Department:

Circulation

Purpose:

To find books with a circulation status of Lost within the Dematic server.

Overview:

Maintaining the integrity of the ASRS collection depends on tracking down books with a circulation status of Lost. This can often be done by pulling the last bin the book was stored in, however if this method does not work, a traditional lost item search will be conducted.

Required Knowledge/Skills:

Basic computing, filter creation in EMS Control Center

Safety Issues/Precautions:

Working with the ASRS is inherently safe as long as the basic safety guidelines all employees are taught in orientation are followed.

Equipment/Supplies:

ASRS Workstation, Search slips.

Procedure:

Lost item Search

1. Once a week the manager responsible for the ASRS should run the lost book filter to identify books with the designation of Lost within the Dematic server.

2. Begin by logging into the EMS Control Center program with the Administrator profile; Username: Admin, Password: (none).

3. Click on the Inventory tab.

4. Click the dropdown box of saved filters and run the Lost Items preset filter. This filter uses the circulation status option in the first
dropdown, equal as the second option, and Lost in the final text box.

5. All items with a circulation status of lost within the Dematic server will now be displayed.

6. Most books with the Lost circulation status are a result of auditing mistakes. Compare the Lost list with the auditing log to identify the student that audited the bin. Either through email, or preferably in person, let the student know they are missing books and reinforce strategies
to avoid missing books in the audit.

7. Identify the first Lost book on the list and pull up the last known container the book was in.

a. Container Retrieval - a detailed description.

b. Identify the container you would like to retrieve to the workstation. This will vary depending on the task you are working on.

c. In order to bring a container to the workstation an audit must be initiated, once the EMS begins moving the audit work requests should be
deleted to avoid the need to audit this container.

d. Click on the Containers tab towards the top of the EMS Control Center program.

e. Click on the filter editor button on the toolbar below the list of tabs in order to create a filter that will display the desired
container.

f. In the filter editor menu, three columns will be visible, click on the drop-down menu on the left and click on the +ASRS Location option
and select Aisle.

g. Now the middle column will have a drop-down option, click this and select the Equal option.

h. Now the column on the right will have up and down arrows to indicate a number, choose the appropriate aisle the container should come from.

i. Click on the + icon to the right of the final column in order to add another level of the filter.

j. In the new field, click the drop down of the far left column and select the +ASRS Location option, and select Bay.

k. Now the middle column will have a drop-down option, click this and select the Equal option.

l. Now the column on the right will have up and down arrows to indicate a number, choose the appropriate bay the container is in.

m. Click on the accept button to apply the filter to the container list.

n. 36 containers are now displayed, of which the container to be audited should be one.

o. Click on the row that corresponds to the container to be audited which will highlight that row.

p. Towards the bottom of the screen is an Add Audit button, click this to initiate the audit for the appropriate container.

q. Now the container will be brought up to the workstation and the actual audit will begin if you are in the Operations tab when the bin arrives at the workstation.

r. Click on the Work Requests tab in order to delete the eight audit work requests that were generated by starting the audit

s. The eight work request lines will be grouped together, tips for finding the work requests are: looking by Work Type: Audit, and looking by container ID number.

t. Once located, right-click on the row of the first work request and choose the last option in the drop-down menu, Delete Work Request.

u. A pop up window will appear asking you to confirm deleting this work request, click Yes.

v. Repeat step 19 for all eight rows of audit work requests generated for the container.

w. Once all eight audit work requests have been deleted, click on the Operations tab.

x. The container we wanted is now at the workstation and is in Opportunity Store mode, which means there are no pending work requests for the
container and we can proceed in working with the container.

8. If the lost item is discovered in the container there are two options.

a. Manager can activate store and then store the item in the appropriate sector (see ASRS Item Storage procedure for detailed description), or

b. Inform the student that originally audited the container to audit the container again which will remove the item from the lost list.

9. If the lost item is not in the last container it was known to be in, a traditional search should be initiated. (See Collection Management:
Searches procedure for a detailed description.)

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