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LOST-ASSUM / LOST-CLAIM / LOST-PAID / MISSING

Sirsi Definitions

LOST 

we DO NOT use LOST in normal workflow.  LOST was a location from the DRA-to-Sirsi migration in July 2003.  Do not use this! 

LOST-ASSUME

Symphony automatically updates CHECKED-OUT to LOST-ASSUME after 60 days overdue (same day as the bill is generated).  LOST-ASSUME is associated with a patron. 

LOST-CLAIM

Access Services staff may check items out to LOST-CLAIM when a patron reports that s/he has lost an item. 

LOST-PAID

Automated update if paid at Cashier - or - Access Services staff check items out to LOST-PAID when a patron pays for an item. 

MISSING

Whoever can't find an item marks it MISSING immediately.  The item is NOT associated with a patron; it just cannot be found. 

MISSING-C

After 3 unsuccessful searches of MISSING items (30/60/90 days) Access Services staff check items out to MISSING-C (MISSING-COMPLETE).  The item is NOT associated with a patron; it just cannot be found. 

WITHDRAWN

Either a librarian has made an intentional decision to withdraw an item from the collection,  (Technical Services should be the only folks assigning items to WITHDRAWN. (Is this true?) 
OR an item has been checked out to LOST-PAID for over 1 year, and an automated script checks the item out to WITHDRAWN

WITHDRAWN-M

If an item has been checked out to MISSING-C for over 1 year, an automated script checks the item out to WITHDRAWN-M (Withdrawn-Missing)

NOTE

All of the locations above are shadowed locations, meaning that when an item enters into the Lost/Missing/Withdrawn process it is no longer visible in the public catalog, but will still be visible in Sirsi.

Final Actions

  • The Libraries have TWO final statuses in Symphony:
    • WITHDRAWN
      •  a physical item has been intentionally removed from the collection by Collections, an individual Librarian, or by a branch.  These items will not re-appear.  A&D takes final action on these by changing the home location to WITHDRAWN and removing holdings in OCLC. 
      • an item has been has been checked out to LOST-PAID for over 1 year, and an automated script changes the home location to WITHDRAWN.  The list of  WITHDRAWN item OCLC#'s will be forwarded to A&D/DPP for batch holdings removal in OCLC
    • WITHDRAWN-M
      • an item has been checked out to MISSING-C for over 1 year, an automated script changes the home location to WITHDRAWN-M (Withdrawn-Missing). The list of  WITHDRAWN-M item OCLC#'s will be forwarded to A&D/DPP for batch holdings removal in OCLC. Due to audit-trail and ILS-level requirements, WITHDRAWN-M records (bibliographic, purchase order, etc.) stay in the ILS indefinitely.

Status Grid

Students 

CHECKED-OUT items gettingbilled by the system as lost  


Students 
CHECKED-OUT items reported as  
lost 


Non-Students 

CHECKED-OUT items 
long overdue -- 


MISSING -- however that comes to our attention


CLAIMS RETURNED 

CHECKED-OUT


CHECKED-OUT


CHECKED-OUT


AVAILABLE


CHECKED-OUT

LOST-ASSUM


(Collections gets monthly report of items in LOST-ASSUM more than365 days)


LOST-CLAIM


(Collections gets monthly report of items in LOST-CLAIM more than365 days)


stays CHECKED-OUT forever

(Collections gets monthly report of items CHECKED-OUT more than365 days)


whoever can't find the thingmarks it MISSING 

(note: item must NOT be associated with a patron)


stays CHECKED-OUT 

Access Services enters a claimed returned date





paper bill sent  to patron 


Access Services searches 3 times:30/60/90 days


Access Services searches 3 times: 30/60/90 days & checks the Branches

IF Patron Pays  


IF Patron Pays


IF Patron Pays














Automated update if paid at the cashier - or - Access Services checks out to LOST-PAID

(Collections gets report of items added to LOST-PAID each month and reorders thru normal workflow ... or not)  


Automated update if paid at the cashier - or - Access Services checks out to LOST-PAID

(Collections gets report of items added to LOST-PAID each month and reorders thru normal workflow ... or not)  


Automated update if paid at the cashier - or - Access Services checks out to LOST-PAID

(Collections gets report of items added to LOST-PAID each month and reorders thru normal workflow ... or not)  


Access Services checks out toMISSING-C

(Collections gets report ofitems added to MISSING-Ceach month and reorders thrunormal workflow ... or not)


Depending on patron situation, 
Automated update or Access Services checks item out to LOST-PAID or  MISSING-C

(Collections gets report of items added to MISSING-C  and LOST-PAID each month and reorders thru normal workflow... or not)

IF an item has been has been checked out to LOST-PAID for over 1 year, an automated script changes the home location to WITHDRAWN


IF an item has been has been checked out to LOST-PAID for over 1 year, an automated script changes the home location to WITHDRAWN


an item has been has been checked out to LOST-PAID for over 1 year, an automated script changes the home location to WITHDRAWN


If an item has been checked out to MISSING-C for over 1 year, an automated scriptchanges home location to WITHDRAWN-M


If an item has been checked out to MISSING-C / LOST_PAID for over 1 year, an automated script changes home location to WITHDRAWN-M / WITHDRAWN

  • Human (staff) action
  • Automated action
  • Report

** Dawn will develop workflow map showing SIRSI automated reports / changes (for those who want to know the details) - link to the map will go here**