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--- withdrawal_of_library_materials [2017/02/03 16:15] – [EAST Materials: Withdraw or Replace?] mlipke
+++ withdrawal_of_library_materials [2021/10/19 15:16] (current) – mbanach
@@ Line 1: / Line 1: @@
 ====== 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+There are many reasons why books are withdrawn.  Many are withdrawn by Circulation because they have been missing for a long time.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: Add “MI” to item “Status.”
-Step 2: Add Circ. Note: "WDN 6-30-16; [initials, paid*]."
+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:
-//*Provide a one or two word reason for withdrawal.//
-Decision point: If there are other available items, the process is finished.
+1-
+   |a committed to retain
+   |c 20160630
+   |d 20310630
+   |f EAST
+   |u http://eastlibraries.org/retained-materials
+   |z UMass copy: EAST commitment
+   |5 MU
-If there is only one item:
+Assuming there is only one item (only one copy), remove this 583 and add the title to the EAST list.
+**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 3: Suppress HOL record: (Field is “STA”; enter “SUPPRESSED” in field.)
-Step 4: 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 5: 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 6: 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.
-====== EAST Materials: Withdraw or Replace? ======
+**ALL WITHDRAWALS:**
-When list of lost items to be withdrawn arrives from Billing, search each item by Bib number.
+  * Add “MI” to item “Status.”
-Check for a 583 in the Bib confirming that the library has made a retention commitment to EAST.
-  * If there is no 583 with an EAST commitment, process as per **Withdrawals: Materials without EAST retention commitments.**
+  * Add a Circ. Note with your initials and a one or two word reason for the withdrawal:
-  * If there are additional items (i.e. we hold other copies of the same edition), the other copy will be retained for EAST.   Withdraw the missing item.
+     EAST WDN 12-27-18; [mfl, msg.].
-      *   “MI” to item “Status.”
-      *   Add Circ. Note: “WDN 6-30-16; [initials, paid].
-No more needs to be done.
+     WDN 12-27-18; [mfl, damaged].
-  * If there is only one item, give the Billing sheet to Acquisitions, which they will return when the process is complete.  They will attempt to replace the book.
+     WDN 12-27-18; [mfl, paid].
+If there are other available items, the process is finished.
-----
+If there is only one item (which is usually the case):
+  * Suppress HOL record: (Field is “STA”; enter “SUPPRESSED” in field.)
-When the book arrives, determine if it is the same edition.
+  * Suppress Bib record (as per HOL) and add 910 with “withdraw.”
+  * Check OPAC to confirm, “The library does not have available items.”
-  * If the book is the same edition:
+For damaged copies that are being replaced follow these instructions:
-      *   Add “MI” to item status.
+https://docs.google.com/document/d/1P9xCErrWopTqH5k7c-aIdHq2I3-NI_A4U75le6eVIx0/edit?usp=sharing
-      *   Add an internal note to the withdrawn item record:
-             EAST lost and replaced [1-17-17, mfl].
-      *       There is no need to include the usual Circ. Note “WDN” for these items.
-      *       Create a new item record for the replacement copy.
-      *       Update the copy number.
-      *       Add the following internal note to the new item:
-             EAST replacement copy [1-17-17, mfl].
-      *       Check the OPAC to confirm that the book appears “available.”
-      *       Place the book on the Cataloging truck for end processing.
-* If the book is a paperback version of the same edition or a different edition:
-      *       Add “MI” to item status.
-      *       Add an internal note to the withdrawn item record (including brief information about the different edition):
-             EAST lost and replaced (1995 Dover Edition) [1-17-17, mfl]
-      * Copy and remove the 583 from the bibliographic record.
-      * Determine if we have a record for this paperback edition.
-      *   If not, export a new record from Connexion, adding an internal note in the new item record, including information about the lost edition:
-             EAST replacement copy for 1931 edition [1-17-17, mfl]
-      *   Paste the 583 to the bibliographic record, which should look like this:
-1-  |a committed to retain
-       	             |c 20160630
-		     |d 20310630
-		     |f	 EAST
-		     |u http://eastlibraries.org/retained-materials
-             	     |z UMass copy: EAST commitment
-		     |5 MU
-**If we are replacing a book with a paperback version of the same edition, there is no need to report this to EAST.  However, in order to keep our holdings accurate, ALL other replacements MUST be reported to EAST’s data librarian: Sara Amato: samato@blc.org.**
-  * If the title is not replaceable, search the Five Colleges catalog (first) then the EAST Retention Database (second) https://east-retention-db.appspot.com/ to determine if there is a copy without an EAST retention commitment.
-  * If the library receiving the request is willing to commit to retain their copy, follow EAST procedures for recording and removing retention commitment statements in catalogs.
-  * If the library receiving the request does not agree to commit to retain their copy, follow EAST procedures for removing retention commitment statements in catalogs, and book will be withdrawn from UMass following normal withdrawal procedures.
-More info:
-  * The EAST procedural document on replacing materials with retention commitments: https://eastlibraries.org/sites/default/files/BLC_Uploads/EAST%20Replacement%20Procedures%20%281%29.pdf
-  * The list of EAST voting members:
-https://eastlibraries.org/east-voting-members
- --- //[[mplipke@library.umass.edu|Primary contact: Marcelle Lipke]] 2017/2/3 9:28//
+--- //[[mbergin@library.umass.edu|Meghan Bergin]] 2021/09/27 11:52//