Missing Items

MISSING ITEMS

After the close lost loan job is run a missing report of all titles in the status “missing” will be generated by Collections Services. Below are the procedures for missing items shared between Collections Services, User Services, Head, Collections Management and Services and librarians.

Collections Services

• Manager, Library Collections Services will generate the missing reports shortly after the Close lost loans job is run (Approximately in March, September, December)
• In Analytics – run the following reports found in University of Regina>Collections Services>Physical Items:
  • Missing – All Items Archer
  • Missing – All Items Archer SPAN
• Click Edit

• Click Criteria
• Ensure all information is correct and edit as required
  • Example: Missing – All Items Archer

• • Example: Missing- All Items Archer SPAN – this list includes all titles that cannot be removed from the Archer collections due to COPPUL Span agreements, replacements must be found

• Click Results

• Download the Excel List

• Adjust the formatting of the Excel list as required
• Prepared lists will be sent to Manager, Library User Services

User Services Staff

• User Services will do shelf checks of all missing items
• The list will be returned to Manager, Library User Services
• If any books are found they will be scanned into the system and the list will be updated noting which books were found
• The update lists will be emailed back to Manager, Library Collections Services

Collections Services Staff

• Manager, Library Collections Services will forward the list to Head, Collections Management and Services who will then either send to librarians for review or will determine which items should be purchased or withdrawn from the collection
  • Note all titles on the Missing – All Items Archer – SPAN must be replaced as these are part of a consortia agreement and we must have them in our collection
    • check with Barbara to see if she wants these lists before re-purchasing
• After review the missing list will  be returned to Manager, Library Collections Services with next steps to take
• The list will be distributed to Acquisitions Staff or Catalouging staff for purchase or withdrawal