Cataloging Procedures Manual

Chapter VII: Maintenance Holdings - Monograph and Serial adds, Lost, Transfers, Withdrawn Procedures
Part F: Withdrawals

Contents:

I. Withdrawn location staff - single monographs
II. Withdrawn location staff - multi-volume monographs and serials
III. Alderman Cataloging Services staff - processing withdrawals from withdrawn report
IV. Alderman Cataloging Services staff - processing Alderman single monograph withdrawals
V. Alderman Cataloging Services staff - processing Alderman multi-volume monographs and serials

Withdrawn items are books that are worn, defective, damaged, or no longer wanted in the present location, which are removed from the collection. In order to withdraw a book, you must have the book or at least a part of the book in hand. Within this document, distinctions have been made between the Withdrawn location staff and Alderman staff. This distinction is made since both departments will process different parts of the Virgo record to complete the withdrawal. The following procedures cover monographs and serials.

I. Withdrawn location staff - single monographs

Change the current location to withdrawn

A. Open the maintain existing title wizard

B. Enter the search for the title – click on the ok button

C. From the search results box highlight the title (if there are multiple records for the title, may need to view each record to be sure you have the correct record or click on pub year to see brief information)

D. Click on the modify item button

E. Click on the vol/copy tab or for multiple copies : click on the all volumes tab and highlight the withdrawn item

1. Change the current location to withdrawn

2. Comments – tab to the first empty line of the comments area and add

note: wdr [ID] [date] example: wdr cmd4s 6/11/03

3. Click on the ok button

4. Record is updated and with the following choices

Review
Print Spine Label
Lookup another title
Close

5. Choose review and check the changes

 

F. Count statistics – record the number of items withdrawn on the monthly size of collections form and send to Teresa Brown in Cataloging Services.

G. Mark book for withdrawal

1. Cross out the call number on the spine and the barcode with a black marker

2. Stamp withdrawn on the call number of the verso of the title page

3. Books with a bookplate: cover the writings on the bookplate with a black marker

4. Stamp withdrawn on the inside of the covers

5. Books and non-book material should be boxed and sent to Acquisitions. If the withdrawn item has any type of mold, please dispose of the book in the trash. The box should be clearly marked with what is inside. Acquisitions staff should not have to open the boxes to identify what is inside.

•  All books should be boxed and the outside of the box marked WITHDRAWN/SURPLUS. All books marked following the above guidelines.

•  Non-book material should be boxed and the outside of the box marked WITHDRAWN/SURPLUS and the material type ex: WITHDRAWN/SURPLUS DVD. All material marked following the above guidelines.

II. Withdrawn location staff - multi-volume monographs and serials

A. Make a printout of the Virgo record and list withdrawn items.

B. Remove the withdrawn volume(s) from the mhld record

1. Click on the Marc hldgs tab

2. Click on the platform with the location of the library

3. Edit the 866 field and remove the withdrawn volumes

Example: The mhld record states that SEL has v.1-30 and volume 1-5 are withdrawn. The 866 field should be edited to show that SEL has v.6-30. 866 0 |81|av.6-30

4. Click on the ok button to save the changes.

5. Record is updated with the following choices

Review
Return to the volume list
Lookup another title
Close

For additional information on the mhld record see appendix 21 of this manual.

C. The item is one of many volumes to be withdrawn from your library. Remove the item record (if no order is attached), however when you get to the last item that your library owns, DO NOT REMOVE; instead modify the current location to withdrawn.

1. Open the remove title, call numbers, or copies wizard

2. Enter search: the type of search determines which remove screen is received.

a. Search by exact item ID displays that specific copy only

Remove item: Lookup
Enter barcode and click on the ok

Item is removed; choices:

Lookup another title
Close

b. Other searches will display a summary of call numbers and copies to select from

Remove item: Select to remove
Make sure the remove selected copies button is highlighted
Enable the checkbox next to each copy that is being removed
Click on the remove button: the items with a check are removed.

