[OPLINLIST] LAST COPIES and MISSING BOOKS responses.
Gerry Vogel
GVogel@daytonmetrolibrary.org
Wed, 4 May 2005 09:07:43 -0400
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Two weeks ago I asked these lists for feedback on Last Copies and
Missing Items. Thank you for those who provided responses. I re-post
my questions for each followed by responses. I have removed identifying
info for the libraries to avoid any imperial entanglements and edited
line by line responses to stand alone. =20
=20
Following the responses, I have our potential solution.
=20
For those who do not know enough about us, we use Horizon, and some
stats from LibCats:
=20
Number of Volumes in Collection: 2,100,000=20
Annual Circulation: 6,170,000=20
Number of Libraries/Branches: 21=20
Main Facility? yes=20
Population Served: 466,000
=20
I was hoping for more response, but I know everyone is busy. This
obviously is an issue that many should take a closer look at, in the
interests of efficiency AND customer service.
=20
---
=20
LAST COPIES:
=20
Q: Dear people involved with collections at multi-branch libraries:
=20
We are trying to find a better way to handle "last copies", books that
are being withdrawn at branch level for many possible reasons.
=20
Most of these are items that have clearly been superseded, are extremely
dated, or of no use because of condition. However, we have had a policy
of researching last copies to make sure we do not discard items that may
be of future use or interest (especially if they have local ties or
interest), and were perhaps just in the wrong place. Also, some of them
are items found on branch shelves were already missing or lost, and are
then found, but are not inventoried and may be of use. Ones we think
may be of future use we keep in our main library storage collection.
=20
I am interested to find out what our counterparts do at branch level OR
at main with last copies:
1) do you even care? Just pitch them?
2) do you have guidelines about what to keep? =20
3) is this determined at branch level or main? =20
=20
=20
A: Here at least with the Children's books, anything they want to
withdraw is sent to the Main Library for the final decision. Of course
we only have 4, soon to be 5, branches besides the Main Library.
=20
A: This isn't written down anywhere that I know of - just became
practice. We had asked branches to send all last copies to Main. But
as Main's shelves filled up and they realized that the type of thing
they were getting from branches really should be weeded and no one
needed - changed their minds. So now, last copies are simply withdrawn
and sent to FOL if they are in ok shape. =20
=20
=20
=20
MISSING:
Q: On a similar topic to my last email:
=20
- How do you handle items not found on shelves by patrons, by staff or
on request/pick/pull lists?
=20
- Do you mark them missing immediately, or do you use a "trace" or some
other status? =20
=20
- When and how do you search for them again, and how many times? How
much time does this take?
=20
- How successful is this at finding lost items?
=20
- What is your library's timeline for "giving up", or otherwise deleting
them? Does this happen automatically or manually? Are they reviewed by
professionals or others for possible replacement? Do missing or lost
last copies trigger deletion of the bib record? Update of OCLC?
=20
I am interested in any and all of your policies, reasoning and thoughts
about this issue.
=20
Again, I am happy to compile this information and redistribute it to the
list.
=20
=20
A: This has been a practice here for some time now - we have always
focused on reserves and hot material trying to get them into folks hands
quickly. Conversely - we didn't want someone languishing on a reserve
list because the items were missing, etc. so we set a time frame of Over
60 Days - created a report and the do follow-up on these titles. Do we
need to order more, is it really missing, etc.? This work is done in
Tech. Svcs. so sometimes necessitates getting our public service
colleagues to check shelves, make things missing, etc.=20
=20
A: We send out a missing and long missing report and ask that folks
look for them in a timely manner. Of course some locations are better
at this than others. Our public service administrators are making an
effort to hold folks accountable in this area. One way we are trying to
tackle this issue is by having all staff shelf-read. The better order
shelves are in - more likely you can find things and not have to make
the material missing. I believe there was a panel about this at PLA
last year - you might find notes about this from another library out
there as well.
