Withdrawal Procedures at SUL

Withdrawal requests from selectors or branch libraries:

1. Green/SAL/SAL3 Libraries

Selector submits withdrawal request to Data Control via email

Data Control retrieves item from the stacks. To retrieve an item from SAL3, Data Control manager should contact SAL3 operations manager who would then permanently withdraw (de-accession) the item from LAS before sending the book to Data Control

Data Control stamps “WITHDRAWN” on title page and on Date Due slip, puts a pen line through the spine label and also through the barcode

Data Control will update the Unicorn record

Withdrawn item will go to Gifts & Exchange, or to the selector if he/she requests to keep the item

2. Branch Libraries

Item is physically withdrawn by the branch library

Branch library stamps “WITHDRAWN” on title page and on Date Due slip, puts a pen line through the spine label and also through the barcode

Branch library may dispose of the item at its discretion

Branch library notifies Data Control to update the Unicorn record via email: or places a printout in Data Control rover’s maintenance box

Music Technical Services will update the Unicorn record for items in the Music Library and the Archive of Recorded Sound

Withdrawal requests from Acquisitions or Cataloging staff

Acquisitions or Cataloging staff may submit requests to withdraw to Data Control for the following reasons:
Data Control will verify related information in the catalog to determine if the request is valid:

Item created in error should have no order(s) attached, record can be removed

Duplicate records should be merged and order(s) re-linked if necessary

Data Control will retrieve item only for remarking of spine label (change in copy number or volume number) or to withdraw the defective copy

Defective copy can be torn and discarded unless otherwise instructed

Record updating in Unicorn

RECORD UPDATING SHOULD BE HANDLED BY DATA CONTROL STAFF, NOT THE UNIT THAT IS DOING THE PHYSICAL WITHDRAWAL OF THE ITEM

1. Withdrawn item is the last item on the record:

(1) If Date Cataloged field has a real date:

Change the Current Location field to WITHDRAWN

Remove existing MHLD if it’s not linked to a serial control record. Notify Serials Access & Maintenance if the record is linked to serials control

The Delete Program will export the record to OCLC as a delete record. This program will also check to see if the record can be deleted from Unicorn. If it has linkage(s) to orders, serials controls, circ, bills, holds, or reserves, the record will remain in Unicorn with Current Location WITHDRAWN. But if there is no linkage, then the Delete Program will remove the record from Unicorn.

(2) If Date Cataloged field is NEVER and there is no linkage(s) to orders, serials controls, circ, bills, holds, or reserves:

Remove the MHLD

Remove the record

(3) If Date Cataloged field is NEVER but there is linkage(s) to orders, serials controls, circ, bills, holds, or reserves:

Change the Current Location field to WITHDRAWN

Remove existing MHLD if it’s not linked to a serial control record. Notify Serials Access & Maintenance if the record is linked to serials control

2. There are remaining items on the record:

Check if the Withdrawn item has linkage(s) to orders, circ, bills, holds, or reserves

If there is no linkage(s) to the item, remove the item

If there is linkage(s) to the item, change Current Location to WITHDRAWN

Update MHLD to reflect that the item has been withdrawn. Notify Serials Access & Maintenance if the record is linked to serials control

If the last print copy is being withdrawn and the remaining item on the record is an Electronic Resource, notify the MDU unit electronic resource cataloger to convert the print record to a non-print record.

3. Defective item record:

Monograph Receiving Unit receives a replacement copy for the defective item as an added copy

MonoReceiver notifies Data Control to withdraw the defective copy

After the item has been physically withdrawn, Data Control will update the defective item record by changing Current Location to WITHDRAWN and adding a note to the TECHSTAFF field:
TECHSTAFF: defective copy, repl. by c.#, [staff initials, date]

Last modified: February 22, 2007