WITHDRAWALS

• An item is withdrawn when it has been damaged beyond repair or is, for some other reason (weeding the collection, etc.), no longer to be kept in the collection.
• Before the only copy of a title is withdrawn, it should be evaluated by the collections librarian to determine if it can be withdrawn without damaging the integrity of the collection.
• If you receive an overdue notice from "Lost, Last Search", the title has already been evaluated by the collections librarian.
   
• Discharge item until home location is displayed. 

1. If the only copy on this record anywhere in the library system.

• Edit item record.
  • Change copy information HOME LOCATION to WITHDRAWN
  • Un-check the Circulation Flag so that the item is non-circulating
    
• Edit bibliographic record. 
  • Add a separate 952 and type "withdrawn;date;initials"
    Add commentary if needed.  
    • Example note:  withdrawn because of severe mold
    • Example note:  withdrawn during BV transfer
      
• Edit holdings if needed.  Check to see if item is part of a series or book set and modify the holdings record as appropriate.   If item is part of a shelved separately monographic series, make sure to modify the holdings record for the series.  

• OCLC
  • Remove Vanderbilt's holdings symbol from OCLC record if no copies are currently held by Divinity or another Vanderbilt Library, excluding Law or Medical
    • Search record in OCLC by "#OCLC NUMBER"
      • Example:  #34567890 [press F11]
    • Remove symbol with command "delh" [press F11]

• Authorities
  • If item is not being replaced and if no other Vanderbilt copies exist, send e-mail printouts of DISPLAY 1 ITEM to Denise Chavez on the Authorities Team so that she can check for dead authorities records.

2.  If the only copy on this record at Divinity, but a copy exists in another library.

• Remove item record.
  • If Divinity's copy is being withdrawn and another library holds a copy, Divinity's copy record must be removed with REMOVE ITEM (rather than home location changed to withdrawn) so that Divinity does not appear in the HELD BY statement of the record.
    
• Edit bibliographic record. 
  • Add a separate 952 and type "withdrawn;date;initials"
  • Since the Divinity copy record is removed, the note must indicate " Div copy withdrawn;4/8/98;mat"
  • Add commentary if needed. 
    • Example note:  withdrawn because of severe mold
    • Example note:  withdrawn during BV transfer
      
• Edit holdings if needed.  Check to see if item is part of a series or book set and modify the holdings record as appropriate.   If item is part of a shelved separately monographic series, make sure to modify the holdings record for the series.  

3. If one of two or more copies on this record at Divinity.

• Edit item record.
  • Change copy information HOME LOCATION to WITHDRAWN.
  • Un-check the Circulation Flag so that the item is non-circulating.
    
• Edit bibliographic record. 
  • Add a separate 952 and type "withdrawn;date;initials"
  • Specify the copy that was withdrawn
    Example:  copy 1 withdrawn;4/8/98;mat
  • Add commentary if needed. 
    • Example note:  withdrawn because of severe mold
    • Example note:  withdrawn during BV transfer
      
• Edit holdings if needed.  Check to see if item is part of a series or book set and modify the holdings record as appropriate.   If item is part of a shelved separately monographic series, make sure to modify the holdings record for the series.  

• Remove barcodes from inside cover and outside back cover.
• Stamp the book with the "Withdrawn" stamp, sign, and date.
• Cross through any Vanderbilt Identifying material in the book.
• Place book on sale shelf if in good condition.
• Take anything being thrown away because of bad condition or un-usability to the dumpster.   Do not throw library materials away in garbage cans. 
• Recycle appropriate material by tying twine or string around papers. Attach a note to the bundle stating "Please Recycle".  Take bundles to mailroom.

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Documentation written by MATrotter
Last updated: March 29, 2002