Page History

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Unit:  Database Quality

Date last reviewed:16 Apr 29 May 2024 

Date of next review: April 2025

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4.  If you are withdrawing only certain parts or supplements from the Holdings, 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. 

5.  Save the Save the Holdings record.

III. Item Record

1.  Display relevant Item record(s).

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3.  For multipart monographs and serials, note item Enum/Chron information for the Holdings withdrawal note (if you have not already), and delete the Item records as described above.  

Make sure Do not to delete any item records for material that is NOT being withdrawn.

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2.  Route the withdrawn, stamped physical pieces as follows: 

• Place print serials in the recycle bin.
  
• Send all items that with a "Federal Publications" sticker, or "Depository" stamp, or have a "D" penciled on the cover, title page, or other preliminary pages, to the LTS Documents supervisor.
  
• Place all other items on the "Withdrawn Items" items cart in 110, to be sent to the Annex for donation.      

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V. Special Cases: State-Supported Libraries, publisher requests, and Batch Withdrawals:

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For batch withdrawals of single volume monographs, a text file or Excel spreadsheet of barcodes of records to be withdrawn are sent to the Automation team. The list should have more than 25 entries. Lists of fewer than 25 entries will be processed manually by DBQ staff.

The batch withdrawal process is as follows:

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1. State-supported library: If any CUL state-supported library is withdrawing material, the following procedure will apply:
   1. The withdrawing library will:
      • Create a list of material for withdrawal.
      • Post list to SUNY listserv   SUNYLA-L@LISTSERV.BINGHAMTON.EDU offering material for quick disposal to other SUNY libraries.
      • Specify last date responses will be accepted.
      • Take responses and tag material for shipping to designated libraries using UPS call tag.
      • Obtain shipping and delivery information from requesting library. Shipping costs will be borne by the requesting library.
      • Send materials to LTS Database Quality staff for withdrawal, along with shipping information as appropriate.
   2. Technical Services staff will: 
      
      • Receive material for withdrawal (DBQ).
      • Update records in voyager for withdrawn titles (DBQ).
      • Ship requested material to designated library (G&E).
      • Discard remaining volumes in accordance with CUL's general withdrawal policies (DBQ).
      • Work with library accounting to collect shipping fees, if necessary (N/A with UPS call tag).
2. Withdrawal requests from publishers: 
   
   1. When selectors inform LTS that the Library has received a request from a publisher to withdraw a particular title (usually because of controversial or erroneous content), but that request has been refused, add the following note to the appropriate Voyager BIB record:

500 ## $aPublisher withdrew this title from publication in light of controversy about its content.

For more information about these situations, see Collection Development's Policy on Returning or Destroying Materials o n Request

      3.  Batch Withdrawals: Single Monographic Volume or Complete Serial collections

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

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C. Transfers 

I. Initial Conditions

• If the transfer is going to Rare Annex (rmc,anx) or any of the "ranx" sublocations, follow the  Rare Annex (9a) instructions below.
• If the transfer involves superseded editions or volumes, see also Special Instructionsbelow.
• If the title is a serial, check for and report an open purchase order to the Serials Unit supervisor, to make sure any new issues are processed for the correct location (or to simply close the PO if applicable).
• If the title has a "Pamphlet" call number, or other non-LC classification, consult with the Cataloging supervisor about whether it can go to the new location as-is, or whether it needs to be re-cataloged/re-marked with a new call number.

If the physical piece(s)-in-hand does not fit the conditions above, or has been cleared by the Serials or Cataloging supervisor, proceed to the following steps:

II. Single Part Item and Complete Multipart Item Transfers (for Partial Multi-Part Transfers, see section III below)

1.  Display the Instance Record
   1.  Make sure the record is NOT suppressed in the database.  If it is suppressed, uncheck the Suppress from Discovery box. 
   2.  Enter an Administrative note for transfers using the format: date:yyyymmdd ttype:t userid:[netid] ploc:lts  The macro for this is ,,t
      
2.  Display the Holdings record that matches the old location and copy number of the title and edition in hand.  If there is any discrepancy between the piece and its records, consult with the DBQ supervisor.
   1.  Make sure the record is NOT suppressed in the database.  If it is suppressed, uncheck the Suppress from Discovery box. 
   2.  Change the Permanent Location field to the new location.  
   3.  If needed, add an appropriate copy number in the Holdings record.
      
