for
the HICUP staff member and for the appropriate Selectors. Normally,
missing HICUP items will be deleted before the replacement copy
reaches the Cataloging Department. The HICUP staff member and
their assistant will handle such deletes after the 2nd stacks
search proves unsuccessful.
- "Missing/Search" on the Pieces Summary screen and "On
Search" on the Holdings Display - This status should
automatically change to "Trace Search-1" after 24 hours. If it
does not, that indicates that it is an old search which we can
delete.
Trace Search-1 is a status which indicates that the item currently
has searches in progress. These should not be deleted, and,
it is not necessary to notify Circulation of them. Trace Search-1
changes to Trace completed after 2 weeks, and after Circulation
has done 2 stack searches. (see item IV. below)
- "Missing/Search" on the Pieces Summary screen and "Trace
completed" on the Holdings Display - There should be
no instances of this status with a due date as well. It is only
used with "not checked out" items (when a patron can't find the
book in the stacks). Circulation changes the status of such items
and places a hold on the item. There is a trio of search statuses,
"Trace completed" being the final one.
These items need to be reported to Circulation because, at
times, there may still be an outstanding patron hold request.
Circulation staff must check for holds and, if necessary, transfer
the hold to the new record. Therefore, it is important to provide
them with the lcn for the new record. Once the Hold (if there
is one) has been transferred, Circulation will take responsibility
for deleting the item. NOTE: patron holds expire 3 1/2 months
after a search is requested.
- "Missing/Search" on the Pieces Summary screen and "Claimed
Returned" on the Holdings Display - These are, most likely,
items which are still checked out to a patron (who claims they
have returned the item). If there is no patron link/due date we
can delete the item.
If a link still exists, the item must remain on the record.
(However, we do not need to notify Circulation of these) This
link indicates that there's a search in progress for the book.
After 100 days the status will change to "Billed as lost". At
this point Circulation stops searching and attempts to resolve
the issue with the patron. Either the book will be paid for
or Circulation will check-in the item, change its status to
"Trace completed" and forward the missing book information on
to Collection Services. Additional searching is done by the
staff in Collection Services and ultimately a decision is reached
regarding reordering the title. The missing item is then deleted.
- "Missing" on the Pieces Summary screen and "Lost/Reorder
Review" on the Holdings Display - These are items which
are still missing after 3 searches by Collection Services and
no further searches will be done. The Missing Item Report form
has already been forwarded to the Selectors for a withdraw/replace
decision to be made. These items can be deleted if there is no
due date.
- "Reorder/Review" on the Pieces Summary screen and "Search/CollServ"
on the Holdings Display - These are items lost and paid
for at Circulation. ADVANCE keeps the patron information and due
date in the book record so if the book gets returned staff are
alerted that a refund may be due to the patron. However, refunds
will not be issued once the book which has been previously paid
for is replaced. If there is a patron link/due date, Circulation
must be notified as these items must be checked-in by them first
before they can be deleted. If there's no due date we can delete
the item.
"CollServ Search" on the Holdings Display indicates missing
Interlibrary Loan items which may be deleted.
- "Reorder/Review" on the Pieces Summary screen and "Lost/Reorder
Review" on the Holdings Display and there is a due date indicating
a patron link - (refer to item VII. above).
If the item has no patron link/due date it can merely be deleted.
- "Due: 12/31/99" on the Pieces Summary screen and "Checked
Out" on the Holdings Display - We cannot delete this
as it's in the process of being handled by the Preservation Department.
- "On Hold for Book Repair"/"Being Repaired" -
This was discussed briefly in a Circulation Work Group meeting.
Only some of the Consortium libraries have been using this status.
No one in Circulation, Cataloging, Preservation or Collection
Services at Bobst is presently using this status.
- "At Bindery" on the Pieces Summary screen and "S&R NYS
MF" on the Holdings Display - Indicates Search & Review
New York State Microfilm. When the replacement copies arrive it
is necessary to bring them to the Supervisor's attention as Preservation
(Biff McKelden) must be made aware. These old S&R items will need
to be retrieved from the Monographic Replacements stacks on the
3rd floor.
- "At Bindery" on the Pieces Summary screen and "S&R-Old"
on the Holdings Display - This was used to transfer all
remaining titles which had been charged to Search & Review pseudo-patrons
in the old GLIS system. When the replacement copies arrive it
is necessary to bring them to the Supervisor's attention as Preservation
(Biff McKelden) must be made aware. These old S&R items will need
to be retrieved from the Monographic Replacements stacks on the
3rd floor.
- "At Bindery" on the Pieces Summary screen and "Brittle
Books- " on the Holdings Display - The original (brittle)
items are shelved in the Brittle Book stacks on the 3rd floor
and Preservation is still working on them. They have been determined
to be brittle, however, no decision as to retention has yet been
made. They will remain there until such time as the replacement
order is completed or cancelled.
When the replacement copies arrive it is necessary to bring
them to the Supervisor's attention as Preservation (Biff McKelden)
must be made aware.
- "At Bindery" on the Pieces Summary screen and "Monographic
Replacement" on the Holdings Display - These items have
been examined by Preservation and they're awaiting either hard
copy or film/fiche replacement. A "Monographic Replacement" status
in ADVANCE indicates which range of the Monographic Replacement
shelves on the 3rd floor the book is located on. Once the replacement
arrives we may delete the original item from the System ONLY if
there is no due date (patron link). If there is a due date it
is necessary to bring them to the Supervisor's attention as Preservation
(Biff McKelden) must be made aware. It is our responsibility in
Cataloging to retrieve these items from the 3rd floor for discarding.
PLEASE NOTE:
Circulation does not actively pursue patrons with library arrears.
No collection agency is used. Whenever possible library privileges
are suspended and the patron's eligibility to register/graduate/request
transcripts is also suspended.
For the time being, Circulation has been keeping a file of
the Missing/Replacement Notification forms for items which cannot
be deleted yet. The majority of these have had due dates between
1990 and 1995. There has been some discussion in Circulation
of a "forgive and forget" time period, however, no decision
has yet been reached.
MRPL (Missing Replacement) reports of those items not being
reordered are provided to Susan Hayes by the Selectors so that
the items may be deleted from the System.
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