Background: Each day, patrons and library staff find items needing repair, which are reviewed by staff in Binding Prep and Collections Conservation (Repair). Most are repaired, rebound, or shrink-wrapped for return to the stacks. When an item cannot be repaired, rebound, or shrink-wrapped and it needs to be considered for "collection renewal" - ordering a replacement, preservation photocopying, or discard. Because these items are damaged beyond repair, they fall within the guidelines of permissible withdrawals. If a shrink-wrapped item circulates three times after being shrink-wrapped, it is also moved into the "collection renewal" workflow.

1. A Binding Prep staff member changes the MAGIC item status to "c" (which displays to patrons as "Request ILL") and makes a print of the item record to place in book. If there is more than one copy, a print of the MAGIC summary screen is also made to show all copies for further comparison of each copies' condition.
2. An Access and Preservation (A&P) staff member processes these by:
   • Checking condition of other copies. If another copy is in good shape, the Asst Director for Access and Preservation decides which copy to withdraw and sends item to Data Cat for withdrawal.
   • Making two pink copies of the MAGIC print(s) and stamping each with a deadline for a decision, ninety days hence.
   • Sends one print to Data Cat staff for withdrawal from MAGIC then forward the print to Bib Support.
   • Places second print in book & shelves in Preservation Project Office.
3. A Data Cat staff member withdraws item. From OCLC, the entire bibliographic record & regional holdings ("dhr") is printed and stapled to the item print and forwards to Bib Support.
4. If MSU was the only holding library in Michigan, MSU is required to own it in some format. Bib Support staff will search immediately and take the appropriate steps from below, depending on searching results:
   1. If more than one edition/format is available for purchase, information is printed and sent to the selector for an order decision, noting that we must purchase this item because of the agreement that we are required to hold it.
   2. If available for purchase in only one format, Bib Support will order with the selector's fund and initials.
   3. If not available for purchase, Bib Support will return to A&P for preservation photocopying.
5. If a selector doesn't wish to replace an item held elsewhere in Michigan, he or she marks the print "discard" and returns it to Bib Support, for forwarding to A&P. The A&P staff member will stamp "withdrawn" over the ownership stamp and the barcode and places it in the correct recycling bin.
6. If the selector wishes to investigate ordering a copy, the print is returned to Bib Support for searching, with results returned to the selector.
   1. If the item is available for purchase at an acceptable price in ANY format, the selector orders it as "DO NOT CAT" with Lil Damer as the selector. (This unusual procedure will speed up the order, receiving, and cataloging processes.) In Bib Support, the print is stamped "ordered" and returned to A&P staff to move the book to the "ON ORDER" shelf until the ordered item is received. (If the ordered item is never received, we will still have it and the selector can consider "preservation photocopying." See 6b below.)
   2. If the item is not available for purchase in any format, the Assistant Director for Access and Preservation will decide about "preservation photocopying." (NOTE: Because of U.S. copyright law, preservation photocopying is legal only if the item is not available for purchase in any format.) If the selector requests reformatting, Bib Support sends the paperwork to A&P staff and the piece will be moved into the reformatting workflow for preservation photocopying (if suitable.)
7. When the DO NOT CAT copy is received, the Data Cat staff member will catalog it and e-mail a copy of the new EEM bibliographic record to A&P and Bib Support staff saying it has been received and cataloged. The damaged original is stamped "withdrawn" and recycled by A&P staff.
8. If A&P staff receives no response from bibliographers within 90 days, A&P staff will send a photocopy of the print to the Coordinator. The Coordinator will see that a decision is made within 30 days.
9. If A&P staff receives no response within 30 days, a copy of paperwork will be sent to the Assistant Director for Access and Preservation for follow-up.

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Care and Handling Notes:

Audio/Video Tape - Film - Books/Print - CD ROM/Digital - Microforms - Vinyl/Records - Photos