Cataloging Maintenance

Managing Lost Items

Managing Lost Items

Libraries have the need for a timely list of all items which have been coded in the STATUS field as MISSING (m) or CLAIMS RETURNED (z). This list is a valuable tool in order to

  1. search for items, find them, and return STATUS to AVAILABLE "-", or 
  2. determination if the item needs replacing or the record needs deleting. 

 

NWLS will create a master list of all items with a status of MISSING (m) or CLAIMS RETURNED (z). Each library can create a new separate list (off of the master list) of their own missing/claims returned. The master list will be labeled "Merlin Missing List”  and will be pre-sorted by library location and call number.
A. Create a Local List of Missing/Claims Returned Items
  1. Login to Sierra (either Cataloging or Circulation)
  2. Click on the Create Lists function
  3. Choose a file under 2500 
  4. Click Search Records
  5. Name the file something like ‘My Library Name’ Missing
  6. Make the 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 section B.
B. Create and Send a List of Fields from the Records
This function allows you to print select fields from your list of records.  

  1. Highlight the file you created named ‘My Library Name’ Missing
  2. Click List Records
  3. In Fields To Be Listed you can choose from the following:
  • 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 without detailed 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 to format.

If all is good, make sure to Empty your review file when you’re finished with it.

Things to Keep in Mind:
 
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.