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3. Batch Withdrawals: Single Monographic Volume or Complete Serial collections - Batch withdrawals are performed by LTS's Automation Team. The request may come from selectors looking to deselect material, or if a large number of missing/lost items need to be withdrawnbe withdrawn, etc.
- For batch withdrawals of single volume monographs, a .csv spreadsheet of barcodes of records to be withdrawn should be sent to the Automation team.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 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 Examples of withdrawal notes: Withdrawn (lost/missing) 3/12/20, netid or Withdrawn (dupe-deselected) 3/12/20, netid.
- If the holdings being withdrawn is the last CUL copy, the FOLIO Instance record will need to be suppressed.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- Develop and run query in Dbeaver to verify bibliographic records of last CUL copy are suppressed and that all withdrawn holdings are suppressed and the items deleted.
- For batch withdrawals of single volume monographs, a .csv spreadsheet of barcodes of records to be withdrawn should be sent to the Automation team.
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CB. 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. 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.
If the physical piece(s)-in-hand does not fit the conditions above, or has been cleared by the Serials or Cataloging supervisorappropriate staff, proceed to the following steps:
II. Single Part Item and Complete Multipart Item Transfers (for Partial Multi-Part Transfers, see section III below):
- Display the Instance Record
- Make sure the record is NOT suppressed in the database. If it is suppressed, uncheck the Suppress from Discovery box.
- Enter an Administrative note for transfers using the format: date:yyyymmdd ttype:t userid:[netid] ploc:lts The macro for this is ,,t
- Save the Instance Record
- Display the Holdings record that matches the old location and copy number of the title and edition in hand. If there is any discrepancy between the piece and its records, consult with the DBQ supervisor.
- Make sure the record is NOT suppressed in the database. If it is suppressed, uncheck the Suppress from Discovery box.
- Change the Permanent Location field to the new location.
- If needed, add an appropriate copy number in the Holdings record. You will need to add the copy number to the written call number in the piece as well.
- Add a Holdings Note (with Note type: Note) showing which collection the piece originally came from, and the date it was transferred. Make sure the "Staff only" box is checked:
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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. Make sure to make the same modifications to the written call number in the piece, if applicable (see final steps below).f
4.
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Save the Holdings record.
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5. Display Item record.
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- Change Permanent Location field to match the newly-changed location in the holdings record.
- Edit the Permanent LoanType, if appropriate -- e.g.: 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 transferring a title to or from a "Non-Circulating" . (NOTE: These are the only Annex locations for which the Item Type should be set reference collection. If you are transferring a title to a RMC,ANNEX, for example, set the Item Type to "Non-Circulating").
- If the item status is checked out, missing, lost, etc., consult with the DBQ supervisor, or check the piece in to change the status to "Available".
6. Save the Item record
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7. Repeat the above steps for each item record associated with the transfer.
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8. 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 to the online call number.
III. Partial Multipart Item Transfers
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- Search FOLIO for a matching Instance. If no record is found, Skip to section Ia below.
- If there is an Instance record in FOLIO, verify that the record matches the book.
- Check for and report an open purchase order associated with the item, if applicable. If you find an open PO associated with the piece, see See Special Instructions below.
- If the Instance record is suppressed, un-check the "Suppress from Discovery" box in the Instance record, and set the Catalog Date to the CURRENT date.
- Add a Post-Cataloging Maintenance Code (macro: ,,mc) to the Administrative Note of the Instance.
- Search OCLC for a corresponding bibliographic record to the one we have:
- If there is a corresponding record in OCLC, and if the OCLC record does not reflect CUL Holdings, add an additional Shelflisting code to the Administrative note in the Instance (ttype: s ; use macro ,,s).
- Save and Close the Instance.
Ia . No Instance Record in FOLIO
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