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 2016 November 2021
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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. Records cataloged in Voyager have been exported to FOLIO have holdings set in OCLC and our bibliographic (“COO”) holdings must be deleted from WorldCat whenever the Voyager BIB FOLIO Instance record is deleted or suppressed from the OPACpublic catalog.
2. Deleting our bibliographic holdings from WorldCat will be done automatically overnight under either of 2 conditions.
a. Record Bib record is suppressed and bib leader position 5 equals “d”.
b. Record 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 If they do not represent withdrawn titles. For example, holdings are better represented on another OCLC master number. Then , then holdings must be removed manually from the previous OCLC number and added to the other new master record manually.
B. To Delete a BIB RecordAnchor B2 B2
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.
C. 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.
D. 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.
Click on YES to confirm the deletion.
E. Deleting COO Holdings from OCLC
A. General Considerations
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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Deleting COO Holdings from OCLCAnchor E E
1. General ConsiderationsAnchor E1 E1
Records cataloged in FOLIO have had holdings set in OCLC and our bibliographic (COO1. Records cataloged in Voyager have been exported to 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.