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• Data Control stamps “WITHDRAWN” on title page and on Date Due slip, puts a pen line through the spine label and also through the barcode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 Symphony 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• Withdrawn item will go to Gifts & Exchange, or to the selector if he/she requests to keep the item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• Item is physically withdrawn by the branch library
• Branch library stamps “WITHDRAWN” on title page and on Date Due slip, puts a pen line through the spine label and also through the barcode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 Symphony 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:
Item created in error Duplicate records found Defective copy being replaced
• 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 Symphony

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 Withdrawn item is the last item on the record: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• Change the Current Location field to WITHDRAWN
• If the MHLD is linked to serial control, notify Serials Access & Maintenance
• 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 Symphony. If it has linkage(s) to orders, serials controls, circ, bills, holds, or reserves, the record will remain in Symphony with Current Location WITHDRAWN. But if there is no linkage, then the Delete Program will remove the record from Symphony.
(2) If Date Cataloged field is NEVER and there is no linkage(s) to orders, serials controls, circ, bills, holds, or reserves:
• 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
• If the MHLD is linked to serial control, notify Serials Access & Maintenance
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