Page History

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

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A. Withdrawals of physical materials in the collection:

I. Instance 

1. Display Instance record. Verify that record matches book. If the title is marked "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. For single-part monographs Click Actions→Edit Instance, and make the following changes in the Administrative Data section:
   • Check the "Suppress from Discovery" box
4. 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    The macro for this is ,,w.

• • • For multipart items, record the number of pieces withdrawn by adding "pcs: " to the end of the note, followed by the number of pieces withdrawn (see example below)
    • If you are NOT withdrawing ALL of the pieces of a particular multi-volume, DO NOT suppress the instance record, or the remaining volumes will not be discoverable.

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•   When withdrawing only certain parts of a multipart monograph or serial, add specific information in the "WITHDRAWN" above Holdings note on which parts are being withdrawn, and why.

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• • Example:  "Vol. 3 and accompanying maps WITHDRAWN (MISSING) 9/3/21"
    

4.

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 If you are withdrawing only certain parts or supplements from the Holdings, 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. 

5.  Save the Holdings record.

III. Item Record

1.  Display relevant

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Item record(s)

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2.  For

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single-part monographs, delete the Item record by clicking Actions→Delete.  If the Item cannot be deleted because of dependencies or certain Item Statuses

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, bring the piece to the DBQ, Inputting, or Monographs Workflow supervisor

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, to Check-in the piece and remove the dependencies as applicable.

3.  For multipart monographs and serials, note item Enum/Chron information for the Holdings withdrawal note

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(if you have not already), and delete the Item records as described above.

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Make sure not to delete any item records for material that is NOT being withdrawn.

IV. IV. Physical Disposal

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

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",  For books, the stamp can go on the inside front or back cover, title page, verso, or some combination of the above.

2. 

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Route the withdrawn, stamped physical pieces as follows: 

• Place print serials in the recycle bin.
  
• Send all items that with a "Federal Publications" sticker, or "Depository" stamp, or have a "D" penciled on the cover, title page, or other preliminary pages, to the LTS Documents supervisor.
  
• Place all other items on the "Withdrawn Items" items cart in 110, to be sent to the Annex for donation.      

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Note: As of (05|16|2022), all scripts necessary to perform the aforementioned tasks in the Folio API are currently in development.

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C. Transfers 

I. Initial Conditions

• If the transfer involves a title for "rmc,anx" or one of the "ranx" sublocations, follow the Rare Annex (12a) instructions below.
• If the transfer involves superseded editions or volumes, see

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• also Special Instructionsbelow.
• If the title is a serial, check for and report an open purchase order

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• to the Serials Unit supervisor, to make sure any new issues are processed for the correct location (or to close the PO as applicable),
• If the title

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• has a "Pamphlet" call number, or other non-LC classification, consult with the Cataloging supervisor about whether it can go to the new location as-is, or whether it needs to be re-cataloged.

If the physical piece(s)-in-hand does not fit the conditions above, or has been cleared by the Serials or Cataloging supervisor,, send it to the Library Annex. Process the physical piece(s) as follows (except for Rare Annex material)      

II. Single Part Item and Complete Multipart Item

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Transfers (for Partial Multi-Part Transfers, see section III below)

1.  Display the Instance Record and enter an Administrative note for Transfers (,,t).
   1.  Make sure the record is NOT suppressed in the database.  If it is suppressed, uncheck the Suppress from Discovery box. 
   2.  Enter an Administrative note for transfers using the format: date:yyyymmdd ttype:w userid:[netid] ploc:lts  The macro for this is ,,t
      
2.  Display the Holdings record that matches the old location and copy number of the title and edition in hand. Verify   If there is any discrepancy between the piece and its records, consult with the DBQ supervisor.
   1.  Make sure
   that
   1. the record is NOT suppressed
   from public view.
   1. in the database.  If it is suppressed, uncheck the Suppress from Discovery box. 
   2.  Change the Permanent Location field to the new location.  
   3.  If needed, add
   a 
   1. an appropriate copy number in
   the Holdings record and Item records.
   
