Item Absent and Item Absent Comment
This data relates to '0' being inputted into the number of items field.
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. (And is not accounted for with conservation, digitisation, retrievals etc)
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.
Data issues
It is possible you might come across a record in QB that does not reflect an item, i.e. it could be an erroneous duplicate record, it could represent an intellectual collection as opposed to a physical item to be audited, or it could represent a collection on a single number – that later has been part catalogued with other unique numbers. The record exists to signpost to users that we hold material at Wellcome but is technically uncatalogued.
It is also possible that the data in the location field is not a recognised location or the record has no location – meaning it is not known where the item is, but there is no given location to search. We do not know where the item is missing ‘from.’
In these cases, we want to distinguish between physical items that are missing (and can be searched for) vs records that may need to be deleted or investigated at a later phase of the audit or as a future reconciliation/cataloguing project.
QB Workflow
For records that do not represent an item/object – record the number of items as ‘0’ and select ‘Cataloguing Phase - requires further investigation’ under ‘part numbered’ field.
Under the ‘item absent’ field – select ‘Not in place’
In the ‘item absent comment’ field use the wording ‘Data issue:’ and briefly explain what you understand the issue to be.
Examples
Data issue: There is a collection level record on Sierra, but the collection is uncatalogued. Item records were created to help manage locations using the same icon number. Temporary numbers were created by the inventory team to box/folder list material for location control and to attempt to define the extent of the collection.
Data issue: Data in current location field is not a recognised location/location authority.
Data issue: 750470i appears to refer to the poster collection c.1100 items. All the items located at D70.11 have been individually catalogued and are accounted for. In the drawer is a note that says 'collection level record may be broken up later)
Updating Sierra
Insert your missing macro into the item record. [Inventory, missing: Q1 10/11/2025: Emily Lansell] – The macros/controlled language allows us to report on these items each quarter. The ‘data issue’ status allows us to only pass on physically missing items on to LE&E for a second search as per their missing items workflow.
Instead of changing the item record status to ‘missing’ select ‘data issue’.
If the item is a duplicate record i.e. 2 records exist for one object – mark the most recently created item record for suppression/deletion.
To mark for suppression/deletion – select double click in the ‘icode 2’ field and select ‘d’ ‘DEL/SUPP ITEM.
For all data issues insert a note explaining what the issue is, as in QB. i.e. Data issue: Data in current location field is not a recognised location/location authority.
When records that are marked for suppression/deletion are looked at, the note helps explain to the data controller why the record should be deleted.
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.
Last updated