A. Current volume(s) only retained ("lvo=retained", etc.)
B. Withdrawal of some (but not all) volumes of a copy (excluding "lvo=retained")
C. Withdrawal of all volumes of a copy when NUL has more than one copy
D. Withdrawal of a title from NUL (i.e., last or only copy; no other active copies remain)
E. Change of retention policy to current volume(s) only retained
Volumes to be withdrawn by this procedure may be sent to Serials Cataloging with a withdrawal form, or they may be represented only by a note (perhaps in the form of a Cataloging or OPAC screen print) stating that the volumes may be withdrawn. Some locations (such as Schaffner) discard their own volumes. Before performing the withdrawal, determine whether or not you will be handling the actual pieces. Consult with Head of Serials Cataloging if there are any questions about the withdrawal request.
Always compare the MFHD record for the appropriate copy with the item records and the volumes in hand (or list of volumes discarded). Consult with Head of Serials Cataloging if you cannot resolve any discrepancies between the recorded holdings, item records, and volumes to be withdrawn.
This document does NOT apply to volumes which are to be transferred from one location to another location within an owning library. Treat such cases as transfers (SCP 25). However, if volumes are being transferred from one owning library to another (e.g. from an NU location to a TR location) use this document to handle the removal from the original owning library.
NOTE: This procedure does NOT apply to volumes which are to be transferred to another location. Treat such volumes as transfers (SCP 25).
Consult with Head of Serials Cataloging if the withdrawal request does not agree with the retention policy in the MFHD record. However, if the request notes that this has now changed to become "lvo=retained", go to section E.
Remove the volumes from the MFHD record of the appropriate copy.
Discharge any charged item records.
Check the Note fields in the item records, and consult with Head of Serials Cataloging as necessary (e.g., if notes contain information contradicting withdrawal request, if there are Preservation decision codes ("pres=..."), etc.).
Be alert for any special instructions online or in the withdrawal request (e.g., "return to SEL for disposal", "send to Government Publications", "route to Catalog Dept.", etc.).
NOTE: If the instructions say that the volume is to be transferred to some other Library location (within the NU owning library), stop at this point and begin following the Transfer procedures (SCP 25). Volumes that are simply to be retained as desk copies, etc. will still be handled as withdrawals.
Delete the item records for the withdrawn volumes.
If the volumes are not to be retained anywhere in the NU library, use the "Withdrawn" stamp on all appropriate marks of ownership (book plate, pocket, heads and tails).
Record statistics for number of volumes withdrawn.
If not instructed otherwise in step A.5, put the volumes on the withdrawal truck.
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Remove the withdrawn volumes from the 86X subfield $a into a subfield $x. The subfield $x may be in either field 852 or a separate field 86X (i.e., one that does not have any holdings in subfield $a). If field 86X is used, place the field between the fields for the earlier and later volumes held. The choice of field 852 or 86X may be based upon readability of the record as a whole.
In the subfield $x, follow the volume/date designations with a withdrawal statement formatted as:
wd=[reason]:per [requestor's initials]:[date](See SCP 46a for a list of standard codes for the reason for withdrawal.)
Attempt to record the withdrawal without adding any "LACKS" statements to the remaining holdings. If holdings statements are in NISO standard format (86X indicators "41" or "31"), this step may require some investigation into the actual numbers/dates of volumes before/after the volumes being withdrawn.
Example:
Existing MFHD variable fields:
852 1# $b nstx $h 305 J64 $x v.:no. 866 41 $8 0 $a v.1 (1974)-v.20 (1993)Volumes being withdrawn are v.7 (1980)-v.8 (1981).
In the 852 method the MFHD variable fields would end up as:
852 1# $b nstx $h 305 J64 $x v.:no. $x v.7 (1980)-v.8 (1981) wd=msg:per CF:20010517 866 41 $8 0 $a v.1 (1974)-v.6 (1979), 866 41 $8 0 $a v.9 (1982)-v.20 (1993)In the 86X method the MFHD variable fields would end up as:
852 1# $b nstx $h 305 J64 $x v.:no. 866 41 $8 0 $a v.1 (1974)-v.6 (1979), 866 41 $8 0 $x v.7 (1980)-v.8 (1981) wd=msg:per CF:20010517 866 41 $8 0 $a v.9 (1982)-v.20 (1993)
Use separate withdrawal statements (subfield $x) for withdrawals occurring on separate occasions, even if immediately adjacent volumes are being withdrawn.
Example:
Vol. 9 is being withdrawn from the record shown above in step B.1.
