Cancellation Procedures

CANCELLATIONS QUICK LIST

  1. Single Volume Monograph [P.O.] [Note] [Bib] [Mfhd]
    • Cancel the line item.
    • Suppress the mfhd and add $k Suppressed $x Cancelled.
    • Suppress the bib record if this is the only copy.

  2. Multi-Volume Monograph [P.O.] [Note] [Bib] [Mfhd]
    • Cancel the line item and indicate effective date.
    • In the mfhd 852 add $z Cancelled effective _________ .
    • Do not suppress bib or mfhd records.
    • Note: If we receive a multi-volume set as one item on a purchase order, use the procedures for a single volume monograph above.

  3. Standing Orders for Monographic Series [P.O.] [Note] [Bib] [Mfhd]
    • If a publication pattern exists for this title, close the pattern.
    • Cancel the line item and indicate effective date.
    • If the set record does not display in the OPAC, in the mfhd 852 add $x Cancelled effective _________ .
    • If the set record does display in the OPAC, in the mfhd 852 add $z Cancelled effective _________ .

  4. Serial - Earlier Volumes Retained [P.O.] [Note] [Bib] [Mfhd]
    • If a publication pattern exists for this title, close the pattern.
    • Cancel the line item and indicate effective date.
    • In the mfhd 852 add $z Subscription cancelled after [caption] [number], (year).
    • If there are more than five holdings lines (866 fields), add an additional 866 at the end: 866 $a Subscription cancelled.

  5. Serial - Earlier Volumes not Retained [P.O.] [Note] [Bib] [Mfhd]
    • If a publication pattern exists for this title, close the pattern.
    • Cancel the line item and indicate effective date .
    • Initiate withdrawal process and follow procedures. [Withdrawal]

  6. Newspapers [P.O.] [Note] [Bib] [Mfhd]
    • Cancel the line item and indicate effective date.
    • Suppress the bib and mfhd records.
    • In the mfhd 852 add $k Suppressed $x Subscription cancelled effective _________ .
    • Notify newspaper room to discard issues unless they are bound.
Notes:
  1. If a publication pattern exists for a title, it will need to be closed before you can cancel the purchase order.
  2. If there is only one line item on the P.O., cancel the purchase order. If there is more than one line item, cancel only the line item.
  3. Check any changes to the holdings information in the OPAC to make sure they display as intended.
  4. Always send a follow-up e-mail to the vendor after each cancellation.



© 2007 Yale University Library
This file last modified 10/25/06

Send comments to marsha.garman@yale.edu