CLS Lost In Transit | Expired Hold Shelf Reconciliation Audit 2026

On an annual basis, WRLC libraries, that participate in CLS (Consortium Loan Services), conduct an annual Reconciliation Audit to identify and resolve materials that have an outstanding In Transit status and Expired Hold Shelf status.

These items may be:

• Temporarily misplaced

• Delayed in transit

• Incorrectly discharged or routed

• Permanently lost

This process mirrors long-established interlibrary loan practices whereas the requesting/borrowing institution is ultimately responsible for materials that cannot be located after a documented search.

Why This Process Exists

• To ensure accurate shared collection records
• To fairly assign financial responsibility for lost CLS materials
• To confirm that every reasonable effort has been made to physically locate items before replacement costs are assessed

Comprehensive Reconciliation Report 2026 

At the December RSC meeting, RSC agreed that each library will conduct a physical search for every item listed on the Comprehensive Reconciliation CLS (Lost in Transit) and Expired Hold Shelf report.

RSC Agreed Audit Timeline

1: Receive the Reconciliation Report In February, RSC liaison will distribute a comprehensive reconciliation spreadsheet to all participating libraries. The report includes Associated bibliographic and item identifiers lists:

• CLS with a Lost in Transit; date parameters January 1, 2025- December 2025
• Expired Hold Shelf items; date parameters January 1, 2025- December 2025

2: Create a Local Copy of the Spreadsheet Make a copy of the provided spreadsheet for your home library.

• Use this copy to reformat per your libraries search procedures
• Do not edit the original consortium file

3: Conduct a Physical Search for Each Item For every item listed, conduct a thorough physical search, which may include:

• Hold shelves
• General collections
• Reshelving areas
• Known problem locations (e.g., sorting areas, processing shelves)
• This includes items identified as Expired Hold Shelf Items:

4: Managing Expired Hold Shelf Items Similar to CLS items, Expired Hold Shelf Items are often mis-shelved in the Stacks

• If Item is located
  • Discharging CLS Hold Shelf Items: Part B: Hold Shelf Items That HAVE Expired Past Hold Until Date 
• If items is NOT located
  • Expired Hold Shelf Audit Workflow: Patron Resolution (If Item Is Not Located)

Note: Patron Resolution is entirely at the requesting libraries' discretion. Similar to outstanding CLS material, item's not checked out to the requesting patron's account will be added to the final audit of items owed to owning library. 

4: Record Search Results (Required Format) In the first column of the spreadsheet, record the outcome of your search:

• Enter 1 if the item is Found
• Enter 0 if the item is Not Found

Important Requirements:

• Use only this numeric method
• Do not highlight cells
• Do not add notes, comments, or alternate symbols

5: Complete Searches by the Deadline All physical searches must be completed no later than May 15th. This ensures:

• Adequate time for review and auditing
• Completion before the end of the academic year fiscal year

6: Submit Your Results Email your completed spreadsheet to: carson@wrlc.org