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  Items missing or billed are withdrawn quarterly by Systems.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 quarterly withdrawal of items billed and paid or missing, and the quarterly batch suppression (pseudo-withdrawal) of items billed not paid.


The withdrawal process begins with an indication to withdraw an item or items from the collection.  The process is complete once the item leaves the shelving location for disposition. These procedures are only for steps that take place between these two points in the life cycle of library material.

The process of withdrawing the item from the catalog ensures that the catalog is up to date and represents only those items that are actually in the collection. It also allows librarians and staff to view a historic record of material that was previously owned by the library.

Please note that the following procedures are not a substitute for deaccessioning items that are in the NRLF. For NRLF recall and deaccession information, please see the NRLF Depositing Guidelines.

If a previously “last withdrawn” item is found, you may use the reinstatement procedures to trigger the weekly batch suppression/unsuppression to reinstate the bib record.

NOTE: Items that are billed not paid must never be withdrawn, but batch suppression/pseudo-withdrawal is planned to be done regularly by Systems. Any HOLDINGS records attached to the items Systems will suppress will be reported to and withdrawn by cataloging unit staff according to the appropriate section of the procedures below for holdings records ONLY (not item records).

Procedures in Millennium

You must consider these issues when you withdraw materials:

A. Holds or checkouts on the item

Are there holds or checkouts on the item? If so, a circulation person will need to resolve these. How can you tell if there are holds or checkouts? If there are holds, the item or bib level holds tab to the right of the item will show how many holds are present. If there are checkouts, the item will have a number in the item fixed field Loan Rule, and instead of “available” the status will show a due date.

In order to have a circ expert take care of the hold, email holds@lists with the record numbers involved.

B. Withdrawal of volumes in a set (serial or MVM)

Are you withdrawing the complete set or just a portion of it?

Are you withdrawing volumes of a serial or MVM?
If you’re withdrawing a serial, has it been properly closed according to the serial closing procedures?

C. Withdrawal of analytics

If you are withdrawing analyzed material, you must consult with BadCat.

D. Withdrawal of accompanying material

Are you withdrawing material that accompanies other, primary material? If so, you need to consider whether or not your unit shelves accompanying material with primary material (MAIN) or separately (many Subject Specialty Libraries). You will need to make changes to item records, and, if the withdrawal involves a set (serial or MVM), you will also need to make changes to holdings records.

E. Are there any urls that lead to full text? (not publisher descriptions or tables of contents)  If so, is there an item record with location web? If not, email eproblem@library to have this situation corrected.  It’s critical for records with full text access to remain unsuppressed and our OCLC holdings set, which can only happen if there is an item record for location “wb”. If you are withdrawing the item record with location “wb” you may delete the item (instead of following the withdrawal steps below), and mark the bib record for deletion if there are no other attached records.

Table of Contents

Legacy Metadata

Author: jridener
Approval Group: ILSSC, CSG, BTech
Update Group: Integrated Library System Steering Committee

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

Leave a comment

Your email address will not be published. Required fields are marked *