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Cataloging Practices Manual [CPM-765]

Withdrawals of Monographs (Single and Multi-volume)

This document details the procedure for withdrawing from CLIO single volume monographs and either all or some volumes of a multi-volume set. In most cases, withdrawals will be initiated by departmental libraries and only part of the steps below will need to be completed.

  1. Item Record
    1. Search the title by barcode, which will bring up the item record.

      2. NOTE: Items that are being transferred from offsite to on-campus locations must have their barcodes removed from the ReCAP system. This should be done by using the notification form. [If you do not have authorization to use this form, submit your request to the designated individual within your department or contact your supervisor.]

      1. If the item has no barcode or if the barcode is not in the database, use either a call number search or a title search to locate the record. If no record is found in the database, consider the item withdrawn.
      2. If duplicate bibliographic records are discovered (excluding a duplicate bib record with holdings only in Health Sciences or UTS), set aside so that the records may be merged and their corresponding entries in OCLC and RLIN may be deleted.
      3. If there is only an OTF record, set it aside to be deleted.
    2. If there is an active item note, it should be examined for relevance. Notes for RECAP should be maintained, but old messages such as a prior withdrawal or reinstatement date should be deleted. It is not necessary to add new notes.
    3. Bring up the Edit Item Status [the leftmost button with the graph icon] and select "withdrawn" from the menu, moving it to the top (the active comments) with the blue arrow. Make sure that all prior status marks such as "lost" or "missing" are removed.
    4. If the item is part of a set that is not being withdrawn in its entirety, add the text "WITHDRAWN" to the Chronology field so that it may display in the hierarchy.
    5. Leave any information in the Temp. Loc. and Temp. Type fields in place.
    6. Check if the item is charged.
      1. If NO, then save the record and move on to the Holdings record.
      2. If YES:
        1. If the item is charged to a staff-generated charge such as Lost or Missing, dischange the item. Failure to do so will result in future maintenance difficulties as well as the withdrawn item displaying in OPAC.
        2. If the item is charged to a patron, leave the item charged until the patron issue is resolved. Leaving these items charged will result in some withdrawn items to display in OPAC, so items should be discharged promptly at resolution.
    7. Save the record.
  2. Holding Record
    1. If all of the items attached to a holding record are being withdrawn:
      1. Delete any 014 fields present and update the 008 and Leader fixed fields appropriately. The BCD Macro Express file contains macros to automate this procedure.
      2. Insert the suppressed record marker (k-subfield: |k SUPPRESSED) at the end of the 852 field. This will force "SUPPRESSED" to preface the call number in the holdings list of the hierarchy.

        852 8 0 |b glx |h 892.341N2391 T |k SUPPRESSED

      3. Check the "Suppress from OPAC" box under the System tab.
      4. SAVE the record to the database. [Control-B]
    2. If some of the items attached to a holding record are being withdrawn:
      1. Delete any 014 fields present and update the 008 and Leader fixed fields appropriately. The BCD Macro Express file contains macros to automate this procedure. The entry in the Complete/Incomplete/Not Applicable subfield should be verified for correctness.
      2. Adjust the 866 field(s) to properly reflect the active holdings and bring them up to the proper level of cataloging (i.e., Encoding Level 4).
      3. Do not suppress the holdings. The withdrawal is considered complete and the Bib record should remain untouched.
      4. SAVE the record to the database. [Control-B]
  3. Bibliographic Record
    1. Examine the hierarchy. If all locations in the hierarchy display carry a SUPPRESSED note, suppress the bibliographic record from OPAC via the checkbox on the System tab.

  4. Offline Processing
    1. "Change in size of collection" statistics are kept by departmental libraries and no formal statistics are kept by Central Technical Services.
    2. Physical Handling: It is the department's responsibility to dispose of the items they are reporting as withdrawn. In other cases, if the book is in hand:
      1. Mark the book with the WITHDRAWN stamp:
        1. Across the Columbia University Libraries bookplate/stamp.
        2. Over or near the barcode in the rear.
      2. Send to Book in Hand (BIH) at 106 Butler with a T1 rider marked "Discard".

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last updated on 16 January, 2007 /{cls}