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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

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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>

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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

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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.
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