   4. Add a Holdings Note (with Note type: Note) showing which collection the piece originally came from, and the date it was transferred.  Make sure the "Staff only" box is checked:

• • Image Added

Exception: Not all transfers to the Annex require the Holdings note, as large transfer projects and book-moves can make it burdensome to add notes to every Holdings record.  LTS staff are still encouraged to add transfer notes for manual transfers whenever possible, however.

e.  Check the Oversize Chart for prefixes and/or suffixes appropriate for the new location, if applicable, and adjust the Call Number Prefix/Suffix fields accordingly.

3.  Search the database to verify that the old call number is NOT

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

C. Transfers 

I. Initial Conditions

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If the physical piece(s)-in-hand does not fit the conditions above, or has been cleared by the Serials or Cataloging supervisor, proceed to the following steps:

II. Single Part Item and Complete Multipart Item Transfers (for Partial Multi-Part Transfers, see section III below)

1.  Display the Instance Record
   1.  Make sure the record is NOT suppressed in the database.  If it is suppressed, uncheck the Suppress from Discovery box. 
   2.  Enter an Administrative note for transfers using the format: date:yyyymmdd ttype:t userid:[netid] ploc:lts  The macro for this is ,,t
      
2.  Display the Holdings record that matches the old location and copy number of the title and edition in hand.  If there is any discrepancy between the piece and its records, consult with the DBQ supervisor.
   1.  Make sure the record is NOT suppressed in the database.  If it is suppressed, uncheck the Suppress from Discovery box. 
   2.  Change the Permanent Location field to the new location.  
   3.  If needed, add an appropriate copy number in the Holdings record.
      
   4. Add a Holdings Note (with Note type: Note) showing which collection the piece originally came from, and the date it was transferred.  Make sure the "Staff only" box is checked:

• • Image Removed

Exception: Not all transfers to the Annex require the Holdings note, as large transfer projects and book-moves can make it burdensome to add notes to every Holdings record.  LTS staff are still encouraged to add transfer notes for manual transfers whenever possible, however.

e.  Check the Oversize Chart for prefixes and/or suffixes appropriate for the new location, if applicable, and adjust the Call Number Prefix/Suffix fields accordingly.

3.  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 in the Holdings and on the piece in hand, or work letter only if call number already contains a date.  Consult with DBQ supervisor if needed.

Make sure to re-mark and re-label the piece if you make modifications to the call number.

4.  Save the Holdings record.

III. Partial Multipart Item Transfers  

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already in use for the new location. If it is

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, add

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publication date and work letter to the

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call number in the

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IV.  Item Records

Single Part Item and Complete Multipart Item Transfers  

a.  Display Item record. (After making and saving the appropriate changes to the Instance and Holdings) 

b.  Change Permanent Location field to match the newly-changed 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")

e. If the item status is checked out, missing, lost, etc., use consult with the DBQ supervisor, or check the piece in to change the status to "Available".

f.  Save the Item record

g. Repeat for each item record associated with the transfer. 

Partial Multipart Item Transfers  

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b.  Display each item record.

c.  Change Permanent Location to match the new Holdings record, as for single-part and complete sets, described above.

d.  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")

V. Final Steps  

1. Line out all previous location stamps -- (see exception below).
2. Edit handwritten locations and call numbers in the book -- (see exception below).
3. 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 video recordings  , do additional processing if required for the new location.  Consult with a cataloger as needed.
   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 (#12a) .
   
4. Send the items to the Physical Processing unit for re-labeling and routing to the appropriate location. 

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I. Instance Record in FOLIO

1. Search FOLIO for a matching Instance.  If no record is found,  Skip to section Ia below.
2. If there is an Instance record in FOLIO, verify that the record matches the book.  
3. Check for and report an open purchase order associated with the item, if applicable.  If you find an open PO associated with the piece, see Special Instructions below.
4. If the Instance record is suppressed, un-check the "Suppress from Discovery" box in the Instance record, and set the Catalog Date to the CURRENT date.
5. Add a Post-Cataloging Maintenance Code (,,mc) to the Administrative Note of the Instance.
6. Search OCLC for a corresponding bibliographic record to the one we have:
   1. If there is a corresponding record in OCLC, and if the OCLC record does not reflect CUL Holdings, add an additional Shelflisting code to the Administrative note in the Instance (ttype: s ; use macro ,,s).
7. Save and Close the Instance.

