Withdrawals

Duplicate Copy Withdrawal Guidelines

1. When duplicate copies of the same piece(s) are encountered during reclassification of monographs:
1. Retain duplicate copies if title is about New York State or Buffalo; circulation history does not matter; if more than 2 copies, consult with Head of Cataloging.
2. For non-New York State/Buffalo titles, withdraw additional copies after copy 1 if piece has not circulated often (look at date due slip in back of piece to determine); if piece has circulated often, retain.
2. Once decision about which piece(s) to withdraw has been made:
1. The physical condition of the piece(s) will help to decide which to keep. Always retain the piece(s) in the best physical condition.
2. Make the piece(s) to be retained copy 1, if possible. Relink the item(s) on the BISON catalog record so as to put the piece(s) in the best condition on copy 1 of the holdings record; withdrawn piece(s) should go on other copies.
3. Follow Withdrawal Checklist for piece(s) to be withdrawn.
4. Consult Head of Cataloging with any questions.

Withdrawal Checklist

NOTE: If piece is NOT linked (does not have a barcode or any item records), skip part A1 of each section.

1. If only one (or more) piece(s) is being withdrawn (not entire copy or title):
1. BISON
1. Scan barcode in back of each piece and set STATUS field in item record to "W"; physically remove barcode and discard
2. Update MHLD record as necessary to remove information about withdrawn piece
3. Make no change to copy holdings or bibliographic records
2. Send note to Bindery Clerk, via e-mail, to record as discard on monthly statistics the number of volumes in the specific category; place piece(s) in boxes to be sent to Hein.
1. Options for categories:
• monograph—including loose-leaf monographs (FMT value=B in bibliographic record)
• serial (FMT value=S in bibliographic record)
• periodical (S/T value=p in bibliographic record)
• government document (for items with SuDoc number)
• loose-leaf (for loose-leaf services binders only)
2. If only entire copy is being withdrawn (not entire title):
1. BISON
1. Scan barcode in back of each piece and set STATUS field in item record to "W"; physically remove barcode and discard
2. If MHLD exists, set STAT field to "d"
3. Copy holdings record
1. Change copy status code to "0Z" for single volume works and to "2Z" for multi-volume works
2. Delete subfield v (if present)
3. Create a copy level note containing the following:

WD:[operator's initials,month/year]

4. Make no change to bibliographic record
2. Send note to Janet, via e-mail, to discard on statistics; place piece(s) in boxes to be sent to Hein. (See section IB1 for options)
3. If entire title is being withdrawn:
1. BISON
1. Scan barcode in back of each piece and set STATUS field in item record to "W"; physically remove barcode and discard
2. If MHLD exists, set STAT field to "d"
3. Copy holdings record
1. Change copy status code to "0Z" for single volume works and to "2Z" for multi-volume works
2. Delete subfield v (if present)
3. Create a copy level note containing the following:

WD:[operator's initials,month/year]

4. Set D/S field in bibliographic record to "S"
2. Count "1" for each title in appropriate withdrawn category on Monthly Desk Statistics sheet (only monographs and serials are listed on form, write in new categories if necessary; see categories in section IB1)
3. Send note to Bindery Clerk, via e-mail, to discard on statistics; place piece(s) in boxes to be sent to Hein. (See section IB1 for options)
4. Delete holdings on OCLC (for monograph titles only)
1. Search for title by OCLC record number in BISON bibliographic record OR search by other methods if BISON bibliographic record has an RLIN number
2. Delete holdings.
5. For any format other than monographs, give BISON printout of bibliographic record to Head of Cataloging for OCLC and other work