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Orbis Cataloging Manual
When a physical item is being permanently removed from the collections, the ORBIS record for that item should be updated to reflect its status. (In addition to procedures specified here, units may also need to update manual files.)
PROCEDURE:
1. Display copy holdings record and identify the correct copy statement
2. If the copy statement includes an item record:
a. Display the item record for the piece being withdrawn and change item STATUS to W
b. Add a message to the NOTE field (up to 128 characters) if appropriate (such as: Lost by patron; Replaced by microform; etc.)
3. If the item being withdrawn is the only item attached to the copy statement (as would be the case if it were a single-volume monograph or the last volume of a serial or multi-volume monograph), change the classification type code to Z. Add a copy level note, if appropriate
4. If there are still items attached to the copy statement (as would be the case with multi-part monographs and serials), update the volume holdings record to accurately reflect volumes still in the collection
5. If the copy-holdings record includes no active copy statements:
a. Display the bibliographic record and suppress public display (change D/S to S)
b. If the record is a cataloged record (record status h), send a copy of the record to Database Maintenance; they will delete the corresponding RLIN record
6. A withdrawn item can be reinstated, should the need arise (as when a volume declared lost re-appears), by simply reversing the process (item status changed back to A; delete applicable notes). If a record is being reinstated, change D/S back to D; report reinstated cataloged records to RLIN by adding tape in field 927
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Yale University Library
Last Revised: 27 July 1995
Contact:
Matthew Beacom