Reviewing items that should be deleted at year’s end

From Create Lists, create a query of Items with the following status: Billed, Lost and Paid, Missing, Claimed Returned, and Discard which have been out of circulation for more than 3 years. Use this list to determine which items should be deleted from the catalog.

Find an empty Review File and click on the search Records button. The Query box will open. Set the Record Type to Item, since those are the types of records you are requesting.

Leave Range set as it is (to search the broadest set of records possible) and start to build your query.

Limit to your library’s items by limiting to items where the Location is your library. With your library set, click on Append Line to add additional criteria to your query.

Set the Type to Item, Field to LOUTDATE (this represents the Last Out Date in Sierra), and then set the date with the Condition and Value A. Set the Condition to Less than, since you are looking for any item record whose last out date is before the date you set in Value A, this date should be a date roughly three years before the current date.

Along with the LOUTDATE, set the CREATED date as you have for the LOUTDATE. If an item is new and has never been checked out, it will have nothing listed in the LOUTDATE, which Sierra will interpret this empty field as being less than the LOUTDATE you entered. By including the CREATED date, it ensures that such new records will not be included in your results.

You will want to limit the list to items that have certain statuses (Billed, Lost and Paid, Missing, Claimed Returned, and Discard) that you may decide to delete from the library catalog.

Make sure to Group the statuses combined with the Boolean operator OR within the query. And make sure, as well, that you title your report.

Select Search to generate the report.

What you want to do with the results may depend on how many records you want to delete. If there are not too many records that need to be deleted, you can delete them from the records in Sierra. If there are many records that qualify to be deleted, you may want to contact MHLS tech support ( and request that the records be deleted en masse.