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Withdrawal Procedures:

Withdrawal of items from the collection is probably the most complex catalog maintenance operation performed by BMS; not only does it involve a number of different files and databases, but it can also involve Circulation, MOR and the Subject Librarians. Therefore close attention to documented procedures is essential at all times. Failure to follow procedures can result in "ghost" records left in the database, causing frustration and wasted time for the patron, the unnecessary re-ordering of an item still in the collection, or failure to re-order an item removed from the collection.

• Basic withdrawal processing
• Items not being replaced
• Items being replaced
• Special case: analyzed sets
• Special case: volume sets

Basic Withdrawal Processing

Note: When working in the text-based INNOPAC the function keys Shift F6, Shift F7 and Shift F8 will add INNOPAC tags to the records.

Search the INNOPAC system for a bibliographic record. Always search first by call number, in case the item being withdrawn is part of an analyzed set (see Special case: analyzed sets).

Refer all serials records to the Serials Cataloger.

Determine if the item missing is the last copy or volume owned. If it is not clear from the bibliographic record whether this is so, it may be necessary to check the shelves, R&I 1 (Reference), etc. The following areas are useful:

• Check the 900 field of the INNOPAC record for codes in the subfield L such as "ref", "osize", etc. Check these locations if necessary.
• If the bibliographic record shows we own multiple copies or volumes of the item and it is not clear from the search slip or notice which copy/volume is being withdrawn, it may be necessary to check the stacks. Also search INNOPAC for possible copies checked out "on the fly."

If the Item is Not Being Replaced:

• Locate the INNOPAC record.
• Check that no "on-the-fly" item records or added copies/volume item records have been attached in the meantime; if so, locate the item(s) and verify its validity.
• If there is a free electronic version attached to the record, delete it as well. Otherwise it will need to be re-cataloged as an electronic resource. If in doubt, ask the serials cataloger.
• If an order record is still attached, the bibliographic record cannot be deleted. Suppress the record by changing BCODE3 to "n", change the number of copies to 0, and add a 200 field [INNOPAC tag "TITLE"] without indicators with the phrase: THIS RECORD SUPPRESSED FROM PUBLIC CATALOG--WITHDRAWN [DATE]; DELETE BIB RECORD WHEN ORDER RECORD DELETED. Move the newly entered TITLE field to the first title position.
• If the INNOPAC record was suppressed (has a 200 field and BCODE3=n), delete the record after checking the 001 for an OCLC number or the 910 for "yb" . If the INNOPAC 001 was a true OCLC number (i.e., not a GRC or UTLAS number), cancel holdings for the item on OCLC by calling up the record by OCLC number and typing "delh" or F11 at the home position. If the 910 has "yb" check OCLC to find the appropriate record that our holdings were attached to through uploading records to OCLC for shelf-ready books. When the correct record is verified, cancel holdings for the item on OCLC.
• For each title and item withdrawn, record it under "Withdrawals Titles" & "Withdrawals Vols" under the appropriate format on the monthly statistics sheet. Also count any free electronic version(s) attached to the record as a "Withdrawals Vols" under electronic resources/books.

If Other Copies/Volumes Remain:

If an INNOPAC record is present:

Locate the 949 field for the item/volume being withdrawn, and delete it. If that 949 includes subfields which do not apply specifically to the item being withdrawn, re-enter them as necessary (for example, subfield g with holdings information, subfield w with information on other copies previously withdrawn, etc.). If the record is for a multi-volume work, correct both the subfield g in the first 949, if present and the "LIBRARY HAS" 949 to reflect the new holdings information. If the record has an old 590 "Library has" field delete it and re-enter the holdings in the current INNOPAC format.

• If an INNOPAC record for a multi-volume work lacks any holdings statement 949 subfield g, check stacks for existing items and enter them in the holdings statement (See Special case: volume sets).
• Add a subfield w to the first 949 in the record (or modify it, if already present) giving information on the copy/volume being withdrawn.

  Example:
  949 0  UNLO|p31147003736262|vv.2|gv. 2, 5|wv.1 w/d 7/13/79;v.4 w/d 9/5/90

• Locate the item record for the item being withdrawn and delete it.
• Save the record (F8).
• For each physical item withdrawn, record it under "Withdrawals Vols" under the appropriate format on the monthly statistics sheet.

If the Item is Being Replaced:

If No More Copies/Volumes Remain:

If an INNOPAC record is present modify it as follows:

• Add a 200 field [INNOPAC tag "TITLE"] without indicators reading: THIS RECORD SUPPRESSED FROM PUBLIC CATALOG--WITHDRAWN [DATE] (substitution phrase: %s). Or press Shift F6, type the date and press enter.
• Move the newly entered TITLE field to the first title position and change BCODE3 to "n", and "COPIES" to "0"). Or press Shift F7 if the record does not have a 1xx field, or Shift F8 if there is a 1xx field.
• Remove all but one 949 field, including any 949 "LIBRARY HAS" fields. Edit the remaining 949 field by removing all subfields and adding a subfield w reading "c.1 w/d [date]" (if the item was "Lost & Paid", add instead the note "c.1 lost & pd by .p [patron number from note in item record] on [date]"). If the last item being withdrawn was not copy 1, modify the above as necessary to reflect the actual history of our items.

