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5.6. Marking Items Missing

Last Updated 01/08/2026

How to Mark an Item Missing

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The Missing status should apply to items that are expected to be on the shelf but can't be located. Items with a status of Missing are not holdable and are not visible in the OPAC. There are three methods for changing an item's status to Missing: from the Item Status screen, from the Holdings Editor, and from the Holdings View in the Bib record. 

Items that are listed with a status of Available but can't be located on the shelf should be marked Missing rather than Lost. Unlike the Lost status, Missing does not retain a link to a circulation transaction or result in charges to a patron account. There are three methods for changing an item's status to Missing:

• From the Item Status screen
• From the Holdings Editor
• From the Holdings tab in the bib record

Note: Items that are checked out to a patron should never be converted directly to Missing. Doing so will leave an open transaction on the patron's record. They should be marked as Lost, and resulting bills paid or forgiven. If a patron claims they returned an item, mark it Claims Returned. 

From the Item Status Screen

When you are marking items missing from a Report (such as an inventory report), the Item Status screen is the easiest way to change the status in batch.

1. Upload a .CSV file of barcodes for Missing items.
2. Select individual lines, or use the check box above the grid to select all items.
   
3. Choose "Item As Missing" from the Mark section of the Actions menu.
   
4. Click Submit in the pop-up box to confirm the status change.

From the Holdings Editor

This option is useful when marking a single item Missing. However, be sure to check that the current status is Available before changing it to avoid retaining an open transaction on a patron account.

1. Navigate to the Item Attributes or combined Holdings tab in the Holdings Editor.
2. Locate the "Item Status" attribute at the top of the Identification column.
3. Set the Item Status to "Missing."
   
4. Click Apply All & Save at the botton of the Editor.

From the Holdings Editor

This option is useful if you are already in the bib record and would like to mark the item Missing without leaving the record, or if you need to mark multiple copies of the same title missing at the same time.

1. In the bibliographic record, click on the Holdings View tab.
2. Scope to your library.
   
3. Click the carrot next to the call number to see all associated copies.
4. Check the boxes of the copies to mark missing.
   
5. Select Mark Item Missing from the Actions Menu.