JCU Library Experience Procedures ALMA: Fulfilment

• Open ALMA
• Open the advanced search screen (the magnifying glass with the plus sign) by clicking the button in top right hand corner

• Change your Search In option to Physical items

• Click on Physical item and scroll down till you see Process type and select that

• Make sure you searching terms say Equals
• Select Missing, Claimed Returned, Lost or Transit from the third drop down menu

• Click Search
• It will bring up a list of items that have the status of Missing, Claimed Returned, Lost or Transit

• In the top right hand corner click Save Query

• Fill in the Set Name, make sure that the status is Active and if you want the list to public select No next to private, otherwise it will stay private.

• Click save

*Your list will appear in Admin → Manage Jobs and Sets → Manage Sets*

• To add the Set to your personal sets for quick access either:
  • click on the ellipse [ ... ] and select duplicate
  • Click on the title to bring up the details on the right and click duplicate.

Creating the list

• Open ALMA
• Go to Admin → Manage Jobs and Sets → Manage Sets
• Choose Scope: All
• Search for the Missing List

• Click the Content button to see results

• Click on the Export List button and choose Excel (all fields)

Filtering the document

• Open the Excel document
  • Go View → Macros → View Macros → Click on CS_Macros (hit ctrl + M on the keyboard) (Make sure that you have Template For CS lists DO NOT DELETE.xltm open and Macro's enabled) (Document can be also be found in LIS_IRS\Client Services) (this will remove unnecessary columns quickly) (Or to do it manually see → )
  • Or Delete all columns except for
    • Title
    • Barcode
    • Library
    • Modification Date
    • Permanent Location
    • Call Number
    • Item Call number
    • Material Type
    • Copy ID
    • Description
    • Requests (useful so patrons can be advised or specific hold requests changed to other copies)
• Filter Library to only show Townsville and Cairns
• Filter by Call number to sort A to Z
• Filter by Modification date so that the list only shows items added since the last shelf check

Printing the document

• Print the document:
  • Orientation should be Landscape
  • Select Fit all columns on One Page
• Write “Missing List” and the days date on the top of the page
• When searching:
  • Write your name on the list
  • Check the Hold Shelf and trolleys before looking upstairs
  • Make sure you are looking at the Permanent location, so you are checking the right areas
  • Check in found items 
  • Highlight items you could not find
  • Return list to the Missing List folder.

Shelf check on both campuses and return any items found.

Processing items from list - currently done in TSV by KMc

Assess for withdrawal and/or replacement by checking for:

• DOP
• later editions
• usage
• number of copies
• is the item on High Use or a prescibed text (normally replaced)
• Do we hold other titles on the subject (adequate coverage? check with relevant Librarian)
• Out of print but high usage - request purchase of second hand copy if available

If the item has only gone missing recently, or you feel there is a chance it will turn up, then leave as missing until next list is run

If replacing item - complete purchase request form. Add note in comments field eg. replacement for missing copy barcode xxxxxxxx.

Process missing items for withdrawal adding a status of missing

Creating a lost list

• Open ALMA
• Go to Admin → Manage Jobs and Sets → Manage Sets
• Choose Scope: All
• Search for the Lost List

• Click the Content button to see results

• Click on the Export List button and choose Excel (all fields)

Filtering the document

• Open the Excel document
  • Go View → Macros → View Macros → Click on CS_Macros (hit ctrl + M on the keyboard) (Make sure that you have Template For CS lists DO NOT DELETE.xltm open and Macro's enabled) (Document can be also be found in LIS_IRS\Client Services) (this will remove unnecessary columns quickly) (Or to do it manually see → )

  • Or Delete all columns except for

    • Title
    • Barcode
    • Library
    • Modification Date
    • Permanent Location
    • Call Number
    • Item Call number
    • Material Type
    • Copy ID
    • Description
    • Requests (useful so patrons can be advised or specific hold requests changed to other copies)
    • Filter Library to only show Townsville and Cairns
    • Filter by Call number to sort A to Z
    • Filter by Modification date so that the list only shows items added since the last shelf check

Singapore items - separate list is emailed to library-singapore@jcu.edu.au for assessment (currently by Vaurian). JCUA does not bill lost books for Singapore clients

Printing the document

• Print the document:
  • Orientation should be Landscape
  • Select Fit all columns on One Page
• Write “Lost List” and the days date on the top of the page

When searching:

• Check all possible locations eg Curriculum and possible misreads of call number eg 338 for 333's etc

• Shelf check on both campuses and return any items found.

• Cross out found items
  • These books should be passed to your Supervisor so that any associated fines can be assessed for removal
• Highlight items you could not find
• Return list to the Lost List folder (Townsville)
• If the list has been sent through by Cairns:
  • Scan completed list and attach in a ticket assigned to Vaurian Lewin
  • Ticket subject "lost list dd/mm/yyy for pricing"

• Open ALMA
• Go to Admin → Manage Jobs and Sets → Manage Sets
• Choose Scope: All
• Search for the Transit List

• Click the Content button to see results

• It will bring up a list of items that have the status of Transit

• Click on the Export List button and choose Excel (all fields).

Formatting the list

• Open the Excel document
  • Go View → Macros → View Macros → Click on CS_Macros (hit ctrl + M on the keyboard) (Make sure that you have Template For CS lists DO NOT DELETE.xltm open and Macro's enabled) (Document can be also be found in R:\LIS_IRS\Client Services) (this will remove unnecessary columns quickly) (or to do it manually see → )
  • Delete columns except for
    • Title
    • Barcode
    • Library
    • Modification Date
    • Permanent Location
    • Call Number
    • Item Call number
    • Material Type
    • Copy ID
    • Description
    • Requests (useful so patrons can be advised or specific hold requests changed to other copies)
• Select the column “Modification Date”. Click Data > Sort > Expand > Sort by “Modification Date” > Oldest to Newest > OK
• Delete rows where the modification date is within the last 3 days
• Separate items that are in Store, Quick Cataloguing, NQ or other Special Collections collections or for a library that isn't Cairns or Townsville: Mount Isa, Mackay or Orpheus into a separate tab

When printing the list

• Print document – change the “No scaling” setting to “Fit all columns on one page”
• Change Page layout to landscape
• Write “Transit List” and the days date on the top of the page.
• When searching:
  • Write your name on the list
  • Check the Hold Shelf and Trolleys before looking upstairs
  • Cross out found items
  • Highlight items you could not find
• Return list to the Transit List folder.