Item's Home Institution: Reporting on Lost Items

This workflow explains how to:

• Search for items in Alma that are currently marked as <Lost>
• Review the Found Lost Items Report to identify items that have been returned and had their associated fees automatically adjusted

Use this workflow when:

• Monitoring lost materials in your local collection
• Supporting billing, reconciliation, or audit processes
• Identifying items that have been returned after being declared lost
• Coordinating with bursar or financial systems to ensure accurate fee removal

Required Roles

• Fulfillment Operator

• Circulation Desk Manager

• Access Services Manager

PART A: Searching for Items Marked as <Lost>

1: Open Advanced Search Select the <Advanced Search> link in Alma

3: Apply Process Type Filter

• In the search criteria:
  • Select <Physical Item: Process Type>
  • Set the operator to <Equals>
  • Select <Lost>

4: Run the Search Click <Search>

5: Review Results The results list will display all items currently marked as Lost

• Review item details as needed, including:
  • Location
  • Barcode
  • Associated patron (via loan record)
• You can also use the Export icon drop-down menu to download an Excel spreadsheet of the report; Alma provides two options when exporting results to Excel. These options determine how much data is included and how it is structured in the exported file:
  • <Excel Current View> Exports only the fields that are currently visible on the screen.
    • What this includes:
      • Columns displayed in your current results view
      • Any column customizations you have applied (for example, reordered or hidden fields)
      • A simplified dataset focused on what staff are actively viewing
    • When to use this option:
      • Quick review or sharing of visible results
      • Basic reporting or troubleshooting
      • Situations where only key fields are needed
  • <Excel All Fields> Exports a complete dataset for each record, including fields that are not visible in the current view.
    • What this includes:
      • All available metadata for the record
      • Additional system fields not displayed in the UI
      • More detailed and comprehensive information
    • When to use this option:
      • Detailed analysis or auditing
        
      • Situations where hidden or backend data may be needed

What Happens Automatically in Alma: When a Lost item is returned:

• Alma removes or adjusts the lost item fee (based on configuration)

• The loan is updated or closed

• The item is no longer in Lost status

• The transaction is recorded in the Found Lost Items Report

Frequently Asked Questions

• Why should I search for lost items regularly?

  • To monitor outstanding materials and support reconciliation, billing, and collection management.

• Do I need to remove fees manually in Alma?

  • Usually no. Alma handles this automatically based on configuration, but external systems may still require action.

• What if an item still appears as lost after being returned?

  • Verify that the item was properly discharged and that the loan status updated correctly.

• How often should the report be reviewed?

  • Follow your library's in-house policies for guidance

• Does this report include CLS Lost items? 
  • No. CLS Lost items can only be provided from the Network Zone. However, you can always submit a WRLC Service Desk ticket to make a request for a CLS NZ Loan Report of your library's patrons.