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Resource Description Procedures & Guidelines: Withdrawals

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Withdrawals

There are two primary types of withdrawals:

  1. Records that need deleting and the book discarded

Here the book will be on the shelf with a Lost Book Report sheet

  1. Records that need deleting because the book has been lost

Here only the yellow Lost Book Report or the shelf list card will be on the shelf

In both cases:

  • Open Cataloging
  • Search for the record by call number
  • Open all associated records (Bib, Holdings, Item)
  • Match the Item record against the barcode you already have
  • Delete all records
  • Copy the OCLC# (035) and delete AU’s EAU holdings in Connexion
    • Unless it is a multi-volume record. Then delete only the relevant Item record. Also update the Holdings record if necessary.
    • If Acquisitions has ordered a replacement copy for the record you are deleting, a message will pop up that the record can’t be deleted because a Purchase Order is attached. In this case, click on the Quill Pen on the Item Record (which brings up the note field) and type Volume Withdrawn, Delete Record. In most cases, however, you will be able to delete the Item Record and then will encounter the Purchase Order message when trying to delete the Holdings Record. Here, add a subfield x in the 852 Field and type Volume Withdrawn, Delete Record.
    • Occasionally when trying to delete a record, you will receive a message indicating that there is a fine attached to the record. Circulation workers can remove the fine.
    • Occasionally when trying to delete a record, you will receive a message that says ‘Item has an exception logged. Please run the exception report to clear this condition.’ When this happens, you need to wait until the following day (after Circulation has run their report) to delete it.