Scope: This procedure contains instructions for deleting authority, bibliographic, holdings, and item records from VoyagerFOLIO, as well as for deleting Cornell holdings from OCLC WorldCat. Only staff with the appropriate authorizations will be able to delete records.
Contact: Barbara Tarbox, Gary Branch Jenn Colt, Laura Daniels, Pedro Arroyo
Unit: Post Cataloging Services
Date last updated: 07/16/08
Date of next review: July 2015 November 2021
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Authority Records
Anchor A1 A1 Local Authority Records
Anchor A2 A2 NACO Authority RecordsRecord Deleting Records (LTS Procedure #135)ibliographic Records
Holdings Records
Item Records
Deleting COO Holdings from OCLC
General Considerations
Deleting Holdings from WorldCat Manually
Item Records
Deleting COO Holdings from OCLC
General Considerations
Deleting Holdings from WorldCat Manually
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A. Local Authority Records: Anchor A1 A1
1. Send requests to delete local authority records (which lack 010 fields and contain 040 $a NIC $c NIC) to the Authority Control Assistant in LTS Database Management Services (DMS).2. Catalogers in Olin LTS may make printouts of their records, clearly annotate the worksheets, and place them in the NACO Bin in Room 107E Olin Authorities Metadata Librarian.
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B. NACO Authority Records:
1. Send requests to delete authority records from the national file to the CUL NACO Coordinator.
2. Catalogers in Olin LTS may make printouts of their records, clearly annotate the worksheets, and place them in the NACO Bin in Room 107E Olin.
3. For more information, see the NACO Guidelines.
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Bibliographic RecordsAnchor B B
A. General ConsiderationsAnchor B1 B1
1. See the Withdrawals procedure for more information on deleting (and suppressing) BIB records in conjunction with the withdrawal process.
2. Purchase orders, holdings, and item records associated with the target BIB record must be deleted before the bibliographic records can be deleted from Voyager. If, for some reason, one or more of these associated records cannot be deleted, suppress tthe BIB record from the Voyager OPAC instead of deleting it. Approved purchase orders generally cannot be deleted, nor can item records with outstanding transactions.
Records cataloged in FOLIO have holdings set in OCLC and our bibliographic (“COO”) holdings must be deleted from WorldCat whenever the FOLIO Instance record is deleted or suppressed from the public catalog.
2. Deleting our bibliographic holdings from WorldCat will be done automatically overnight under either of 2 conditions.
a. Bib record is suppressed and leader position 5 equals “d”.
b. Bib record is suppressed with 948 withdrawal statistic present with today’s date.
3. Our OCLC holdings will not be deleted overnight when more than one unsuppressed FOLIO bib has the same OCLC master number.
4. If holdings are better represented on another OCLC master number, then holdings must be removed manually from the previous OCLC number and added to the new master record manually.
3. If you are unable to delete records from Voyager or are reluctant to do so, send clearly annotated printouts to DMS or place them in the mail bin labeled "Voyager, RLIN [sic], and OCLC Deletes" in the west end of Room 110 Olin. DMS staff: if a BIB ID is not included in the request, return the printout to the person whose initials appear on it to verify that the BIB does need to be deleted.Anchor B2 B2
B. To Delete a BIB Record
1. Delete Item and MFHD Holdings records associated with the BIB record. If you cannot delete the items and MFHDs, you will not be able to delete the BIB.
2. Uncataloged records:
Display the BIB.
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3. Cataloged records (except duplicates with the same OCLC master number):
Display the BIB.
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An automated program will delete our holdings from OCLC overnight and remove the records from Voyager monthlythe next day.
4. Cataloged records (duplicates):
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Note: When deleting a duplicate record from Voyager, verify that the record to be retained contains an 035 field with the correct OCLC number, if that information is readily available.
Holdings (MFHD) Records
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Holdings RecordsAnchor C C
1. Delete Item records associated with the MFHD Holdings record. If you cannot delete the items, you will not be able to delete the MFHDHoldings.
2. To delete a holdings record:
Display the MFHD.
Type [alt] r d to delete the record.
Click on YES to confirm the deletion.
If you get the message Unable to delete holdings record. PO must be deleted first, click on OK and alert Acquisitions.
Item Records
1. If you want to delete a bibliographic record from Voyager, you must delete its associated item record(s) first, then its MFHDs, then the BIB record. Voyager will not let you delete an item record that has circulation transactions pending against it, such as a record for a title that is charged out to a patron through the Circulation module. Deleted records stay in the system, even though we can't view them.
2. To delete an item record:
Display the item record.
Type [alt] r d to delete the record.
The steps for deleting a Holdings record are outlined here
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Item RecordsAnchor D D
The steps for deleting an Item record are outlined here
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Click on YES to confirm the deletion.Anchor E E
Deleting COO Holdings from OCLC
1A. General ConsiderationsAnchor E1 E1
1. Records Records cataloged in Voyager have been exported to FOLIO have had holdings set in OCLC and our bibliographic (?COO?) holdings must be deleted from WorldCat whenever the Voyager FOLIO BIB record is deleted or suppressed from the OPAC.
2. Deleting our bibliographic holdings from WorldCat will be done automatically overnight, except when BIB records cannot be deleted from Voyager because:
a. they are attached to approved purchase orders or to item records with outstanding circulation transactions, AND
b. they do not represent withdrawn titles. In this case, bibliographic holdings must be manually deleted from WorldCat.
(Exception: When the OCLC master number in FOLIO is present in multiple FOLIO bibs then do not remove our holdings from OCLC.)
2B. Deleting Holdings from WorldCat ManuallyAnchor E2 E2
1. "Deleting" records from OCLC means removing Cornell's holdings symbol("COO") from the master record, not removing the master record itself.
2. Unless If the Voyager BIB falls into the exceptional case is formatted as described directly above in A.2, then our holdings will be removed from OCLC automatically overnight.
3. To remove our holdings manually from WorldCat:
Please check to make sure that OCLC number is not present on any other Voyager bib.
Log on to OCLC using an update account.
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For more information, see Delete Holdings on the OCLC Help menu.