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:
A. Withdrawals
For single-part monographs, delete item record . (Procedure #135)
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b. For multipart items, record the number of pieces withdrawn by adding "pcs: " to the end of the note, followed by the number of pieces withdrawn (see third illustration below).
c. In a separate Holdings Note, with Note Type: Note, enter "WITHDRAWN", and a short note stating the reason (e.g. damaged, deselected, etc.)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d. When withdrawing only certain parts of a multipart monograph or serial, include in the "WITHDRAWN" note specific information on which parts are being withdrawn – Example:
e. If the part(s) being withdrawn are accompanying material that is included in the bibliographic description for the title (such as supplements or maps in a pocket), add a note specifying that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 has been withdrawn – Example: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g. If all volumes have been withdrawn, check the suppress from discovery box in the Holdings.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h. Repeat these steps for all copies and locations to be withdrawn.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)
For batch withdrawals of single volume monographs we receive either a text file barcodes or an Excel spreadsheet of the single volume monographs to be withdrawn. Basically we then follow the online work of withdrawal procedure as noted above using batch tools.
I. Initial Conditions
Transfer the item(s) online according to the instructions found in section "6. Disposition" of the " Selection Policy for Shelf Space Adjustment.
If the transfer involves a title for "rmc,anx" or one of the "ranx" sublocations, follow the Rare Annex (12a) instructions below.
If the transfer involves superseded editions or volumes, see also Special Instructions below.
If the title is a serial, check for and report an open purchase order.
If the title bears a "Pamphlet" call number, send it to the Library Annex.
Process the physical piece(s) as follows (except for Rare Annex material)
II. Single Part Item and Complete Multipart Item Transfers
1. Display the Holdings record that matches the old location and copy number of the title and edition in hand.
2. Verify that the record is NOT suppressed from public view. If it is suppressed, uncheck the Suppress from Discovery box.
3. Change the Permanent Location field to the new location.
4. If needed, add a copy number in the Holdings record and Item records.
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), 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
IV. Item Records
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.
V. Final Steps
500 ## $aPublisher withdrew this title from publication in light of controversy about its content.