Page History

...

Unit:  Database Quality

Date last reviewed: 10/11/2021 14 Jun 2023 

Date of next review:10/15/2022 

*As of 6/14/23, this procedure is still in the process of being updated.

...

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

...

 
General Rule: Determine whether to withdraw, transfer, or reinstate items based on the instructions found in Section "6. Disposition" of the "Selection Policy for Shelf Space Adjustment ", unless special circumstances apply. To determine if items are unique to CUL, follow these steps:

...

1. Display Instance record. Verify that record matches book. If the title is lost or missing, see special instructions below.
   
2. If the title is a serial, check for and report an open purchase order or ongoing subscription.
3. Click Actions→Edit Instance, and make the following changes in the Administrative Data section:
   • Check the "Suppress from Discovery" box
   • Check the "Staff Suppress" box
   • Add an Administrative note with the proper coding for the withdrawal, using the format date:yyyymmdd ttype:w userid:[netid] ploc:lts
     • For multipart items, record the number of pieces withdrawn by adding "pcs: " to the

...

1. Display Instance record. Verify that record matches book. If the title is lost or missing, see special instructions below.
   
2. If the title is a serial, check for and report an open purchase order or ongoing subscription.
3. Click Actions→Edit Instance, and make the following changes in the Administrative Data section:
   • Check the "Suppress from Discovery" box
   • Check the "Staff Suppress" box
   • Add an Administrative note with the proper coding for the withdrawal, using the format date:yyyymmdd ttype:w userid:[netid] ploc:lts
     • For multipart items, record the number of pieces withdrawn by adding "pcs: " to the end of the note, followed by the number of pieces withdrawn (see example below)

...

1. Display relevant Holdings record:
   • At the top of the Holdings, record, check the box to SUPPRESS FROM DISCOVERY.:

Image Added

• In the Holdings Notes, with Note Type: Note, enter "WITHDRAWN", and a short parenthetical note stating the reason (e.g. damaged, deselected, etc.), plus the date and your netID:

1. 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) .              

                          Image Removed 

EXAMPLES of WITHDRAWN Notes/Reasons for withdrawal in HOLDINGS NOTES:

EXAMPLES of WITHDRAWN Notes/Reasons for withdrawal in HOLDINGS NOTES (netID shown as "abc"):

• WITHDRAWN (LOST), 8/21/00 abc
• WITHDRAWN (DAMAGED)WITHDRAWN (LOST), 8/21/00 abc
• WITHDRAWN (DAMAGEDDESELECTED), 8/216/00 abc
• WITHDRAWN (DESELECTED), 8/6/00 abcWITHDRAWN (REPLACED BY REPLACED BY PRESERVATION PHOTOCOPY), 9/24/00 abc

d2.  When withdrawing only certain parts of a multipart monograph or serial, add specific information in the "WITHDRAWN" Holdings note on which parts are being withdrawn, and why. Make sure NOT to suppress the Instance and Holdings records if any of the volumes are still left in the collection.

e3.  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 a note specifying that the supplement/map/etc. has been withdrawn –  

Example:  "Vol. 3 and accompanying maps WITHDRAWN (MISSING) 9/3/21"

f4.   Edit the appropriate Holdings Statement(s) to reflect ONLY those holdings that are retained.  If you are withdrawing all parts of a multipart monograph or serial, however, retain the Holdings Statement information as is.

g5.  If all volumes have been withdrawn, check the suppress from discovery box in the Holdings. Suppressing the Holdings will automatically queue the MFHD for deletion from OCLC.  For serials, also set the Receipt Status to "Not currently received."

Image Removed

h.  Repeat these steps for all copies and locations to be withdrawn.

1. 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) .              

5.  Re-5.  Re-display the Instance record:

...

• Place print serials in the recycle bin at your workstation.
• Place all other items on the withdrawn monograph book truck in LTS Rm.107E.      

...

•         WITHDRAWN (LOST), 8/21/00 abc
•         WITHDRAWN (DESELECTED), 8/6/00 abc
•         WITHDRAWN (REPLACED BY PRESERVATION 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  

• ---

  Anchor
  B B

  B. Batch Withdrawals: Single Monographic Volume or Complete Serial collections
  
• Batch Withdrawal Process has been updated for FOLIO.
  

  
  

  For batch withdrawals of single volume monographs, a text file or Excel spreadsheet of barcodes of records to be withdrawn are sent to the batch processing team. Batch processing will only perform the batch withdrawal process if the count is greater than 25. Less than 25 will be processed manually by DBQ staff.

  The batch withdrawal process is as follows:

  1. Text file or Excel spreadsheet is imported into DBeaver LDP and a separate table of the barcodes is created.
  2. A query, (or queries), is performed on the newly created table of barcodes. This is to acquire specific data needed to perform the batch withdrawal process. The primary data necessary to complete a batch withdrawal are the instance UUIDs, holdings UUIDs and the item UUIDs.
  3. Once item UUIDs are acquired, item records are deleted by means of a Perl or Python script.
  4. Utilizing the holdings UUIDs and a Perl or Python script involving the the Folio API, all holding work will be completed. This would include adding the withdrawal note in the holdings note, the transaction data note and the suppression of the holdings. Examples of withdrawal notes: Withdrawn (lost/missing) 3/12/20, netid or Withdrawn (dupe-deselected) 3/12/20, netid.
  5. If the holdings being withdrawn is the last CUL copy, the MARC bibliographic record will need to be suppressed.
  6. The corresponding instance UUIDs for the bibliographic MARC bibs will be used when implementing a Perl or Python script utilizing the Folio API to suppress the instance, if there are no other holdings attached with circulating material. The instance will not be suppressed if there is a valid holdings attached with circulating material.
  7. Spot check a few records in Blacklight to see if modifications have taken affect.
  8. Develop and run query in Dbeaver to verify bibliographic records of last CUL copy are suppressed and that all withdrawn holdings are suppressed and the items deleted.

  Note: As of the writing, (05|16|2022), all scripts necessary to perform the aforementioned tasks in the Folio API are currently in development.
  

...