=20
A: We check out the items to a "trace" card. (This is a SIRSI method
since we cannot use a status like we did in Dynix). We run a quarterly
trace report by collection development areas & it is reviewed by the
librarian covering that area. He or she makes the decision to reorder or
cancel after checking the shelves a final time. If we are reordering the
item, we then check it out to a "reorder" card to prevent the bib from
being deleted. Items that we cannot find & just want to cancel are
checked out to a "discard" card. This report is run automatically each
week & removes the items by barcode. It will delete the bib if it is a
final copy.
=20
A: We try to mark items missing immediately. Our library automation
system, Sirsi, has a feature called shadowing that removes the items
from public view but leaves them in staff view with a status of missing.
We run a monthly report of items marked missing in the last two months
and search for them. We do find the occasional lost item and return it
to it's normal status. Then we leave the unfound missing items in the
system for another four months before they are finally deleted from the
system. We do run a list of missing items about to be deleted for
collection development staff to review for re-ordering purposes. As I
like to say, our missing items have six months to live before they are
deleted completely.
=20
A: Usually we place a hold (either on the patron's card or on a
collection management card) on the item. The item shows up on our hold
pickup list the next day, and we search for 3 days. If it is not found
then, we mark it missing. We spend at least an hour a day, but most of
the holds on the list are for books that are on the shelf (i.e. patrons
placing holds from home, NOT "missing" holds.)
Success? Depends on the book (high theft?) and how well shelvers are
doing. We have not done an inventory since 1998 so there are a lot of
misleading records. Items are deleted after 3 days manually, reviewed by
others and/or professionals. No trigger for deletion of bib record or
OCLC holdings.
=20
A: Lost items are Deleted Immediately (unless you are so busy you
forget). Searched for as time permits, hopefully three times over the
course of 6 months. Fairly successful at finding lost items, but I do
not have exact figures. We have just switched to a new automation
system and we have not yet set the policies/procedures for the new
system. However, I believe that the current discussion is leaning
towards putting the item into discard status after a year and having the
discards automatically deleted after a year.
=20
-----
=20
We had our meeting - so what are we going to do? This is on the table
and edited for clarity - please note this is NOT OUR POLICY..... YET. =20
=20
Deleting Items and last copies:
=20
All books to be withdrawn or cancelled will be set to a "Withdrawn"
status, stamped and boxed for booksale or incinerator depending on
condition.
=20
There will be no need for last copy printouts anymore, as a batch
process run on a regular basis will delete these items from our database
and anything with an OCLC number from our holdings records there. Ones
without numbers will require manual followup.
=20
Last copies at branches - send to Main for our consideration. They will
be marked with the forthcoming "Last Copy" status before being boxed up.
Again -- no printouts are required. We can scan items for details and
circ history will be maintained. Items to keep will be stamped and
labeled accordingly and changed to main locations in the system, items
to discard to "Withdrawn". In addition, item in this status will still
be visible and requestable by patrons until they are discarded or
transferred to main. These can be trapped when checked in or when aides
mark "Withdrawn." Main would also be interested in taking items
branches are weeding that are NOT last copies, but are no longer held by
main. This means they are one day closer to being delivered elsewhere
in the system so it benefits all. Such items could be labeled "No Main
Copy" and be put in a "Staff Transit" status. We could then change
location or Withdraw as needed.
=20
Missing/Lost Items:
=20
We just need to settle on timelines for changing status.
=20
"Missing" should now be the last item status set to mark it for
deletion. The equivalent to Withdrawn, except we do not have the item
in hand.
=20
"Trace" and "Trace2" and would be progressive statuses set to look for
"missing, not on shelf" items not located by pull lists or staff or
patrons. All items not found where they should be are set to Trace, not
Missing.
=20
A "Trace" report would be searched on a regular (daily?) basis for items
in that status longer than X days (a week? Two? A month?) . They are
either found and checked in, or they are changed to "Trace2". A Trace2
report would be the "last chance", and perhaps a greater interval should
be allotted (several months?) Those not found are marked missing and
deleted by batch.
