Technical Services Procedures

Maintaining the Online Catalog - Miscellaneous Maintenance : Lost and Paid

Page Editor: Linda Kowalk
Last Updated: January 18, 2007

1. User pays for a piece they cannot find and is checked out to them.

2. Circulation does an Innopac process to the record that checks the record in and places the $ in the status field of the item record. The $ in the status means lost and paid and this displays. If a person comes to a desk and wants the piece, they are told they should do an ILL.

3. The next day, following through in the Circ. process, a print of the item record is made. It is placed in a basket in the Circulation Supervisor's office. These prints are kept for a month in this basket and some prints are removed, if the book turns up.

4. At the end of each month, the Circ. Supervisor takes the prints from the basket and places them in the filing cabinet that has the lost and paid prints for the last six months. If a user returns the book while it is still in Circulation's file of six months worth of prints, they get their money refunded and the item record $ status in Magic is cleared.

5. As the Circ. Supervisor does the filing, he/she pulls the oldest month (the 7 month old prints) and reviews them. He/she looks for recent check in or out information, a change in status, etc. He/she also looks for hold information.

6. Records that have not been altered that are still $, the Circ. Supervisor sends the batch of prints to DataCat for withdrawal.

7. DataCat withdraws in batch process. The records are withdrawn as soon as they are received from Circulation, usually within a day or two of receipt depending on the amount. If unable to delete item because of a hold, return printout to Circulation Holds Processor for resolution of hold. Print will be returned to you for deletion of item. If unable to delete item because it's still on reserve, work with Course Reserves or Branch to resolve the problem and then do withdrawal.

8. If withdrawing the last copy of a monograph title, after you remove the MSU holdings from OCLC, print a copy of the bib record.

9. If withdrawing a duplicate copy or part of a multi-volume work, write the OCLC number on the "lost and paid" printout, print off any useful information from Magic about the title (bib. and summary screen or bib. and remaining item screen), and clip this information to the original print.

10. If you have bibs that cannot be deleted because there is an order attached, suppress the bib record by placing a "w" in the suppression field (07). Give the printout to Group Leader so a note may be placed in the order record to indicate the piece has been withdrawn (Last copy withdrawn-Lost & paid-00/00/00int.).

11. If withdrawing a serial title, pass paperwork on to authorized serial person to do withdrawal. Paperwork should be returned to you upon their completion. It is not necessary to print OCLC record or regional holdings for serial titles.

12. DataCat stamps the print from Circ with the withdrawn stamp that has the date of the withdrawal.

13. After withdrawing the titles, DataCat sends the original print and any accompanying information to Bib. Support. Paperwork for CD, LP, M, or ST call #'s should be separated and sent to Fine Arts-Music.

14. Bib. Support shares the information with the appropriate bibliographer. The bibliographer determines whether to re-order the title or not. If the decision is made to re-order, Bib. Support forwards the print that has the withdrawn stamp on it to Acqusitions with the order request. We have learned that various human factors affect this very organized process. Patrons find the material after it has been withdrawn and it gets returned to the library and restored. If Acquisitions gets an order for a lost and paid title and there is a recent record in Magic, it is not necessarily a problem, but something that got returned and restored. The information about the restore should go back to Bib. Support for the bibliographer to make a decision about additional copies.