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- Display bibliographic record. Verify that record matches book. If the title is lost or missing, see special instructions below.
- If the title is a serial, check for and report an open purchase order.
- Display relevant item records:
- For single-part monographs, delete item records [9].
- For multipart monographs and serials, note item statuses and Enum/Chron information (for use in MFHD 852 note), then delete item record(s).
- Any withdrawn item that is older than 6 months will be batch deleted by Batch processing periodically.
- Display relevant MFHD record:
a. Add |x WITHDRAWN ([reason]), [date] and your [initials] to the 852 field following the call number -- Examples:
b. When withdrawing only certain parts of a multipart monograph or serial, include in the WITHDRAWN note specific information on which parts are being withdrawn --Example:
c. If the part(s) being withdrawn are accompanying material that is included in the bibliographic description for the title (such as supplements or maps in a pocket), add an 852$x note --Example:
d. If present, delete 852 $h In process.
e. Edit 866/7/8 information to reflect ONLY those holdings that are retained. However, if you are withdrawing all parts of a multipart monograph or serial, retain the 866/7/8 information as is.
f. If all volumes have been withdrawn, suppress the MFHD from OPAC display and change the record status value to 'd' in the leader area. Suppressing the MFHD and changing the status to 'd' will automatically queue the MFHD for deletion from OCLC. For serials, also set the 008 Receipt Status to "Not currently received."
g. Repeat these steps for all copies and locations to be withdrawn.
- Re-display bibliographic record:
a. Add a 948 local statistics field to the BIB record, using the value "w" for type of transaction. LTS staff:: For multipart items, record the number of pieces withdrawn in a 948 $x. Example: 948 2# $a 20040902 $b w $d abc23 $e cts $x 3
b. If there are no active (unsuppressed) holdings records remaining for the title, suppress the BIB record. Adding the 948 and suppressing the BIB record will automatically queue the BIB record for deletion from OCLC.
- If you have the physical pieces in hand, stamp them "Withdrawn."
- Dispose of the withdrawn physical pieces as follows: Send to LTS Documents all items that bear a "Federal Publications" sticker, have been stamped "Depository", or have a "D" pencilled penciled on the cover, title page, or other preliminary pages.
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- Transfer the item(s) online according to the instructions found in section "6. Disposition" of the "Selection Policy for Shelf Space Adjustment.
- If the transfer involves a title for "rmc,anx" or one of the "ranx" sublocations, follow the Rare Annex instructions below.
- If the transfer involves superseded editions or volumes, see also special instructions below.
- If the title is a serial, check for and report an open purchase order.
- If the title bears a "Pamphlet" call number, send it to the Library Annex.
- Process the physical piece(s) as follows (except for Rare Annex material)
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a. Single Part Item and Complete Multipart Item Transfers
1. Display the holdings record that matches the old location and copy number of the title and edition in hand.
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8. Save the record to the database.
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b. Partial Multipart Item Transfers
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- Re-display the BIB record. Click on the system tab to verify that the record is not suppressed from the OPAC. If it is suppressed, uncheck the suppress from OPAC box.
- Add two 948 local statistics fields to the record: one for the withdrawal; another for an added copy, an added location, or added volumes -- as appropriate. If you unsuppress the bib record, add an additional 948 to indicate a fast shelve statistic (,,s). Note: If a new BIB record is created, add additional 948 statistics fields for inputting ( ,,i ) and fastcatting fast-catting ( ,,f ) to insure that the record is exported to OCLC as a newly cataloged record.
- Save the record to the database.
- Line out all previous location stamps -- see exception below.
- Edit pencilled locations and call numbers -- see exception below.
- For serials, if you know that the new location is picking up an open subscription from the old location, write "Ongoing, currently received" on the location flyer. In addition, for unbound issues not barcoded separately, give recent issues (as displayed in the OPAC) to LTS Serials or Documents for further processing.
- If the transfers are computer disks, sound recordings, or videorecordings video recordings, do additional processing if required for the new location.
- Exception: for unbound serials not barcoded separately, edit only the first and last issue in each bundle.
- Insert a location flyer and place completed transfers on the appropriate shelf.
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- Cross out all "withdrawn" stamps.
- Edit pencilled locations and call numbers, if needed.
- Insert a location flyer and place completed transfers on the appropriate shelf.
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D. Additional Steps: Special Cases
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