=20
Items in trace status could be seen and reserved by patrons. This would
put them on a pull list and give the item an additional -- and more
urgent - searching-for. Perhaps "trace" could show in PAC as "We're
looking for it" and trace2 "we're still looking for it"? This could
also help patrons if the item they have requested goes to "trace" more
immediately. They may have made an item specific request in error (this
happens a lot) and may want to cancel this and reserve another item
instead.
=20
=20
=20
=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=
=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=
=3D=3D=3D=3D=3D=3D=3D
Gerry Vogel, Assistant Manager of Adult Services=20
Dayton Metro Library
215 E. 3rd St., Dayton OH 45402
t: 937-227-9559, f: 937-227-9528, c: 937-414-0115
* opinions expressed are my own and not necessarily DMLs*
=20
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<body lang=3DEN-US link=3Dblue vlink=3Dpurple>
<div class=3DSection1>
<p class=3DMsoNormal style=3D'text-autospace:none'><font size=3D2 =
face=3D"Courier New"><span
style=3D'font-size:10.0pt;font-family:"Courier New"'>Two weeks ago I =
asked these
lists for feedback on Last Copies and Missing Items. Thank you for =
those who
provided responses. I re-post my questions for each followed by =
responses. I
have removed identifying info for the libraries to avoid any imperial
entanglements and edited line by line responses to stand alone. =
<o:p></o:p></span></font></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><font size=3D2 =
face=3D"Courier New"><span
style=3D'font-size:10.0pt;font-family:"Courier =
New"'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><font size=3D2 =
face=3D"Courier New"><span
style=3D'font-size:10.0pt;font-family:"Courier New"'>Following the =
responses, I
have our potential solution.<o:p></o:p></span></font></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><font size=3D2 =
face=3D"Courier New"><span
style=3D'font-size:10.0pt;font-family:"Courier =
New"'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><font size=3D2 =
face=3D"Courier New"><span
style=3D'font-size:10.0pt;font-family:"Courier New"'>For those who do =
not know
enough about us, we use Horizon, and some stats from =
LibCats:<o:p></o:p></span></font></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><font size=3D2 =
face=3D"Courier New"><span
style=3D'font-size:10.0pt;font-family:"Courier =
New"'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><font size=3D2 =
face=3D"Courier New"><span
style=3D'font-size:10.0pt;font-family:"Courier New"'>Number of Volumes =
in
Collection: 2,100,000 <o:p></o:p></span></font></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><font size=3D2 =
face=3D"Courier New"><span
style=3D'font-size:10.0pt;font-family:"Courier New"'>Annual Circulation:
6,170,000 <o:p></o:p></span></font></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><font size=3D2 =
face=3D"Courier New"><span
style=3D'font-size:10.0pt;font-family:"Courier New"'>Number of
Libraries/Branches: 21 <o:p></o:p></span></font></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><font size=3D2 =
face=3D"Courier New"><span
style=3D'font-size:10.0pt;font-family:"Courier New"'>Main Facility? yes =
<o:p></o:p></span></font></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><font size=3D2 =
face=3D"Courier New"><span
style=3D'font-size:10.0pt;font-family:"Courier New"'>Population Served: =
466,000<o:p></o:p></span></font></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><font size=3D2 =
face=3D"Courier New"><span
style=3D'font-size:10.0pt;font-family:"Courier =
New"'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><font size=3D2 =
face=3D"Courier New"><span
style=3D'font-size:10.0pt;font-family:"Courier New"'>I was hoping for =
more
response, but I know everyone is busy. This obviously is an issue =
that many
should take a closer look at, in the interests of efficiency AND =
customer
service.<o:p></o:p></span></font></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><font size=3D2 =
face=3D"Courier New"><span
style=3D'font-size:10.0pt;font-family:"Courier =
New"'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><font size=3D2 =
face=3D"Courier New"><span
style=3D'font-size:10.0pt;font-family:"Courier =
New"'>---<o:p></o:p></span></font></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><font size=3D2 =
face=3D"Courier New"><span
style=3D'font-size:10.0pt;font-family:"Courier =
New"'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><font size=3D2 =
face=3D"Courier New"><span
style=3D'font-size:10.0pt;font-family:"Courier New"'>LAST =
COPIES:<o:p></o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'>Q: Dear people involved with collections at =
multi-branch
libraries:<o:p></o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'>We are trying to find a better way to handle =
“last
copies”, books that are being withdrawn at branch level for many =
possible
reasons.<o:p></o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'>Most of these are items that have clearly been =
superseded,
are extremely dated, or of no use because of condition. However, =
