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Database Maintenance

D-38 Lost and Paid Item Records

D-38 Lost and Paid Item Records

1. Purpose
The purpose of this file is to offer a Master List of all Lost and Paid Items that have been in the STATUS of Lost and Paid ($) more than one year. A MCFLS master list will be created in January of each year and all libraries can search off of the list to find their own items that have been in Lost and Paid Status for more than one year. A library can request that MCFLS (Library Systems Administrator) batch delete items from their library. It is, however, the library's responsibility to create a sublist of their items for deletion before contacting the Library Systems Administrator.

 
2. Definition of What Is In the File
File 75 contains Item Records that have been in the STATUS of Lost and Paid ($) for more than one year. These records have a note that indicates when they went to the LOST and PAID STATUS, e.g. :
NOTE Thu Feb 11 2012: $30.00 paid by .p1954684

 
3. How Master List is Created (Search Strategy)
File 75 is labeled MCFLS Master List LOST and PAID 1995-xxxx, with the range being 1995 up to the year that is more than 12 months previous to the current date.  The search strategy is done as follows :

The range of item record numbers:   .i1000000x to ixxxxxxxx
Then the search criteria asks to find item records satisfying the following conditions

STATUS = $ AND NOTE has 1995:
OR STATUS = $ AND NOTE has 1996:
OR STATUS = $ AND NOTE has 1997:
OR STATUS = $ AND NOTE has 1998: 
OR  STATUS = $ AND NOTE has 1999:
OR STATUS = $ AND NOTE has 2000:
OR STATUS = $ AND NOTE has 2001:
OR STATUS = $ AND NOTE has 2002:
OR STATUS = $ AND NOTE has 2003:
OR STATUS = $ AND NOTE has 2004:
OR STATUS = $ AND NOTE has 2005:
OR STATUS = $ AND NOTE has 2006:
OR STATUS = $ AND NOTE has 2007:
OR STATUS = $ AND NOTE has 2008:
OR STATUS = $ AND NOTE has 2009:
OR STATUS = $ AND NOTE has 2010:
OR STATUS = $ AND NOTE has 2011:
OR STATUS = $ AND NOTE has 2012:
OR STATUS = $ AND NOTE has 2013:
OR STATUS = $ AND NOTE has 2014:
OR STATUS = $ AND NOTE has 2015:
OR STATUS = $ AND NOTE has 2016:
OR STATUS = $ AND NOTE has 2017:
OR STATUS = $ AND NOTE has 2018:
OR STATUS = $ AND NOTE has 2019:
OR ITEM STATUS equal to "$" AND ITEM NOTE doesn't have ":" AND ITEM DUE DATE between "01-01-1991"and "12-31-2019"
 
Conditions are added that include all years except for the calendar year that has just passed. This means that all items in the file will have been in Lost and Paid STATUS ($) at least 12 months.  Please note that the colon must be used in the strategy in order to avoid retrieving patron records that might begin with the same four digits as the year being searched.

 
4. How Master List is Sorted :
The Master List will be sorted by

ITEM LOC
CALL NO.(ITEM)
AUTHOR
TITLE
 

5. Creating a List from the Master List
Open Sierra Create Lists and locate an available list that is not tied to any other member library or to MCFLS. Then click on Search Records.  Use the queries in the screenshots below to create your search.  The general idea is to create your own sublist off the MCFLS master list:
 

(Click to Enlarge)

(Click to Enlarge)

Libraries with 2
digit location codes

Libraries with 1
digit location code
(Brown Deer and North Shore)


Please use the correct list naming convention which includes the following:

Your library's four-digit abbreviation, e.g. nsho, oakc, etc.
A brief description of file, e.g. "Lost and Paid" list
Your personal initials, e.g., JLS
Today's date, e.g. 01/01/20
For example:  NSHO lost and paid before 2019 jls 1-1-2020
 
Please make sure it's a list of item records and to run the search off of the existing MCFLS Master Lost & Paid list (#75). 
 

6. Reviewing your list and notifying MCFLS to delete
A library can now review the list of Lost and Paid items that have been in STATUS $ for more than one year. You may delete these items, as appropriate, or ask the Library System Administrator to batch delete the items after you have reviewed them.