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- Display Instance 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 record . (Procedure #135)
- For multipart monographs and serials, note item statuses and Enum/Chron information, then delete item record(s) (Procedure #135) .
- Any withdrawn item that is older than 6 months will be batch deleted by Batch processing periodically.
- Display relevant Holdings record:
a. In the Holdings Notes, enter the transaction data for the withdrawal, using the format date:yyyymmdd ttype:w userid:[netid] ploc:lts (see example a. below).
b. In a separate Holdings Note, with Note Type: Note, enter "WITHDRAWN", and a short note stating the reason (e.g. damaged, deselected, etc. S)Note 1: the processing location (ploc) may differ for different sites, such as law, rmc, etc.
Note 2
Note: the macro that will enter the above information
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is: ,,w (
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with the cursor in the Note field).
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|x WITHDRAWN ([reason]), [date] and your [initials] to the 852 field following the call number -- Examples:
b. When withdrawing only certain parts of a multipart monograph or serial, include in the WITHDRAWN note specific information on which parts are being withdrawn – Examples :
c. If the part(s) being withdrawn are accompanying material that is included in the bibliographic description for the title (such as supplements or maps in a pocket), add an 852$x note – Examples :
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f. If all volumes have been withdrawn, suppress the MFHD (Procedure #135) from OPAC display and change the record status value to 'd' in the leader area.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also set the 008 Receipt Status to "Not currently received."g. Repeat these steps for all copies and locations to be withdrawn.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 (Procedure #26) 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" penciled on the cover, title page, or other preliminary pages.
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