we have
had a policy of researching last copies to make sure we do not discard =
items
that may be of future use or interest (especially if they have local =
ties or interest),
and were perhaps just in the wrong place. Also, some of them are =
items
found on branch shelves were already missing or lost, and are then =
found, but
are not inventoried and may be of use. Ones we think may be of =
future use
we keep in our main library storage =
collection.<o:p></o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'>I am interested to find out what our counterparts do =
at
branch level OR at main with last copies:<o:p></o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'>1) do you even care? Just pitch =
them?<o:p></o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'>2) do you have guidelines about what to keep? =
<o:p></o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'>3) is this determined at branch level or main? =
<o:p></o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><font size=3D2 =
face=3D"Courier New"><span
style=3D'font-size:10.0pt;font-family:"Courier =
New"'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><font size=3D2 =
face=3D"Courier New"><span
style=3D'font-size:10.0pt;font-family:"Courier New"'>A: Here at least =
with the
Children's books, anything they want to withdraw is sent to the Main =
Library
for the final decision. Of course we only have 4, soon to be 5, branches
besides the Main Library.<o:p></o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3D"Courier New"><span =
style=3D'font-size:10.0pt;
font-family:"Courier New"'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><font size=3D2 =
face=3D"Courier New"><span
style=3D'font-size:10.0pt;font-family:"Courier New"'>A: This isn't =
written down
anywhere that I know of - just became practice. We had asked =
branches to send
all last copies to <st1:place w:st=3D"on">Main</st1:place>. But as =
<st1:place
w:st=3D"on">Main</st1:place>'s shelves filled up and they realized that =
the type
of thing they were getting from branches really should be weeded and no =
one
needed - changed their minds. So now, last copies are simply =
withdrawn and
sent to FOL if they are in ok shape. <o:p></o:p></span></font></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><font size=3D2 =
face=3D"Courier New"><span
style=3D'font-size:10.0pt;font-family:"Courier =
New"'> <o:p></o:p></span></font></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><font size=3D2 =
face=3D"Courier New"><span
style=3D'font-size:10.0pt;font-family:"Courier =
New"'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><font size=3D2 =
face=3D"Courier New"><span
style=3D'font-size:10.0pt;font-family:"Courier =
New"'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3D"Courier New"><span =
style=3D'font-size:10.0pt;
font-family:"Courier New"'>MISSING:<br>
<br>
<o:p></o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'>Q: On a similar topic to my last =
email:<o:p></o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'>- How do you handle items not found on shelves by =
patrons,
by staff or on request/pick/pull lists?<o:p></o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'>- Do you mark them missing immediately, or do you use =
a
“trace” or some other status? =
<o:p></o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'>- When and how do you search for them again, and how =
many
times? How much time does this take?<o:p></o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'>- How successful is this at finding lost =
items?<o:p></o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'>- What is your library’s timeline for =
“giving
up”, or otherwise deleting them? Does this happen automatically or
manually? Are they reviewed by professionals or others for =
possible
replacement? Do missing or lost last copies trigger deletion of =
the bib
record? Update of OCLC?<o:p></o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'>I am interested in any and all of your policies, =
reasoning
and thoughts about this issue.<o:p></o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'>Again, I am happy to compile this information and
redistribute it to the list.<o:p></o:p></span></font></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><font size=3D2 =
face=3D"Courier New"><span
style=3D'font-size:10.0pt;font-family:"Courier =
New"'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><font size=3D2 =
face=3D"Courier New"><span
style=3D'font-size:10.0pt;font-family:"Courier =
New"'> <o:p></o:p></span></font></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><font size=3D2 =
face=3D"Courier New"><span
style=3D'font-size:10.0pt;font-family:"Courier New"'>A: This has been a =
practice here
for some time now – we have always<o:p></o:p></span></font></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><font size=3D2 =
face=3D"Courier New"><span
style=3D'font-size:10.0pt;font-family:"Courier New"'>focused on reserves =
and hot
material trying to get them into folks hands quickly. Conversely - =
we didn't
want someone languishing on a reserve list because the items were =
missing, etc.
