Reinstating withdrawn items

Author: smoody
Posted in: BTech, Circulation Services Group

Items that are lost are withdrawn after multiple searches. Sometimes these items are later recovered (either returned or found in the stacks).

When the item is found or returned, shelving unit staff should do the following:

  1. If there is an unsuppressed holdings record, make sure the Library Has statement is unsuppressed and correct and all items are linked to it.   If you can not edit holdings records and the item you need to reinstate is linked to a holdings record: STOP – do not use this procedure to trigger reinstatement. Instead, report the record to BadCat for reinstatement.
  2. Change the location to the location in the Label Location field. Withdrawn items have a location that starts with zw.  If you do this before checking the item in the item won’t go in transit (but if it does go in transit, you can fix that by checking it in again at the end)
  3. Unsuppress the item (change icode2 to -)
  4. Add an Internal Note: withdrawn then found, request reinstatement %date  [initials]
    • (NOTE: the text and punctuation must be EXACTLY as above for the unsuppression described below to work. Please do not key this note – use a macro or cut and paste. In other types of notes the %date comes first but for this note to work correctly it must come later in the note field).
  5. Check the item in to fix the status and trigger any holds. If the item was previously checked in, it won’t hurt to check it in again.

Note: Do NOT use this procedure for replacements.  Replacements by a patron need to use the Accepting Replacement Copies procedure.  See also: exact match monographic replacement procedures.

If the bib record had been withdrawn because no copies or volumes remained, it needs to be unsuppressed as well.  If you can edit the bib record, you may change BCODE3 to – to unsuppress the bib immediately. At the same time, if there is no 001 field containing the OCLC# and there is a 905 field with the saved OCLC#, copy the OCLC# in the 905, create an 001 with the “o” (Bib utility no.) group tag and the OCLC#, then delete the 905 field.  Otherwise, if you do not have bib edit privileges, a weekly job will unsuppress any withdrawn bib record that has an attached item with the text “withdrawn then found, request reinstatement” and will restore the saved OCLC# to the 001.

Note that if the item had previously been replaced with an exact match, you may need to designate one of the copies as copy 1 and the other as copy 2 to avoid having two active “copy 1” items.

Withdrawn items may also be returned in the book drop, in which case staff may not be aware that the item they checked in was withdrawn and may not know to follow these procedures. These situations can be discovered by monitoring the daily emails that come to the circ supervisor email accounts to report items In Transit too long.  These items can also be identified because they will go in transit to zw when they are checked in.

Legacy Data
Author: Charis Takaro
Approval Group: CSG, BTech
Update Group: Circulation Services Group
Last updated date: 05/28/14

Archived Comments

Suppressed holdings?
Tue, 06/19/2012 – 15:28 — Matthew Prutsman
Point #5 above mentions what to do if there is an unsuppressed holdings record, but what if the holdings record has been suppressed? Are extra steps necessary?

Wed, 06/27/2012 – 11:50 — Charis Takaro
Rearranged steps to check for holdings record first and if unit can not edit holdings, don’t use this procedure. If unit can edit holdings, it should be unsuppressed and the “Lib Has” holdings statement corrected.

Internal note format, reinstating withdrawn items
Fri, 06/15/2012 – 10:09 — cpierce
4. add an Internal Note: withdrawn then found, request reinstatement %date [initials]
Should the %date be placed at the beginning of the Internal Note?

In this case the note needs
Wed, 06/27/2012 – 11:51 — Charis Takaro
In this case the note needs to have the date later in the field for the query to work that selects these records to unsuppress. I’ve added a comment in the procedure to explain this.

Created: April 28, 2016
Last revised: December 5, 2016
Review date: None set

Comments 1

  • Item #2: “Change the location to the location in the Label Location field.”
    The field that changes here isn’t the “Label Location” field (what prints on the spine label), it’s the 2-letter location field that indicates which library owns the item or where in the library the item is located.

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