  Examples:
  949 0  UNLM|wc.1 w/d 9/5/90
  949 0  UNLM|wc.1 w/d 10/3/73;c.2 w/d 9/5/90
  949 0  UNLM|wv.1 w/d 12/1/81;v.2-3 w/d 9/5/90

• Save the finished record (F8).
• For each physical item withdrawn, record it under "Withdrawals Vols" under the appropriate format on the monthly statistics sheet.

If Other Copies/Volumes Remain:

If an INNOPAC record is present modify it as follows:

• Locate the 949 field for the item/volume being withdrawn, and delete it. If that 949 includes subfields which do not apply specifically to the item being withdrawn, re-enter them as necessary (for example, subfield g with holdings information, subfield w with information on other copies previously withdrawn, etc.). If the record is for a multi-volume work, correct both the subfield g in the first 949, if present and the "LIBRARY HAS" 949 to reflect the new holdings information. If the record has an old 590 "Library has" field delete it and re-enter the holdings in the current INNOPAC format.
• If an INNOPAC record for a multi-volume work lacks any holdings statement 949 subfield g, check stacks for existing items and enter them in the holdings statement.
• Add a subfield w to the first 949 in the record (or modify it, if already present) giving information on the copy/volume being withdrawn.

  Example:
  949 0  UNLO|p31147003736262|vv.2|wv.1 w/d 7/13/79;v.4 w/d 9/5/90

• Locate the item record for the item being withdrawn and delete it.
• Save the finished record (F8).
• For each physical item withdrawn, record it under "Withdrawals Vols" under the appropriate format on the monthly statistics sheet.

If the Item is Replaced by a Variant Edition:

• Locate the INNOPAC record.
• Check that no "on-the-fly" item records or added copies/volume item records have been attached in the meantime; if so, locate item(s) and verify its validity.
• If the INNOPAC record was suppressed (has a 200 field and BCODE3=n), delete the INNOPAC record after checking the 001 for an OCLC number or the 910 for "yb" . If the INNOPAC 001 was a true OCLC number (i.e., not a GRC or UTLAS number), cancel holdings for the item on OCLC by calling up the record by OCLC number and typing "delh" or F11 at the home position. If the 910 has "yb" check OCLC to find the appropriate record that our holdings were attached to through uploading records to OCLC for shelf-ready books. When the correct record is verified, cancel holdings for the item on OCLC.
• If the INNOPAC record was not suppressed (i.e., other copies/volumes of the item remain) do nothing further to the record.
• Catalog the variant edition as a new item.

If the Item is Replaced by an Exact Duplicate:

Treat as a normal added copy/volume. If an INNOPAC record was suppressed, unsuppress it by changing BCODE3 to "-", changing copy number (04) from 0 to 1 and deleting the 200 field, modifying the 949 as necessary and adding an item record.

Special Case: Analyzed Sets

Sometimes an item is cataloged twice: once as part of a set, and also separately under its own title. Such a situation is called an analyzed set. If an INNOPAC record is found in which the call number includes a part designator such as "vol.", "pt.", etc., check also for a "cover record", which will have the same call number but without the part designator and which includes the item as one of its volumes. In such a case you must:

Suppress or delete the analytic record (the one with the part designator) as required in the procedures above, and edit the holdings statements of the cover record to reflect the change in volumes owned by the library.

Because barcodes in an analyzed set are entered in the analytic records instead of the cover record, the only necessary changes should be correcting the holdings statements in the first MARC 949 subfield g and the LIBRARY HAS 949 subfield g, if present. However, if the volume being withdrawn is the only remaining one of the set, the cover record should be suppressed or deleted in the same manner as the analytic record.

If the analytic record is an OCLC record or if the 910 has "yb", cancel the holdings on OCLC as described above. However, do not cancel holdings for the cover record unless the item being withdrawn was the last remaining volume of the set.

Refer all serials records to the Serials Cataloger.

Special Case: Volume Sets

As a general rule, volume sets should be withdrawn as a whole. Some exceptions are added copies (withdrawing a copy will not leave the library with a partial set) or a damaged volume in a set that will be replaced, or a set that is valuable even with missing volumes. Ordinarily, a single volume should not be withdrawn without consulting the subject librarian to see if the whole set should be withdrawn. If some volumes cannot be found or are checked out, messages should be placed in the item records reading "SEND TO [YOUR NAME] IN BMS FOR WITHDRAWAL [DATE]."

Refer all serials records to the Serials Cataloger.