Scope: This procedure contains instructions for processing withdrawals, transfers, and reinstatements in the Database Quality Unit. Requests for these transactions typically come from selectors or from Collection Maintenance staff. , and they
Contact: Pedro Arroyo
Unit: Database Quality
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- Display Instance record. Verify that record matches book.
- If the title is a serial, check for and report an open purchase order or ongoing subscription. See Additional Instructions for Serials below
- For single-part monographs and complete multi-volume part sets, Suppress the Instance:
- Click Actions→Edit Instance, and in the Administrative Data section,
- Check the "Suppress from Discovery" box
- Check the "Staff Suppress" box:
- Click Actions→Edit Instance, and in the Administrative Data section,
- 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. If you don't have this macro, contact the LTS Macro coordinator.
- For For multi-volumes/multipart items, record the number of pieces withdrawn by adding "pcs: " to the end of the note, and then add the number of pieces withdrawn (see example below)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. See additional instructions for partial multi-part transactions below.
Examples:
(Single-part monographs):
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- Display the appropriate Holdings record for the piece in hand:
- For single-part monographs being withdrawn, check the box to SUPPRESS FROM DISCOVERY.
- For Multi-part monographs and serials, suppress the Holdings ONLY if withdrawing all of the pieces in a given Holdings. (see also Additional Serial instructions below).. Do NOT to suppress the Instance or Holdings records if any volumes will still be held in the collection.
- In the Holdings Notes, with Note Type: Note, enter "WITHDRAWN", and a short parenthetical note stating the reason, if available (e.g. lost, damaged, missing, deselected, duplicate, replaced by preservation photocopy, replaced by digitized copy, etc.), plus the date and your netID. Make sure to click the "Staff only" box as well:
a. When withdrawing only certain parts of a multipart monograph or serial, add specific information in the above Holdings note on which parts are being withdrawn, and why.
- Example: "v.2 and v.6 withdrawn (damaged) 01/02/03 abc"
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3. 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), specify this info in the above Holdings Note:
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1. Display Item record(s) of the piece(s)-in-hand.
a. For single-part monographs, DELETE the Item record record by clicking Actions→Delete.
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- If the Item(s) cannot be deleted because of dependencies or certain Item Statuses, use the Check-in app to remove the dependencies and make the status "available", or bring it to consult with the DBQ, Inputting, or Monographs Workflow supervisor, to Check-in the piece and remove the dependencies as applicableSerials, or Monographs Workflow supervisor as appropriate.
**Do not delete any item records for material that is NOT being withdrawn.**
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1. If you have the physical pieces in hand, stamp them "Withdrawn",. For books, the stamp can go on the inside front or back cover, title page, verso, or some combination of the above.
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V. Special Cases: State-Supported Libraries, publisher requestsPublisher Withdrawal Requests, and Batch Withdrawals:
- State-supported library: If any CUL state-supported library is withdrawing material, the following procedure will applythere may be additional requirements during the withdrawal process:
- 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.
- Technical Services/DBQ staff, if requested, will:
- Receive material for withdrawal (DBQ).
- Update records in voyager FOLIO for withdrawn titles (DBQ).
- Ship requested material to designated library (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).
- The withdrawing library will:
- Withdrawal requests from publishers:
- When selectors inform LTS that the Library has received a request from is informed that a publisher has asked CUL to withdraw or destroy 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:
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3. 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 if a large number of missing/lost items need to be withdrawn, etc.
- For batch withdrawals of single volume monographs, 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.
Automation Team staff will perform the following steps:
- Import the .csv spreadsheet to DBeaver LDP and create a separate table of the barcodes.
- Perform a query (or queries) 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 FOLIO Instance record will need to be suppressed.
- The corresponding instance UUIDs for the bibliographic MARC bibs will be used when implementing or Python script utilizing the Folio API to suppress the instance and add the administrative notes, 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.
- For batch withdrawals of single volume monographs, a .csv spreadsheet of barcodes of records to be withdrawn should be sent to the Automation team.
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