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--- withdrawal_of_library_materials [2017/11/29 13:19]
mlipke
+++ withdrawal_of_library_materials [2021/09/27 16:06]
mbanach
@@ Line 1: / Line 1: @@
 ====== Withdrawal of Library Materials from the Collection ======
-When a printout of a lost item to be withdrawn arrives from Billing, search each item by Bib number. Check for a 583 in the Bib to determine whether or not the library has made a retention commitment to EAST.  If there is a commitment, it will look like this:
+There are many reasons why books are withdrawn.  Many are withdrawn by Circulation because they have been missing for a long time.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.
+**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**
+**For items that do not meet the above criteria follow the instructions below:**
+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:
 1-
@@ Line 12: / Line 19: @@
    |5 MU
-**Materials without EAST commitments**
+Assuming there is only one item (only one copy), remove this 583 and add the title to the EAST list.
-Beginning point:
+**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**
-Billing provides a withdrawal slip or Book Repair provides info on a damaged book to withdraw.
-Step 1: Add “MI” to item “Status.”
-Step 2: Add a Circ. Note with your initials and a one or two word reason for the withdrawal:
-"WDN 6-30-16; [mfl, paid]." or "WDN 6-30-16; [mfl, damaged]."
-Decision point: If there are other available items, the process is finished.
-If there is only one item:
-Step 3: Suppress HOL record: (Field is “STA”; enter “SUPPRESSED” in field.)
+**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 4: Suppress Bib record (as per HOL) and add 910 with “withdraw.”
+Example:
+   La belle époque / Gilbert Guilleminault, 1957.
+   OCLC #3953968
+   This was a mismatch.  We have instead the 1958 edition OCLC #10255465.
+   Transferred commitment.
-Step 5: Check OPAC to confirm, “The library does not have available items.”
+We send this list to EAST twice a year (May and December): Meiyolet Mendez: [<mmendez@blc.org>].
-End of process: Remove holdings from WorldCat.
-**Materials with EAST commitments**
-) If there are additional items (i.e. we hold other copies of the same edition), the other copy will be retained for EAST.
+**ALL WITHDRAWALS:**
--Withdraw the missing item.
+  * Add “MI” to item “Status.”
--Add “MI” to item “Status.”
+  * Add a Circ. Note with your initials and a one or two word reason for the withdrawal:
--Add Circ. Note: “WDN 6-30-16; [initials, paid].
+     EAST WDN 12-27-18; [mfl, msg.].
-No more needs to be done.
+     WDN 12-27-18; [mfl, damaged].
-) If there is only one item, withdraw the book as per the above instructions, amending the note in the item to read: "EAST WDN."  Remove the 583 from the bib and add the title to the numbered **EAST Book Withdrawn** list.  Include a brief title, author, year of publication and OCLC#, as per the examples below:
+     WDN 12-27-18; [mfl, paid].
-. On the road / Kerouac, 2007 OCLC #82368045
+If there are other available items, the process is finished.
-. Formal approaches to poetry / edited by B. Elan Dresher, 2006 OCLC #62738568
+If there is only one item (which is usually the case):
-This list includes the following:
+  * Suppress HOL record: (Field is “STA”; enter “SUPPRESSED” in field.)
-     - EAST titles we have not been able to replace.
+  * Suppress Bib record (as per HOL) and add 910 with “withdraw.”
-     - EAST titles we have not attempted to replace.
-     - EAST titles we (or a patron) have replaced with a different edition.
+  * Check OPAC to confirm, “The library does not have available items.”
-This list is periodically sent to the following address, where our EAST commitments are updated: EASTreallocation@blc.org.
-At the moment, we are no longer attempting to replace EAST withdrawn titles.
---- //[[mlipke@library.umass.edu|Marcelle Lipke]] 2017/11/21 10:47//
+--- //[[mbergin@library.umass.edu|Meghan Bergin]] 2021/09/27 11:52//