OSCAR Database Management
Document: Withdrawals (WTH) from OSCAR P.2
Date: 2002 January 17 rev. (Effective: 1997 February 20)
Replaces: Technical Services Memorandum N.S. 96-1 March 1996
Revised by: Cataloging Dept. (nvp)
Definition: A withdrawal is the removal from the collection of any item acquired and added to the collection regardless of the source (e.g. gift or paid), format (e.g. print or electronic), or reason for withdrawal (e.g. piece is lost, or volumes are replaced by cumulation or photocopy). Withdrawal includes update of OSCAR, and possible removal of OSU holdings from OCLC if the withdrawal is for a last copy.
Comment: Effective AUG 2001, withdrawn copies are 'suppressed' from displaying in public searches. For a 'last copy,' the bibliographic record also is suppressed from displaying to the public.
I. Guidelines and Policies
1. These guidelines apply to withdrawals from OSUL Main Campus locations, Regional campuses (including ATI), OARDC and Health Sciences Library (HEA). They do not necessarily apply to withdrawals from LAW.
2. These guidelines are to be used in conjunction with the Collection Memoranda Series #2, Guidelines for the Withdrawal of Library Holdings, issued by the OSUL Assistant Director for Collections.
3. Regardless of the source of the withdrawal, all withdrawals must be approved by the appropriate collection manager. For CD-ROM databases, the Collection Development officer will approve all withdrawals and notify the Serials and Electronic Resources Dept. (S/ER) to cancel subscription if necessary.
4. If the title is on continuation and the withdrawal is for the total copy, do not withdraw the item(s) until the subscription is canceled on OSCAR by the Serials and Electronic Resources Dept. (S/ER).
5. The actual withdrawal of the item from OSCAR is handled by designated staff at each location. Withdrawal of item records for CD-ROM databases will be handled by staff in Catalog Maintenance, 5743 Ackerman Library, upon notification by staff in the S/ER Dept. that the subscription has been canceled.
6. Statistics are not kept manually, but may be collected periodically
by booleans.
II. Procedure for withdrawing an individual cataloged title or volume
1. Logon to FELIX in Update; Call up item record
1.1 Update STATUS code to "w" (displays as withdrawn)
1.2 Update LOCATION code to "wth" (location code displays to the public as "no longer owned"
1.3 If copy being withdrawn is NOT last copy in OSCAR, then also update ICODE2 to "s" (suppress from local and OhioLINK display). If it is last copy, staff with bib update authorization can suppress both bib and item record; staff without bib update authorization should send the request for suppression to Catalog Maintenance, Rm. 5743 Ackerman Library, by paper printout or email. Catalog Maintenance must be notified to remove OCLC holding (by email or printout).
1.4 Add a staff note (tag "n") to explain reason for withdrawal and indicate as "Deselected" or "Lost" or other appropriate phrase; add date and staff initials. Capitalization is not important, but give location as 3-letter OSCAR code and date should include year as 4-digits. (A format such as 010202 does not indicate for sure whether the year is 2001 and the month FEB, or year is 2002 and month is JAN.) The order shown is preferred but not rigidly prescribed, as long as all elements are included.
Format as follows (facilitates Boolean collection):
Item being withdrawn but still desired by the location if found:
VET wants Jan 1997 njb
Item was weeded/deselected:
AGI deselected Jan 1997 sjl
Item was lost:
AGI lost Feb 2001 sjl
Consistency in wording of notes will simplify boolean collection of records within a location and across the system.
1.4 Make changes permanent
1.5 Optionally, keep manual statistics locally for items withdrawn.
2. OPTIONAL: Creating a summary statement for groups of item records for withdrawals
Optionally, if you are withdrawing a series of volumes, you may create a summary item record as a substitute for leaving individual item records marked withdrawn:
2.1 Update an item record to reflect summary holdings by:
2.1.1. On one of the item records, update status-code to "w"
2.1.2 Update location code to "wth"
2.1.3 Add staff note -- (see 1.3)
2.1.4 Update volume field to show complete range of volumes withdrawn,
e.g. v.1-200
2.1.5 Update I Type field to "14"
2.1.6 If resulting group represents last copy of all volumes, staff
with bib update authorization can suppress both item and and item records;
Send request to remove OCLC holding to Catalog Maintenance. Staff
without bib update authorization should send the suppression request by
printout or email to Catalog Maintenance.
