Page History

...

Date of next review: 10/15/2022

*As of 106/1114/2123, this procedure is still in the process of being updated for the FOLIO-based environment.  

...

Withdrawals
Batch Single Volume Monographic Withdrawals
Transfers
Reinstatements
Medium Rare Annex
Additional Steps : Special Cases 

...

1. Display Instance record. Verify that record matches book. If the title is lost or missing, see special instructions below.
   
2. If the title is a serial, check for and report an open purchase order or ongoing subscription.
3. Click Actions→Edit Instance, and make the following changes in the Administrative Data section:
   • Check the "Suppress from Discovery" box
   • Check the "Staff Suppress" box
   • Add an Administrative note with the proper coding for the withdrawal, using the format date:yyyymmdd ttype:w userid:[netid] ploc:lts
     • For multipart items, record the number of pieces withdrawn by adding "pcs: " to the end of the note, followed by the number of pieces withdrawn (see example below)

Examples: 

Image Added

Note: the macro that will enter the above information is: ,,w (with the cursor in the Note field).

...

1. Display relevant Holdings record:
   • At the top of the Holdings, record, check the box to SUPPRESS FROM DISCOVERY.
   • In the Holdings Notes, enter a Note for the withdrawal, using the format date:yyyymmdd ttype:w userid:[netid] ploc:ltswith Note Type: Note, enter "WITHDRAWN", and a short note stating the reason (e.g. damaged, deselected, etc.)

1. Display relevant item records:

   • For single-part monographs, delete item record . (Procedure #135)

   • For multipart monographs and serials, note item statuses and Enum/Chron information, then  delete item record(s) (Procedure #135) .
   • Any withdrawn item that is older than 6 months will be batch deleted by Batch processing periodically. <--(Double-check with Batch Processing)

Note: the macro that will enter the above information is: ,,w (with the cursor in the Note field).                

•             For multipart items, record the number of pieces withdrawn by adding "pcs: " to the end of the note, followed by the number of pieces withdrawn:

               Image Removed

                 d. In a separate Holdings Note, with Note Type: Note, enter "WITHDRAWN", and a short note stating the reason (e.g. damaged, deselected, etc.)       

1. • Procedure #135) .              

                          Image Modified 

EXAMPLES of WITHDRAWN Notes/Reasons for withdrawal in HOLDINGS NOTES:

...

d.  When withdrawing only certain parts of a multipart monograph or serial, add specific information in the "WITHDRAWN" Holdings note on which parts are being withdrawn, and why.   Make sure NOT to suppress the Instance and Holdings records if any of the volumes are still left in the collection.

e.  If the part(s) being withdrawn are accompanying material that is included in the bibliographic description for the title (such as supplements or maps in a pocket), add a note specifying that the supplement/map/etc. has been withdrawn –  

Example:  "Vol. 3 and accompanying maps WITHDRAWN (MISSING) 9/3/21"

f.   Edit the appropriate Holdings Statement(s) to reflect ONLY those holdings that are retained.  If you are withdrawing all parts of a multipart monograph or serial, however, retain the Holdings Statement information as is.

...

a. If there are no active (unsuppressed) holdings records remaining for the title, suppress the Instance record from discovery.  Suppressing the BIB record will automatically queue the BIB record for deletion from OCLC.  

b. If you have the physical pieces in hand, stamp them "Withdrawn."

...