Browsing Books

Relocating Browsing books to the stacks (de-browse) will be primarily a student duty in the Serials Management unit. Resource Management student workers may be assigned to assist in times when there is a processing backlog. This will be worked out between the supervisors in each unit.

To De-browse books:

• Erase Browsing from above the call number in the back of the book.
• Remove any book jackets and toss. (books with no jacket will need to be relabeled.)
• Scan the barcode in Voyager and make sure the Temporary Location is blank and the Permanent location is STACKS (or OVERSIZE if necessary).
• Verify that the spine label underneath the jacket has the same call number as the Item record.
• Return the books to the truck. (repeat for each title.)

For books with no jackets, continue here:

• Print a copy of the Holding record for items with no book jacket.
• Cross out the call number label with a red pen.
• Insert the printout in the book and place the book on the truck labeled “Updated and Ready for Processing.”

Reference books relocated to the stacks

To process these items:

• Remove REF from above the call number in the back of the book.
• Write the call number in the back of the book if it isn’t already there.
• Use a black marker to cover the reference stamp in the back of the book.
• Strike through the call number label with a pen.
• Retrieve the bibliographic record.
• Remove REF from the 049 or change GPMR to GPMM and save to the database .
• Get Holdings
• Change the ‡b to STACKS and remove the ‡k. Save to the database.
• Get Items
• Change the Permanent location to STACKS.
• Change the Item type to BOOK and save to the database.
• Place the book on the processor’s truck for relabel.

If the item is a bibliography in the Z’s, then reclassify the item before processing.

All material being relocated from the Reference collection to the regular stacks may circulate with the exception of law material (K’s). These (K’s) will be evaluated on a case- by-case basis to determine circulation status. Volumes consisting primarily of laws are the most likely candidates for non-circulating status.

These guidelines also apply to books requiring online maintenance that appear to have been reference books. They should not be set non-circulating unless they meet the criteria in the paragraph above.

Withdrawing items in Voyager

Note: Please route any items that are Charged  to the Staff Assistant before withdrawing.
Note: Set serial titles aside for routing to the Serials Management Staff Assistant.

Logging onto Voyager:

• Click on the GIL QC icon on the screen.
• Click on the Production tab.
• Click on the Cataloging button.
• Enter your ID and Password
• Choose Cataloging happening location
  
• Select File and Pick and Scan

Pick-and-Scan:

• Set the item options to change the Item Status to withdrawn.
• Select the Items tab and place the cursor in the Barcode box.
• Scan the barcode.
• Verify the title on the screen using the title page.
• Repeat for each book and return to truck.
• Print List.
• Close Pick and Scan after the list is printed.

Bibliographic Record:

• Search each title on the list.
• Verify the call number online by the call number on the spine.
• If there is only one copy of the title, click on the System Tab, suppress the bibliographic record and Save to the Database. If there is more than one copy  in the collection and you are not withdrawing the entire holdings, then edit and suppress the MFHD only. Do not remove OCLC holdings for these unsuppressed bibliographic records.
  
• If there is only volume of the title, click on the System Tab, suppress the bibliographic record and Save to the Database. If there is more than one volume in the collection and you are not withdrawing the entire holdings, then follow the instructions for Withdrawing one volume of a multi-volume or multi-part set. Do not remove OCLC holdings for these unsuppressed bibliographic records.
• Record the OCLC number on the list

Holding Record:

• Retrieve the Holding Record (Get Holdings)
  
• Select the System tab and click in the box beside Suppress from OPAC
• Place the cursor at the end of the 852,
• After 2 spaces, add Withdrawn to the call number
• Add a subfield x. The note format will look like this:

         
                          BOOK MISSING, WITHDRAWN

• Copy the "Withdrawn ‡x [insert appropriate note here, i.e. Book Withdrawn]" text from the first holding record modified. You can then paste it into all of the 852 fields to follow.
• Save the Holdings record changes to the database (Boat)

OCLC Connexion:

• Use the 035a from the list to access the OCLC record in Connexion Client and delete the library’s symbol (Action, Delete holdings).

Marking the material:

• Cross out call numbers on spines.
• Stamp top of books Withdrawn.

Added step for items in a series: Please change all series statements on suppressed records to 490  0 _. This will aid in the maintenance of the online series authority file.

Withdrawing items in a series

Follow the instructions in Withdrawing items in Voyager with one added step: change the series tracing to 490 0 _. This will help with maintenance of the online series authority file.

Withdrawing one volume of a multi-volume or multi-part set

Withdrawing one volume of a multi-volume set has been done by moving the item to a separate MFHD with the settings that the book had before (stacks, etc.). The MFHD gets Withdrawn added to the end of the call number (‡i), a note and is suppressed. Any other volumes that are then later withdrawn can be re-linked to this new MFHD (see example following).

• With the existing MFHD displayed, select Record/Make a copy
• Suppress the record on the System tab
• Add 3 spaces, then Withdrawn to the end of the 852, subfield a
• Add a note ($x) with any necessary information
• Add an 866 field for each volume withdrawn
• Save the Withdrawn MFHD to the database
• Re-link each withdrawn item to the withdrawn MFHD
• 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

Withdrawing Record Albums

• Make sure the item has a barcode. These seem to be the majority of AV items that made it into the system.
• Scan the barcode to access the item record in Voyager Cataloging module.
• Apply a withdrawn status and save to the database.
• Get Holdings and add an 852 ‡x and save to the database. (852 note: LP Withdrawal project).
• Get the bibliographic record. Suppress the record in OPAC (System tab). Count the item withdrawn.
• Access the OCLC record. Remove the symbol (delh)
• Repeat for each album.
• Notify AV supervisor when finished.