2.1.7 Update all remaining individual item records to mark them for
deletion:
ICODE1=999
Item records will be deleted from OSCAR through a weekly program run.
Note: All item records must have any linked records removed (e.g. course
reserves) or the item record deletion run by program will fail to delete
it and will be reported for cleanup.
3. LIB HAS Update
For OSUL (excluding Health Sciences and Regional campus libraries), if an item is part of a serial, set, or continuation, notify the Serials and Electronic Resources Dept. (S/ER) of items withdrawn so LIB HAS statement can be updated as appropriate.
HEA and Regional campus libraries update their own LIB HAS statements.
4. Bibliographic record location update
When item records are updated to withdrawn, the bib record does not need updating and is not affected by these procedures. On OSCAR, the location synchronization program will automatically update locations in the bib records at periodic intervals. If all attached records show location WTH, then bib location will change to WTH.
III. Procedures for withdrawing the cataloged physical piece(s)
1. Monographs (print)
1.1 Mark out call number and ownership stamps with permanent, black magic marker. Use withdrawn stamp as appropriate.
1.2 Send piece to OSUL Friends of the Libraries, marked for the book sale, or send to other local group as appropriate.
2. Serials (print)
2.1 Mark out call number, label, and ownership stamps with permanent, black magic marker, on each volume. Use withdrawn stamp as appropriate.
2.2 Dispose of discreetly; serials are not donated to Friends of the Libraries.
3. Non-book materials
3.1 Mark out call number, label, and ownership stamps with permanent, black magic marker. Use withdrawn stamp as appropriate.
3.2 Return CD-ROM(s) and all accompanying materials to the Automation Office.
3.3 For other materials, contact OSUL Friends of the Libraries, if desired,
or other local group to see if items can be donated for the book sale,
or dispose of discreetly.
IV. Procedures for withdrawing the "last copy" of a cataloged title
1. In OSCAR search, review summary screen of item records for this title.
2. If all item records display as withdrawn, make printout and mark it as "last copy withdrawal" from OSCAR. Or, copy and paste display (.b number included) into an email message.
2.1. OSUL locations: send printout or email to Catalog Maintenance, Rm. 5743 Ackerman Library, to suppress all attached item records and the bib record from public display and to delete OSU holding symbol from the OCLC bib record.
2.2. Independent cataloging sites: delete OSU holdings symbol from the OCLC bib record.
V. Procedures for withdrawing titles or volumes from uncataloged backlogs
1. Materials in uncataloged backlogs should have a short bib record with an attached item record. Some records will also have a control storage call number with prefix such as "pre", "xloc", or "yloc" substituting as call number.
1.1 Follow above Procedures for Withdrawing Any Item on OSCAR.
1.2 If no order record is attached to short bib, send OSCAR printout to Catalog Maintenance (5743 Ackerman Library) with note indicating that item is to be withdrawn. Catalog Maintenance staff will delete record(s) from OSCAR and count as withdrawal for that location.
1.3. If an order record is attached to a short bib, notify Monographs Dept., 040S Main Library (for monographs) or Serials/Electronic Resources Dept., Rm. 040N Main Library (for serials) of intention to withdraw the item. They will evaluate order record and do the following according to payment status:
1.3.1 If payment is attached, acquisition staff will mark bib for suppression from public display (all attached records will be automatically suppressed). NOTE: If order with payment is attached, record will not be deleted from OSCAR.
1.3.2 If order has no attached payment, acquisition staff will delete bib and all attached records.
2. Follow above "Procedures for withdrawing the cataloged physical piece(s)"
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