Cataloging Maintenance

Sierra Cataloging Maintenance of Lost Items

Managing Lost Items

Items with a STATUS of MISSING (m) or CLAIMS RETURNED (z) can be periodically reviewed by working off a list created in Sierra to search, replace or delete the records.

NWLS will provide a file available in Sierra's Create Lists labeled "Merlin Missing List" and it will be sorted by library location and call number. A library can limit this list to their collection and print it:

Create a Local List of Missing/Claims Returned Items

  1. Login to Millennium (either Cataloging or Circulation)
  2. Click on the Create Lists button
  3. Choose a file 
  4. Click Search Records
  5. Name the file something like ‘Library Name’ Missing
  6. Make the Store Record Type as Item
  7. Change Range to Review and select the file named Merlin Missing List
  8. Under Type, choose Item
  9. Under Field, choose 79 (Item Loc)
  10. Under Condition, choose = (Equal to)
  11. Under Value A, choose your two letter location code (e.g. AS for Ashland)
  12. Click Search
  13. Click Yes to start searching
  14. Let the process run
  15. Once the file is Complete, go on to the next section

Create and Send a List of Fields from the Records

This function allows you to choose which fields from records you would like to have listed for printing instead of the entire record.  You can even work across two different kinds of records (as I’ll demonstrate below).

  1. Highlight the file named ‘Library Name’ Missing
  2. Click List Records
  3. In Fields To Be Listed:
  • For Type, choose I (Item)
  • For Field, choose C (Call #)
  • Click Append
  • For Type, choose I (Item)
  • For Field, choose B (Barcode)
  • Click Append
  • For Type, choose B (Bibliographic)
  • For Field, choose I (ISBN)
  • Click Append
  • For Type, choose B (Bibliographic)
  • For Field, choose A (Author)
  • Click Append
  • For Type, choose B (Bibliographic)
  • For Field, choose ! (MARC Tag), and when the tttii|sssss prompt appears, type in 245|a and OK ~ this allows you to print only the title instead of all the other title information (subtitle, GMD, statement of responsibility).
  • Click Append
  • For Type, choose B (Bibliographic)
  • For Field, choose P (Imprint)
  • Click Append
  • For Type, choose B (Bibliographic)
  • For Field, choose R (Description)
  • Click Append
  • For Type, choose B (Bibliographic)
  • For Field, choose 26 (Bib Loc)
  • Click Append
  • For Type, choose I (Item)
  • For Field, choose 88 (Status)
       4.   For Page Heading, name it whatever you want
       5.   Keep the starting and ending numbers
       6.   For Number of Blank Lines, choose 1
       7.   The only option I recommend is “Display Each Variable-Length Field on a New Line”
       8.   When all is set up, click OK
       9.   If a printer prompt (to Select Printer) pops up, choose Email Printer and click OK
      10. Fill in the Email Address line (and note in the Note section if you wish), and click OK

By sending to email you can copy from email and paste into Word for printing at your convenience.

If all is good, make sure to Empty the review file when you’re done.
 
 
It is recommended to either have knowledge of bibliographic, item, and patron record structures, fields and codes, or have code lists handy for reference. 
 
It is highly recommended that this list be dealt with in a timely fashion as it will cumulate over time. Items will be printed again the next month unless the item is discarded or the STATUS changed in some manner.