Scope: This procedure contains instructions for processing withdrawals, transfers, and reinstatements in Database Quality.
Contact: Barbara Tarbox
Unit: Database Quality
Date last updated: 04/29/14
Date of next review: April 2016
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 search:
A. Withdrawals
a. Add |x WITHDRAWN ([reason]), [date] and your [initials] to the 852 field following the call number -- Examples:
b. When withdrawing only certain parts of a multipart monograph or serial, include in the WITHDRAWN note specific information on which parts are being withdrawn – Examples :
c. If the part(s) being withdrawn are accompanying material that is included in the bibliographic description for the title (such as supplements or maps in a pocket), add an 852$x note – 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f. If all volumes have been withdrawn, suppress the MFHD (Procedure #135) from OPAC display and change the record status value to 'd' in the leader area.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g. Repeat these steps for all copies and locations to be withdrawn.
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 LTS staff:: For multipart items, record the number of pieces withdrawn in a 948 $x. Example: 948 2# $a 20040902 $b w $d abc23 $e cts $x 3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.
Otherwise:
Examples:
852 01 ... $x WITHDRAWN (DESELECTED), 8/6/00 abc
852 00 ... $x WITHDRAWN (REPLACED BY PRES. PHOTOCOPY), 9/24/00 abc
852 01 ... $x Vol. 3 WITHDRAWN (MISSING), 7/21/00 abc
852 01 ... $x Suppl. WITHDRAWN (DESELECTED), 8/18/00 abc $z Lacks suppl.
852 01 ... $x Vol. 8-15 WITHDRAWN (REPLACED BY PRES. PHOTOCOPY), 9/28/00 abc
B. Transfers
1. Display the holdings record that matches the old location and copy number of the title and edition in hand.
2. Click on the system tab to verify that the record is not suppressed from OPAC. If it is suppressed, uncheck the Suppress from OPAC box and change the record status value to 'c' in the leader area.
3. Change the location in 852 $b to the new location (Note: there is no need to change the MFHD location if you are transferring material to the Library Annex, where locations are flipped programmatically after the material is accessioned).
4. If needed, add a copy number in an 852 $t following the location. Do not add an 852 $t for Copy 1.
5. Check the Oversize Chart for prefixes and/or suffixes appropriate for the new location.
6. Search the database to verify that the old call number is not already in use for the new location. If it is, add date and work letter to the call number already in use, or work letter only if call number already contains a date.
7. Add an appropriate $x transfer note following the call number.
8. Save the record to the database.
b. Partial Multipart Item Transfers
a. Display item record.
b. Change Perm Loc to match location in the 852 field in the holdings record.
c. Edit Item Type, if appropriate -- for example: when transferring a title to or from a "nocirc" reference collection. If you are transferring a title to a Rare Annex location (e.g. "rmc,anx"), set the Item Type to "nocirc". These are the only Annex locations for which the Item Type should be set to "nocirc."
d. Click on the graph button. If Withdrawn appears under status, remove it.
e. Click on the quill pen button. If deselected note appears, remove note.
f. Save the record to Voyager.
g. Repeat for each item record.
a. Relink the item records for the pieces in hand from the old holdings record to the new holdings record.
b. Display each item record.
c. Change Perm Loc to match location in the 852 field in the holdings record.
d. Edit Item Type, if appropriate -- for example: when transferring a title to or from a "nocirc" reference collection. If you are transferring a title to a Rare Annex location (e.g. "rmc,anx"), set the Item Type to "nocirc". These are the only Annex locations for which the Item Type should be set to "nocirc."
e. Click on the graph button. If Withdrawn appears under status, remove it.
f. Click on the quill pen button. If deselected note appears, remove note.
g. Save the record to Voyager.
h. Repeat for each item record.
C. Reinstatements
1. Process the physical pieces as follows:
D. Medium Rare Annex
See Instructions for Rare Annex Transfers Processing (LTS Procedure #12a)
E. Additional Steps: Special Cases
1. Lost and missing titles:
2. Open purchase orders: when withdrawing or transferring serials, and for all reinstatements, check to see if there is an open purchase order for the title:
a. With the Acquisitions Client open in the background, type [control] m to bring up a line item screen. If multiple line items are attached, select the appropriate location from the Line Item Summary, then click on Details to bring up the appropriate line item screen.
b. With the appropriate line item screen displayed, click on the Order tab, then click on the ellipsis in the Order Number field.
c. Verify that the Location is correct.
d. Check the title bar at the top of the screen. If it states that the purchase order is complete or canceled, do nothing. If it states that the purchase order is approved/sent or pending, send an e-mail notification to Lisa Maybury if the site is Acquisitions or Documents, or to Deb Warfield if the site is Serials. In the e-mail, give the following information:
3. Rare Annex Transfers (Procedure 12a)
4. Selection Policy for Shelf Space Adjustment. --additional guidelines:
a. Retain a unique print copy of an item if the only other manifestations in CUL are microform, CD-ROM, or networked resorce. Do not retain a unique microform if the title is available in print.
b. When filling in serial "back volumes missing in other units," retain volumes (numbers, issues, etc.) that are unique to CUL but do not retain additional copies, even if there is more than one incomplete serial run in CUL.
5. Shelves for completed transfers and reinstatements:
a. For Rare Annex transfers, see Special Instructions (Procedure 12a) otherwise:
b. Deliver all unbound serials that are not separately barcoded to Collection Management--Serials, otherwise
c. Place items on the appropriate Physical Processing truck at the east end of Room 110, if remarking is required (e.g. location or call number on spine are incorrect).
d. If remarking is not required, place items for Olin, Kroch, or Uris on the "return to stacks" shelf in Room 107E or 110. Place items for other libraries on the outgoing mail shelves in Room 110.
6. Superseded editions or volumes: add appropriate notes to holdings records to indicate the treatment of these "ongoing" transfers. For example:
7. State-supported library:
If any CUL state-supported library is withdrawing material, the following procedure will apply:
a. The withdrawing library will:
b. Technical Services staff will:
8. Withdrawal requests from publishers:
500 ## $aPublisher withdrew this title from publication in light of controversy about its content.