3.  Check the Oversize Chart for prefixes and/or suffixes appropriate for the new location.
4. 1. the Holdings record.
      
   2. Add a Holdings Note (with
   In the Holdings Record, add a note (
   1. Note type: Note) showing which collection the piece originally came from, and
   when
   1. the date it was transferred.  Make sure the "Staff only" box is checked:

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• • Image Added

Exception: Transfers Not all transfers to the Annex do NOT require a transfer the Holdings note, as large transfer projects and book-moves can make it cumbersome burdensome to add notes to every Holdings record, but .  LTS staff are still encouraged to add transfer notes for single, manual transfers whenever possible.add transfer notes for single, manual transfers whenever possible, however.

e.  Check the  Oversize Chart for prefixes and/or suffixes appropriate for the new location, if applicable, and adjust the Call Number Prefix/Suffix fields accordingly.

3 7.  Search the database to verify that the old call number is NOT already in use for the new location. If it is, add publication date and work letter to the call number in the Holdings and on the piece in hand, or work letter only if call number already contains a date.  Consult with DBQ supervisor if needed.

Make sure to re-mark and re-label the piece if you make modifications modificationsto the call number.

84.  Save and close  the Holdings record.

III. Partial Multipart Item Transfers  

1. Display the holdings record that matches the old location and copy number of the title and edition in hand.
2. Delete the volumes and/or numbers to be transferred from the the original Holdings statements, INCLUDING  INCLUDING supplements and indexes.
3. Display the holdings record that matches the new NEW (destination) location and copy number. If there is no holdings record for the new location, skip to "step 8 " below.
4. Verify that the destination Holdings record is not suppressed from the OPAC. If it is, uncheck the Suppress from Discovery box.
5. Add the appropriate "Transfer From" note to the Holdings Notes the Holdings Notes of the destination record (Note type: Note), as in the above example, but note which volumes were transferred. (e.g. "Vols. 3 and 4 transferred from Echols Ref.")
   
6. Add the volumes and/or numbers to be transferred to the appropriate Holdings Statements of the destination Holdings record.
7. Save the Holdings record.
8. If there is no holdings record for the new location and copy number (including ANX locations, if you are transferring items to the Annex), create and edit one. Be sure to:
   
   • Check the Oversize Chart for prefixes and/or suffixes appropriate for the new location.
     
   • Search FOLIO to verify that the old call number is not already in use for the new location. If it is already in use, add a w suffix to the last cutter in the call number.
     
   • Add an appropriate transfer note to the Holdings note, as in the above example.
     
   • Include appropriate Holdings statements for volumes, supplements and indexes.

IV.  Item Records

1. Single Part Item and Complete Multipart Item Transfers  

   a.  Display item Item record.

   b.  Change Permanent Location field to match location in the holdings record.

   c.  Edit the Permanent Loan Type, if appropriate -- for example: when transferring a title to or from a "Non-Circulating" reference collection. If you are transferring a title to a (Rare Annex #12a) location (e.g. "rmc,anx"), set the Item Type to "Non-Circulating". (NOTE: These are the only Annex locations for which the Item Type should be set to "Non-Circulating")

   e. Delete any leftover Item Notes that may not be relevant after the transfer.

   f.  Save the Item record

   g.  Repeat for each item record associated with the transfer.

    

2. Partial Multipart Item Transfers  

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1. Re-display the Instance record.  If it is suppressed, uncheck the suppress from Discovery box.
   
2. If you unsuppress the bib record, add an additional 948 to indicate a fast shelve statistic (,,s).  Note: If a new BIB record is created, add additional 948 statistics fields for inputting ( ,,i ) and fast-catting ( ,,f ) to insure that the record is exported to OCLC as a newly cataloged record.
3. Save the record to the database.
4. Line out all previous location stamps -- (see exception below).
5. Edit pencilled locations and call numbers -- (see exception below).
6. For serials, if you know that the new location is picking up an open subscription from the old location, write "Ongoing, currently received" on the location flyer. In addition, for unbound issues not barcoded separately, give recent issues (as displayed in the OPAC) to LTS Serials or Documents for further processing.
   If the transfers are computer disks , sound recordings   , or video recordings  , do additional processing if required for the new location.
   Exception: for unbound serials not barcoded separately, edit only the first and last issue in each bundle.
   Insert a location flyer and place completed transfers on the appropriate shelf (#12a) .
   

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• Anchor
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  D. Reinstatements

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