Remove item: Complete
Return to the volume list
Lookup another title
Close

D. The last copy of a title held in the library; do not remove – change the current location to withdrawn.

Change the current location to withdrawn

F. Open the maintain existing title wizard

G. Enter the search for the title – click on the ok button

H. From the search results box highlight the title (if there are multiple records for the title, may need to view each record to be sure you have the correct record or click on pub year to see brief information)

I. Click on the modify item button

J. Click on the vol/copy tab or for multiple copies : click on the all volumes tab and highlight the withdrawn item

1. Change the current location to withdrawn

2. Comments – tab to the first empty line of the comments area and add note: wdr [ID] [date] example: wdr cmd4s 1/13/03

3. Click on the ok button

4. Record is updated and with the following choices

Review
Print Spine Label
Lookup another title
Close

5. Choose review and check the changes

K. Count statistics – record the number of items withdrawn on the monthly size of collections form and send to Teresa Brown in Cataloging Services.

L. Mark book for withdrawal

1. Cross out the call number on the spine and the barcode with a black marker

2. Stamp withdrawn on the call number of the verso of the title page

3. Books with a bookplate: cover the writings on the bookplate with a black marker

4. Stamp withdrawn on the inside of the covers

5. Books and non-book material should be boxed and sent to Acquisitions. If the withdrawn item has any type of mold, please dispose of the book in the trash. The box should be clearly marked with what is inside. Acquisitions staff should not have to open the boxes to identify what is inside.

•  All books should be boxed and the outside of the box marked WITHDRAWN/SURPLUS. All books marked following the above guidelines.

•  Non-book material should be boxed and the outside of the box marked WITHDRAWN/SURPLUS and the material type ex: WITHDRAWN/SURPLUS DVD. All material marked following the above guidelines.

III. Alderman Cataloging Services staff – processing withdrawals from withdrawn report

A. From the report find the Virgo record for the withdrawn items.

Remove the 949 field(s) from the bib screen

1. Open the maintain existing title wizard

2. Enter the search for the title – click on the ok button

3. From the search results box highlight the title (if there are multiple records for the title, may need to view each record to be sure you have the correct record or click on pub year to see brief information)

4. Click on the modify item button

5. The bib tab will be highlighted

6. Scroll down to the 949 field(s) that match the withdrawn item

7. Highlight the 949 field(s) and click on the delete button

8. Click on ok

9. Modify title: Complete

Record updated

Choices:

Review
Print Spine Label
Lookup Another title
Close

Choose review and check the changes

Check all call numbers; correct any spacing problems

1. Click on the make more changes button

2. Click on the return to volume list

3. Highlight the call number that needs correcting

4. Click on modify vol/copy button

5. Make corrections

6. Click on ok

7. Modify title: Complete

Record updated

Choices:

Review
Print spine label
Return to the volume list
Lookup another title
Close

Choose review and check the changes

Click on make more changes button

Verify that the withdrawn volume(s) have been removed from the mhld

1. Click on Marc Hldgs tab

2. Click on the platform for the library holdings

The mhld screen will display

3. Verify that the withdrawn volume has been removed

4. If all volumes have been withdrawn – remove the mhld – DO NOT REMOVE THE MHLD IF A SERIAL CONTROL RECORD IS ATTACHED

From list of holdings records – click on the platform the for the library holdings to be removed

Click on the remove button

Click on the close button

The last copy held in the University Library System

Cancel OCLC holdings

1. Search record in OCLC

2. Type delh and press [F11] or ALT 5 (function key)

3. Holdings will be removed

Statistics – do not count statistics, the withdrawn location staff already counted

IV. Alderman Cataloging Services staff – processing Alderman single monograph withdrawals

The item is one of many copies in the system. Remove the item record if no order is attached, however when you get to the last item, DO NOT REMOVE IT; instead modify the current location to withdrawn.

Remove items: do not remove the last copy

Open the title maintenance wizard

Open the remove title, call numbers, or copies wizard

Enter search: the type of search determines which remove screen is received

If you search by an exact item ID, that specific copy displays for removal instead

of an item list of all copies

1. Remove item: Lookup

Enter barcode and click on the ok button

2. Remove item: Confirm item to remove

Click on remove item button

Other searches will display a summary of call numbers and copies to select from. Select each copy that is to be removed.

