Procedures for Discards (Millennium)

Bibliographers decide which books are to be discarded. They place the book on the Discard Shelf in the cataloging area.

Please see additional information about item withdrawals

Mark Items as Withdrawn

1. First, find the correct bib and item. At the Index drop down menu, select barcode. If you have the barcode, you can wand it in. Otherwise, you need to search for the correct item and bib. You can do this by typing in the barcode, (i.e., b31795123456789), then click SEARCH.
   
   
2. Verify that the title at the top of the screen matches the book.
    
3. Click on the Status field. Then type <u> to mark item as withdrawn. Then click on the ICODE2 field and type <q> to further indicate that the item has been withdrawn. Click Save to save your changes.
    
4. Once item record has been marked as withdrawn, click on the Summary tab. Click on the View drop-down menu and select Order to see if there is an order record for the item. If an order record for the item does not exist, proceed to step 6. If an order record exists, but you are not sure whether it is for the item you have marked as withdrawn, please show to Mike. If the order record is for the item you have marked, proceed to step 5.
   
   
5. Insert a note in the order record indicating that the item has been withdrawn by clicking Insert and then select <n> for note from the drop down menu. Type one of the following notes as appropriate:
    
         This copy withdrawn (MM/DD/YY)
    
         This copy lost and withdrawn (MM/DD/YY)
   
   Click OK then click Save to save your changes (click Yes if a dialog box pops up and asks if you are sure you want to save).
   
   
6. Click the Summary tab and select Item from the drop down menu. If there are not any other item records attached to the bib record, you must suppress the bib record. To do so, type Edit to view the bib record. Then click the BCODE3 field. Type <n> to suppress. For RICHCAT project proceed to step 7. For all other discards, proceed directly to step 9.
   
   
7. Check the 001 field. If the number is less than 100000000 (8 digits or fewer) and there is an 049 field present in the record, write the number from the 001 field next to the title of the book on the master discard list. If the number is over 100000000, there is an 049 field in the record, and there is an 035 field with a number less than 100000000, copy the number from the 035 next to the title of the book on the master discard list. If the 001 is greater than 100000000 and the record does not have an 049 field, you must search OCLC to find an OCLC number.
   
   
8. Log-in to OCLC Connexion using a Cataloger's account. Click on SEARCH. Use the Keyword/Numeric Search boxes to find the record for the book. Fill in search fields as appropriate and click SEARCH. If a list appears, find the record that matches the book. If none of the records match exactly, find the closest match. If unsure about which record to use, ask a cataloger. Once a record has been found, write the OCLC number next to the title of the book on the master discard list. (The OCLC number is located at the very top of the record just above the fixed field). Return to the bib record for the book in Millennium. If there is an 035 field in the record, highlight that number and type the number you obtained from your search in OCLC over it. If there is not an 035 field present in the record, hit Enter at the end of the line directly before where the 035 should be. This will create a new line. Type <o>, then type <035> plus two spaces. Then type the OCLC number you found by searching OCLC.
   
   
9. Click Save to make the change(s) permanent.

Physical Processing of Discards

1. Remove card and pocket and target from the book.
    
2. Remove or cross out barcode.
    
3. Stamp "No longer the property of Haverford College" on bookplate and inside back cover.
    
4. If the book is in decent shape, put on the shelf for the Book Sale; if it's falling apart, put in the recycling box.