STEWART LIBRARY CATALOGING WITHDRAWAL PROCEDURES

• An item is marked WITHDRAWN from the collection following procedures set forth in “Withdrawal & Disposition Policy” outlined by the Collection Management group.

• An item to be withdrawn is delivered to cataloging by librarians/ bibliographers and/or the circulation department. 

• Librarians & the circulation department conduct inventory of the collection will find items to be withdrawn.  The items are placed on “TO BE WITHDRAWN” bookshelf designated by cataloging.  Items on a book cart can be delivered to catalogers for withdrawal processing.

• Lost item resolved and paid for at collection department is withdrawn from the collection.  A bibliographic detail print-out of the item to be withdrawn is given to the cataloger and to bibliographer/librarian by circulation.  REPLACEMENT copy will replace lost item.  Lost Item Record will be deleted and a new item record created for the replacement copy (Assuming the replacement is exactly the same as the lost item).

•  When an item is found after it has been withdrawn, circulation will need to notify cataloging to make the record of the item available and update the item correctly. 

• The Cataloging Department will withdraw (“W”) and make “STAFF ONLY” an item in two places in HORIZON (ILS):  Item Record and MARC Record.  If the title/item has one or more items not being withdrawn, the MARC record status will remain unchanged. 

• Bib Record and Item Record are NOT DELETED from the catalog, only its STATUS changed-WITHDRAWN and STAFF ONLY.  Complete Withdrawal entails:  Item STATUS and MARC Record STATUS changed to “Withdrawn” & made “STAFF ONLY.”

• Cataloger will also input internal note (reason and date withdrawn) in the item record as necessary.

• To cancel the barcode, cataloger will input a “w” at the beginning of the barcode number. 

• Cataloger deletes HOLDINGS from OCLC.  If there are two items of the same title and only one copy is being withdrawn, DO NOT delete holdings from OCLC unless it’s a new edition.  If necessary, relabel the copy that is not being withdrawn.

• Cataloger should count the number of item withdrawn and to which collection it belongs.  These numbers/stats are given to the University librarian monthly.

• PHYSICAL PROCESSING:  ALL items should be stamped “WITHDRAWN” on and or thru the call number, barcode, spine and other visible area of the item.  Using a sharpie, draw a line or “W” over the barcode.

• After cataloging is finished processing an item, it is placed on a cart labeled “DISCARD”.  The circulation department will then discard the item. 

• NOTE: Before an item is discarded, make sure the item has been processed by cataloging.

8/31/10