Ia . No Instance Record in FOLIO

1. If no record is found in FOLIO, import one from OCLC, or Input from scratch as applicable. (Instance Statistical Code: Source of Acquisition: miscellaneous).
2. Add an Administrative Note with the code for Inputting (,,i)
3. If you imported the record from OCLC , assess whether it is fully cataloged, with full encoding level, LC call number and/or subjects, etc. 
   1. If it is fully cataloged, add an Administrative Note in the Instance for shelflisting (macro ,,s).
   2. If the record from OCLC is partial or preliminary, or has a foreign language of cataloging, OR if you had to input it from scratch, pass the item on to the Catalogers for cataloging (and re-marking as necessary), but make sure to write "reinstatement" on the top of the location flyer, and follow the appropriate instructions for the Holdings and Item screens (see below).

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1. Display the Holdings Record.  If the Instance was just imported or created, skip to step 4. 
2. If the Holdings record in suppressed, make sure to un-check the Suppress From Discovery box so that it displays in the public catalog.
3. Make sure the call number in the Call Number field matches the label and hand-written markings in the book.  Determine if there is a discrepancy between the online call number and the label & handwritten numbers, and correct as necessary.  Have the piece re-labeled in Physical Processing if the label is determined to be in error and needs fixing (see below).  From here, skip step 4 below and proceed to step 5.
4. If the Instance was newly-imported or created, then Add a New Holdings:
   1. Enter the appropriate Holdings Type, Location, Call Number Type, and Holdings Statements as applicable.
      1. For items that will need cataloging, set the Call Number Type to Other, and enter "In Process" in the Call Number field.
      2. For items that have full cataloging, compare the call number of the Instance record with the call number (if any) on the original label or handwritten marking on or inside the piece.  If the old call number on/inside the piece is still valid (i.e. it's LC format, the Classification is correct, with only minor numerical differences in the cuttering), then it can be entered into the Call Number field, and the book will not need to be re-marked (see below).  Consult with a cataloger if needed.  If in doubt, use the call number from the imported record, enter it into the Call Number field, and re-write the call number in the piece(s) to match.  The item will also need to be relabeled in Physical Processing (see below).
      3. If you use the original or new call number (as opposed to sending it to cataloging), make sure to apply any Oversize information that may be applicable.
5. Add a Staff-only Holdings Note (Note type: Note) saying "Reinstated", plus the date and your ID.  There may be previous notes that the item had been withdrawn, but staff can leave these alone, to preserve the maintenance history of the piece:

Example 1:

Image Removed 

Example 2:

Image Removed

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III. Item Records.

1. Examine the piece carefully for a barcode.  It may be on the front cover, on the first page, on the title page, or even on the back cover, inside back cover, or back pages of the book.  
   1. If the piece lacks a barcode, attach one, following normal procedure.
2. Check to see if the FOLIO record has an Item record. 
   1. If it HAS an Item record, does the barcode match the barcode in the book?
      1. If YES, check further Enumeration/Chonology information, and make sure it's entered.  If everything matches, skip to step 4 below. 
      2. If NO, and you're sure the piece in-hand is not simply a second copy that needs a new Holdings, change the barcode number in the Barcode field to match the barcode in the book.  (The original barcode may have fallen off, or it may have been given a "smart" barcode, which were barcode numbers that were not actually attached to the items in many cases.  These can be recognized by the low number after (up to "050") that occurs AFTER the initial "31924")
   2. If it LACKS an Item record, Add a New Item Record, enter the barcode from the book, and enter any appropriate Enumeration/Chronology information, if applicable.
3. Make sure the Item record is UN-SUPPRESSED.
4. Save the Item record.

IV. Final Steps - 

1. Process the physical pieces as follows:
   1. Cross out all "withdrawn" stamps.
   2. Edit penciled locations and call numbers, if needed.
   3. Bring the piece to Physical Processing if the label needs changing, but make sure the handwritten call number inside is correct.
   4. If the piece does not need re-labeling, take the piece to the "Return To Stacks" shelf (if location is Olin, Kroch/Asia, or Uris), or to Physical Processing, to be routed to the appropriate library.

