Procedures for Recording Volumes Missing at the Time of Transfer to LSF

Section 1. Missing volumes without item records

  • Use the word "Missing" with a colon followed by the specific missing volume(s) in 866 subfield z to alert the public. Preface the word "Missing" with two asterisks for system identification.
  • Record ALL missing volumes in one subfield z at the end of 866 fields.
  • Do not create a dummy item record for missing items.
  • Use "NOS" (NOT ON SHELF) with a colon followed by the date in 866 subfield x when recording the missing volumes(s) for the first time. Do not preface "NOS" with asterisks.
  • Add, before the "NOS: date" text string in 866 subfield x, the word "Searched" with a colon followed by the date and number of times the missing item has been searched to date (in the format of 1x, 2x, 3x, ... etc.) when performing a search on the missing volume. Preface the word "Searched" with two asterisks for system identification.

Examples

When missing volumes are recorded for the first time:

852 0 1 ‚b engnper ‚h TK1 ‚i E266 (LC)+ ‚m Oversize
866 4 1 ‚8 0 ‚a v.71:no.4(1985)-v.72:no.3(1985),
866 4 1 ‚8 0 ‚a v.73(1986)-v.74:no.2(1986),
866 4 1 ‚8 0 ‚a v.75(1988)-v.78:no.3(1991)
866 4 1 ‚z **Missing: v.72:no.2(1985), v.73:no.1(1986), v.76:no.1(1988) ‚x NOS: 01/20/02

When missing volumes are searched for the first time:

852 0 1 ‚b engnper ‚h TK1 ‚i E266 (LC)+ ‚m Oversize
866 4 1 ‚8 0 ‚a v.71:no.4(1985)-v.72:no.3(1985),
866 4 1 ‚8 0 ‚a v.73(1986)-v.74:no.2(1986),
866 4 1 ‚8 0 ‚a v.75(1988)-v.78:no.3(1991)
866 4 1 ‚z **Missing: v.72:no.2(1985), v.73:no.1(1986), v.76:no.1(1988) ‚x **Searched: 03/14/02 1x NOS: 01/20/02

Public holdings display (same for both cases):

Location: ENGINEERING & APPLIED SCIENCE, Periodicals (Non-Circulating)
Call Number: TK1 E266 (LC)+ Oversize
Status Not Checked Out
Library has:

v.71:no.4(1985)-v.72:no.3(1985),
v.73(1986)-v.74:no.2(1986),
v.75(1988)-v.78:no.3(1991)
**Missing: v.72:no.2(1985), v.73:no.1(1986), v.76:no.1(1988)

Section 2. Missing volumes with item records
  • Perform the same steps as described in Section 1 to record missing volumes in the MFHD.
  • Do not mark the item records as missing by using the item status code "Missing".
Section 3. When missing items are found

  • Update the "Missing" note by removing the volume(s) found from the 866 subfield z and updating the search date and number of re-searches in the 866 subfield x.
  • Delete the entire subfield z and subfield x from the 866 field if all missing volumes are found.

Example:

Before updating:

866 4 1 ‚8 0 ‚a v.1-v.10
866 4 1 ‚8 0 ‚z **Missing: v.3, v.7 ‚x **Searched: 06/19/02 3x NOS: 12/16/01

Update when only v.3 was found:

866 4 1 ‚8 0 ‚a v.1-v.10
866 4 1 ‚8 0 ‚z **Missing: v.7 ‚x **Searched: 08/27/02 4x NOS: 12/16/01

Updating when both v.3 and v.7 were found:

866 4 1 ‚8 0 ‚a v.1-v.10

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Originally created by Dajin Sun, 22 May 2001. Rev. for Voyager, Eric Friede, 8 Jan. 2003
Last revision: 11/28/2007 9:28 AM
Contact: dajin.sun@yale.edu
URL: http://www.library.yale.edu/cataloging/lsf/lsfmissing.htm