Move Missing Items to Discard and Remove from System

These steps can be used to continue the inventory process or whenever a library needs to move items from "missing" to "discard" and then remove them from the system.

Please read through the entire article before beginning.

Step 1: Change Missing Items to Discard 

As the second-to-last step in the inventory or collection management process, items missing for too long can be removed from the collection. A report can be run to move all MISSING items or MISSING items meeting specific criteria to DISCARD. There are two options in the inventory reports, both can be run if desired. 

1. Run “Step 7: Move to DISCARD if the home location” report has been updated but Step 5 and Step 6 reports were not run. 
2. If Step 5 and Step 6 reports have already been run, use “Step 7 (alt): Move to DISCARD.”

Option 1: Step 5) and Step 6) reports were NOT run. Run the "Step 7) Move to DISCARD if you just changed the home location" report. This report changes the Current Location of items selected from MISSING to DISCARD. This report is only for those items you have marked Missing by changing the home location.  

1. Under the Inventory tab, select Step 7) Move to DISCARD if you just changed the home location report.
2. Click "Setup & Schedule".
3. Select the "Title Selection" tab if you would like to limit which items are selected based on catalog record information. 
4. Select the "Call Number Selection" tab. If you want to limit those items selected by call number range, click the gadget next to the "Call number range" data well:
5. Click the [x-y] button.
6. Enter a call number preceding the call number you want to start with in the left data well. 
7. Enter a call number just succeeding the end call number in your range in the right data well. 
8. Select the "Update Option" tab. It is a good idea to do a test run of this report before changing the database.
   1. First, save the report with the correct selections as a template by clicking the "Save as Template" button. To help identify the report, you may want to rename the report under the "Basics" tab on the report template.
   2. Select the Schedule New Reports wizard.
   3. Find your template under the "Report name" column or look for it under your login in the "Owner" column.
   4. Open the template.
   5. To do a test run, run the report without selecting the "Update database records" checkbox on the "Update Option" tab.
   6. View the results of the report by opening the Finished Reports wizard and make sure the correct items were selected.
9. Run the report again with the "Update database records" checkbox selected. When this checkbox is selected, changes will be made to the database.
   
    

Option 2: If Step 5) and Step 6) reports were run; run the "Step 7 alt)Move to DISCARD…" report.

This report selects items based on the User ID entered in the "User ID" tab (i.e., the library’s MISSING user account) within the report template. It updates the current location of the selected items to DISCARD and discharges them from the library's MISSING user account.

WARNING: If no selections are made in the "Call Number Selection," "Item Selection," or "Charge Selection" tabs, all items checked out to the MISSING user account will be discharged, and their current location will be updated to DISCARD.

1. Under the Inventory tab, select the Step 7 alt)Move to DISCARD.Set USER ID to your library's… report.
2. Click "Setup & Schedule".
3. Click on the "User ID" tab. Make sure your library's MISSING user account is selected.
4. Click on the "Call Number Selection" tab. Make sure your library is selected. If you want to limit those items on your MISSING user account to a certain call number range, click the gadget next to the "Call number range" data well:
5. Click the [x-y] button.
6. Enter a call number preceding the call number you want to start with in the left data well.
7. Enter a call number just succeeding the end call number in your range in the right data well. 
8. Click on the "Item Selection" tab. Make sure your library is selected. Make other item policy selections as needed. 
9. Click on the "Charge Selection" tab if needed.
10. It is a good idea to do a test run of this report first:
    1. First, save the report with the correct selections as a template by clicking the "Save as Template" button. To help identify the report, you may want to rename the report under the "Basics" tab on the report template
    2. Select the Schedule New Reports wizard.
    3. Find your template under the "Report name" column or look for it under your login in the "Owner" column.
    4. Open the template.
    5. To do a test run, run the report without selecting the "Update database records" checkbox. 
    6. View the results of the report by opening the Finished Reports wizard and make sure the correct items were selected.
11. Run the report again with the "Update database records" checkbox selected.

Step 2: Run the “Step 8) Remove DISCARD items report to purge all of your items marked as DISCARD” report. 

This report removes all items with the Current Location of DISCARD from the database permanently. 

1. Under the Inventory tab, select the Step 8) Remove DISCARD items report.
2. There is no way to run this report in test mode. Typically by this stage these items have gone through several verification checks to confirm they are missing and should be remove from the system. If you wish to see what will be pick up by this report one more time you can use Analytics (remember Analytics is always a day behind so if you added items to this report today you won't see them in BCA until tomorrow). Contact the WYLD office if you need assistance with finding and running a BCA report. 
   1. Select the Schedule New Reports wizard.
   2. Find this report in the Under the Inventory tab
   3. Make your selections in the 'Item Selection' tab of the report. If you do not make any selections under the "Item Selection" tab, all items with the Current Location of DISCARD will be permanently deleted from the database. Make item policy selections to limit which items with the Current Location DISCARD are deleted.
   4. Review the results of this report under the Finished Reports wizard. The results of the report will include items that could not be deleted for one of these reasons:
      • Item has bills attached to it.
      • Item is charged.
      • Item has holds.
      • Item is linked to an Academic Reserve record.
      • Item is on order.
      • Item is linked a to serial control record