Page History

  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, and they , and reinstatements in the Database Quality Unit.  Requests for these transactions typically come from selectors or Resource and Access Services staff for a variety of reasons.  Withdrawals, for example, may be the result of a resource being lost, missing, badly damaged, or deselected from the collection by a selector.  Transfers are most frequently sent to the Annex because of space concerns in on-campus libraries, but they may also occur between libraries that share similar subject areas.  Reinstatements occur when a resource has been returned to the collection after having been lost, missing, or withdrawn (and in some cases, long after the record has been deleted from the database).  The resource may have been with a patron, in a professor's office, or lost in the stacks with the wrong call number, and then re-discovered.  When processing any of these transactions, it is important for staff to follow the steps carefully, to ensure they're updating the correct records.  Consult a supervisor of you have any questions.

Contact:   Pedro Arroyo

Unit:  Database Quality

...

I. Instance 

1. Display Instance record. Verify that record matches book. 
   
2. If the title is a serial, check for and report an open purchase order or ongoing subscription before proceeding. See Additional Instructions for Serials Steps: Special Cases below
3. For single-part monographs and complete multi-part sets,Suppress  suppress the Instance:
   1. Click Actions→Edit Instance, and in the Administrative Data section,
      • Check the "Suppress from Discovery" box
      • Check the "Staff Suppress" box: 
        • • • • 
4. Add an Administrative note with the proper coding for the withdrawal, using the format date:yyyymmdd ttype:w userid:[netid] ploc:lts   The macro
   • NOTE: The macro for this is ,,w. If you don't have this macro, contact the LTS Macro coordinator.
5. For multi-volumes/multipart items, record specify the number of pieces withdrawn by adding "pcs: " to the end of the note, then add the number of pieces withdrawn (see example 2 below)
   • • If you are NOT withdrawing ALL of the pieces of a particular multi-volume, DO NOT SUPPRESS the instance record, or the remaining volumes will not be discoverable. See

...

1. • • instructions for partial multi-part transactions below.

Examples: 

1, (Single-part monographs):

Image Modified

2. (For withdrawing 3 volumes of a multivol., whether it's a complete or partial set):

Image Modified

II. Holdings record

1.  Display the appropriate Holdings record for the piece in hand:
   1. For single-part monographs being withdrawn, check the box to SUPPRESS FROM DISCOVERY.    
   2. For Multi-part monographs and serials, suppress the Holdings ONLY if withdrawing all of the pieces.  Do NOT to suppress the Instance or Holdings records if any volumes will still be held in the collection.
   3. In the Holdings Notes, with Note Type: Note, enter "WITHDRAWN", and a short parenthetical note stating the reason, if available (e.g. lost, damaged, missing, deselected, duplicate, replaced by preservation photocopy, replaced by digitized copy, etc.), plus the date and your netID. Make sure to click the "Staff only" box
   as well
   1. :

• • • Other possible reasons for withdrawal:
      • Lost/Missing
      • Damaged
      • Deselected 
      • Replaced by Preservation Photocopy

     a  d. When withdrawing only certain parts of a multipart monograph or serial, add specific information in the above Holdings note on which parts are being withdrawn, and why.

• • • Example: "v.2 and v.6 withdrawn (damaged) 01/02/03 abc" 
    • "vols 1-20 withdrawn (deselected) 6/1/21 pca12 

     3  3.  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), specify this info in the above Holdings Note:   

...

     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. 

     5.  If you are withdrawing all parts of a multipart monograph or serial, however, retain the Holdings Statement                Statement information as is.

     5 6.  Save the Holdings record.

...

** 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.

...

See Instructions for Rare Annex Transfers Processing (LTS Procedure #12a)

...

...