1. Remove item: Select to remove

Make sure the removed selected copies button is highlighted

Enable the checkbox next to each copy that is being removed

Click on the remove button: the items that you place a check next to are gone

2. Remove item: Complete

Choices:
Remove another item
Return to volume list
Close

Remove the 949 field(s)

1. Open the Maintain existing title wizard

2. Enter the search for the title

3. From the Search results box highlight the title (if there are multiple records for the title, may need to view each record to be sure you have the correct record or click on pub year to see brief information)

4. Click on modify item button

5. The bib tab will be highlighted

6. Scroll down to the 949 field(s) that matches the withdrawn item

7. Highlight the 949 field and click on the delete button

8. Click on ok

9. Modify Title: Complete
Record updated

Choices:
Review
Print spine label
Lookup another title
Close

Choose review and check the changes

Check all of the call numbers; correct any spacing problems

1. Click on the make more changes button

2. Click on the return to volume list button

3. Highlight the call number that needs correcting

4. Click on modify vol/copy button

5. Make corrections

6. Click on ok

7. Modify title: complete
Record updated

Choices:
Review
Print spine label
Return to the volume list
Lookup another title
Close

Choose review and check the changes

Count statistics – record the number of items withdrawn on the monthly size of collection statistics form and send to Teresa Brown in Cataloging Services

Mark book for withdrawal

1. Cross out the call number on the spine and the barcode with a black marker

2. Stamp withdrawn on the call number of the verso of the title page

3. Books with a bookplate: cover the writings on the bookplate with a black marker

4. Stamp withdrawn on the inside of the covers

5. Books and non-book material should be boxed and sent to Acquisitions. If the withdrawn item has any type of mold, please dispose of the book in the trash. The box should be clearly marked with what is inside. Acquisitions staff should not have to open the boxes to identify what is inside.

•  All books should be boxed and the outside of the box marked WITHDRAWN/SURPLUS. All books marked following the above guidelines.

•  Non-book material should be boxed and the outside of the box marked WITHDRAWN/SURPLUS and the material type ex: WITHDRAWN/SURPLUS DVD. All material marked following the above guidelines.

The last copy of a title held in the University Library System

1. Open the maintain existing title wizard

2. Enter the search for the title or use current title

3. From the search results box, highlight the title (if there are multiple records for the title, may need to view each record to be sure you have the correct record or click on pub year to see brief information

4. Click on the modify item button

5. Click on the vol/copy tab

6. Change the current location to withdrawn

7. Comment

Tab to the first empty line of the comments field and add note:

wdr [ID] [date] example: wdr cmd4s 6/11/03

8. Click on the ok button

9. Modify title: complete
Record updated

Choices:
Review
Print spine label
Lookup another title
Close

10. Choose review and check the changes

Remove the 949 field(s)

1. Open the Maintain existing title wizard

2. Enter the search for the title

3. From the Search results box highlight the title (if there are multiple record for the title, may need to view each record to be sure you have correct record or click on pub year to see brief information)

4. Click on modify item button

5. The bib tab will be highlighted

6. Scroll down to the 949 field(s) that matches the withdrawn item

7. Highlight the 949 field and click on the delete button

8. Click on ok

9. Modify Title: Complete
Record updated

Choices:
Review
Print spine label
Lookup another title
Close

Choose review and check the changes

The last copy held in the University Library System

Cancel OCLC Holdings

1. Search record in OCLC

2. Type delh and press [F11] or ALT 5 (function key)

3. Holdings will be removed

Counts statistics – record the number of items withdrawn on the monthly size of collection statistics form and send to Teresa Brown in Cataloging Services.

Mark book for withdrawal

1. Cross out the call number on the spine and the barcode with a black marker

2. Stamp withdrawn on the call number of the verso of the title page

3. Books with a bookplate: cover the writings on the bookplate with a black marker

4. Stamp withdrawn on the inside of the covers

5. Books and non-book material should be boxed and sent to Acquisitions. If the withdrawn item has any type of mold, please dispose of the book in the trash. The box should be clearly marked with what is inside. Acquisitions staff should not have to open the boxes to identify what is inside.

•  All books should be boxed and the outside of the box marked WITHDRAWN/SURPLUS. All books marked following the above guidelines.

•  Non-book material should be boxed and the outside of the box marked WITHDRAWN/SURPLUS and the material type ex: WITHDRAWN/SURPLUS DVD. All material marked following the above guidelines.

