The Ohio State University

COLLECTION MANAGEMENT TEAM
WORKING GUIDELINES

1. Copies. If more than 2 copies are already held in STX
   1. Determine if condition review is warranted to locate best physical copies
   2. See if any copies fall under Retention Criteria special exceptions
   3. Retain two best condition copies in STX
   4. Withdraw third+ copies unless Retention Criteria warrant retaining more
   5. Consolidate multiple copies/holdings into complete runs

2. Condition
   1. If piece is in fair to excellent condition, continue
   2. If piece requires minor repair or condition review, refer to Collection Maintenance
   3. Unusable condition - review number of copies in system and retention criteria; review options for preservation treatment, reformatting, or withdrawal
   4. Activities to be performed by CMT only. (See CMT review streamer)
      1. Verify full bibliographic record is present on OSCAR and matches piece
         1. Update bib record in CMT, as appropriate
         2. Refer piece with "TRANSFER TO STX" streamer to appropriate cataloging unit to upgrade bib, e.g. recatalog, analyze, etc. according to coordinated agreements for volume/type of materials.
      2. Verify accurate item record is present in OSCAR
         1. Item and Bib locations have been updated
         2. Summary holdings have been split into individual item records
         3. LIB HAS records, as appropriate, have been updated
         4. Copy, volume, and holdings information are correct
         5. Add Item notes regarding retention decisions, criteria, etc.
         6. Update IMessage to show piece has been reviewed/decisions made
      3. Verify physical piece is ready for transfer
         1. Barcode, label, and call number are correct
         2. Condition concerns have been addressed
      4. Withdrawn titles have bib, item, and physical piece correctly marked for withdrawal, are placed in appropriate workflow for disposal, and are labeled so that they cannot be mistaken for unprocessed titles; OSCAR records are processed for withdrawal; record(s) are suppressed/displayed to follow current OSUL/OHIOLINK guidelines; holdings are removed from OCLC if last copy.

3. Disposition of withdrawn pieces
   1. Send withdrawn titles, by agreement, to other facilities (CRL, CIC, JSTOR, etc.)
   2. Work (within reason) to arrange exchanges, e.g. USBE, Kennys, etc.
   3. Send appropriate materials to Friends for book sale
   4. Discard unusable materials discretely