Scope: This procedure contains instructions for processing withdrawals, transfers, and reinstatements in the Database Quality Unit. Requests for these transactions typically come from selectors or from Collection Maintenance staff.
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5. Check the Oversize Chart for prefixes and/or suffixes appropriate for the new location.
6. In the Holdings notes, enter transactions for Withdrawal (,,w), and for Added Location (,,l) OR added copy (,,a, if transferring something to a collection that already has a copy), plus a note showing which collection the piece originally came from, and when it was transferred:
Exception: Transfers to Annex do NOT require a transfer note
7. Search the database to verify that the old call number is NOT already in use for the new location. If it is, add publication date and work letter to the call number already in use, or work letter only if call number already contains a date.
8. Save and close the Holdings record.
III. Partial Multipart Item Transfers
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- Single Part Item and Complete Multipart Item Transfers
a. Display item record.
b. Change Permanent Location field to match location in the holdings record.
c. Edit the Permanent Loan Type, if appropriate -- for example: when transferring a title to or from a "Non-Circulating" reference collection. If you are transferring a title to a (Rare Annex #12a) location (e.g. "rmc,anx"), set the Item Type to "Non-Circulating". (NOTE: These are the only Annex locations for which the Item Type should be set to "Non-Circulating") d. ***ITEM STATUS CHANGE: POSSIBLE UNDER CURRENT PERMISSIONS?***Click on the graph button. If Withdrawn appears under status, remove it.
e. ***SAME AS ABOVE-- WOULD WE REMOVE "Deselected" Holdings note instead? Click on the quill pen button. If deselected note appears, remove note.
f. Save the Item record
g. Repeat for each item record associated with the transfer.
- Partial Multipart Item Transfers
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