Scope:  This procedure contains instructions for processing withdrawals, transfers, and reinstatements in Database Quality.

Contact:   Pedro Arroyo

Unit:  Database Quality

Date last reviewed: 09/8/2021

Date of next review: 9/15/2022

*As of 9/1/21, this procedure is in the process of being updated for the FOLIO-based environment. 


Withdrawals
Batch 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. Search in FOLIO by title for other copies, and by series title, if online call number includes volume enumeration.

A. Withdrawals  

  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.
  3. Display relevant item records:
  4. Display relevant Holdings record:

a.  In the Holdings Notes, enter the transaction data for the withdrawal, using the format date:yyyymmdd ttype:w userid:[netid] ploc:lts

b.  For multipart items, record the number of pieces withdrawn by adding "pcs: " to the end of the note, followed by the number of pieces withdrawn (see third illustration below).

c.  In a separate Holdings Note, with Note Type: Note, enter "WITHDRAWN", and a short note stating the reason (e.g. damaged, deselected, etc.)  See Examples below.     

Note: the macro that will enter the above information is: ,,w (with the cursor in the Note field).

 

d.  When withdrawing only certain parts of a multipart monograph or serial, include in the "WITHDRAWN" note specific information on which parts are being withdrawn –   Example:  

e.  If the part(s) being withdrawn are accompanying material that is included in the bibliographic description for the title (such as supplements or maps in a pocket), add a note specifying that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 has been withdrawn –   Example:  

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

g.  If all volumes have been withdrawn, check the suppress from discovery box in the Holdings.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."

h.  Repeat these steps for all copies and locations to be withdrawn.

5.  Re-display the Instance record:

a. If there are no active (unsuppressed) holdings records remaining for the title, suppress the Instance record from discovery.  Suppressing the BIB record will automatically queue the BIB record for deletion from OCLC.

b. If you have the physical pieces in hand, stamp them "Withdrawn."

c.  Dispose of the withdrawn physical pieces as follows:   Send to LTS Documents all items that bear a "Federal Publications" sticker, have been stamped "Depository", or have a "D" penciled on the cover, title page, or other preliminary pages.

      Otherwise:

Holdings Notes Examples for Withdrawals (where "abc"= staff NetID)

  1. Transfer the item(s) online according to the instructions found in section "6. Disposition" of the " Selection Policy for Shelf Space Adjustment.  
  2. If the transfer involves a title for "rmc,anx" or one of the "ranx" sublocations, follow the Rare Annex (12a) instructions below.
  3. If the transfer involves superseded editions or volumes, see also Special Instructions below.
  4. If the title is a serial, check for and report an open purchase order. 
  5. If the title bears a "Pamphlet" call number, send it to the Library Annex.
  6. Process the physical piece(s) as follows (except for Rare Annex material)      
  1. Display the holdings record that matches the old location and copy number of the title and edition in hand.
  2. Delete the volumes and/or numbers to be transferred from the 866, 867, and/or 868 fields.
  3. Display the holdings record that matches the new location and copy number. If there is no holdings record for the new location, skip to "8" below.
  4. Click on the system tab to verify that the record is not suppressed from the OPAC. If it is, uncheck the Suppress from OPAC box and change the record status value to 'c' in the leader area.
  5. Add an appropriate $x transfer note following the call number.
  6. Add the volumes and/or numbers to be transferred to the 866, 867, and/or 868 fields.
  7. Save the record to the database.
  8. If there is no holdings record for the new location and copy number (including ANX locations, if you are transferring items to the Library Annex), create and edit one. Be sure to:
  1. Single Part Item and Complete 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 #12a) 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.

     

  2. Partial Multipart Item Transfers  
  1. Re-display the BIB record.  Click on the system tab to verify that the record is not suppressed from the OPAC.  If it is suppressed, uncheck the suppress from OPAC box.
  2. Add two 948 local statistics fields to the record: one for the withdrawal; another for an added copy, an added location, or added volumes -- as appropriate. If you unsuppress the bib record, add an additional 948 to indicate a fast shelve statistic (,,s).  Note: If a new BIB record is created, add additional 948 statistics fields for inputting ( ,,i ) and fast-catting ( ,,f ) to insure that the record is exported to OCLC as a newly cataloged record.
  3. Save the record to the database.
  4. Line out all previous location stamps -- see exception below.
  5. Edit pencilled locations and call numbers -- see exception below.
  6. 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.
    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) .
  1. Search Voyager Cataloging by title. If no CUL catalog record is available in Voyager or OCLC, forward item(s) to the LTS Inputting Supervisor to be processed as new.
  2. Check for and report an open purchase order.
  3. Display bibliographic record. Verify that record matches book.
  4. Select Record > Show Associated Records. A Holdings and Items for bib box displays.
  1. Cross out all "withdrawn" stamps.
  2. Edit penciled locations and call numbers, if needed.
    Insert a location flyer and place completed transfers on the appropriate shelf.