LOST IN TRANSIT LISTS PROCEDURES                                                     Revised: February 1996

Lost in Transit Lists were created as a way of identifying newly cataloged monographs that did not arrive at their owning location.  Material will appear on the list resulting from one of two situations. Newly cataloged monographs are placed on the list if a  "*urecd"  note is not found in the V/C when the list is produced.  Monographs new to a location but not to GLADIS are placed on the list if a  "*t"  or  "*tTR"  was placed in the V/C and the  "*urecd"  note is not found in the V/C when the list is produced.  These items will appear on a Lost In Transit List approximately three months after being cataloged or added to GLADIS.  Produced monthly by the Library Systems Office, the list contains references only to items with monographic records.  Level "d" records that have recently been converted and serials items that have analytic records fit this category.  Locations may specify whether they wish to have a Lost In Transit List produced for them.  Lost in Transit Lists should be reviewed promptly so that tracing and replacement procedures can be initiated if needed.

Procedures:

1. Items on this list should first be reviewed at the local level because some material may have received the  "*urecd" note in the meantime.  The review should also include searching the NRLF Location Index since material designated to be sent directly to NRLF after cataloging will not have a  "*urecd"  note and, thus, will be placed on the Lost In Transit list.  Branches should check any GLADIS record or analytic record problem shelves for these items.

2. If an item has gone through the appropriate local searches and still has not been located, it may be traced using the tracer form ( MU0105 ), an e-mail tracer request, or a tracer request on a Lost In Transit List photocopy.  A full explanation of the use of the tracer can be found in Berkeley Processing Manual Section on Tracing Procedures. Send the tracer, e-mail message, or photocopy to the appropriate Technical Services Expediter.

3. If the tracing procedure does not discover the material in question and the branch wishes to replace it, attach the returned tracer form, printed response to an e-mail message, or returned photocopy of the Lost In Transit List to your order request.  Structure the request as you would any other replacement request, but designate the fund as SPRMB.  Note on your order request that the material was never received at your location.  The order request can be in any of the alternative forms for submitting orders ( see BPM Section on Order Card Preparation: Supplement # 2 ) except for e-mail submission.  Send the request with the Technical Services Expediter response to the Collection Core Services Division, Technical Services Department.  A full explanation of Special Replacement Procedures can be found in BPM Section on Special Replacements Procedures.  If the tracing procedure does not locate the item and the unit decides not to replace the item, the item should be withdrawn in GLADIS.

Copyright © 1996-2003 The Regents of the University of California. All Rights Reserved.
Last updated Thursday, 04-Aug-2005 12:21:38 PDT Contact