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withdrawal_of_library_materials [2017/02/07 09:18]
mlipke [EAST Materials: Withdraw or Replace?]
withdrawal_of_library_materials [2019/01/07 12:20] (current)
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 ====== Withdrawal of Library Materials from the Collection ====== ====== Withdrawal of Library Materials from the Collection ======
-**Materials without EAST commitments** 
  
-Beginning point: ​+There are many reasons why books are withdrawn. ​ Many are withdrawn by Circulation because they have been missing for a long time.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 ​withdrawal slip.+Before withdrawing a book, check the bibto see if the library has made commitment to retain the book for EAST If so, there will be a 583 field, which looks like this:
  
-B. Book Repair provides info re damaged book.+583 1-   
 +   |committed to retain 
 +   |c 20160630 
 +   |d 20310630 
 +   |f EAST 
 +   |u http://​eastlibraries.org/​retained-materials 
 +   |z UMass copy: EAST commitment 
 +   |5 MU
  
-Step 1: Add “MI” to item “Status.+Assuming there is only one item (only one copy), remove this 583 and add the title to the EAST list.  Any changes to our EAST commitments should be kept on this list. 
 +   
 +Include the title, author, OCLC number and, if necessary, a brief explanation of why the EAST commitment is being withdrawn.
  
-Step 2Add Circ. Note: "WDN 6-30-16; [initialspaid*]." +Example: 
-//​*Provide ​one or two word reason for withdrawal.//+   
 +   La belle époque / Gilbert Guilleminault1957  
 +   OCLC #3953968 
 +   This was mismatch. ​ We have instead the 1958 edition OCLC #​10255465. ​  
 +   ​Transferred commitment.
  
-Decision pointIf there are other available items, the process is finished.  ​+We send this list to EAST twice a year (May and December)Meiyolet Mendez: [<​mmendez@blc.org>​].  ​(Steve Bischof usually sends an email when it's time.)
  
-If there is only one item: 
  
-Step 3: Suppress HOL record: (Field is “STA”; enter “SUPPRESSED” in field.) 
  
-Step 4Suppress Bib record (as per HOL) and add 910 with “withdraw.”+**ALL WITHDRAWALS:**
  
-Step 5: Check OPAC to confirm, ​The library does not have available items.” +  * Add “MI” ​to item Status.”
  
-Step 6: Remove holdings from WorldCat.+  * Add a CircNote with your initials and a one or two word reason for the withdrawal: ​
  
-End of process: If slip is from Billingreturn slip to Billing.+     EAST WDN 12-27-18; [mflmsg.].
  
 +     WDN 12-27-18; [mfl, damaged].
  
-====== EAST Materials: Withdraw or Replace? ======+     WDN 12-27-18; [mfl, paid].
  
 +If there are other available items, the process is finished. ​
 + 
  
-When list of lost items to be withdrawn arrives from Billing, search each item by Bib number. ​  +If there is only one item (which is usually ​the case):
-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 **Withdrawal of materials from the collectionMaterials without EAST retention commitments.**+  ​Suppress HOL record(Field is “STA”; enter “SUPPRESSED” in field.)
  
-If there are additional items (i.e. we hold other copies of the same edition), the other copy will be retained for EAST.    +  * Suppress Bib record ​(as per HOLand add 910 with withdraw.” 
- +  
-     ​Withdraw the missing item. +  ​Check OPAC to confirmThe library does not have available ​items.”  
-     Add “MI” to item Status.” +  
-     Add Circ. Note: “WDN 6-30-16; [initials, paid].  ​ +  * Remove holdings from WorldCat.
- +
-No more needs to be done. +
- +
-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.   +
- +
- +
----- +
- +
- +
-When the book arrives, determine if it is the same edition. +
- +
-If the book is the same edition: +
-     -Add “MI” to item status. +
-     -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:+
    
-     ​-Determine if we have a record for this new edition.  ​ 
- 
-If so: 
-     -Add the new book to that record as an additional copy and add the EAST 583 to the Bib. record. 
- 
-If not: 
-     ​-Withdraw lost item as per **Withdrawals of materials from the collection** 
-     -In the internal note include 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. 
-     ​-Remove our holdings from WorldCat. 
- 
- 
-     ​-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: 
- 
-             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.** 
- 
-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]] 2017/2/7 9:09// 
  
  
 +--- //​[[mlipke@library.umass.edu|Marcelle Lipke]] 2018/12/27 12:30//
  
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