Skip to Main Content
It looks like you're using Internet Explorer 11 or older. This website works best with modern browsers such as the latest versions of Chrome, Firefox, Safari, and Edge. If you continue with this browser, you may see unexpected results.
SUNY OLIS logoSUNY Office of Library and Information Systems (OLIS) Home Page

Alma Resource Management

Working with the Metadata Editor in the Institution and Network Zones. Includes indication and normalization rules.

Lost Item Records

"Lost" items are defined as items that have been loaned to a patron have been declared lost by the patron or the item is acutely overdue and presumed lost as a result. 

  • Items should only be marked as "Lost" when they are on loan and are considered lost based on the above parameters
  • The Item's process type is be changed to "Lost" in fulfillment from the patron record
    • Items cannot be change to a process type of "Lost" from the item record
  • An item's process type of "lost" is removed when the item is scanned in at the fulfillment desk
  • "Lost" items should be withdrawn using MSP-50 workflows

Searching for Items with a Process Type of "Lost"

To perform an advanced repository search for items with the process type of "Lost":

  1. Click on the Advance Search icon
  2. Search in: [Select Physical items or Physical titles]
  3. Select: Process type>Equals>Lost
    • Optional: Add the following criteria - AND Modification Date (Physical Items)>[Select Before, After, or Equal]>[Select Date]
  4. Click Search


Lost Item Advanced Repository Search: Physical Items: Process Type: Equals: Lost


Lost Item Query with Modification Date: Before: Date

Deleting Items with the Process Type of "Lost"

Deleting "lost" items from the Alma repository should follow MSP-50. "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 the institution. 

Steps to delete/withdraw lost items:

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


Step 1: Create a set:

  1. Create a set from one of the below possibilities
    • A repository search
    • An excel file using barcodes 
    • An analytics report

Step 2: Run the "Change Physical Items" job

  1. Go to Admin>Manage Jobs and Set>Run a Job
  2. Select the "Change Physical Items" job
  3. Click Next
  4. Select the set
  5. Click Next
  6. Scroll to Statistics Note 1
    1. Check the box next to Statistics Note 1
    2. Type "wdn" in the field
    3. Condition: [Leave Unconditional]
      OPTIONAL: add Lost to Statistics Note 2 
  7. Click Next
  8. Click Submit
  9. Click Confirm

Step 3: 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
  5. Click Next
  6. Click Submit
  7. Click Confirm

Step 4: Run the "Withdraw Items" job

  1. Got to Admin>Manage Jobs and Sets>Run a Job
  2. Select the "Withdraw Items" job
  3. Click Next
  4. Select the set
  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