Category «Withdrawal Procedures»

Disposal of withdrawn materials

Author: smoody
Posted in: Withdrawal Procedures

Monographs All withdrawn monographs should be forwarded to the Library Gift Unit. To prevent damage to books in transit, it is preferable, though not required, that books be packed in boxes for shipment through Library Mail. Serials Withdrawn serials may generally be recycled locally, but only upon consultation between processing staff and staff of the …

Created: October 3, 2016
Last revised: November 14, 2016
Review date: None set

Checking for analytics in holdings

Author: smoody
Posted in: Withdrawal Procedures

In the holdings record, analytic information can be recorded in three places. If you see any of the forms below, stop. Please consult with BadCat about this withdrawal. Check the holdings 945: If this field contains “SLF:” + any form of “analytic” (“anal.”, “analyzed”, “anals”, etc.), stop. Please consult with BadCat about this withdrawal. This information also …

Created: October 3, 2016
Last revised: December 15, 2016
Review date: None set

Checking for analytics in items

Author: smoody
Posted in: Withdrawal Procedures

Check the lower left corner of the item record for the material you wish to withdraw. If you see “Also linked to record(s):” and a bib-record number that is different from the bib-record number in the upper left corner of brief bib display, stop. This may be an analytic. Please consult with BadCat about this withdrawal. …

Created: October 3, 2016
Last revised: October 21, 2016
Review date: None set

Checking for analytics

Author: smoody
Posted in: Withdrawal Procedures

Identification of analyzed material is an important part of the withdrawal process, because all records that are linked by analysis must be correctly updated, so that the local catalog accurately reflects the Library’s holdings, and so that external databases like OCLC and Melvyl accurately record the Library’s holdings, as well. Checking for analytics in items Checking …

Created: October 3, 2016
Last revised: October 21, 2016
Review date: None set

Identity field and OPAC notes

Author: smoody
Posted in: Systems, Withdrawal Procedures

Identity field required for holdings records Format is “WITHDRAWN” and four-letter owning location code e.g. Identity: WITHDRAWN EART OPAC Note for withdrawn accompanying material OPAC Note [Accompanying material] no longer available: e.g. OPAC Note Microfiche no longer available e.g. OPAC Note Mechanical no longer available

Created: August 23, 2016
Last revised: December 15, 2016
Review date: None set

Withdrawn location codes

Author: smoody
Posted in: Systems, Withdrawal Procedures

Use the correct withdrawn location code for the corresponding OCLC holdings symbol as this is how external databases like NextGenMelvyl and OCLC receive holdings information from the UCB catalog Location OCLC Holdings Symbol Withdrawal Location Code MAIN CUY zw Any branch library CUY zw Institute of Governmental Studies CBG zwg Institute of Transportation Studies CBT …

Created: August 23, 2016
Last revised: December 8, 2016
Review date: None set

Reasons for withdrawal

Author: smoody
Posted in: Systems, Withdrawal Procedures

Use one of the forms below from the withdrawal slip. These options are the only text available for these notes. Any further information can be given in an additional note. Use an Internal Note for item records, a Check Note for holdings records: Reason Definition damaged The item is no longer in usable condition and …

Created: August 23, 2016
Last revised: December 5, 2016
Review date: None set

Withdrawal Procedures: Withdrawal notes

Author: smoody
Posted in: Systems, Withdrawal Procedures

Add a note with information about withdrawal to the Item Record or the Holdings Record, as appropriate, with this format: [date][space space]wd[space][reason for withdrawal][space][Millennium initials] Notes on notes In order to create lists and report statistics for records that have been withdrawn, it’s imperative that you use the precise syntax below. For example, if you …

Created: August 23, 2016
Last revised: December 8, 2016
Review date: None set

Withdrawing material accompanying single-volume monographs shelved separately (Many Subject Specialty Libraries)

Author: smoody
Posted in: Systems, Withdrawal Procedures

Choose the correct procedure below depending on if a holdings record is present or not. Single-volume monographs with no holdings record In the Item Record for the primary material Add an OPAC Note (p) that notes the accompanying material is no longer available (see Note Formats) Since accompanying material shelved separately has its own item record …

Created: August 23, 2016
Last revised: January 20, 2017
Review date: None set

Withdrawing material accompanying and shelved with single-volume monographs (MAIN)

Author: smoody
Posted in: Systems, Withdrawal Procedures

Accompanying material shelved with primary material does not usually have its own Item Record. Instead, the accompanying material is noted on the Item Record for the primary material. In the Item Record for the primary material Add an OPAC Note (p) that notes the accompanying material is no longer available (see Note Formats) Add an …

Created: August 22, 2016
Last revised: December 8, 2016
Review date: None set

Physical processing of withdrawals

Author: smoody
Posted in: Systems, Withdrawal Procedures

Withdrawn volumes must be demagnetized and clearly marked as withdrawn. Demagnetize each volume Stamp “University of California – Withdrawn” over the property label or stamp located on the inside of the front cover. Use of a stamp no larger than 2” x ¾” is preferable. Stamps are available from Dirk Kennedy (dkennedy@library.berkeley.edu) in Acquisitions. If …

Created: August 22, 2016
Last revised: January 25, 2017
Review date: None set

Withdrawal of a set (complete)

Author: smoody
Posted in: Systems, Withdrawal Procedures

You’re withdrawing all volumes of a set (serial or MVM) for a given location. There may or may not be other sets for your location (e.g, set 2) or at other libraries. In Holdings Record for the location If this is a serial, has the record been properly closed? If not, do so now see …

Created: August 22, 2016
Last revised: January 23, 2017
Review date: None set

Withdrawal of a set (partial)

Author: smoody
Posted in: Systems, Withdrawal Procedures

You’re withdrawing one volume of a set (serial or MVM). After you’re done, at least one other held item for your location will remain attached to the bib record. In Item Record for volume to be withdrawn Check to see if the item is an analytic (see Checking for analytics) Change Status to ‘w’ WITHDRAWN …

Created: August 22, 2016
Last revised: January 20, 2017
Review date: None set

Withdrawal of a single volume monograph

Author: smoody
Posted in: Systems, Withdrawal Procedures

You’re withdrawing a single-volume monograph (published in one volume); it may be the last copy in OskiCat or other copies may remain. In Item Record for item to be withdrawn: Change Status to ‘w’ WITHDRAWN Change Item Code 2 to ‘n’ SUPPRESS Change location to “zw” WITHDRAWN Insert an Internal Note (x) with the information …

Created: August 22, 2016
Last revised: April 12, 2018
Review date: None set

Withdrawal Procedures

Author: smoody
Posted in: Systems, Withdrawal Procedures

Important update 1/25/12: This procedure is to be used by staff for manual withdrawal of ITEMS only if the items are NOT missing or billed.  Items missing or billed are withdrawn quarterly by Systems.  This procedure is to be used to partially or completely withdraw HOLDINGS manually, as requested by Systems in conjunction with both the …

Created: August 22, 2016
Last revised: December 21, 2016
Review date: None set