Skip to Content
ublogo print

University at Buffalo Libraries

Charles B. Sears Law Library SUNY Buffalo Law School

Withdrawals


***NOTE: If piece does not have a barcode or any item records, skip part I.A, II.A, and III.A.1. of each section.

Withdrawal Checklist

  1. If item(s) only is being withdrawn (not entire copy or title):
    1. Scan barcode in back of each piece to open Item record and click on tab 6. HOL Links
    2. UnLink each withdrawn item
    3. Click on tab 2. General Information and set Item Process Status field to WD, delete call number, and Update.
    4. Physically remove barcode and discard
    5. Update HOL as necessary to remove information about withdrawn piece
    6. Make no change to bibliographic record
    7. Place piece(s) in Hein box.
  2. If entire copy is being withdrawn (not entire title):
    1. Make no change to bibliographic record.
    2. Scan barcode in back of each piece to open Item record and click on tab 6. HOL Links
    3. UnLink each withdrawn item
    4. Click on Edit to open HOL record
    5. Delete HOL record from server (Use keystroke Ctrl/r).
    6. Click on tab 2. General Information and set Item Process Status field to WD, delete call number, and Update.
    7. Physically remove barcode and discard.
    8. Place piece(s) in Hein box.
  3. If entire title is being withdrawn:
    1. Aleph
      1. Go to bibliographic record and add STA_WITHDRAWN field. Save to server.
      2. Scan barcode in back of each piece to open Item record and click on tab 6. HOL Links
      3. UnLink each withdrawn item
      4. Click on Edit to open HOL record
      5. Delete HOL record from server (Use keystroke Ctrl/r).
      6. Click on tab 2. General Information and set Item Process Status field to WD, delete call number, and Update.
      7. Repeat steps III.A1.-A4. for each HOL associated with Title.
      8. Place piece(s) in Hein box.
      9. Count "1" for each title in appropriate withdrawn category on Monthly Desk Statistics sheet. Only Monographs and Serials are listed on sheet; write in new format categories as necessary.
    2. OCLC
      1. Delete Holdings from OCLC if Law holds only copy. Do not delete Holdings from OCLC if any other University Libraries unit holds a copy.
      2. Search for title by OCLC record number from the Aleph 035 bib field. Search by other methods if Aleph bibliographic record has no OCLC number.
      3. Click on Action/Holdings/Delete Holdings or use keystroke Shift/F8 to delete holdings from OCLC.

    When duplicate copies of the same piece(s) are encountered, retain one copy and withdraw other copies. Retain the piece(s) in the best physical condition. Follow instructions below for pieces to be withdrawn. Consult Head of Cataloging with any questions.


    Withdrawal Statistics for Physical Pieces

    Basic concepts

    • Only physical piece count, not title count.
    • Nothing is counted unless it has been cataloged (call number assigned).
    • If there is no physical piece, cannot be counted.
    • Each piece sent to end-processing will be counted in upon receipt and then counted out when withdrawn.
    • Categorize based on format of bibliographic record in Aleph (books, serials, audio, video, etc.)
    Do NOT count
    • Anything without a physical piece (Internet resource, e-book, e-journal, website, etc.).
    • Anything that has not gone through end-processing (unbound pieces checked in by Acquisitions staff).
    • Anything uncataloged (without call number).

     

    Content last updated: 2/13