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Procedures for Recording Volumes Missing at the
Time of Transfer to LSF
(Revised 5/10/2001)
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.
- Use the word "NOS" with a colon followed by the date in 866 subfield |x when recording the missing item(s) for the first time. Do not preface the word "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.
- Record ALL missing volumes in one subfield |z at the end of 866 fields.
Examples
When missing volumes are recorded for the first time:
866/1:41: |8 0 |a v.71:no.4(1985)-v.72:no.3(1985),
866/2:41: |8 0 |a v.73(1986)-v.74:no.2(1986),
866/3:41: |8 0 |a v.75(1988)-v.78:no.3(1991)
866/4:41: |z **Missing: v.72:no.2(1985), v.73:no.1(1986), v.76:no.1(1988) |x NOS: 01/20/00
When missing volumes are searched for the first time:
866/1:41: |8 0 |a v.71:no.4(1985)-v.72:no.3(1985),
866/2:41: |8 0 |a v.73(1986)-v.74:no.2(1986),
866/3:41: |8 0 |a v.75(1988)-v.78:no.3(1991)
866/4:41: |z **Missing: v.72:no.2(1985), v.73:no.1(1986), v.76:no.1(1988) |x **Searched: 03/14/00 1x NOS: 00/01/20
Public holdings display (same for both cases):
------------------------- Location 1 (continued) --------------
LOCATION: ENGIN/APPL SCI, Periodicals (Non-Circulating)
CALL NUMBER: TK5105.5 (LC)
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)
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- Do not create a dummy item record for missing items.
Section 2. Missing volumes with item records
- Perform the same steps as described in Session 1 to record missing volumes in the MHLD. Do not mark the item records as missing by using the item condition code "MSNG."
Section 3. When missing items are found
Update the "Missing" note by removing the volume(s) found from the subfield z and updating the search date and number of re-searches in the subfield x. Delete the entire subfield z and subfield x from the 866 field if all missing volumes are found.
Example:
Before updating:
866/1:41: |a v.1-v.10
866/2:41: |z **Missing: v.3, v.7 |x **Searched: 06/19/00 3x NOS: 12/16/99
Updating when only v.3 was found:
866/1:41: |a v.1-v.10
866/3:41: |z **Missing: v.7 |x **Searched: 08/27/00 4x NOS: 12/16/99
Updating when both v.3 and v.7 were found:
866/1:41: |a v.1-v.10
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