In the 852 method it would look like:
852 1# $b nstx $h 305 J64 $x v.:no. $x v.7 (1980)-v.8 (1981) wd=msg:per CF:20010517 $x v.9 (1982) wd=msg:per CF:20010702 866 41 $8 0 $a v.1 (1974)-v.6 (1979), 866 41 $8 0 $a v.10 (1983)-v.20 (1993)In the 86X method it would look like:
852 1# $b nstx $h 305 J64 $x v.:no. 866 41 $8 0 $a v.1 (1974)-v.6 (1979), 866 41 $8 0 $x v.7 (1980)-v.8 (1981) wd=msg:per CF:20010517 866 41 $8 0 $x v.9 (1982) wd=msg:per CF:20010702 866 41 $8 0 $a v.10 (1983)-v.20 (1993)
Display the item record summary for the appropriate MFHD. The volumes to be withdrawn should appear in the summary except under the following conditions:
a. The serial is fully or partially analyzed ("ct=anal", etc.) and the item records are linked to the analytic records. Do not re-link the items to the serial record.
b. Item records are linked to the wrong serial MFHD. Search for the item records by barcode number and re-link if found.
c. Item records are linked to records for the title "Unlinked item ..." Refer these to Head of Serials Cataloging.
d. Item records were not created for the volumes. This is usually the case for volumes added to some locations before 1985 (such as the Math library). Do not create item records for volumes to be withdrawn.
Discharge the item records if they are charged. (If this is not a withdrawal request from Circulation Dept. or a location that has already disposed of the volumes, and you do not have the volumes in hand, first consult with Head of Serials Cataloging.)
Check the Note fields in the item records, and consult with Head of Serials Cataloging as necessary (e.g., if notes contain information contradicting withdrawal request, if there are Preservation decision codes ("pres=..."), Circulation Dept. tracking or billing notes, etc.).
Be alert for any special instructions online or in the withdrawal request (e.g., "return to SEL for disposal", "send to Government Publications", "route to Catalog Dept.", etc.).
Except for volumes withdrawn as missing or lost, delete the item records for the withdrawn volumes. Only delete the items linked to the serial record; do not delete items linked to analytic records.
Do not delete item records for volumes withdrawn as missing or lost. Instead, assign the item statuses "Withdrawn" and "Cataloging Review", and add the note "Route to Serials Cataloging to reinstate holdings". This will facilitate the processing of the volumes when and if they return.
If the volumes are not to be retained anywhere in the NU library, use the "Withdrawn" stamp on all appropriate marks of ownership (book plate, pocket, heads and tails).
Record statistics for number of volumes withdrawn.
If the volumes are analyzed (note in bibliographic field 948 or MFHD field 852 containing "ct=anal", "ct=pa", etc.), give them with the withdrawal form to Head of Serials Cataloging.
If not instructed otherwise in steps above, put the volumes on the withdrawal truck. Write "Done" at the top of the withdrawal form; initial and date the form and forward it to Head of Serials Cataloging.
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NOTE: This procedure may be done only upon receipt of a withdrawal form or by permission of Head of Serials Cataloging.
Begin with a current print of the MFHD record.
Compare the MFHD record and summary of items for the copy to be withdrawn with the volumes in hand (or list of volumes discarded). If there is a discrepancy, see step B.3 and re-link as necessary. If all volumes related to the copy are not accounted for, consult with Head of Serials Cataloging before proceeding.
a. In each field containing holdings (i.e., a field listing volumes held, not only a "LACKS" statement or other note), change any subfield $a or $z to subfield $x and add a withdrawal note as in step B.1.b. Change any "LACKS" statement from subfield $a or $z to subfield $x.
c. Remove fields with notes such as "(VOLUMES BEFORE v.20 IN LOWER LEVEL STORAGE)" or "(AVAILABLE ALSO IN MICROFORM)".
Example:
Before:
852 ## $z (AVAILABLE ALSO IN MICROFILM) 866 #0 $a v.1-10(1922-1931), $z (incomplete) 866 #0 $a v.15(1936) 866 #0 $z LACKS:v.3,no.5After:
866 #0 $x v.1-10(1922-1931), (incomplete) wd:oos:per TM:9/27/94 866 #0 $x v.15(1936) wd:oos:per TM:9/27/94 866 #0 $x LACKS:v.3,no.5
a. Delete any information that may no longer be needed (e.g., "Current issues in Periodical Room"). Add a withdrawal note in a separate subfield $x:
b. Delete the first indicator; change the location code in subfield $b to "nx"; delete subfields $t, $k, and $h.$x wd=per [initials]:[location]/[copy]:[call no.]:dateNOTE: Input the copy number found in subfield $t.
