Several publications are regularly updated with replacement bound volumes. Examples are Corpus Juris Secundum and United States Code Annotated. The library retains only the most recent version of each volume, and discards the superseded volumes.
At times, the revision process involves reorganization of material in the set, and the shipment contains only part of that revision. The new volumes will not entirely replace the corresponding old volume numbers, and those old volume will need to be retained until the revision is complete. The publisher provides instructions on retaining and discarding volumes.
Consult the instructions, which are usually on cards or sheets of paper included in the shipment of books. If the instructions cannot be found, go to the publisher's web site to find the electronic version of the instruction sheet and print it out. (For some titles, the URL for the instruction sheets has been put into the MFHD record.)
In the item records for the completely superseded volumes, add the following note (replacing any "retain until superseded"-type note that may have been input earlier.):
superseded in [year]
In the item records for any volumes to be superseded later, add the following note:
do not withdraw; retain until superseded
Update the 866/867/868 field of the MFHD record, if necessary. (This will rarely need to be done.
Annotate and route the instruction sheet:
Write the location and call number.
Underline or highlight only the volumes that are superseded and can be discarded.
If the location is GOVT: Add the note "Please send old vols. to SerCat for withdrawal." Send the instruction sheet to Government.
If the location is MAIN: Add the note "Please find old vols. and withdraw." Give the instruction sheet to Inventory Control Assistant.
Return the replacement volumes to Acquisitions Assistant with the instruction "OK to add."
Follow normal procedures for adding the new volumes (inscribe, create item records, charge, route to Marking, count). Take note of any special instructions in the MFHD record for softbound volumes (indexes, annual pamphlets, etc.).
Include the year of publication in the Chron field of the item record.
Resequence the item records to put the items in correct volume number order.
Pull the superseded volumes from the stacks (or receive from Government).
Retrieve the item records and verify that the volumes are superseded (i.e., they do not need to be retained for a while longer).
Delete the item records.
Stamp the volumes with the "Withdrawn" stamp.
Count withdrawal statistics and discard the volumes.
DOCUMENT HISTORY:
Issued January 31, 2007 (KMR)
Supersedes SCP 68: Replacement Volumes for Superseded Volumes in Main (Aug. 7, 1984)