Missing items in Alma are not located on the shelf.

Lost items in Alma are items checked out by patrons and overdue by a specified period. 

Our procedure for missing searches uses the internal note 3 field together with periodic Analytics reports to progress missing items through a 1 week, 1 month, 6 month, and 12 month search. 

1. Item reported Missing / not found on shelf.
2. Item is toggled to missing status by any staff member. 
   1. Choose the ellipses next to the item in list and Toggle Missing Status. 
      Don't see "Toggle Missing Status?"  You may need to search for the item title and find the item in the list. 
      Holds can be added to items in missing status, if desired. 
3. Analytics reports run weekly and are emailed to circ desks.
   The report logic is
   1. items in missing status and
   2. internal note 3 does not contain 1stSearch or 2ndSearch or 3rdSearch or Sent for replacement and  lifecycle is active
4. Staff complete 1 week search
   1. If the item is found,
      1. Toggle off missing status
      2. Remove internal note 3
      3. Scan to reshelve
   2. If the item is not found,
      1. Add internal note 3 to item 1stSearch yyyy-mm-dd
      2. Cancel any holds on item.
5. Items ready for 1 month search report runs every week and is emailed to circ desks.
6. Staff complete 1 month search
   1. If the item is found,
      1. Toggle off missing status
      2. Remove internal note 3
      3. Scan to reshelve
   2. If the item is not found,
      1. Add internal note 3 to item 2ndSearch yyyy-mm-dd
7. Items ready for 6 month search report runs every month on the 2nd and is emailed to circ desks.
8. Staff complete 6 month search.
   1. If the item is found,
      1. Toggle off missing status
      2. Remove internal note 3
      3. Scan to reshelve
   2. If the item is not found,
      1. Add internal note 3 to item 3rdSearch yyyy-mm-dd
9. Items ready for 12 month search report runs every month on the 2nd and is emailed to circ desks.
   1. If the item is found,
      1. Toggle off missing status
      2. Remove internal note 3
      3. Scan to reshelve
   2. If the item is not found...
      1. Add internal note 3 to item Sent for replacement yyyy-mm-dd
      2. The item is now ready for the replacement / withdrawal workflow.

Report contents

At the end of 12 months, a list of long lost and missing items is sent to subject selectors for review.  This list includes:

• missing items searched for at least 12 months
• lost items not returned by patrons and 12 months overdue
• lost and paid items not returned by patron, paid for, and not returned in 12 months

All these items will have in the item internal note 3 "sent for replacement YYYY-MM-DD." 

Report delivery

Emailed Monthly

Selectors will receive the report by email on the first Monday each month. 

Widget on Alma Home Page

In addition, an Alma widget is available to add to your Alma home page.  The data in this widget is updated daily. 

To add a widget to your Alma home page:

1. Go to the Alma home page by clicking the UA Logo in the upper left of the Alma screen.
2. Find the + plus sign in the upper left of the screen and click it. 
3. Find the report Fulfillment - Selectors Replacement Report in the list and click the checkbox to add it to your home page.
   
4. Click the X to close the choice window.  Your report widget should appear. 
   

If you do not wish to replace an item, do nothing.  At the end of 30 days the item will move to a withdrawal workflow. 

General replacement guidelines:

• consider the number of checkouts, last checkout date, and age of item before assuming a replacement is necessary
• replace with an ebook version, when possible
• consult with subject and branch librarians before assuming a replacement should go to a location outside of MAIN

Preferred Ordering Option: Rialto

1. Search for the item in the Rialto marketplace, with special emphasis on newer editions and ebook versions. Note that Rialto will indicate that the item is in our inventory; this may be the missing item. 
   
2. Add the item you wish to request to your shopping cart, using the appropriate ebook or print book template. 
3. If print, add the shelving location.
4. For fund , use 1repla - Replacements
   
5. If desired add a note to Approver with any order details.
   
6. Submit the cart for approval.

Alternate Ordering Options

For items not found in Rialto, you may instead:

• Send an email with order details to books@uark.edu
• Create a Purchase Request inside of Alma.  This option is found under Acquisitions > Purchase Requests > Create Purchase Request. 

Withdrawal Report

1. Each month on the first Sunday, a scheduled Analytics report, Fulfillment - Items Ready to Move to Withdrawal  runs to identify items with "sent for replacement" in internal note 3 that have not been updated for 30 days. 
2. An Alma Admin receives the report and creates an itemized set of items.
3. Internal note 3 is updated to "sent for withdrawal YYYY-MM-DD" with a Change Physical Items job. 
4. Each month on the second Monday, the scheduled Analytics report Fulfillment - Items Ready for Withdrawal runs and is emailed to metadata@uark.edu.
5. Items are withdrawn as staff capacity allows.