Serials - DELETING TITLES

Owned by Melanie Shaw
Last updated: Apr 15, 2022
2 min read

DELETING RECORDS - Procedures for Catalogers – Withdrawing titles and deleting records from the Catalog (Sierra) and deleting OCLC holdings from WorldCat - Cheryl Adams, January 28, 2014 [M. Molto, rev. 3/13/14]; posted 10/24/2021

Start with 2 questions:

  1. Is there an order record attached? (view all in Summary to check)

  2. Are there OCLC holdings that need to be deleted from WorldCat?

    • Count withdrawn statistics as usual in all cases.

 

 

 

OPTION 1 – HAS OCLC HOLDINGS & NO ORDER RECORD

  • OCLC Holdings general information

    • OCLC holdings need to be deleted if you are withdrawing the only/last copy of the title held in Merrill-Cazier or the branch libraries. - SkyRiver records may have OCLC holdings set via our batch holdings subscription even though you don’t see an OCLC number in our bib record.

    • If you don't know whether or not OCLC holdings are set and need deleting, assume they are and check WorldCat.

- Brief local records such as McNaughtons, reserves, ILL fast-adds are exempt from the OCLC holdings procedures.

  • Deleting OCLC Holdings

- If you are withdrawing the last copy of the title, copy the OCLC number from the bib record, retrieve record in Connexion, delete holdings for UUS [not if held by both Logan & Price/Blanding]

- If the record is a SkyRiver record and has no OCLC number in the bib, search WorldCat another way to check for holdings that may need deletion.

  • Deleting or Marking Sierra Record - If there is no order record attached, delete the Sierra record in the regular way [edit, file, delete bib, report to Barb.]

 

 

 

OPTION 2 – HAS OCLC HOLDINGS & HAS ORDER RECORD

  • Deleting OCLC Holdings – Follow procedure above for deleting OCLC holdings.

 

  • Deleting or marking Sierra Record - If there is an order record attached, don’t delete the Sierra record. Mark it instead in the following way.

 

  • Order record general information

- In Sierra, order records are linked to bib records and cannot exist separately. For auditing, etc., purposes, order records must remain in our database.

- So, when titles are being withdrawn and if they have an order record attached, the bib must be suppressed and marked in several ways.

 

  • Withdrawing title with order in Sierra

Edit bib record:

1. Bib Code 3 = d Delete Code

- this doesn’t delete the record

- it suppresses it from public view

- it will be used for creating lists and reports of withdrawn items no longer in the collection but still in the catalog

2. Add field 910 = “withdrawn title, order attached [your name or initials, date]” use this exact wording [example: b28087781]

3. Delete Item records & Hold records [per KevinB 5-22-15, CherylA 9/30/15]

4. Leave Order Record untouched

5. [Report items deleted to Barb]

 

OPTION 3 – NO OCLC HOLDINGS & NO ORDER RECORD

- If the answer to both questions is “no,” you can just go ahead and delete, [report to Barb]

OPTION 4 – NO OCLC HOLDINGS & HAS ORDER RECORD

- Follow procedure above for marking Sierra record,[report to Barb]