Item absent & absent comment

This data relates to number of items being recorded as '0'

Item absent

Like in the artworks table this field can be populated to note if an item is not in place ‘NIP’ with the same picklist options to give a reason for it being NIP if that is known. In the first instance check CALM to see if there is an explanation for the item to be missing. Then check Sierra, as items checked out to exhibtions with display here.

Item absent comment

Again, like in the QB artworks table we can use this field to add a note/comment i.e. 'Item was not found at S19.10R on 21/10/2025 – EL, status field/missing statement updated in CALM.'

Concurrently, we need to ensure CALM is updated for items that are missing (and not accounted for)

Updating CALM for catalogued material

1. ‘Access_Status’ field = "Missing"

2. The statement ‘Missing: identified as missing, Q[x] [date], [name]’ should be added to the ‘Current_Location_Note’ field. (Append a new instance of the field for each statement.)

The statement in CALM is like the macro used in Sierra. The wording of the statement reflects the same language adopted by LE&E for theur missing items workflow.

Further guidance can be found here: Managing access/access-status-options/missing-and-withdrawn-items

Updating CALM for accessioned, uncatalogued material

Source: Wellcome Collection: Procedural Manual for acquisition and accessioning

If part of, or an entire, archive or manuscript accession goes missing whilst still uncatalogued, and/or is subsequently found, the following information should be recorded:

If an entire accession is missing

Update the following:

CALM accession record

Amend the Location field to ‘Missing’ Record in the AcquisitionNotes field : Missing : Location previously recorded as [insert the last known location] Missing : Identified as missing, Q[x] [date] [name] Record any of the following, if relevant, in the AcquisitionNotes field : Missing: searched for, Q[x] [date]. [Not found/Found], [name] Missing: thought to be an intellectual issue: [brief details], Q[x] [date], [name] Missing: identified as deaccessioned [give year, if know], Q[x] [date], [name]

CALM Collection Level Description

Add a Current_Location_Note field and enter ‘Missing’ If the accession is from a collection that has no other accessions, update the Access_Status in the CALM CLD to ‘Missing’. Manually update the status in Sierra also. If the accession is from a collection that includes other accessions, which are not missing, leave the Access_Status as is and amend the description of the relevant accession in the ‘Accruals’ field to indicate that material is missing.

If the entire accession is found, update CALM as follows:

CALM accession record	Update the Location field to the current location Record in the AcquisitionNotes field : Missing: found, Q[x] [date], [name]
CALM Collection Level Description	Revert the Access_Status in the CALM CLD and manually update in Sierra also OR amend the relevant accession information in the ‘Accruals’ field. Remove the Current_Location_Note (an audit trail will be recorded in the accession record).

If all material at a specific location is missing

I.e. if only part of a single accession is missing, but the missing material comprises all of the material from a specific location.

Update the following:

CALM accession record	Amend the relevant Location field to ‘Missing’ Record in the AcquisitionNotes field : Missing : Location of [relevant extent, e.g. Extent/2] previously recorded as [insert the last known location] Missing : [Relevant extent] Identified as missing, Q[x] [date] [name] Record any of the following, if relevant, in the AcquisitionNotes field: Missing: [Relevant extent] searched for, Q[x] [date]. [Not found/Found], [name] Missing: [Relevant extent] thought to be an intellectual issue: [brief details], Q[x] [date], [name] Missing: [Relevant extent] identified as deaccessioned [give year, if know], Q[x] [date], [name]
CALM Collection Level Description	If the missing material is significant in content or quantity, amend the description of the relevant accession in the ‘Accruals’ field in the CALM CLD to indicate that material is missing. Use your judgement, as this may not always be appropriate. For example, if an entire series of minutes are missing, this should be recorded. If only two photographs are missing from a series of similar images, this does not need be recorded.
Box list	In the Deepstore Barcode/Onsite location column, change the font to red and append the last known location with – MISSING (e.g. “215;S11;MR;71;3;5 – MISSING”. This information is recorded in this field, in this way, for visibility.

If all of the material from the specific location is found, update CALM as follows:

CALM accession record	Update the Location field to the current location Record in the AcquisitionNotes field : Missing: found, Q[x] [date], [name]
CALM Collection Level Description	If relevant, amend the relevant accession description in the ‘Accruals’ field in the CALM CLD.
Box list	Update the text in the Deepstore Barcode/Onsite location column to the current location, remove ‘- MISSING’ appendix and revert the font to black.

If part of the material at a specific location is missing

I.e. If only some of the material from a single accession is missing from a specific location, whilst other material from the accession remains at that location.

Update the following:

CALM accession record	Leave the Location field as is Add the following note to the Acquisition_Notes : “Missing : Some material is missing from this accession. See the Box List for details.”. N.b. If no Box List exists for the accession, add the information to the Description field instead and amend the note accordingly.
CALM Collection Level Description	If the missing material is significant in content or quantity, amend the description of the relevant accession in the ‘Accruals’ field in the CALM CLD to indicate that material is missing. Use your judgement, as this may not always be appropriate. For example, if an entire series of minutes are missing, this should be recorded. If only two photographs are missing from a series of similar images, this does not need be recorded.
Box list	Change the font of the relevant row to red (for visibility) and add information re. the missing material to the ‘Notes’ column.

If the missing material is found, update CALM as follows:

CALM accession record	Append the note in the Acquisition_Notes field with : Missing: found, Q[x] [date], [name] If the Description field, rather than the box list, was used to record information re. the missing material, update that field accordingly.
CALM Collection Level Description	If relevant, amend the relevant accession description in the ‘Accruals’ field in the CALM CLD.
Box list	If relevant, change the font of the row(s) back to black and remove the information re. missing material from the ‘Notes’ column (an audit trail will exist in the accession record).