02/2006 (by Yan Liao)

WITHDRAWING MONOGRAPHS

When a monographic title needs to be withdrawn either because of weeding or being lost:

I.                    For those with existing shelflist cards (acquired before 09/2003)

1. Retrieve physical item, if applicable.

2. Pull shelflist card from Shelflist Card File.

3. In Voyager:

1. Delete item record.

2. Delete holdings record (MFHD). 

(In the case that the MFHD cannot be deleted for one reason or another, see the document “USE OF DEL AS A LOCATION” for instructions on using “del” as a location and suppressing the record.)

3. Delete bib record

(In the case the MFHD cannot be deleted, the bib record cannot be deleted either.  Follow instructions on the document “USE OF DEL AS A LOCATION” as to how to suppress the bib record.)

4. Delete holding in OCLC.

5. Mark the shelflist card for withdraw.

Write in red “ca” or “del” by the OCLC number to indicate holding has been taken off OCLC. 

On back of card, write the year of withdraw, and mark “disc” if a title is discarded or “lost” if so.

6. File the shelflist card by main entry or top line (author or title) in the Withdrawal File.

7. Stamp the physical item “Withdrawn” (stamp is in Kathy’s Wrycza’s supply drawer) and discard, if applicable.

8. Keep statistics (see the document “KEEPING CATALOGING STATISTICS” for procedures).

II.                  For those without existing shelflist cards (acquired after 09/2003)

1. Retrieve physical item from the shelf, if applicable.

2. In Voyager:

a.      BEFORE deleting the record, create a withdraw shelflist card using the Withdraw program on your computer (see the document “SHELF LIST CARDS” for procedures).

b.      Delete item record.

c.      Delete holdings record (MFHD). 

(In the case that the MFHD cannot be deleted for one reason or another, see the document “USE OF DEL AS A LOCATION” for instructions on using “del” as a location and suppressing the record.)

d.      Delete bib record

(In the case the MFHD cannot be deleted, the bib record cannot be deleted either.  Following instructions on the document “USE OF DEL AS A LOCATION” as to how to suppress the record.)

3. Delete holding in OCLC.

9. Mark the printed shelflist card for withdraw.

1. Write call number on the card.

2. Write in red “ca” or “del” by the OCLC number to indicate holding has been taken off OCLC. 

3. On back of card, write “disc” if a title is discarded, or “lost” if so.

10. Punch a hole on the card and underline the main entry or top line (author or title) on the card for students to file in the Withdrawal File.

11. Stamp the physical item “Withdrawn” (stamp is in Kathy’s Wrycza’s supply drawer) and discard, if applicable.

12. Keep statistics (see the document “KEEPING CATALOGING STATISTICS” for procedures.).