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--- withdrawal_of_library_materials [2016/12/15 18:30]
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+++ withdrawal_of_library_materials [2021/09/27 16:06]
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 ====== Withdrawal of Library Materials from the Collection ======
-Beginning point:
+There are many reasons why books are withdrawn.  Many are withdrawn by Circulation because they have been missing for a long time.  Others are damaged or duplicates.
-A.	Billing provides a withdrawal slip.
+**Follow the instructions on the Google doc linked below for items that have been deaccessioned, those that have been declared missing after three searches, and those that have been billed to a patron more than five years ago. Holding, ADM & Bib records that no longer have Item records attached to them will also be deleted. As a result, we will only migrate records to FOLIO that correspond with materials currently held by the UMass Libraries. https://docs.google.com/document/d/18kelIkPTKKXEd8M73llabWA1yNHY4Ww47HkzdvgFzx4/edit?usp=sharing**
-B.	Book Repair provides info re a damaged book.
+**For items that do not meet the above criteria follow the instructions below:**
-Step 1: Check bib record to see if there is a 583 field indicating that the library has made a retention commitment to EAST.  If so, proceed to "Missing EAST materials" below.
-Step 2: Add “MI” to item “Status.”
+Before withdrawing a book, check the bib. to see if the library has made a commitment to retain the book for EAST.  If so, there will be a 583 field, which looks like this:
-Step 3: Add Circ. Note: “WDN 6-30-16; initials (Reason for withdrawal)”
+1-
+   |a committed to retain
+   |c 20160630
+   |d 20310630
+   |f EAST
+   |u http://eastlibraries.org/retained-materials
+   |z UMass copy: EAST commitment
+   |5 MU
-Decision point: If there are other available items, the process is finished.
+Assuming there is only one item (only one copy), remove this 583 and add the title to the EAST list.
-If there is only one item:
+**Add OCLC numbers for titles WITH EAST commitments (and no other copies available) here:
+https://docs.google.com/spreadsheets/d/17nF0ZgS-m7YpWMgd7AS3nXhp8Sn73MdFh9rmOpDycJk/edit?usp=sharing**
-Step 4: Suppress HOL record: (Field is “STA”; enter “SUPPRESSED” in field.)
-Step 5: Suppress Bib record (as per HOL) and add 910 with “withdraw.”
+**Add OCLC numbers for titles WITHOUT EAST commitments  (and no other copies available) here:
+https://docs.google.com/spreadsheets/d/1j-Bu0kmncfNzHe7MvA6BONSnXhPW1_EA1yKfpDrQY0A/edit?usp=sharing**
+Include the title, author, OCLC number and, if necessary, a brief explanation of why the EAST commitment is being withdrawn.
-Step 6: Check OPAC to confirm, “The library does not have available items.”
+Example:
+   La belle époque / Gilbert Guilleminault, 1957.
+   OCLC #3953968
+   This was a mismatch.  We have instead the 1958 edition OCLC #10255465.
+   Transferred commitment.
-Step 7: Remove holdings from WorldCat.
+We send this list to EAST twice a year (May and December): Meiyolet Mendez: [<mmendez@blc.org>].
-End of process: If slip is from Billing, return slip to Billing.
-===Missing East Materials===
-Please refer to the EAST Replacement Policy [[https://eastlibraries.org/sites/default/files/BLC_Uploads/EAST%20Replacement%20Procedures%20%281%29.pdf]].
-If there is a 583 indicating that the library has made a retention commitment to EAST for the item being withdrawn:
+**ALL WITHDRAWALS:**
-Check to see if we hold more than one copy (of the same edition).
+  * Add “MI” to item “Status.”
-  * If so, withdraw the missing item.  The other item will be retained for EAST.
+  * Add a Circ. Note with your initials and a one or two word reason for the withdrawal:
+     EAST WDN 12-27-18; [mfl, msg.].
+     WDN 12-27-18; [mfl, damaged].
+     WDN 12-27-18; [mfl, paid].
+If there are other available items, the process is finished.
-  * If not, give the withdrawal slip(s) to Acquisitions, which they will return when their process is complete. Acquisitions will attempt to order replacements.  Identical editions are always preferred, but print facsimiles are acceptable when necessary. EAST has not established a policy for exact editions, so we will follow our own local procedures in determining what is an acceptable replacement copy.
-  * If the title is replaceable, Acquisitions will return the withdrawal slips, and replacements will be added following replacement procedures.
-  * If the title is not replaceable, the EAST Retention Partner is expected to find a replacement retention copy.
-Step 1: Search the Five Colleges catalog (first) then the EAST Retention Database (second) [[https://east-retention-db.appspot.com/]] to determine if another 5 Colleges or EAST Retention Partner holds a copy that has not been designated an EAST retention commitment. (Preference will be to select a 5 College Partner.)
-Step 2: Contact the EAST Retention Partner library to request that they add a commitment to their copy.  The request should include: title, OCLC number, and a link to WorldCat record.
+If there is only one item (which is usually the case):
-Step 3: If the library receiving the request is willing to commit to retain their copy, both libraries will follow EAST procedures for recording and removing retention commitment statements in catalogs.
+  * Suppress HOL record: (Field is “STA”; enter “SUPPRESSED” in field.)
-Step 4: If the library receiving the request does not agree to commit to retain their copy, the requesting library will follow EAST procedures for removing retention commitment statements in catalogs, and withdraw the item from the library.
+  * Suppress Bib record (as per HOL) and add 910 with “withdraw.”
+  * Check OPAC to confirm, “The library does not have available items.”
- --- //[[mplipke@library.umass.edu|Primary contact: Marcelle Lipke]] 2016/11/18 14:09//
+--- //[[mbergin@library.umass.edu|Meghan Bergin]] 2021/09/27 11:52//