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Cataloging Home
- General Information Bibliographic records are routinely edited to reflect withdrawn holdings. Most Library locations have faculty/staff trained to edit records for simple monographic withdrawals. Once training has been received, the only withdrawals that need to be reported to Cataloging are those for last copies (i.e., the very last copy of a title being withdrawn from the entire Libraries system). Cataloging staff must perform OCLC holdings deletions for last copy withdrawals.
- Withdrawal Situations Withdrawals are made for:
- items which have been weeded out of various collections
- damaged or defective items
- lost or missing items
- Withdrawal Notification If faculty/staff on-site are not able to perform withdrawals themselves, or for LAST COPY or project withdrawals, Cataloging should be notified of those withdrawals via:
- the appropriate online Withdrawal Request Form (monographs,
music/av, serials)
(CCL and UP locations should only use an online form if they are going to dispose of the withdrawn items themselves (see below). - withdrawal items physically sent to Cataloging with Maintenance
Flier appropriately filled out (send to Cataloging Services,
126 Paterno Library when you have not yet received withdrawal training or when the items are part of a withdrawal project Cataloging is assisting with)
- mailed shelf list cards or photocopies of shelflist cards,
annotated with instructions and your campus location (send to
Cataloging Services, 126 Paterno Library); It is assumed you will dispose of the items at your location.
- an e-mailed/mailed withdrawal list with instructions, including
sufficient information for Cataloging staff to know which items
have been withdrawn (e.g., Title Control and/or call number,
barcode and/or volume number, issue date) (e-mail
or send to Cataloging Services, 126 Paterno Library); Items will be disposed of at your location
- Oops function from the WebCat (Serial withdrawal items only)
- Disposing of Withdrawn Items
To request training for maintenance procedures such as withdrawing items, contact the Cataloging Trainers.
Please note that withdrawals for serial items are handled by the Serials Cataloging Team in Cataloging Services. While their procedures may be similar to those for monographic withdrawals, there are important differences and they should be contacted for all serial related questions and training requests.
Contact Cataloging Services with general questions pertaining to monographic and serial withdrawals.
If a personal reserve has been placed on an item slated for withdrawal, notify the patron who placed the reserve. Registered faculty, staff, and students have the option of requesting the item from Interlibrary Loan.
Cataloging will assist with large-scale, one-time withdrawal projects, but requires prior notice for those projects. Once a withdrawal project is submitted, a staff person will be assigned to it to coordinate the processing details with you.
Do NOT withdraw a lost or missing item from a record until all established search procedures have been completed for the item, whether or not it is being replaced (see Replacements). Until the searching process is completed, putting a Lost or Missing charge on the item (see Circulation Training Manual) will shadow the item from the public. If a Library location chooses to withdraw a lost or missing item before all established searching procedures have been completed, it should first notify a librarian or selector. Also, Lost and Missing charges should be removed before items are withdrawn.
Title Deleted (Last Copy Withdrawal)
Note: Prior to performing a Last Copy Withdrawal in The CAT, follow the appropriate procedures outlined in the Collection Development Companion: Withdrawing Materials under Last Copy Procedure.
When a Library location is withdrawing a title and no other Library currently owns that exact title (i.e., Last Copy Withdrawal), the Home Location may be changed to WITHDRAWN; however, Last Copy Withdrawals still need to be reported to Cataloging so that OCLC Holdings deletions may be completed by Cataloging staff. See Withdrawal Notification below.
Please note that you should NOT actually delete records from The CAT for withdrawal items that were permanent to the collections. Brief records created for temporary holdings (e.g., leased collections), on the other hand, are a different matter entirely and may be deleted.
Location Deleted
When a Library location is deleted from a bibliographic record in The Cat *and at least one other Library location still owns the title*, change the Home Location to WITHDRAWN. It is not necessary to notify Cataloging of this type of monographic withdrawal.Volume/Copy Deleted
When a Libary location withdraws copies of a title (e.g., copy 2 or 3 of the same item) or volumes of a set (e.g., volumes 4 and 5 of a 5 volume set) and at least one physical piece of the title will still remain in the record for that location, or any other location, change the Home Location(s) to WITHDRAWN for each copy/volume being weeded out. It is not necessary to notify Cataloging of this type of monographic withdrawal.
Choose one method of notification only for each item. Please do not use Oops messages any longer to report withdrawals for monographic items (see Report Errors for information on when/how to use Oops). To request training for maintenance procedures, such as withdrawing items, contact the Cataloging Trainers.
Reminder: Even when trained faculty/staff on-site perform withdrawals, last copy withdrawals still need to be reported to Cataloging so that OCLC holdings for Penn State can be deleted; otherwise, Penn State may continue to receive ILL requests for items we no longer have.
Note: Prior to performing a Last Copy Withdrawal in The CAT, follow the appropriate procedures outlined in the Collection Development Companion: Withdrawing Materials under Last Copy Procedure.
All that is required when disposing of items is to stamp them Withdrawn. We also recommend that they be boxed up before being thrown out, especially if you have a substantial number at any one time to discard. It is not necessary to remove labels or black out the barcode, but feel free to do so if you prefer. Recycling is also optional for each location.