Knowledge Base

"Lost" items are items that were in the repository and they have been marked as lost after it has been checked out and reported lost by the end user or it has not been returned and deemed lost by Alma.

To delete/withdraw lost items:

1. Create a set
2. Run the "Change Physical Items Information" job
3. Run the "Close Lost Loans" job
4. Run the "Withdraw Physical Items" job

Create a Set

Create a set using one of the following means.

• A repository search
• An excel file using barcodes 
• An analytics report

Briefly, to create a set from a repository search for items with the process type of "Lost":

1. Click on the +🔍 Advanced Search icon.
2. Select: "Search in": Physical items and "Zone": Institution.
3. Select: Physical item: Process type and Equals and Lost.
4. Optionally, add more parameters (e.g., Holdings: Permanent physical location and Equals and STACK).
5. Click Search.
6. Click Save Query button in the upper right-hand corner.
7. Give the set a descriptive name, add a description that lists parameters, etc., and click Save.

Run the "Change Physical Items Information" Job

1. Go to Admin > "Manage Jobs and Sets": Run a Job.
2. Select the Change Physical Items Information job.
3. Click Next.
4. Select the set created previously.
5. Click Next.
6. Scroll to "Change notes information" section.
   1. Check the box next to "Statistics Note 1."
      1. Type Withdrawn in the field.
      2. "Condition": Unconditionally.
   2. Check the box next to "Statistics Note 2."
      1. Type Lost in the field.
      2. "Condition": Unconditionally.
7. Click Next.
8. Click Submit.
9. Click Confirm.

Run the "Close Lost Loans" Job

1. Go to Admin > "Manage Jobs and Sets": Run a Job.
2. Select the Close Lost Loans job.
3. Click Next.
4. Select the set created previously.
5. Click Next.
6. Click Submit.
7. Click Confirm.

Run the "Withdraw Physical Items" Job

1. Got to Admin > "Manage Jobs and Sets": Run a Job.
2. Select the Withdraw Physical Items job.
3. Click Next.
4. Select the set created previously.
5. Click Next.
6. Select Delete holdings, delete bibliographic records with no other holdings.
7. Keep the boxes unchecked for:
   1. Do not withdraw items with active requests
   2. Do not withdraw items with non-active requests in the queue
   3. Do not withdraw items with work orders
8. Click Next.
9. Click Submit.
10. Click Confirm.