# 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

[![image.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2026-03/scaled-1680-/ibGimage.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2026-03/ibGimage.png)

**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>

[![image.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2026-03/scaled-1680-/HDfimage.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2026-03/HDfimage.png)

**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

[![image.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2026-03/scaled-1680-/LPfimage.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2026-03/LPfimage.png)

#####  

##### **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](https://aladin-sp.wrlc.org/login?service=service_desk) ticket to make a request for a CLS NZ Loan Report of your library's patrons.*