Item Absent and Item Absent Comment

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

Item Absent?

If during inventory you cannot find an item as expected, please consult Sierra. It is possible the record might indicate a location change/ discrepancy or a temporary move.

Complex linked data may also mean that Sierra data has not harvested correctly into Quickbase, which may require manual creation/edit of a record to ensure Sierra and Quickbase relay the same information.

It is also possible that no explanation for the item being missing is given and may require further investigation.

How to use the drop-down list:

• Out to reader - Item needs a re-check based on ‘return by’ date. This can be done through filters on Quickbase at end of each month or quarter.

• Out to exhibitions – Sometimes items checked out to the exhibitions could be temporarily stored elsewhere. Please ensure we always update the location on Sierra even if temporary, and also record the former location, if available. It would be preferable to email Rowan or Marianne in the Exhibition team to make them aware of the changes or ask for further clarification. Consult Sierra for a 'due to return by' date and record this in the item absent comment.

• Out to conservation – Please do liaise with Collection Care to ensure location of the objects, if not present in store.

• Out to digitisation - Item needs a re-check based on ‘return by’ date. This can be done through filters on Quickbase at end of each month.

• Out to Dept_DI – i.e. conservation. [This should be phased out so that items are checked out to an individual but occasionally a department will be noted in Sierra.]

• Number of objects does not match catalogue – Number of items is higher or lower that what is on catalogue. [See 300 field in Sierra]

• Not in place – Item is not in the expected location

Item absent Comment

In this field we should record any additional information found on removal slips and/or other print outs found with the object.

Please always record relevant dates, including date of discovery, date the object was checked out and estimated date for its return to the stores. Example: Item not found during inventory on 24/05/2023. Marked as missing on Sierra/QB.

For updates to Sierra see Appendix C

https://app.gitbook.com/o/-LumfFcEMKx4gYXKAZTQ/s/-Mgjvi2MWgBW-bCdzb4u-887967055/appendix/appendix-c

Each quarter we report the number of items that have been highlighted as missing. We also carry out a quarterly location sample, to check data accuracy.