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Sources of Withdrawals
Physical: Items to be withdrawn are brought to CMS, chiefly by CMRS, Circ, or the Moore Library
Spreadsheets/Printouts: Lists of items to be withdrawn are sent to CMS (particularly by the distance libraries)
Tracking
If the physical item has been brought to CMS, it needs to be recorded in the Airtable item tracker:
Title
Barcode
Bib #
Material type
Workflow: Withdrawal
Final destination: Discard
Priority: Low
General Procedures
Search for the item in Sierra (typically, by scanning the barcode)
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Suppress the record from public view by changing Bib Code 3 to d
Add field 910: withdrawn title, order attached [your name or initials, date] use this exact wording
Delete the item record and our OCLC holdings (if you are deleting the last copy)
Leave the order record untouched
This coding will be used for creating lists and reports of withdrawn items no longer in the collection, but still in the catalog
Branch and Distance Libraries : Special Considerations
USU Eastern libraries: Older records will not have holdings set in OCLC (these can usually be identified by the 049 field, which in the older records will generally be UEUA, and by the absence of an 035 field). Newer records, with an 049 of UUS8 or UUS9 and an 035 field, will have OCLC holdings, which must be deleted. (NOTE: USU Eastern items and items in other USU libraries will be on separate Sierra bib records; before deleting OCLC holdings, make sure there aren't holdings in another library!). Holdings for Price and Blanding should be on the same bib record; if copies are held both at Price and Blanding, you may need to edit the bib record, if there are any local notes, etc., pertaining only to the copy being deleted
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Moore Library: Moore items should also be on the same Sierra bib records as Merrill Cazier items, but on rare occasions aren't, so the same caution applies. In some cases, there will be Sierra records for both Moore and USU Eastern, so be cautious about that also.
Physical Processing
Physical Items: After withdrawal is complete, the item can be either recycled or trashed. Paperback books can be recycled as is. Hardbound books need to have the cover removed before recycling. (If removing the cover is too difficult or time-consuming, just trash the entire book).
Spreadsheets/Printouts: After finishing the withdrawals and recording statistics, notify the source of the list (Price, Circ, etc.) that withdrawals are complete
Problems
In some cases, the cataloger will be unable to withdraw an item because the coding on the item record ("on reserve", "billed", etc.) won't allow withdrawal, and can't be changed by the cataloger. The appropriate person/department should be notified that the coding needs to be changed before withdrawal
Recording Statistics
The number of item records withdrawn should be recorded in the Airtable stats, as "Sierra items – deleted".
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The number of items withdrawn should be entered on the master spreadsheet of withdrawals, along with the date, the collection (Price, MC Stacks, etc.) and a brief description, if available ("lost DVDs", "damaged books", etc.). At the end of the fiscal year, a copy is sent to the designated person in CMRS (Kevin, currently). If you aren't the main person in CMS assigned to withdrawals, be sure and report the number of withdrawn items to the person who is keeping the spreadsheet (currently Barb)
Withdrawing Serials
1. Serials may have a local holdings record (LHR) in OCLC. If you are only withdrawing some issues of a serial, or if there are holdings in two collections, it will be necessary to edit the LHR.
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