Withdrawal and Reinstatement Procedures

Withdraw Single Copy Book Title

1) Email or printout of record received from holding library; actual material disposed of by holding library
2) Add code to 951 field in bib record: wd;ld;062003;
3) Change location to withdrawn or lost, if not already changed by holding library.*
4) If title has series statement, check for serial/set bib record and adjust holdings, as needed.
5) Delete holdings from OCLC.
6) Add to withdrawal statistics, if there is a barcode.

Withdraw Serial Title

1) Email or printout of record received from holding library; actual material disposed of by holding library.
2) Add code to 951 in bib record (wd;ld;062003);delete holdings, shadow serial title.
3) If title has series statement, check for serial/set bib record and adjust its holdings as needed. Note: most serials within series lack series numbers-ask holding library for series numbers
4) Delete holdings from OCLC.
5) Add to withdrawal statistics as a single title.

Withdraw Internet Resource

1) If order attached, add code to 951 in bib record (wd;ld;092005); shadow title.
2) Delete holdings from OCLC.

Withdraw Item/Copy

1) Email or printout of record received from holding library; actual material disposed of by holding library.
2) Edit holdings record, if not done by library
3) Change location in item record to withdrawn or lost,* if not already done by library; or, if multiple libraries have item records and last item is being withdrawn for a library, delete item to prevent confusing "held by" display
4) Add code to 951 in bib record (wd;ld;062003); if held by more than one and only one library has withdrawn title, instead of code add note: Mngt [etc.] Library copy withdrawn;ld;062003
5) For serials, instead of steps 3 & 4, delete item records rather than withdrawing and adding notation
6) If title has series statement, check for serial/set bib record and adjust its holdings as needed.
7) Add to withdrawal statistics, if there is a barcode.
8) Keep file copy of email or printout in case future authority work (for blind references) is needed.

Reinstate Title

1) Remove 952 note on bib record (Withdrawn 1/29/2003;ld or (Lost 1/29/2003;ld)
2) Check to see if title is shadowed and remove title shadow
3) Change location from withdrawn or lost
4) Add code to 951 in bib record (in;ld;062003)
5) Update OCLC
6) Add holdings to serial/set record if applicable
7) Add to reinstated statistics

Reinstate Copy

1) Remove shadow copy
2) Change location if needed
3) Remove any lost or missing notes from comments field
4) Add code to 951 in bib record (in;ld;062003)
5) Edit holdings record, if needed
6) Add to reinstated statistics

*Items in lost location display to the public; items in withdrawn location do not.

Statistics:

Title statistics are collected via an Acorn report each month that reads the wd code.
Volume statistics are manually recorded.

Rev. ld/ae 9/2005