I. Lost or Discarded scores or books not being replaced.

1. In Alma, locate the item record for the lost/discarded item. Copy barcode and delete item record for the lost/discarded item.

2. Add local holdings note ($$x)  to the holdings record to store information about the lost/discarded item. 

• • • • Include:

        • barcode number

        • copy number (if not copy 1)

        • discarded OR lost

        • date

• Examples:

  • 852 0# $$a M25.K245 $$i P24 1925 $$x 39087012052789 discarded May 2, 2020

  • 852 0# $$ML410.M93 $$i B429 1932 $$x 39087011925678 (copy 2) lost April 20, 2020.

3. If lost/discarded item is the only item in the holdings record, suppress the holdings record. If that holding record is the only one attached to the bibliographic record, suppress the bibliographic record and delete holdings in OCLC

4. Stamp discarded items with the appropriate stamp and place on the discards shelf

5. Date and initial “Brittle Book Work Form” if present and return to Alice.

II. Lost or discarded items being replaced with the same edition.

1. In Alma, locate the item record for the lost/ discarded item. Copy barcode and delete item record for the lost/discarded item.

2. Add local holdings note (‡x)  to the holdings record to store information about the lost/discarded item. 

• • • • Include:

        • barcode number

        • copy number (if not copy 1)

        • discarded/replaced OR lost/replaced

        • date

• Examples:

  • 852 0# $$a M25.K245 $$i P24 1925 $$x 39087012052789 discarded/replaced May 2, 2020

  • 852 0# $$ML410.M93 $$i B429 1932 $$x 39087011925678 (copy 2) lost/replaced April 20, 2020

3. Edit the Item records for replacements:

Lost replacement: Use the next copy number.

Discarded replacement: Re-use the discarded item’s copy number.

4. Stamp discarded items with the appropriate stamp and place on the discards shelf

5. Date and initial “Brittle Book Work Form” if present and return to Alice.

III. Lost or discarded items being replaced with a different edition.

1. In Alma, locate the item record for the lost/ discarded item. Copy barcode and delete item record for the lost/discarded item.

2. Add local holdings note (‡x)  to the holdings record to store information about the lost/discarded item. 

• • • • Include:

        • barcode number of item being discarded or lost item

        • copy number (if not copy 1)

        • discarded/replaced OR lost/replaced

        • date

        • barcode of replacement

• Example:

  • 852 0# $$a M25.K245 $$i P24 1925 $$x 39087012052789 discarded/replaced May 2, 2020; replaced by 39087015089761

3. Catalog replacement as a new title. Make sure you use the same barcode you used in the $$x of the 852.

4. If lost/discarded item is the only item in the holdings record, suppress the holdings record, if other holdings records are also attached. If that holding record is the only one attached to the bibliographic record, suppress the bibliographic record and delete holdings in OCLC

IV. Lost items found and reinstated

1. Locate the holdings record for the lost item. If an 852 $$x field was created for the lost item, make an addition to the field with the date and found/reinstated

2. Unsuppress the bibliographic and/or holdings record

3. Create an item record

4. If necessary, update the OCLC record

Example:

• 852 0# $$ML410.M93 $$i B429 1932 $$x 39087011925678 (copy 2) lost/replaced April 20, 2020; found/reinstated June 20, 2023

5. Some lost items return after a long absence and they may no longer have a bibliographic record in Alma. They may have also been lost before retrospective conversion and were therefore never present in our online catalog. In this case treat the item as new. 

• • In general use the call number already marked on the item. It can then return directly to the shelves instead of being sent to the bindery

  • If there is a shelf-list card with the call number crossed out, erase the cross-out and annotate the card "found and reinstated [date]"

V. Retrieval of information

The following search can be used to retrieve this information:

• Advanced search/Physical titles/Holdings note/contains Keywords/.....

VI. Procedures for lost/discarded sound recordings and videos

• If the entire title is lost/discarded, delete holdings in OCLC

• In Alma, delete holdings and item records for the  lost/discarded items

• If no purchase order is attached, delete bibliographic record; if purchase order is attached, suppress the bibliographic record from discovery

• Accession books: Cross out the accession number and annotate date. The accession books were discontinued in Oct. 1999. Newer acquisitions will not have entries.

• For sound recordings only: Annotate the manufacturers file cards, by crossing out numbers that are discarded/lost. More recent acquisitions will not have manufacturer's cards.