Withdrawing Material from the Government Documents Collection

Recycling withdrawn Government Documents

Withdrawing monographs from Voyager (Gov Docs)

• Log onto Voyager Cataloging in the Cataloging happening location (this sends a message to Marcive to remove the associated authority records from our list.)
  
• Search each item by MFHD call number.
• Verify the call number online by the call number on the piece.
• If there is only one copy or volume of the title, suppress the bibliographic record (on the System tab) and Save to the Database.
• Add a note to the Holdings record:

• Click Get holdings
• Click the System tab and suppress the holding record
  
• Place the cursor at the end of the 852,
• After 3 spaces, add Withdrawn to the call number
• Type <f9> to add a subfield x. Type the note: Title superseded
• Save the Holdings record changes to the database (Boat)

• Change the Item record status to Withdrawn:

• Click Get Items
• If there is no barcode number on the Item Record, click on the gray button with an ellipsis on it and type WITHDRAWNNOBARCODE
• Click yes when asked if you want to use this barcode number
• Close this window
  
• Click on the Status button at the bottom left corner of the item record
• Select Withdrawn from the bottom list and double-click to move it to the top list.
• Click OK
• Save the Item record changes to the database (Boat)

• Write or stamp Withdrawn on the piece
• Note Toss or Return to Documents on piece
  
• Count for statistics
• Box and ship pieces to CRS
  

CRS Voyager cleanup and removing local monographic holdings from from OCLC

• Log onto Voyager Cataloging in the Non-Marcive edit happening location
• Search each item by MFHD call number (use the shortest form of the call number that maintains accuracy, but allows retrieval of records for all editions and formats of title.)
• Determine if the record is serial or monograph
• Print all serial bibliographic records and route serial printouts and pieces to the catalog librarian
• Eliminate excess monographic records as necessary
• If there are earlier bibliographic records for the superseded title in hand and there is no barcode in the item record for the earlier edition and no history of local edits on the records, delete the Item, Holding, and Bibliographic records for each previous and uncataloged edition and count as "Bibliographic records deleted, Gov Docs monographs."
• If there are monographic records for a piece with a serial record in Voyager, delete the Item, Holding, and Bibliographic records for each piece covered by the serial record. Count the deleted records as "Bibliographic records deleted, Gov Docs monographs." Print the serial bibliographic records and route serial printouts and pieces to the catalog librarian.
  
• Verify that the bibliographic and holding records are suppressed
• Copy the OCLC number from the 035 $a field and enter it into OCLC Connexion to remove local holdings (GPM)
• Recycle or box and return the pieces to Government Documents as directed

Withdrawing one volume of a serial or monographic multi-volume set

• Retrieve the MFHD containing the piece to be withdrawn
• Remove the volume information for the piece to be withdrawn from the 866 field and save to the database
• Print the MFHD and route the printout to the Serials Cataloger for LDR maintenance
  
• With the existing MFHD displayed, select Record/Make a copy
• Suppress the new MFHD on the System tab
• Add 3 spaces, then Withdrawn to the end of the 852, ‡i
• Add a note (‡x) with any necessary information
• Edit the 866 field to include only the volumes withdrawn
• Save the Withdrawn MFHD to the database
• Write down the new withdrawn MFHD's Voyager ID number
• Retrieve the Item record for the piece to be withdrawn
• Select Record/Relink to a different holding
• Type in the MFHD ID number that you wrote down 
• Click on the status button in the lower left corner of the Item record and apply the Withdrawn status
• Save the Item record to the database
• Repeat Re-link for each withdrawn item
  

852	0		‡b STACKS ‡h E415.9.S4 ‡i B3   Withdrawn ‡x Book damaged, withdrawn
866		0	‡8 0 ‡a v.2

Withdrawing Electronic Titles (mono)

• Retrieve the Bibliographic Record
• Get Holdings
• Get Items
• Delete the Item Record (Alt-R-D)
• Delete the Holding Record (Alt-R-D)
• Delete the Bibliographic Record (Alt-R-D)

Withdrawing Superseded Multi-format titles (mono)

• Suppress the bibliographic record
• Enter the appropriate notes on the MFHD
• Change the Item status to Withdrawn
• Remove the library's symbol from the record in OCLC

• Do not suppress the superseded Bibliographic Record (physical piece)
• Do not suppress the superseded MFHD for the physical piece
• Do not withdraw the superseded piece
• Remove the 856 field from the superseded Bibliographic Record
• Delete the MFHD for the superseded URL
• No action in OCLC is necessary

Lost and Missing items

• Access the bibliographic record
• Select the System tab
• Click in the box beside Suppress from OPAC
• Save to the Database
  

• Get Holdings
• Add 2 spaces, then Withdrawn to the end of the MFHD call number.
• Add 852, subfield x: Document paid for, withdrawn 
• Save to the Database
  

• Get Items
• Scroll down to the bottom left of the dialog box and click on the Line Graph
• Select Withdrawn from the Status List and Click the Blue up arrow (on left)
• Click OK to save your changes

• Get the OCLC number from the bibliographic record
  
• In OCLC Connexion, Delete holdings

• Count the material  as withdrawn for statistics

• Return the paperwork to the Staff Assistant.