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Date of next review: 9/15/2022

*As of 9/1/21, this procedure is in the process of being updated for the FOLIO-based environment. 

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Withdrawals
Batch Monographic Withdrawals
Transfers
Reinstatements
Medium Rare Annex
Additional Steps : Special Cases 

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Note: the macro that will enter the above information is: ,,w (with the cursor in the Note field).

5. When withdrawing only certain parts of a multipart monograph or serial, include in the WITHDRAWN note specific information on which parts are being withdrawn –   Examples :  

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6.

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If the part(s) being withdrawn are accompanying material that is included in the bibliographic description for the title (such as supplements or  maps in a pocket), add

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a note specifying that the supplement/map/etc. has been withdrawn –   Examples :  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f.  If all volumes have been withdrawn, suppress the MFHD (Procedure #135) from OPAC display and change the record status value to 'd' in the leader area.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g.  Repeat these steps for all copies and locations to be withdrawn.

1. 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 LTS staff:: For multipart items, record the number of pieces withdrawn in a 948 $x. Example: 948 2# $a 20040902 $b w $d abc23 $e cts $x 3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.

2. If you have the physical pieces in hand, stamp them "Withdrawn."
3. Dispose of the withdrawn physical pieces as follows:   Send to LTS Documents all items that bear a "Federal Publications" sticker, have been stamped "Depository", or have a "D"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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•         WITHDRAWN (LOST), 8/21/00 abc
•         WITHDRAWN (DESELECTED), 8/6/00 abc
•         WITHDRAWN (REPLACED BY PRES. PHOTOCOPY), 9/24/00 abc
•         Vol. 3 WITHDRAWN (MISSING), 7/21/00 abc
•         Suppl. WITHDRAWN (DESELECTED), 8/18/00 abc $z Lacks suppl.
•         Vol. 8-15 WITHDRAWN (REPLACED BY PRES. PHOTOCOPY), 9/28/00 abc  

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  B. Batch Single Volume Monographic Withdrawals
  
  

   For batch withdrawals of single volume monographs we receive either a text file barcodes or an Excel spreadsheet of the single volume monographs to be withdrawn. Basically we then follow the online work of withdrawal procedure as noted above using batch tools.
  

  1. We import the text file or Excel spreadsheet into Microsoft Access.
  2. We perform a query or queries to verify that the data is as expected. (Looking for things such as unexpected multi-volume monographs, serials, items checked out, etc. We usually route those items to DBQ for manual processing)
  3. Once verified that the data is as expected, we delete the item records using a Perl script or Gary Strawn's Location Changer.
  4. We use Harvest to pull the MFHDs and use MARCEdit to follow the manual withdrawal steps for holdings described above. (Leader position 5 changed to "d" and an 852 subfield x note "Withdrawn ([reason for withdrawal] date, net id)". For examaple: Withdrawn (lost/missing) 3/12/20, gcb2  –   Withdrawn (deselected) 3/12/20, gcb2
     
  5. We used Gary Strawn's Record Reloader or a Perl script to replace the holdings with the revised versions.
  6. We use Harvest to pull copies of the bibs and add a 948 batch withdrawal statistics.
     For example: 948 2_ $a 20151212 $b w $d batch $e lts
     
  7. We use Voyager's bulk import function to replace the bib using the bulk import code BIBMAINT.
  8. If it is the last copy for CUL, then we suppress those bibs using the bulk import code BIBSUP.
  9. We then rerun the Access query to verify that holdings are suppressed and the items deleted.
     

  
  

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