Policy
and Procedures Statement 2.4.8
Withdrawals
October
1996
An
item is withdrawn from the collection because:
a. It is to be discarded.
b. It has been lost.
(It must be noted that an item is not to be withdrawn due to loss unless it has
been missing for one year or it is known to be irreparably damaged.)
If a book or serial
is to be discarded, the collection area concerned must initiate the necessary
proceedings (see Withdrawal Procedure below). All decisions to discard a last
copy are to be reviewed by the Head of Bibliography before the Cataloging
Division begins withdrawal processing.
Before the
appropriate steps can be taken for an item lost from the collection the Circulation
Department must notify the appropriate collection area that it has been lost
Collection areas controlling their own circulation do not have to depend upon
the Circulation Department to supply this information before they take the
necessary action.
Database Management
is notified to process a withdrawal.
Notification
done by marking the withdrawal box on a monograph problem slip or a serial
action form.
The appropriate boxes are marked on the form and the form is signed and dated
by the person responsible for that particular collection. The form is sent to
Database Management, or placed inside the piece if it is to be discarded and
the form and piece are sent on to Database Management.
Printout of online
record may be substituted for the monograph problem slip. Information as to
what is to be withdrawn should be clearly marked on the printout and the date
and signature should also be on the printout.
Withdrawal
procedures:
a. Last copy of last volume being withdrawn
1. If record updated
a. if
piece in hand and discarded - item record deleted
b. If piece missing - item record
made status W
2. Holdings record deleted (if appropriate)
3. Copy holdings record
a. classification type code
changed to Z
b. w/d and date added to copy
holdings line notes field
4. Bibliographic record suppressed if monograph,
bibliographic record deleted, if a serial.
5. MSU holdings removed from OCLC for the title.
6. General withdrawal statistics kept.
b. Not a lost copy or volume being withdrawn:
1. Item record updated
a. if piece n hand and discarded -
item record deleted
b. if piece missing - item record
made status W.
2. Holdings record is updated to reflect change
in holdings.
3. Copy's holdings record updated
a. classification type code
changed to Z
b. w/d and date added to copy
holdings line notes field.
4. No change in online catalog bibliographic
record display.
5. OCLC not updated.
6. General withdrawal statistics kept.
c. Replacement
copy ordered to replace piece being withdrawn.
1. Order is placed with Acquisitions to replace
copy being withdrawn.
a. Order must state specifically
what copy is to be replaced.
2. Upon arrival of new piece, new piece is added
and the copy to be withdrawn is processed following steps b. 1-6.