1.6. Library Preferences for Lost or Damaged Materials

Last Updated 09/23/2024

How To Handle When One of Your Users Loses or Damages an Item from Another Library

The following instructions have been provided by member libraries as a quick reference for other member libraries in the event of a patron damaging or losing an item borrowed through resource sharing. These specific instructions are intended to supersede the more general instructions provided here in the Resource Sharing Best Practices. In cases where specific instructions have not been provided, you may follow the Resource Sharing Best Practices.

It is recommended that even when a library has provided specific instructions you still contact them directly beforehand as a courtesy.

ALEXANDER	Replacement copies are fine with us. New or used in good condition. We would prefer to communicate library to library, but we're flexible.
AMY	AMY Regional Library will gladly accept gently used or new copies of the same ISBN. Please have a staff member email Jamie McCabe at amybookmobile@gmail.com
ARL	In the spirit of the “your sandbox, your rules” that apply to the rest of the various circulation processes, we are comfortable with whatever works best for the circulating system but would appreciate someone contacting us first with the information on the lost/damaged item so we can get it deleted and giving us a heads up if a new copy is being sent.
BHM	BHM Regional would prefer the option of a replacement copy, as long as it has the same ISBN and is new. It would also be great if the borrowing library would either call or send an email to one of the resource sharing team to let us know that a replacement copy is coming and the barcode number on the lost item.
BLADEN	Replacement copies are preferred, new and with the same ISBN of the lost item. A call ahead to notify of the replacement is appreciated, but not required.
BRASWELL	Call us to discuss
BROWN	Brown would prefer the library system contact us first. We accept new or like new replacement items but the ISBN must be the same. However, if items are very old and therefore difficult to find, we would like to discuss alternative solutions.
BUNCOMBE	Replacement copy preferred (new copy, same ISBN). Circulating library should contact owning branch to discuss specifics and to keep apprised of the situation (i.e. patron chose to pay; or replacement on the way)
BURKE	No replacements. Please contact Page Andersen at pandersen@bcpls.org or 828-874-2421; or have patron contact fines@bcpls.org.
CALDWELL	We prefer a replacement, as long as it is the same ISBN and in new condition. We also appreciate the library notifying us to let us know of the situation. If any other issue comes up, please call or email our resource sharing contacts.
CARTERET	Please have your resource sharing primary/secondary contact person email Carteret's primary/secondary contact person so we can discuss the best solution. In general, we are open to a replacement copy if it is the same ISBN and in new condition.
CASWELL
CLEVELAND	At Cleveland, we'd prefer that the patron be put in contact with us, and the circulating library staff contact us (preferably through email) and let us know about the issue.
COOLEY	Call us to discuss. Definitely email us to let us know that the item has been marked as lost. Allow the payment of the lost item to be paid for at the location where patron loaned item/let library know item was lost.
CUMBERLAND	In the spirit of the “your sandbox, your rules” that apply to the rest of the various circulation processes, we are comfortable with whatever works best for the circulating system but would appreciate someone contacting us first with the information on the lost/damaged item so we can get it deleted and giving us a heads up if a new copy is being sent.
DAVIDSON	New replacements are accepted - must have same ISBN or be the same type (hardback vs. paperback). Library staff should contact Resource Sharing Contacts by email to notify of a replacement being sent.
DAVIE
DUPLIN	Please notify us of damaged/lost item so we may access the value of the item to our collection before the patron is charged. We will accept a new copy with the same ISBN, when the book is lost we would like a notification sent to us at: esbeidi.borja@duplincountync.com to mark the book in our catalog as missing/lost. If you have any questions you can contact us through the previous email or call us at 910-296-2117.
FARMVILLE	I would like them to notify us so that we can mark the book lost and charge the patron for the cost of the book.
FONTANA
FORSYTH	Will take new or like new replacements. Staff can contact resource sharing contact with questions. Include Cardinal resource sharing note with replacement item.
FRANKLIN	Replacements are OK, as long as it has the same ISBN. Book can be used if in good shape
GRANVILLE	Borrowing library/system to please call/email resource sharing contact to discuss. Replacements are OK, as long as it has the same ISBN. Book must be new.
HALIFAX	Replacements are OK, as long as it has the same ISBN. Book must be new. Only want to deal with loaning library not patron.
HARNETT	Replacements are OK, as long as it has the same ISBN. Book must be new. Communication library to library, Circulating library contacts owning library for details.
HAYWOOD	We do not take replacements for lost items, we would prefer that once an item is paid for the borrowing library let RS contact person know. We can then re-order the item.
HENDERSON	Replacements are preferred. Must be same ISBN, must be new condition.
IREDELL	Replacements are OK, as long as it has the same ISBN. Book can be used if in good shape. I would like to be informed about it so I know to look for the book.
JOHNSTON	New replacements preferred (same ISBN). Will accept like-new replacement if out of print. Include RS Note with replacement item; no need to contact.
LEE	Call us to discuss. Refer the patron to us. Replacements are accepted with same ISBN and new condition.
MADISON	MCPLs will accept replacement copies with same ISBN in like-new condition. We prefer that the patron contact us at 828-649-3741 to discuss.
MAUNEY	We do not take replacements.
MCDOWELL	Prefer a replacement copy, new or like new, with the same ISBN number. Library to library communication is fine.
NANTAHALA
NEUSE	Neuse does not accept replacement copies. Once a book has been paid for we appreciate the correspondence from the borrowing library so that we can decide to reorder or not.
NORTHWESTERN	If our items are lost or damaged, Northwestern Regional Library prefers a replacement with the same ISBN and in new condition. Also, we prefer contacting Sunnie Prevette at the Regional office, preferably by email. When sending the replacement item, please include a note.
ONSLOW	Please call or email us to discuss.
PERRY
PERSON	Person does not accept replacements unless approved by our director. We appreciate having our resource sharing contact notified about lost, damaged, or claims returned materials.
POLK	Replacements are OK, as long as it has the same ISBN. Item must be new.
ROCKINGHAM	I would like the item replaced if possible first. If not able to do this, patron is to be charged the cost of the book to their account. I would also like contact from the library that is collecting on the incident.
RUTHERFORD	Have patron contact owning library. Replacements are acceptable, as long as they are new with the same ISBN as missing copy.
SAMPSON	Replacement copy is preferred (same ISBN). New copy is preferred but will accept like new replacements due to the age of some material. Communication library to library, Circulating library contacts owning library for details. Include Cardinal RS note with replacement copy.
SANDHILL	Replacements are OK, as long as it has the same ISBN. Book can be used if in good shape.
SCOTLAND	At Scotland County Memorial Library, we would rather have contact between library staff only (email is best); replacements are fine as long as the ISBN is the same and the book is in new or like new condition; if the patron chooses to pay they can do so at their circulating library, and we will decide whether or not we want to replace the book.
STANLY	Stanly does not accept replacement copies. Contact our Resource Sharing Coordinator, Anna, at aharkey@stanlycountylibrary.org who will charge the patron and contact the owning branch for consideration or reordering the title.
TRANSYLVANIA	Transylvania does not offer to accept replacements for lost items. We appreciate having our resource sharing contact notified about lost, damaged, or claims returned materials.
WAYNE	Call us to discuss. Replacements are OK, as long as it has the same ISBN. Book preferred new, but can be used if in good shape.

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