so we set a time frame of Over 60 Days - created a report and the do =
follow-up
on these titles. Do we need to order more, is it really missing, =
etc.? This
work is done in Tech. Svcs. so sometimes necessitates getting our public
service colleagues to check shelves, make things missing, etc. =
<o:p></o:p></span></font></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><font size=3D2 =
face=3D"Courier New"><span
style=3D'font-size:10.0pt;font-family:"Courier =
New"'> <o:p></o:p></span></font></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><font size=3D2 =
face=3D"Courier New"><span
style=3D'font-size:10.0pt;font-family:"Courier New"'>A: We send out a =
missing and
long missing report and ask that folks<o:p></o:p></span></font></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><font size=3D2 =
face=3D"Courier New"><span
style=3D'font-size:10.0pt;font-family:"Courier New"'>look for them in a =
timely
manner. Of course some locations are =
better<o:p></o:p></span></font></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><font size=3D2 =
face=3D"Courier New"><span
style=3D'font-size:10.0pt;font-family:"Courier New"'>at this than =
others. Our
public service administrators are making an<o:p></o:p></span></font></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><font size=3D2 =
face=3D"Courier New"><span
style=3D'font-size:10.0pt;font-family:"Courier New"'>effort to hold =
folks
accountable in this area. One way we are trying to tackle this =
issue is by
having all staff shelf-read. The better order shelves are in - =
more likely you
can find things and not have to make the material missing. I =
believe there was
a panel about this at PLA last year - you might find notes about this =
from
another library out there as well.<o:p></o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 color=3Dblue face=3DArial><span =
style=3D'font-size:
10.0pt;font-family:Arial;color:blue'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 color=3Dblue face=3DArial><span =
style=3D'font-size:
10.0pt;font-family:Arial;color:blue'>A: We check out the items to a
"trace" card. (This is a SIRSI method since we cannot use a =
status
like we did in Dynix). We run a quarterly trace report by collection
development areas & it is reviewed by the librarian covering that =
area. He
or she makes the decision to reorder or cancel after checking the =
shelves a
final time. If we are reordering the item, we then check it out to a
"reorder" card to prevent the bib from being deleted. Items =
that we
cannot find & just want to cancel are checked out to a =
"discard"
card. This report is run automatically each week & removes the items =
by
barcode. It will delete the bib if it is a final =
copy.</span></font><o:p></o:p></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'>A: We try to mark items missing immediately. =
Our
library automation system, Sirsi, has a feature called shadowing that =
removes
the items from public view but leaves them in staff view with a status =
of
missing. We run a monthly report of items marked missing in =
the last
two months and search for them. We do find the occasional
lost item and return it to it's normal status. Then we leave =
the
unfound missing items in the system for another four months before they =
are
finally deleted from the system. We do run a list of missing items =
about
to be deleted for collection development staff to review for re-ordering
purposes. As I like to say, our missing items have six months to =
live
before they are deleted completely.</span></font><o:p></o:p></p>
<p class=3DMsoNormal><font size=3D3 face=3D"Times New Roman"><span =
style=3D'font-size:
12.0pt'> <o:p></o:p></span></font></p>
<p class=3DMsoNormal><b><font size=3D3 face=3D"Times New Roman"><span
style=3D'font-size:12.0pt;font-weight:bold'>A: Usually we place a hold =
(either on
the patron's card or on a collection management card) on the item. The =
item
shows up on our hold pickup list the next day, and we search for 3 days. =
If it
is not found then, we mark it missing. We spend at least an hour a day, =
but
most of the holds on the list are for books that are on the shelf (i.e. =
patrons
placing holds from home, NOT "missing" =
holds.)</span></font></b><br>
Success? <b><span style=3D'font-weight:bold'>Depends on the book =
(high theft?)
