Monographic Discards & Withdrawals

Cataloging & Metadata Services is responsible for deleting cataloged bibliographic records from Millennium and deleting our holdings from OCLC records.

Definitions

Discard
Takes place when physical material is actually discarded.
Withdrawal
Takes place when physical material is already gone (lost, stolen, misplaced, destroyed and only the record is withdrawn.)

TIP If both categories apply (to different holdings), code as discard.

important

BEFORE PROCEEDING-

Check to see if there are copies (item records) attached to the bibliographic record that is not the one you have to discard or withdraw.

Check and make sure which procedure to follow.

NOT ALL COPIES

Discard Procedure

To discard some but not all copies, follow these steps.

  1. Bibliographic Record
    1. add 090 |fupd date and initials.
  2. Delete Item Record of the book being discarded. (EXCEPTION: DO NOT DELETE ANY ITEM RECORDS THAT HAVE A “X” AS A 2ND LETTER IN THE LOCATION AND A 950 |s  DLD…
    1. CODE THESE AS WITHDRAWN) add note to item record: ITEM DISCARDED/WITHDRAWN:  needs to be removed from shelf locator system  date and initials  (questions please ask)
  3. Check-in Record
    1. change MISC = d (DELETE RECORD).
  4. Count all vols. discarded.

Withdrawal Procedure

To withdraw some but not all copies, follow these steps:

  1. Bibliographic Record
    1. NO ACTION REQUIRED.
  2. Item Record
    1. Change ICODE2 to w
    2. Change STATUS to w
    3. Change Loc to WITHD
    4. Change b (barcode field) to y (marc tag)
    5. Add note field "i" insert a field / "z" MARC tag "950" |n in the following form:
      WITHDRAWN, [date (YYYYMMDD), selector's initials & cataloger's initials, reason for withdrawal (if available), call number LOC]
      Examples

      WITHDRAWN: 20070110 wf/bb to repl. BF234.F89 Bakr

      WITHDRAWN: 20070110 ps/jb 610.07 w35 Dana

    6. If there is a call # in the Item Record, move it to the note field.
    7. Add another note field "i" insert a field / "m" “message field" and enter the following note in UPPER CASE:
      STOP - WITHDRAWN ITEM - PUT ON UPDATE SHELF
  3. Check-in Record
    1. Change MISC =d (DELETE RECORD).
    2. Delete any "z" note fields in the item record

ALL COPIES

These records become part of a batch delete process to remove holdings from OCLC.

Discard Procedure

To discard all copies, follow these steps.

  1. Bibliographic Record
    1. Change LOCATION to withd
    2. Remove yy?? Locations
    3. Change BIB STATUS to d
    4. change Millennium index code from "c" to "y" for the call #
    5. Add note field "i" insert a field / "y" MARC tag "966"
      |nDISCARDED: [YYYYMMDD by selector's initials/cataloger's initials]
  2. Delete Item Records. (EXCEPTION: DO NOT DELETE ANY ITEM RECORDS THAT HAVE A “X” AS A 2ND LETTER IN THE LOCATION AND A 950 |s   CODE THESE AS WITHDRAWN)
  3. Check-in Record
    1. change MISC = d (DELETE RECORD).
  4. Count all vols. discarded.

Withdrawal Procedure

To withdraw all copies, follow these steps.

  1. Bibliographic Record
    1. Change LOCATION to withd
    2. Remove yy?? Locations
    3. Change BIB STATUS to w
    4. Change Millennium index code from "c" to "y" for the call #
    5. Add note field "i" insert a field / "y" MARC tag "966"
      |nWITHDRAWN, [date (YYYYMMDD), selector's initials & cataloger's initials, reason for withdrawal (if available), call number LOC]
      Examples

      WITHDRAWN: 20070110 wf/bb to repl. BF234.F89 Bakr

      WITHDRAWN: 20070110 ps/jb 610.07 w35 Dana

  2. Item record
    1. Change ICODE2 to w
    2. Change STATUS to w
    3. Change Loc to WITHD
    4. If there is a call # in the Item Record, change the "c" to "y"
    5. If there is more than one Item Record attached, repeat steps 1-4 under Item Record for each one.
    6. Add another note field "i" insert a field / "m" “message field" and enter the following note in UPPER CASE:
      STOP - WITHDRAWN ITEM - PUT ON UPDATE SHELF
  3. Check-in Record
    1. Change MISC=d (DELETE RECORD)
    2. Delete any "z" note fields in the item record