Page History

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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. See Additional Instructions for Serials below
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

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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, if requested, will: 
      
      • Receive material for withdrawal (DBQ).
      • Update records in voyager for withdrawn titles (DBQ).
      • Ship requested material to designated library (G&E(Gifts or DBQ (formerly considered an Exchange arrangement)).
      • 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 Instance Notes field of the Instance record (Note type: General Note).  Make sure the "Staff Only" box is NOT checked:

*** For more information about these situations,

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see Collection Development's Policy on Returning or Destroying Materials on Request

      3.  Batch Withdrawals: Single Monographic Volume or Complete Serial collections. Batch Withdrawals: Single Monographic Volume or Complete Serial collections - Batch withdrawals are performed by LTS's Automation Team.  The initial request may come from selectors looking to deselect material, or when a large number of missing/lost items need to be                            withdrawn, etc.  

1. 1. For batch withdrawals of single volume monographs,

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1. 1. a .csv spreadsheet of barcodes of records to be withdrawn should be sent to the Automation team. 
      • The list should have more than 25 entries. Lists of fewer than 25 entries will be processed manually by DBQ staff.

The batch withdrawal process is as follows:

1. 1. Automation Team staff will perform the following steps:

      • Import the .csv spreadsheet

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1. 1. • to DBeaver LDP and create a separate table of the barcodes

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1. 1. • .

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1. 1. • Perform a query

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1. 1. • (or queries)

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1. 1. • on the newly-created table of barcodes. This is to acquire specific data needed to perform the batch withdrawal process. The primary data necessary to complete a batch withdrawal are the instance UUIDs, holdings UUIDs and the item UUIDs.
      • Once item UUIDs are acquired, item records are deleted by means of a Python script.
      • Utilizing the holdings UUIDs and a Python script involving the the Folio API, all holding work will be completed. This would include adding the withdrawal note in the holdings note, the transaction data note and the suppression of the holdings. Examples of withdrawal notes: Withdrawn (lost/missing) 3/12/20, netid or Withdrawn (dupe-deselected) 3/12/20, netid.
      • If the holdings being withdrawn is the last CUL copy, the MARC bibliographic record will need to be suppressed.
      • The corresponding instance UUIDs for the bibliographic MARC bibs will be used when implementing

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1. 1. • or Python script utilizing the Folio API to suppress the instance, if there are no other holdings attached with circulating material. The instance will not be suppressed if there is a valid holdings attached with circulating material.
      • Develop and run query in Dbeaver to verify bibliographic records of last CUL copy are suppressed and that all withdrawn holdings are suppressed and the items deleted.

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C. Transfers 

I. Initial Conditions

• If the transfer is going to Rare Annex (rmc,anx) or any of the "ranx" sublocations, follow the  Rare Annex (9a) instructions below.
• If the transfer involves superseded editions or volumes, see also Special Instructionsbelow.
• If the title is a serial, check for and report an open purchase order to the Serials Unit supervisor, to make sure any new issues are processed for the correct location (or to simply close the PO if applicable)See Additional Instructions for Serials below..
• If the title 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/re-marked with a new call number.

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1. Open purchase orders: when withdrawing or transferring serials, and for all reinstatements, check to see if there is an open purchase order for the title:
   1. In the FOLIO Inventory screen, scroll down to the bottom of the third pane, and check the Acquisitions accordion/pop-down for any POL (purchase order line) information,  If there's no purchase order attached, the Acquisitions accordion will be closed.
      
      • • 
   2. Click the POL link (tip: right-click and open in a new tab).
   3. Verify that the Location for the line item is correct.
   4. Check the Receipt Status   (Receiving note ). If it states that the purchase order is complete or canceled, do nothing. If it states that the purchase order is Open or Ongoing, send an e-mail notification to Serials Supervisor. In the e-mail, give the following information:
      1. Action (withdrawal, transfer, or transferreinstatement)
      2. Brief serial title
      3. Instance ID
      4. Purchase Order Number

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