Lost Book Withdrawal

WITHDRAWALS

  1. Database Maintenance Assistant receives notification of lost/missing item to be withdrawn, in the format of a locate card, printout, list, etc. This will come from the lost book coordinator.
  2. Search Voyager; verify the correct title/copy/volume to be withdrawn.
  3. Carefully examine item record statuses and notes for clues that the item may have resurfaced (e.g. it was charged yesterday). Also look for item statuses that have to be removed by Circulation before the record can be withdrawn.

PROBLEM Statuses:

  • Charged
  • Overdue
  • Missing
  • Take the items. with these above statuses, to the Circulation Daytime Supervisor to check/clear out files, etc., and then proceed.
  • OK Statuses:
  • "Lost -System Applied" - can be deleted
  • "Lost -Library Applied" - can be deleted
  • "Not charged"
  • "Circulation Review" and/or "Cataloging Review"

After the preliminary checking, revise the item record to reflect the withdrawal: (If no item record exists, skip to the next step)

  • STATUS field: Move "Withdrawn", "Circulation Review", and "Cataloging Review" statuses (in that order) to active status. Delete "Missing" and/or either of the "Lost" statuses.
  • NOTE Field: Insert "Withdrawn: <mm/dd/yy> <initials>" in the item record note field above any other notes that are there. Add the following when warranted:
    -- Damaged
    -- Deaccess. Project

Revise the holdings record to reflect the withdrawal:

  • Add a non-public note in the 852 (call no.) field: "Withdrawn: <month/day/year>".
  • Suppress the holdings record from display in the local catalog.

In the bibliographic record:

  • Copy the OCLC number; move to OCLC, retrieve the record, and delete our holdings symbol so we won’t get Interlibrary Loan requests.
  • If the withdrawn copy is the only copy for this title and if a replacement will be ordered on this record, suppress the bibliographic record from display in the local catalog. (If there are other active copies AND/OR if a replacement copy will be ordered on this record, we leave the bibliographic record displaying.)
  • Code the statistics field for the number of withdrawn titles and copies, so that the library’s title/volume count will be accurate.
  • Physical piece (when present, e.g. if damaged or from de-accessioning decision): Mark for withdrawal; normally add to "unwanted shelves" and this will go to book sale.

REPLACEMENTS (sort of reverse the process):

 

  1. When replacement is received from Acquisitions (marked "Replacement" on routing slip), check Voyager to see what is being replaced and whether this replacement is the same title/edition.
    • a. If same title/edition: treat this as another copy on the same bibliographic record, creating another holdings record & item record. Update OCLC, and code statistics appropriately.
    • b. If NOT the same title/edition: download a record for this replacement edition, if this hasn’t already be done. "Cross-reference" the two (2) records with nonpublic notes. Catalog this new title/edition (or pass on to a cataloger if necessary); OCLC must also be updated and statistics coded appropriately.

REINSTATEMENTS (if item has been found):

 

  1. If the physical item is located in the stacks, proceed with the following:
    • a. In the bibliographic record:
      • Copy the OCLC number; move to OCLC, retrieve the record, and add our holdings symbol to the record.
      • Code the statistics field for the number of reinstated titles and copies, so that the library’s title/volume count will be accurate.
  2. b. Revise the holdings record to reflect the reinstatement:
    • Adjust the non-public note in the 852 (call no.) field: "Reinstate: <month/day/year>".
    • Un-suppress the holdings record to display in the local catalog.
  3. c. After the preliminary checking, revise the item record to reflect the reinstatement:
    • STATUS field: Remove "Withdrawn", "Circulation Review", and "Cataloging Review" statuses. Delete "Missing" and/or either of the "Lost" statuses.
    • NOTE Field: Insert "Reinstated <mm/dd/yy> < initials>" in the item record note field.
  4. d. IMPORTANT FOLLOW-UP: If a replacement copy has been ordered but not yet received, notify the Monographs Acquisitions Library Associate, who may try to cancel the replacement order.
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