Handy Library Manager  for Windows


Help, how to topics > Library items > How to process lost or missing library items?


How to handle missing, lost, old, or damaged library items?

  • Do not rush with movement or deletion of the missing items from the library main catalog.
  • Lost items are very often found by patrons after several weeks, missing items are spotted in the library at different locations.
  • When Item is moved or deleted all related loan transactions will be deleted from the Loan table.
  • You can move loan transactions to OLD_LOANS table, but if item is found you cannot reactivate old loans linked with the found item.
  • Library main catalogue provides many additional data fields. You can use one of them to enter "a temporary lost" note (who, when, details).
  • Only move items when you are sure that they are lost. Try to implement simple procedure that your library administrators (volunteers) could easily follow.
  • Best practice for deleting (moving) lost items from the main library catalog: Run a lost item report at the end of the year, school semester, after 3-6 months schedule. Check items listed in the report, confirm the lost status. Use Move or Delete command.
  • What is the difference between missing and lost items? Lost items are ones that have been checked out to a borrower and not returned. Missing items are ones that should be on the shelf but cannot be located.

missing, lost library items good suggestion

Choose a data field to enter "missing item note".

There are many additional data fields (CUSTOM01 - CUSTOM9).


missing, lost library items

Use Advanced Search to display only items with the "missing note".

Print a report with missing items.

Review if there were check out transactions after "missing note" was entered.

Review if the item is back on the shelf.


missing, lost library items, copy notes field

If you have multiple copies you can use COPY_NOTES data field to enter "missing item" note.


check in/out select missing note data field

In addition to regular data fields you can display one extra field in the check in/out window.

Maybe you would like to display "missing note" there.

CUSTOM1 data field selected in the Display Additional Item Field.


check in/out, display missing note

Easily verify "temporary missing" items when checking items out.


Questions:
I am struggling trying to figure out how to deal with lost books. If I mark them as lost, I seem to lose their info and then if they get returned it's a hassle and I basically have to re-enter them. I'm thinking of just marking them as lost in some field, but not sure which one to do this in. I'd like to generate a list of lost books to help me decide which ones to reorder. It makes me wonder if there are other users I could talk to? Have you thought about a forum where library users could talk to each other and share tips?

It's a good idea to mark the item as "temporary lost" in a field of your choice. How to delete or remove library lost item?



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