Beginning point:

A. Billing provides a withdrawal slip.

B. Book Repair provides info re a damaged book.

Step 1: Add “MI” to item “Status.”

Step 2: Add Circ. Note: “WDN 6-30-16; [initials, paid*].” *Provide a one or two word reason for withdrawal.

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.)

Step 4: Suppress Bib record (as per HOL) and add 910 with “withdraw.”

Step 5: Check OPAC to confirm, “The library does not have available items.”

Step 6: Remove holdings from WorldCat.

End of process: If slip is from Billing, return slip to Billing.

When list of lost items to be withdrawn arrives from Billing, search each item by Bib number. Check for a 583 in the Bib confirming that the library has made a retention commitment to EAST.

• Unordered List ItemIf there is no 583 with an EAST commitment, process as per Withdrawals: Materials without EAST retention commitments.

• Unordered List ItemIf 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.
• * Unordered List ItemAdd “MI” to item “Status.”
• * Unordered List ItemAdd Circ. Note: “WDN 6-30-16; [initials, paid].

No more needs to be done.

• Unordered List ItemIf 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.

When the book arrives, determine if it is the same edition.

• Unordered List ItemIf the book is the same edition:
• * Unordered List ItemAdd “MI” to item status.
• * Unordered List ItemAdd an internal note to the withdrawn item record:

EAST lost and replaced [1-17-17, mfl].

• * Unordered List ItemThere is no need to include the usual Circ. Note “WDN” for these items.
• * Unordered List ItemCreate a new item record for the replacement copy.
• * Unordered List ItemUpdate the copy number.
• * Unordered List ItemAdd the following internal note to the new item:

EAST replacement copy [1-17-17, mfl].

• * Unordered List ItemCheck the OPAC to confirm that the book appears “available.”
• * Unordered List ItemPlace the book on the Cataloging truck for end processing.

* Unordered List ItemIf the book is a paperback version of the same edition or a different edition:
*   * Unordered List ItemAdd “MI” to item status.
*   * Unordered List ItemAdd an internal note to the withdrawn item record (including brief information about the different edition): 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]
            
* Unordered List ItemCopy and remove the 583 from the bibliographic record.

• Unordered List ItemDetermine if we have a record for this paperback edition.
• * Unordered List ItemIf 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]
*   * Unordered List ItemPaste the 583 to the bibliographic record, which should look like this:
           583 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.

• Unordered List ItemIf 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.

• Unordered List ItemIf 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.

• Unordered List ItemIf 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:

• Unordered List ItemThe EAST procedural document on replacing materials with retention commitments: https://eastlibraries.org/sites/default/files/BLC_Uploads/EAST%20Replacement%20Procedures%20%281%29.pdf

• Unordered List ItemThe list of EAST voting members:

https://eastlibraries.org/east-voting-members

— Primary contact: Marcelle Lipke 2017/2/3 14:09