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CATALOG MAINTENANCE PROCEDURES FOR RECORDS REPRESENTING MATERIAL THAT IS WITHDRAWN

Withdrawing Unit Responsibilities:

The unit initiating the withdrawal is responsible for removing all cards from unit catalogs, updating existing Orbis records, and notifying the Catalog Management Team (SML) that the item has been withdrawn. The withdrawing unit is not responsible for creating or updating an Orbis record for the item withdrawn if the item is not already represented in Orbis.

  • Updating card catalogs

    1. Remove all cards from all local card catalogs.
    2. Send the main entry card (including the call number) to the Catalog Management Team (SML). Annotate the card to indicate the copies and/or volumes that are being withdrawn. If the main entry card is to be retained by the withdrawing unit, send a photocopy of the card instead.
    3. If cards do not exist for the item being withdrawn, send a photocopy of the title page and title page verso (including the call number) to the Catalog Management Team.

  • Updating Orbis

    1. Item Record(s): Place a "W" in the status field of the item record for each volume withdrawn (Example #1).
    2. Order/Pay/Receipt Record(s): Cancel the order and close the record if the copy is being withdrawn in its entirety and there is still an open order. Leave the record open if part of the copy is being withdrawn and there is still an open order.
    3. MARC Holdings Record: If all volumes are being withdrawn, leave the holdings record intact. If some volumes are being withdrawn, update the record to reflect current holdings (Example #2).
    4. Copy Holdings Record: Create a copy-level note as follows: Withdrawn MM/YY. If other volumes remain of the copy, indicate in the note which volumes have been withdrawn. If all volumes are being withdrawn, suppress the copy statement by changing the Classification Type code to "Z" (Example #3).
    5. Bibliographic Record: If the withdrawn copy is the last or only active copy in the record, suppress the record by changing the fixed field element D/S to "S" (Example #4).

  • Notifying Catalog Management Team (SML)

    Send a printout of the Orbis copy holdings record to the Catalog Management Team (SML).

Catalog Management Team (SML) Responsibilities:

The Catalog Management Team (SML) is responsible for removing all cards from SML catalogs, ensuring that all copies of the withdrawn item are represented by an appropriate record in Orbis, and updating OCLC and RLIN as necessary.

  • Updating card catalogs

    Remove all cards for all withdrawn copies of the item from SML catalogs.

  • Updating Orbis

    Perform retrospective conversion as necessary to ensure that all copies of the withdrawn item (including the withdrawn item), are represented by permanent catalog records in Orbis. Indicate items withdrawn according to the procedures described in 3.1.

  • Updating OCLC and RLIN

    If the withdrawn copy represents the last copy of the title held at Yale, update OCLC and RLIN to delete holdings.

 

Example #1: Orbis Item Record

LTYL DONE  AAF2050-002-0001
DISPLAY ITEM RECORD
Ford, Ford Madox, 1873-1939.
Return to yesterday  Ford Madox Ford. -- New York, Liveright, 1932.
=>002  STATUS: 1Z  LOCN: CCL, Stacks                            COPY:
CALL:                                                                   ITEMS: 1
LINKED ITEM SUBRECORD (01 OF 01)
ENUM/CHRON:
MIDSPINE:
DEPT LOCATN:
TEMP LOCATN:
ITEM ID:     3 9002 000 443 987         ITEM ID:        
LOAN CODE:   norm (normal loan)                                 PIECES:      1
REVIEW:      _ CIRCULATION  _ CATALOG                   ACTION:      none
STATUS:      W (withdrawn)      OVERDUE NOTICES:    0           CREATED: 06/03/91
SUB STATUS:  A (active)                                                 UPDATED: 12/11/97
CHECK-OUTS: 0                   RECALLS & HOLDS:    0           LAST USE:06/15/88
BROWSES:         0          VALUE:           0.00
NOTE:

Example #2: Orbis Volume Holdings Record

LTYL DONE  ADF0365-002
ORBIS MARC HOLDINGS
YL SERIALS OCLC ocm01481492 LC    71649768  ISSN 0066-4103
S/STAT c FREQ a S/T
Annual reports on NMR spectroscopy. Began with v. 3, 1970. -- London ; New York  : Academic Press,
=>002  STATUS: 2T  LOCN: CHEMISTRY                               COPY:  1
CALL: |b 1 |c An776                                                              ITEMS: 43
FMT H DT 07/24/93 R/DT 08/09/00 STAT c RT y E/L 4
R/STAT ? MTHD ? DT/CAN      G/RTN ? S/RTN     CMPLT ? LEND ? REPOL ? LAN eng
866/1:41: |8 0 |x v.3(1970)-v.6(1977) w/d 10/97
866/2:41: |8 0 |a v.7(1977)-v.21(1987),
866/3:41: |8 0 |a v.23(1991)-v.38(1999)
868/1:41: |8 0 |a v.39(2000)-v.42(2000)

Example #3: Orbis Copy Holdings Record

LTYL DONE  AAF2050
ORBIS COPY HOLDINGS
Ford, Ford Madox, 1873-1939.
Return to yesterday  Ford Madox Ford. -- New York, Liveright, 1932.
STATUS h DT 12/01/87 AD none
NOTES a OCLC
001 1L CN a sml b PR6011;O73  c Z53;1932        d 07/08/89
        NOTES  a 949
ITEM RECORDS     1
002 1Z CN a ccl d 06/03/91
        NOTES a withdrawn 12/97
ITEM RECORDS     1

Example #4: Orbis Bibliographic Record

LTYL DONE  AAA0014
ORBIS CATALOGING
YL FMT B RT a BL m T/C  DT 07/08/89 R/DT 02/11/98 STAT mn E/L  DCF   D/S S   
SRC   PLACE cau LANG eng MOD   T/AUD   REPRO   D/CODE s DT/1 1969 DT/2       
CONT b    ILLUS      GOVT   BIOG   FEST 0 CONF 0 FICT 0 INDX 1               
010:  :  a    68021288\
035/1:  : a (CStRLIN)CTYG0001164-B
040:  :  a DLC c DLC d CtY
050/1:0 : a BD450 b .M86
082/1:  : a 128/.3/0951
090/1:  : a BD450 b .M85
100:10:  a Munro, Donald J.
245:14:  a The concept of man in early China c [by] Donald J. Munro.
260:0 :  a Stanford, Calif., b Stanford University Press, c 1969.
300/1:  :  a xi, 256 p. c 23 cm.
504/1:  :  a Bibliography: p. [241]-249.
650/1: 0:  a Human beings.
650/2: 0:  a Philosophy, Chinese.
940/1:  :  a ssl
998:  :  a 01/01/01 t c s 9665 n CtY w DCLC6821288B d 05/22/83 l CTYG

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© 2002 Yale University Library
Last revision: 25 February 2004

Contact: Dajin Sun
URL: http://www.library.yale.edu/catman/catmaint/withdrawal.htm