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withdrawal_of_print_monographic_materials [2014/04/25 18:52] ghough |
withdrawal_of_print_monographic_materials [2014/05/07 19:57] mbanach removed |
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| WD (Withdrawn) (Suppresses item) - Used to record Withdrawal on an interim basis for the creation of the annual list of Withdrawn items to be sent to selectors. Changed to MI after the list is created. | WD (Withdrawn) (Suppresses item) - Used to record Withdrawal on an interim basis for the creation of the annual list of Withdrawn items to be sent to selectors. Changed to MI after the list is created. | ||
| + | ===== **Procedures for Batch Withdrawal Projects** ===== | ||
| + | |||
| + | 1. Generate a spreadsheet of items to be searched again. This can be based on items that have been already searched before (with Item Processing Status of SF), or items that are more than 2 years overdue. The list should probably include: Call number; Volume; Copy; Collection; Barcode; OPAC note; Circulation Note; Internal Note; Title; Item Processing Status. | ||
| + | |||
| + | 2. Search the items on the spreadsheet, in the stacks, [and analyze the Aleph records to see if any have circulated recently, e.g. after the Item Processing Status was changed [I’m not sure if this step is really practical]] Reinstate any items that are found, or that have circulated recently, and remove them from the spreadsheet. | ||
| + | |||
| + | 3. Separate the items remaining in the spreadsheet into two categories: 1) those that have other “live” item records, e.g. other copies or volumes that have not been withdrawn, attached to the bib record; 2) those that do not have other “live” item records attached to the bib record, i.e. if there are other item records they have been withdrawn. The Item Processing Status MI or WD indicates that an item has been withdrawn. | ||
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| + | 4. For items in category 1 (with live items associated: | ||
| + | |||
| + | a) Update the Item Processing Status to WD (if it is desired that a selector later be notified of the withdrawal (the normal case)) or MI (if it is not necessary for a selector to be notified) | ||
| + | b) Enter a Circ Note in the form: WDN batch [date] (or a reasonable variant to identify a particular project) | ||
| + | |||
| + | 5. For items in category 2 (no live items associated) | ||
| + | |||
| + | a) Update the Item Processing Status to WD (if it is desired that a selector later be notified of the withdrawal (the normal case)) or MI (if it is not necessary for a selector to be notified) | ||
| + | b) Enter a Circ Note in the form: WDN batch [date] (or a reasonable variant to identify a particular project) | ||
| + | c) Suppress the bib record and holdings record by entering a field with tag: STA and the word (in caps): SUPPRESSED | ||
| + | d) Remove UMass holdings from OCLC | ||
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| + | 6. For all items in Category 1 (live items associated) | ||
| + | |||
| + | a) Check for the presence of an 866 field in the holdings record and modify as needed to reflect the withdraw | ||
| + | b) Check for the presence of multiple HOLs, and enter STA SUPPRESSED into any HOL with live items no longer attached. | ||
| + | c) For all serial records in category 1, modify the Local Holdings Record (LHR) in OCLC to reflect the withdrawal. | ||
| + | |||
| + | In terms of distribution of these steps, we agreed that usually Mary Ann would create the spreadsheet in step 1; students in Circulation (especially Stacks Management), IRM, or SEL (if appropriate) would search for the items in step 2; Rick would analyze the items in the spreadsheet to separate them into the two categories in step 3, and do the item update work in step 4 and parts a and b of step 5; Lucy would do steps c and d of step 5, and step 6. | ||