and how well shelvers are doing. We have not done an inventory since =
1998 so
there are a lot of misleading records.</span></b> Items are deleted =
after <b><span
style=3D'font-weight:bold'>3 days manually, reviewed by others and/or
professionals</span></b>. No trigger for deletion of bib record or =
OCLC holdings.<o:p></o:p></p>
<p class=3DMsoNormal><font size=3D3 face=3D"Times New Roman"><span =
style=3D'font-size:
12.0pt'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><font size=3D2 =
face=3D"Courier New"><span
style=3D'font-size:10.0pt;font-family:"Courier New"'>A: Lost items are =
Deleted
Immediately (unless you are so busy you forget). Searched for as =
time permits,
hopefully three times over the course of 6 months. Fairly successful at =
finding
lost items, but I do not have exact figures. We have just switched =
to a new
automation system and we have not yet set the policies/procedures for =
the new
system. However, I believe that the current discussion is leaning =
towards
putting the item into discard status after a year and having the =
discards
automatically deleted after a year.<o:p></o:p></span></font></p>
<p class=3DMsoNormal><font size=3D3 face=3D"Times New Roman"><span =
style=3D'font-size:
12.0pt'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal><font size=3D3 face=3D"Times New Roman"><span =
style=3D'font-size:
12.0pt'>-----<o:p></o:p></span></font></p>
<p class=3DMsoNormal><font size=3D3 face=3D"Times New Roman"><span =
style=3D'font-size:
12.0pt'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal><font size=3D3 face=3D"Times New Roman"><span =
style=3D'font-size:
12.0pt'>We had our meeting – so what are we going to do? =
This is on the
table and edited for clarity – please note this is NOT OUR =
POLICY…..
YET. <o:p></o:p></span></font></p>
<p class=3DMsoNormal><font size=3D3 face=3D"Times New Roman"><span =
style=3D'font-size:
12.0pt'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal><u><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'>Deleting Items and last =
copies:<o:p></o:p></span></font></u></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'>All books to be withdrawn or cancelled will be set to =
a
“Withdrawn” status, stamped and boxed for booksale or =
incinerator
depending on condition.<o:p></o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'>There will be no need for last copy printouts =
anymore, as a
batch process run on a regular basis will delete these items from our =
database
and anything with an OCLC number from our holdings records there. =
Ones without
numbers will require manual followup.<o:p></o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'>Last copies at branches – send to <st1:place =
w:st=3D"on">Main</st1:place>
for our consideration. They will be marked with the forthcoming
“Last Copy” status before being boxed up. Again -- no
printouts are required. We can scan items for details and circ =
history
will be maintained. Items to keep will be stamped and labeled =
accordingly
and changed to main locations in the system, items to discard to
“Withdrawn”. In addition, item in this status will =
still be
visible and requestable by patrons until they are discarded or =
transferred to
main. These can be trapped when checked in or when aides mark
“Withdrawn.” <st1:place w:st=3D"on">Main</st1:place> =
would also
be interested in taking items branches are weeding that are NOT last =
copies, but
are no longer held by main. This means they are one day closer to =
being
delivered elsewhere in the system so it benefits all. Such items =
could be
labeled “No Main Copy” and be put in a “Staff =
Transit”
status. We could then change location or Withdraw as =
needed.<o:p></o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal><u><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'>Missing/Lost Items:<o:p></o:p></span></font></u></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'>We just need to settle on timelines for changing =
status.<o:p></o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'>“Missing” should now be the last item =
status set
to mark it for deletion. The equivalent to Withdrawn, except we do =
not
have the item in hand.<o:p></o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'>“Trace” and “Trace2” and =
would be
progressive statuses set to look for “missing, not on shelf” =
items
not located by pull lists or staff or patrons. All items not found =
where they
should be are set to Trace, not Missing.<o:p></o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'>A “Trace” report would be searched on a =
regular
(daily?) basis for items in that status longer than X days (a =
week?