** IMORTANT NOTE ** Reinstatements are often the result of a mis-match or typo between the online call number and the physical piece, resulting in the item having been "withdrawn/lost" because it was misplaced in the stacks.  Make sure the call number in FOLIO matches both the call number written in the book, and the one on the label (or eventual label, if it's going to be replaced.

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• Create a list of material for withdrawal.
• Post list to SUNY listserv   SUNYLA-L@LISTSERV.BINGHAMTON.EDU offering material for quick disposal to other SUNY libraries.
• Specify last date responses will be accepted.
• Take responses and tag material for shipping to designated libraries using UPS call tag.
• Obtain shipping and delivery information from requesting library. Shipping costs will be borne by the requesting library.
• Send materials to LTS Database Quality staff for withdrawal, along with shipping information as appropriate.

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• Receive material for withdrawal (DBQ).
• Update records in voyager for withdrawn titles (DBQ).
• Ship requested material to designated library (G&E).
• Discard remaining volumes in accordance with CUL's general withdrawal policies (DBQ).
• Work with library accounting to collect shipping fees, if necessary (N/A with UPS call tag).

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500 ## $aPublisher withdrew this title from publication in light of controversy about its content.

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Holdings and on the piece in hand, or work letter only if call number already contains a date.  Consult with DBQ supervisor if needed.

Make sure to re-mark and re-label the piece if you make modifications to the call number.

4.  Save the Holdings record.

III. Partial Multipart Item Transfers  

1. In the Instance record, add the Administrative note for Transfers as described above (best to use the macro ,,t)
2. Display the holdings record that matches the old location and copy number of the title and edition in hand.
3. Delete the volumes and/or numbers to be transferred from the original Holdings statements, INCLUDING supplements and indexes, if applicable.
4. Save changes to original Holdings record.
5. Display the holdings record that matches the NEW (destination) location and copy number. If there is no holdings record for the new location, skip to step 10 below.
6. Verify that the destination Holdings record is not suppressed from discovery. If it is, UN-CHECK the "Suppress from Discovery" box.
7. Add the appropriate "Transfer From" note to the Holdings Notes of the destination record (Note type: Note), as in the above example, but note which volumes were transferred. (e.g. "Vols. 3 and 4 transferred from Echols Ref.")
   
8. Add the volumes and/or numbers to be transferred to the appropriate Holdings Statements of the destination Holdings record.
9.  Save the destination Holdings.
10. If there is no holdings record for the new location and copy number (including ANX locations, if you are transferring items to the Annex), create and edit one. Be sure to:
    
    • Check the Oversize Chart for prefixes and/or suffixes appropriate for the new location.
      
    • Search FOLIO to verify that the old call number is not already in use for the new location. If it is already in use, add a w suffix to the last cutter in the call number, or consult with a cataloger or DBQ staff.
      
    • Add an appropriate transfer note to the Holdings note, as in the above example.
      
    • Include appropriate Holdings statements for volumes, supplements and indexes.

IV.  Item Records

Single Part Item and Complete Multipart Item Transfers  

a.  Display Item record. (After making and saving the appropriate changes to the Instance and Holdings) 

b.  Change Permanent Location field to match the newly-changed 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")

e. If the item status is checked out, missing, lost, etc., use consult with the DBQ supervisor, or check the piece in to change the status to "Available".

f.  Save the Item record

g. Repeat the above steps for each item record associated with the transfer. 

Partial Multipart Item Transfers  

a.  Relink the item records for the pieces in hand, from the original holdings to the new (destination) holdings.

b.  Display each item record.

c.  Change Permanent Location to match the new Holdings record, as for single-part and complete sets, described above.

d.  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")

V. Final Steps  

1. Line out all previous location stamps -- (see exception below).
2. Edit handwritten locations and call numbers in the book -- (see exception below).
3. 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 video recordings  , do additional processing if required for the new location.  Consult with a cataloger as needed.
   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 (#12a) .
   
4. Send the items to the Physical Processing unit for re-labeling and routing to the appropriate location. 

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