[OPEN-ILS-GENERAL] Deleting items that are lost or long overdue

[Lindsay Stratton]

Pioneer Library System (currently on v.2.2) has all sorts of lost/long overdue processes! Let me share them (this is long, very long...) 

We have 42 small, rural libraries, using a shared catalog and patron database, many standard circ settings/rules, and have a process by which a committee of member library directors advise on recommended policy and process. Each of our libraries, however, are all independent and have their own local practices, particularly for things like refunds. "We" refers to Pioneer / the director's advisory committee. So... 

PLS uses an action trigger to mark lost all items that are overdue past a certain point. This applies a lost materials bill, and various "you will be billed $$ if the item is not returned by..." and "you have been billed $$" overdue/billing notices are sent. We also run a report that lists, for each library, ALL lost materials. This report includes patron info, and most importantly, if the lost materials bill is paid or unpaid. This report is cumulative, and tracks lost items forever or until the copy is deleted; so it's huge, but allows a certain amount of back tracking and investigation if needed. 

We recommend libraries delete copies associated with PAID bills. Item records are retrieved from the report, or immediately following the bill payment. That way, if the item makes it's way back to the library, it scans as "mis-scan/uncataloged", the patron account is not refunded (almost none of our libraries issue actual refunds for paid lost materials bills, and, even when they do, we recommend refunds and other financial issues are handled outside of the ILS.) 

We recommend that libraries allow the item to go the full overdue-to-marked-lost route, so that everybody has all the normal overdue shelflists/notices/opportunities to find the items before payment. We also encourage libraries to work with patrons so items are not made lost/paid for simply so a patron can check out computer time or something (patrons are blocked at $5.00 in bills) and then returned the next day; and to explain their local lost/refund policies. 

We do NOT recommend deleting unpaid lost copies. If the item is returned, there is no way to go back to the patron from the item. (Although if the patron questions a lost item bill, there is information in the patron record.) Also, since the status is Lost, the copy does not display to the public via the OPAC, but staff using the client will see the lost status. 

However, we are in the process of considering a standard recommendation - time, amount of bills owed, type of bills, etc. - for deleting old lost copy records, and the additional step of just wiping out the associated bills (and even long inactive patron records...) There is a lot of concern about database "clutter". 

When lost items are scanned in checkin, we recommend that staff do not force the checkin when a "copy status lost" alert displays, instead investigate the item to determine if the bill had been paid/unpaid. If unpaid - check it in, the bill reverts to the max overdue, item goes back into circulation. If paid, give the item back to the patron (if there, not usually the case...) or do whatever extra-ILS negotiation the situation warrants; then delete the lost copy record. Possibly add the copy back to the catalog with a new barcode. 

PLS does NOT allow (in as much as we have much control over it) re-using barcodes - either for new replacement copies, or the returned lost-deleted copy. 

Hope this is helpful, not ridiculous overkill! 

Cheers, 
Lindsay 

Lindsay Stratton 
Library Automation Services Manager 
Pioneer Library System 
2557 State Rte 21 
Canandaigua, NY 14424 
585-394-8260 x104 
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