Technical Services Procedures

Maintaining the Online Catalog (MAGIC) - Branch Libraries : Branch Missing

Page Editor: Linda Kowalk
Last Updated: October 18, 2006

A specific code will be inserted in the status field of the item record of a missing piece. This code, in combination with the problem field in the item record, will be used for a create list process to generate lists of missing items in a branch.

The specific status code will display in Magic that a copy or volume of a title is missing. All persons that look at the record will know the piece is missing.

When a branch needs to declare an item missing the following steps would be done:

1. The status code in the item record of the missing piece is changed to l (this is a small letter L)
2. A problem note field is added to the item record stating "Declared missing" with a date.

To make the change in the status and to add the problem note:

1. Select the item record to declare missing
2. Select the status field by typing the number of the field and type l (small letter L)
3. Type i to insert a field
4. Type e for problem note field
5. Type: Declared missing and add the date.
   
   

When a branch needs to determine what pieces in their library are missing the following steps would be done:

1. A list from Magic would be generated with the following information:
   1. branch location code and/or sublocation
   2. presence of the l (L) status
   3. presence of a note field with phrase: Declared missing

    

2. If a date has been used in the note field, it would not interfere with creating a general list of all branch items declared missing. The date in the note field can be as broad as just a year or specific to include a month and year. Consistency is the key. If a month is used, it would need to be noted the same way in all records, i.e. always use 01 or January. A year must have all four digits.