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See also the procedure for discards.
In order to collect data about withdrawn items
we will institute a new Tri-College procedure to mark and track these
items. This procedure will apply to all items regardless of copy number,
volume number or reason for withdrawal. The only exception will be government
documents.
For any item to be withdrawn, change the STATUS
to <u> and the ICODE2
to <q>. The item will display to the
public as withdrawn . Each month Norm will
run a list to find items with status u
and will use the list to output a file in tab-delimited format. The file
will reside on a tricollege server for future use. Norm will notify Bryn
Mawr and Swarthmore that the file has been pulled; they can then send
files of deletes to OCLC and (in Swarthmore’s case) RLIN for titles
that will no longer be in their collections. BMC and SC will notify Norm
when they have done this; Norm will then delete the items in the file
from Tripod.
Last copy policy:
the Tri-Colleges have a policy of offering a title to the other
trico libraries if it is the last copy in the consortium. Do not code
these as STATUS =
<u> until it has been determined that no other library in
the consortium wants to keep the book. Each library may want to develop
its own internal coding to identify these books while they are ‘under
consideration’ by the other two.
To summarize steps:
- Code all non-gov doc item records to be withdrawn with
STATUS = <u>
and ICODE2
= <q>
- Monthly, Norm runs list to search for STATUS
= <u>
- Norm outputs file of items to reside on server
- Norm notifies staff [to be indentified] at BMC and SC
- BMC and SC staff send their files of bib records to delete from OCLC/RLIN and notify Norm when this is complete
- Norm deletes the records from Tripod
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