Inventory for Knox College Libraries

Search for Missing books not located during the inventory:

1. Use the previously created Itemized Set to download a spreadsheet of the potentially missing books.
2. Place the sheet in the "Missing Books" folder associated with the Inventory set.
3. Keep the Title, Barcode, Permanent Location, and Call Number Fields
4. Have Student worker search for the books, matching the call number to the barcode. When completed they should mark the sheet "done."
5. Have Circulation staff do a second pass and mark the sheet "2nd look."

Prepare the Set

1. Open the spreadsheet from the "Missing Books" folder.
2. Create a 2nd tab and name it "Book found on Shelf"
3. Copy over all books that are marked "Yes" in the "On Shelf" column.
4. In Alma Admin, search for the Set by the Title in the Spreadsheet "Missing [Call number range]"
5. Click on "Content" to view all books in the set.
6. Search for the books from the "Book found on Shelf" tab.
7. Mark each book and use the "Remove Selected" button to remove them from the set.

Add Withdrawal Note to Set

1. Go to "Run a Job" in the Alma Admin area.
2. Search for "physical items" from the Job list.
3. Look for the "Change Physical Items information" job (usually #7 on the result list).
4. Select and click Next.
5. Copy the set name from your spreadsheet "Missing [call number range]" and search the sets.
6. Select your set name and click Next
7. Scroll down to "Statistics note 2" and select it.
8. Add a note indicating the missing status, inventory project and date the item will be deleted. All items must be deleted at least 1 day after adding the note so that the Statistics note is saved. Add your initials.
   1. This item missing from Main Inventory 2024-2025. Withdrawn on 2.28.25 GH
9. Click Next. Submit and Confirm.
10. Add the withdraw date to the title of your Inventory Spreadsheet file name, so you will be reminded when it is time to delete it.
11. This date can be used if the item needs to be restored to the collection. The Deleted Repository can only be search by Date.

Withdraw Items

Reminder, you cannot withdraw items the same day you add the Statistical Note. It must be at least one day after you added the note.

1. The next day, go to your list of Missing sets in the "Missing Books" folder.
2. Copy the title of the set you will Withdraw.
3. In Alma Admin, select "Run a Job."
4. Pick #1 "Withdraw Physical Items."
5. Search for the set name you want to withdraw, click Next
6. Choose the 2nd option "Delete holdings; delete bibliographic records that have no other holdings."
7. Click Next, Submit, Confirm. The job will run.
8. Once the job has successfully completed, you can move the Spreadsheet for that group to the "Withdrawn Books" folder. It should live there so that we have a way to track when books were deleted in case we need to restore any titles. The Sheet will be the only way to find the books from the Deleted Repository, search by Date.