Procedures for withdrawing materials from our collection

1. Make sure everything to be withdrawn has a "W" written on top of the book or a slip indicating withdrawal.

2. Check inside the back cover of the book. If you see a stamped, "Retain in Collection", return the book to the librarian who made the withdrawal decision to reconsider.

3. Check for government depository stamps. Government documents may be withdrawn according the procedures below, except that depository items published before 1976 must be returned the Government Documents Specialist for listing.

4. Log on to OCLC via Connexion Client.

5. Log on to Sierra Cataloging.

6. Check to make sure all items have barcodes. For items without barcodes see Withdrawal procedure for Items without barcodes.

Step I: Delete records from Sierra

A. Bring up the bib and item record in Sierra by scanning the barcode of the item. Check the Imessage field in the item record to see if this is an on-the-fly record. If it is an on-the-fly record, note when the item record was created.

B. Click on the View icon to see the full bib record. Highlight the OCLC number in the 001 field. While it is highlighted, copy it by pressing the Control and the C keys simultaneously (Ctrl-C).

C. Click on the summary icon to display the item record. If there is more than one item record attached see the procedures below under "If only selected copies or volumes attached to a single bibliographic record are to be withdrawn."

D. Using the drop down menu under file, click on Delete item record.

E. A dialog box will appear. Do not check the box that reads Delete bibliographic record? Delete only the item record.

F. Click on the edit icon to edit the bibliographic record. Change the Bcode3 field to "d."

G. Note: Sierra will not allow you to delete any bibliographic record that has order, checkin or other item records attached. (In fact, the dialog box may not even appear in that case.)

  1. If Sierra tells you that there are other item or checkin records attached, see withdrawal procedure "If only selected copies or  volumes 
  attached to a single bibliographic record are to be withdrawn."

  2. If Sierra tells you that the bib record cannot be deleted because there is an order record attached, click on Summary.  If all there is 
  only an order record attached (no additional item or checkin records), click on the Edit icon.  Change Bcode to “d” to indicate that all items
  associated with this bib record have been withdrawn.  The bib records will be automatically deleted when the order record is archived.  

Step II: Delete our holdings from OCLC.

A. In OCLC Connexion client, bring up the Search World Cat box. In the Command line search box at the top of the screen, type a #, and then press the Control and V keys simultaneously (Ctrl-V) to paste the OCLC number for the Galileo record you just deleted into the search box. Click OK to execute the search.

B. Make sure the record reads. “Held by IVU.” (If it does not, make sure you have the correct record. If you are sure it is the correct records, you may skip this step.) Click on the Delete Holdings icon. It has a red X through it.

C. When OCLC responds by changing the record to read “No holdings in IVU”, close out of the record.

Step III: Update statistics.

A. Every item record deleted is counted as a volume withdrawn. Exceptions: On-fly-records created within the fiscal year have not been added to our volume count and should not be counted at the time of withdrawal.

B. Track the above by material type on your statistics sheets.

Step IV: Process the item.

A. Stamp the item withdrawn. Cross out the call number and any stamps or marks indicating VU ownership. Check page 99 to see it was stamped with a VU ownership mark. Remove any check out cards with names on them. Remove the barcode.

B. Forward any government depository item published before 1976 to the Government Documents Specialist.

C. Put all other withdrawals on the Gift reject shelves.

Step I: Delete records from Sierra

A. Bring up the Bib and Item record in Sierra by scanning the barcode of the item.
    - If we share a Bib with the Law Library and those items will remain after we withdraw ours then proceed to B.
    - If we do not share a Bib with the Law Library, go to C.
    - If you are withdrawing something from Reference, and there are older editions in the stacks, forward the information on to the appropriate librarian to make a decision regarding the older editions.

B. Click on the Edit icon to bring up the full bib record.

  1. Highlight the OCLC number in the 001 field.  While it is highlighted, copy it by pressing the Control and the C keys simultaneously (Ctrl-C)
  2. Edit the location field to read “Law”
  3. Delete any IVU holdings codes from the 049 field.
  
C. Click on the summary icon and open the item record you wish to withdraw. Using the drop down menu under File, click on Delete item record.

D. If a dialog box will appears, do not check Delete bibliographic record? Just delete the item record.

E. If CLR has other item records attached to the bib record (i.e. you skipped B above), proceed to Step III. If there are only Law Library item records attached to the bib (i.e. you executed B above), proceed to Step II.

Step II: Delete our holdings from OCLC.

D. In OCLC Connexion client, bring up the Search World Cat box. In the Command line search box at the top of the screen, type a #, and then press the Control and V keys simultaneously (Ctrl-V) to paste the OCLC number for the Galileo record you just deleted into the search box. Click OK to execute the search.

E. Make sure the record reads. “Held by IVU.” (If it does not, make sure you have the correct record. If you are sure it is the correct records, you may skip this step.) Click on the Delete Holdings icon. It has a red X through it.

F. When OCLC responds by changing the record to read “No holdings in IVU”, close out of the record.

Step III: Update statistics.

A. Every item record deleted is counted as a volume withdrawn.

B. Track the above by material type on your statistics sheets.

Step IV: Process the item.

A. Stamp the item withdrawn. Cross out the call number and any stamps or marks indicating VU ownership. Check page 99 to see it was stamped with a VU ownership mark. Remove any check out cards with names on them. If identifying information appears on a bookplate, cross out names first with a ball point pen, and then a sharpie marker- for "Valparaiso University" use a marker.

B. Forward any government depository item published before 1976 to the Government Documents Specialist.

C. Put all other withdrawals on the Gift reject shelves

Step I: Search Sierra by title and/or call number.

A. If there is no bibliographic record, the item is no longer part of our collection. Proceed to Step. III.

B. If there is a bibliographic record, check for an item record without a barcode and for a cat date in the bibliographic record. If both are present, f Follow the procedures above as if that particular item had a barcode.

C. If there is no cat date, it is unlikely that we have holdings in OCLC. However, code the Bcode3 field as d as a precaution, in case the record was sent to Summon.

Step II: Update statistics.

A. Every item record deleted from Sierra is counted as a volume withdrawn. If there was no item record, do not count it again.

Step III: Process the item.

A. Stamp the item withdrawn. Cross out the call number.

B. Put on the Gift reject shelves.