<p>Revised October 20, 2006</p><p>Withdrawing</p><p>Items in the collection are withdrawn for a number of reasons. Among the reasons for withdrawal are the item may have been lost and paid for by a patron, missing for over a year, superseded by a more recent edition, damaged beyond repair, or weeded because it is outdated. Below are steps in the withdrawal process.</p><p>Please note that if you are trying to withdraw a book that Circulation had pulled for mending but it cannot be mended, you will need to discharge the item in the Circulation module before withdrawing. </p><p>1. Locate the record for the item in Voyager.</p><p>2. If there is no copy 2 and if the item is not part of a multi-volume set or standing order, suppress the bib record by clicking on the “system” tab and checking the “suppress from OPAC” box.</p><p>3. Modify the item record.</p><p>Click on the notepad icon Type “Withdrawn,” the reason for withdrawal, your initials, and the date. Ex.:</p><p>Withdrawn(damaged):rjh:12-16-98</p><p>If there is already information in the notepad, separate the item information with “//.” If there are initials and a date for item record creation, type “IC” before the initials. Ex.:</p><p>CHANGE Eastern 2-4-68 12.45 rjh 5-20-95 TO Eastern 2-4-68 12.45//IC:rjh:5-20-95//Withdrawn(damaged):rjh:12- 16-98 </p><p>Change permanent location to “Withdrawn” Add both “withdrawn” and “cataloging review” to the item status by clicking on the line graph icon in the bottom left corner of the item record, choosing “withdrawn” from the drop-down list, clicking the up arrow, choosing “cataloging review” from the drop-down list, clicking the up arrow, clicking “ok”, and clicking on the “save to DB” icon Change item type to “withdrawn”</p><p>4. When withdrawing only one item out of more than one attached to a single mfhd, modify the item record of the withdrawn item as in step 4. In addition, if the item is a part or volume of a larger set, modify the 866 to reflect only the volumes still held. In the item record for the withdrawn item, type “WITHDRAWN—SEE NOTES” in the free text field. Revised October 20, 2006 WITHDRAWING 2</p><p>5. If the title being withdrawn is the library’s only copy of the same edition by the same publisher, remove our holdings on OCLC. Bring up the record in OCLC and select “Delete Holdings” from the “Action” menu, or press Shift F8.</p><p>6. If the item being withdrawn is a government document, inform the government documents staff BEFORE withdrawing the item. </p><p>7. For standing orders for which earlier editions are withdrawn whenever a new edition is acquired, a note should be placed in 852 x as follows:</p><p>852 ‡x DISCARD EARLIER ED.</p><p>The item records for discarded earlier editions of standing orders will be treated as in step 5.</p><p>8. Accession numbers for withdrawn items can be reused. Write the number on the guide card at the back of the shelflist card drawer for the particular format you are processing. Delete the accession number from the mfhd of the withdrawn item and put in a ‡x note such as “WITHDRAWN ITEM. ACCESSION NO. WAS ___; NO. WILL BE REUSED.” or similar.</p><p>9. If a withdrawn item is later found, the item should be reinstated if a replacement copy was not acquired. If a replacement copy was purchased before the item was found, the withdrawn item should be discarded. </p><p>10. If a replacement copy for a withdrawn item is acquired, it will not be treated like a “copy 2.” Suppress the mfhd for the withdrawn item. Add a mfhd and item record for the replacement copy. Don’t call it “c. 2” in the item record or spine label, but add a note in the item record indicating that it’s a replacement for a withdrawn item.</p><p>11. Titles may be withdrawn no matter how long they have been missing, but any title for which it can be verified that it has been missing for at least a year should be withdrawn. </p><p>12. Remove the pocket from the inside back cover. Using the large “Withdrawn” stamp, stamp the inside back cover (right side where the pocket was), inside front cover (left side), and the title page IN RED.</p><p>13. Unless the item is to be offered to another institution or location, cut or rip the title page of the book, rip the covers from the book and discard the book.</p>