V. Alderman Cataloging Services staff – processing Alderman multi-volume monographs and serials.

Remove item records (if no order is attached)

If order is attached – change current location to withdrawn

The item is one of many volumes to be withdrawn. Remove the item

record if no order is attached, however when you get to the last item,

DO NOT REMOVE IT; instead modify its current location to withdrawn.

Remove items: do not remove the last item

1. Remove item: Lookup

Enter barcode and click on the ok button

2. Remove item: Confirm item to remove

Click on remove item button

Other searches will display a summary of call numbers and copies to select from. Select each copy that is to be removed.

1. Remove item: Select to remove

Make sure the removed selected copies button is highlighted

Enable the checkbox next to each copy that is being removed

Click on the remove button: the items that you place a check next to are gone

2. Remove item: Complete

Choices:
Remove another item
Return to volume list
Close

The last copy of a title held in the library – do not remove the item; instead modify the current location to withdrawn

1. Open the maintain existing title wizard

2. Enter the search for the title

3. From the search results box, highlight the title (if there are multiple records for the title, may need to view each record to be sure you have the correct record or click on pub year to see brief information)

4. Click on the modify item button

5. Click on the vol/copy and change the current location to withdrawn
Comments – tab to the first empty line of the comments area and add note: wdr [ID] [date] example: wdr cmd4s 6/11/03

6. Modify title: complete
Record updated

Choices:
Review
Print spine label
Lookup another title
Close

Choose review and check the changes

7. Click on the make more changes button

Remove the 949 field(s)

1. Open the Maintain existing title wizard

2. Enter the search for the title

3. From the search results box highlight the title (if there are multiple records for the title, may need to view each record to be sure you have corrected the correct record or click on pub year to see brief information)

4. Click on modify item button

5. The bib tab will be highlighted

6. Scroll down to the 949 field(s) that matches the withdrawn item

7. Highlight the 949 field and click on the delete button

8. Click on ok

9. Modify title: Complete
Record updated

Choices:
Review
Print spine label
Lookup another title
Close

Choose review and check the changes

10. Click on the make more changes button

Remove the withdrawn volume(s) from the mhld record

1. Click on Marc Hldgs tab

2. Click on the platform with the location of the library

3. Remove the volume by editing or deleting the 866 field(s)

Example: The mhld record states that Sel has v.1-30 and v.1-5 are withdrawn.
The 866 field needs to be edited to show that Sel has v.6-30

4. If all volumes have been withdrawn – remove the mhld record – Do not remove the mhld if a serial control record is attached

From list of holdings records – click on the platform for the library holdings to be removed

Click on the remove button

Click on the close button

Check all of the call numbers; correct any spacing problems

1. Click on the make more changes button

2. Click on the return to volume list button

3. Highlight the call number that needs correcting

4. Click on modify vol/copy button

5. Make corrections

6. Click on ok

7. Modify title: complete
Record updated

Choices:
Review
Print spine label
Return to the volume list
Lookup another title
Close

Choose review and check the changes

The last copy held in the University Library System

Cancel OCLC holdings

1. Search record in OCLC

2. Type delh and press [F11[ or ALT 5 (function key)

3. Holdings will be removed

Count statistics – record the number of items withdrawn on the monthly size of collections statistics form and send to Teresa Brown in Cataloging Services

Mark book for withdrawal

1. Cross out the call number on the spine and the barcode with a black marker

2. Stamp withdrawn on the call number of the verso of the title page

3. Books with a bookplate: cover the writing on the bookplate with a black marker

4. Stamp withdrawn on the inside of the covers

5. Books and non-book material should be boxed and sent to Acquisitions. If the withdrawn item has any type of mold, please dispose of the book in the trash. The box should be clearly marked with what is inside. Acquisitions staff should not have to open the boxes to identify what is inside.

•  All books should be boxed and the outside of the box marked WITHDRAWN/SURPLUS. All books marked following the above guidelines.

•  Non-book material should be boxed and the outside of the box marked WITHDRAWN/SURPLUS and the material type ex: WITHDRAWN/SURPLUS DVD. All material marked following the above guidelines.

Table of Contents

Chapter 8

Rev 03/17/05