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W.E.B. Du Bois Library Cataloging Manual

POLICY ON REPLACEMENT OF MISSING MONOGRAPHS



Policy

Responsibilities
 

Policy
 

Records for missing and withdrawn monographs will be maintained in both the shelflist and in Innopac. A missing item is one that has not been located by the Circulation Dept. or branch location after a pre-determined number of searches. A withdrawn item is one that has either been replaced by a new copy or a different edition, or which will not be replaced. Item records in Innopac for missing volumes will have a status of 'm' for 'Missing,' a note in the item record declaring them missing and the date so declared, and an Imessage code of 'm' that will alert circulation staff if a missing volume is charged out or discharged by providing the message, "Missing." If the volume is later withdrawn, a note, with the date, to that effect will be added to the item record. Item records for missing volumes will neither be suppressed nor deleted from Innopac, unless all items associated with a bibliographic record, according to the shelflist, are withdrawn. In that case both item and bibliographic records will be suppressed, but not deleted. Shelflist cards will be annotated missing or withdrawn, as appropriate. If all copies or volumes indicated on the shelflist card are withdrawn, the card will be re-filed in the withdrawn file.

 
This policy does not apply to material held in the Government Documents Dept., except those that are represented in the shelflist and given Library of Congress classification numbers, nor to material held in the Archives and Special Collections Dept.
 

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Responsibilities

 The Circulation Dept., or branch staff, declares an item missing after a pre-determined number of searches and forwards replacement requests to Collection Development.

Collection Development, or branch staff, decides whether or not a missing item should be replaced, and informs Acquisitions if the item will be replaced, or Information Processing if the item will not be replaced.

Acquisitions places the orders for the missing items that will be replaced, and informs Collection Development and Information Processing if an item cannot be replaced.

Information Processing withdraws the missing books from the collection upon the receipt of a replacement volume from Acquisitions or notice from Collection Development or Acquisitions that the book will not be replaced.
 
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