Two? A month?) . They are either found and checked in, or =
they are
changed to “Trace2”. A Trace2 report would be the =
“last
chance”, and perhaps a greater interval should be allotted =
(several
months?) Those not found are marked missing and deleted by =
batch.<o:p></o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'>Items in trace status could be seen and reserved by
patrons. This would put them on a pull list and give the item an
additional -- and more urgent – searching-for. Perhaps =
“trace”
could show in PAC as “We’re looking for it” and trace2
“we’re still looking for it”? This could also =
help
patrons if the item they have requested goes to “trace” more
immediately. They may have made an item specific request in error =
(this
happens a lot) and may want to cancel this and reserve another item =
instead.<o:p></o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3DArial><span =
style=3D'font-size:10.0pt;
font-family:Arial'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal><font size=3D3 face=3DCourier><span =
style=3D'font-size:12.0pt;
font-family:Courier'> <o:p></o:p></span></font></p>
<p class=3DMsoNormal><font size=3D3 face=3DCourier><span =
style=3D'font-size:12.0pt;
font-family:Courier'>=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=
=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=
=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D<o:p></o:p></span></font></p>
<p class=3DMsoNormal><font size=3D3 face=3DCourier><span =
style=3D'font-size:12.0pt;
font-family:Courier'>Gerry Vogel, Assistant Manager of Adult Services =
<o:p></o:p></span></font></p>
<p class=3DMsoNormal><st1:City w:st=3D"on"><st1:place w:st=3D"on"><font =
size=3D3
face=3DCourier><span =
style=3D'font-size:12.0pt;font-family:Courier'>Dayton</span></font></st1:=
place></st1:City><font
face=3DCourier><span style=3D'font-family:Courier'> Metro =
Library<o:p></o:p></span></font></p>
<p class=3DMsoNormal><st1:address w:st=3D"on"><st1:Street =
w:st=3D"on"><font size=3D3
face=3DCourier><span =
style=3D'font-size:12.0pt;font-family:Courier'>215 E. 3rd
St.</span></font></st1:Street><font face=3DCourier><span =
style=3D'font-family:
Courier'>, <st1:City w:st=3D"on">Dayton</st1:City> <st1:State =
w:st=3D"on">OH</st1:State>
<st1:PostalCode =
w:st=3D"on">45402</st1:PostalCode></span></font></st1:address><font
face=3DCourier><span =
style=3D'font-family:Courier'><o:p></o:p></span></font></p>
<p class=3DMsoNormal><font size=3D3 face=3DCourier><span =
style=3D'font-size:12.0pt;
font-family:Courier'>t: 937-227-9559, f: 937-227-9528, c: =
937-414-0115<o:p></o:p></span></font></p>
<p class=3DMsoNormal><font size=3D3 face=3DCourier><span =
style=3D'font-size:12.0pt;
font-family:Courier'>* opinions expressed are my own and not necessarily =
DMLs*</span></font><font
face=3DCourier><span =
style=3D'font-family:Courier'><o:p></o:p></span></font></p>
<p class=3DMsoNormal><font size=3D3 face=3D"Times New Roman"><span =
style=3D'font-size:
12.0pt'><o:p> </o:p></span></font></p>
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