Page History

...

1. State-supported library: If any CUL state-supported library is withdrawing material, the following procedure will apply:
   1. The withdrawing library will:
      • Create a list of material for withdrawal.
      • Post list to SUNY listserv   SUNYLA-L@LISTSERV.BINGHAMTON.EDU offering material for quick disposal to other SUNY libraries.
      • Specify last date responses will be accepted.
      • Take responses and tag material for shipping to designated libraries using UPS call tag.
      • Obtain shipping and delivery information from requesting library. Shipping costs will be borne by the requesting library.
      • Send materials to LTS Database Quality staff for withdrawal, along with shipping information as appropriate.
   2. Technical Services staff will: 
      
      • Receive material for withdrawal (DBQ).
      • Update records in voyager for withdrawn titles (DBQ).
      • Ship requested material to designated library (G&E).
      • Discard remaining volumes in accordance with CUL's general withdrawal policies (DBQ).
      • Work with library accounting to collect shipping fees, if necessary (N/A with UPS call tag).
2. Withdrawal requests from publishers: 
   
   1. When selectors inform LTS that the Library has received a request from a publisher to withdraw a particular title (usually because of controversial or erroneous content), but that request has been refused, add the following note to the appropriate Voyager BIB record: Instance Notes field of the Instance record (Note type: General Note).  Make sure the "Staff Only" box is NOT checked:

Image Added500 ## $aPublisher withdrew this title from publication in light of controversy about its content.

For more information about these situations, see Collection Development's Policy on Returning or Destroying Materials on Request

...

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

...

C. Transfers 

I. Initial Conditions

...

1. Display Instance record.
   1. Add the Administrative note for Transfers as described above (use the macro ,,t, but as with Withdrawals, add "pcs:" to the end, showing how many were transferred
   2. Save the Instance.
2. Display the holdings record that matches the old location and copy number of the title and edition in hand.
   1. Delete the volumes and/or numbers to be transferred from the original Holdings statements, INCLUDING supplements and indexes, if applicable.
   2. Save changes to original Holdings record. 
3. Display the holdings record that matches the NEW (destination) location and copy number. If there is no holdings record for the new location, skip to step 6 below.
   1. Verify that the destination Holdings record is not suppressed from discovery. If it is, UN-CHECK the "Suppress from Discovery" box.
   2. Add the appropriate "Transfer From" note to 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.")
      
4.  Add the volumes and/or numbers to be transferred to the appropriate Holdings Statements of the destination Holdings record, including supplements and indexes as applicable. (this is the info deleted from the original holdings statements)
5.  Save the destination Holdings.
6. 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 a New Holdings. Be sure to:
   1. Add the appropriate information to the Holdings Type and Permanent Location fields. 
   2. Check the Oversize Chart for prefixes and/or suffixes appropriate for the new location, and add them as necessary.
      
   3. 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, or consult with a cataloger or DBQ staff.
      
   4. Add an appropriate transfer note, with volume numbers, to the Holdings note, as in the above example.
      
   5. Include appropriate Holdings statements for newly-transferred volumes, supplements and indexes as appropriate.
7. Save the New Holdings Record.
8. Relink the item records for the pieces in hand, from the original holdings to the new (destination) holdings.b.   After re-linking,
   1. Display each re-linked item record. 
   c. 
   1. Change Permanent Location field to match the new Holdings record, as for single-part and complete sets, described above.
   d.  Edit the
   1. 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")

IV.  Item Records

Single Part Item and Complete Multipart Item Transfers  

a.  Display Item record. (After making and saving the appropriate changes to the Instance and Holdings) 

b.  Change Permanent Location field to match the newly-changed 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. If the item status is checked out, missing, lost, etc., use consult with the DBQ supervisor, or check the piece in to change the status to "Available".

f.  Save the Item record

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

Partial Multipart Item Transfers  

...

1. 1. collection, such as Reference or Rare Annex.

...

V. Final Steps  

1. Line out all previous location stamps on the piece in-hand -- (see exception below).
2. Edit handwritten locations and call numbers in the book piece   -- (see exception below).
3. 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.  Consult with a cataloger as needed.
   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) .
   
4. Send the items to the Physical Processing unit for re-labeling and routing to the appropriate location. 

...