$x wd=per TM:nstx/2:321.67 B31:5/1/01NOTE: Input the actual call number as it appears in subfield $h, with the addition of any size marker from subfield $k such as "L" or "F". If there is no subfield $h, input "[no call number]".
$x wd=per TM:nstx,lg:L321.67 B31:5/1/01$x wd=per TM:npr:No call no.:5/1/01$x wd=per TM:nschf:[no call number]:5/1/01Example of completed MFHD revision:
Before:
852 1# $b nstx,lg $t 2 $k L $b 321.67 B31 $x v. $z Current issues in Periodical RoomAfter:
852 ## $b nx $x wd=per TM:nstx,lg:321.67 B31:5/1/01
Discharge the item records if they are charged. (If this is not a withdrawal request from Circulation Dept. or a location that has already disposed of the volumes, and you do not have the volumes in hand, first consult with Head of Serials Cataloging.)
Check the Note fields in the item records, and consult with Head of Serials Cataloging as necessary (e.g., if notes contain information contradicting withdrawal request, if there are Preservation decision codes ("pres=..."), Circulation Dept. tracking or billing notes, etc.).
Be alert for any special instructions online or in the withdrawal request (e.g., "return to SEL for disposal", "send to Government Publications", "route to Catalog Dept.", etc.).
Except for volumes withdrawn as missing or lost, delete the item records for the withdrawn volumes. Only delete the items linked to the serial record; do not delete items linked to analytic records.
Do not delete item records for volumes withdrawn as missing or lost. Instead, assign the item statuses "Withdrawn" and "Cataloging Review", and add the note "Route to Serials Cataloging to reinstate holdings". This will facilitate the processing of the volumes when and if they return.
If the volumes are not to be retained anywhere in the NU library, use the "Withdrawn" stamp on all appropriate marks of ownership (book plate, pocket, heads and tails).
a. Record statistics for number of volumes withdrawn.
b. In the bibliographic record, add field 949 with the current date in subfield $c, your initials in subfield $e, the location in subfield $f, and the recataloging code "wdc" (for Withdrawn Copy) in subfield $g.
Example:
949 ## $c 20010501 $e KMR $f nstx $g wdc
If the volumes are analyzed (note in bibliographic field 948 or MFHD field 852 containing "ct=anal", "ct=pa", etc.), give them with the withdrawal form to Head of Serials Cataloging.
If not instructed otherwise in steps above, put the volumes on the withdrawal truck. Write "Done" at the top of the withdrawal form; initial and date the form and forward it to Head of Serials Cataloging.
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NOTE: This procedure may be done only upon receipt of a withdrawal form or by permission of Head of Serials Cataloging.
Process items and holdings record as in steps C.1-9 above.
a. Change the status code in 948 subfield $b to "x".
b. Under the System tab, add a check mark to "Suppress from OPAC".
a. Record statistics for number of volumes withdrawn.
b. In the bibliographic record, add field 949 with the current date in subfield $c, your initials in subfield $e, the location in subfield $f, and the recataloging code "wdt" (for Withdrawn Title) in subfield $g.
Example:
949 ## $c 20010501 $e KMR $f nstx $g wdt
If the volumes are analyzed (note in bibliographic field 948 or MFHD field 852 containing "ct=anal", "ct=pa", etc.), give them with the withdrawal form to Head of Serials Cataloging.
If not instructed otherwise in steps above, put the volumes on the withdrawal truck. Write "Done" at the top of the withdrawal form; initial and date the form and forward it to Head of Serials Cataloging.
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Follow section B for initial withdrawal of volumes.
In the 852 field, add subfield $x with the following information:
Example:lvo=retained per [bibliographer's initials]:[date]NOTE: If the latest two, three, five, etc. volumes are to be retained, include that number in the note, e.g. "lvo2=retained ...", "lvo5=retained ...", etc.
852 1# $b nref $h 305 S3464 $x v. $x lvo=retained per WAM:20010424
If necessary, change the location code in 852 subfield $b. For example, the copy may formerly have been in nstx with the latest volume in nref, but now all holdings are in nref with only the latest volume(s) retained; in such a case the location code must be changed from nstx to nref and the "lv:ref" note removed. Also change permanent location codes in the item records and remove temporary location codes.
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DOCUMENT HISTORY:
Issued July 24, 1984 (MBC)
Revised July 24, 1985 (MBC)
Revised Mar. 1989 (KMR), incorporating SCP 44 ("Processing of Serials
Leaving the Reference Dept.", Nov. 25, 1981 (PWA))
Revised Feb. 12, 1992 (KMR)
HTML version (with revisions) created July 14, 1995 (KMR)
Revised Sept. 25, 2001 (KMR)
Revised Nov. 12, 2001 (KMR)