Procedures Records Maintenance Appendices Serials Cataloging Miscellaneous Procedures Serials Home

Serials Processing Table of Contents

WITHDRAWALS                                                                                                   Revised: February 1996

  1. WITHDRAWALS OF PORTIONS OF SETS

    When one or more volumes (but not the complete run) of a set are withdrawn, the branch does the following:

    1. Update the SUM field in GLADIS to reflect gap
    2. Change the V/C to *w[date]; eg., *w930120
    3. If the volumes have been analyzed, withdraw the monographic cataloging per instructions in the BPM section on Withdrawals for Monographs.

  2. WITHDRAWAL OF COMPLETE SETS

    The Branch performs the following INNOPAC updating; GLADIS updating; and referrals as appropriate.

    1. SPECIAL CATEGORIES

      The following categories require special handling before completing the standard procedure in Steps B-D below.

      1. U.S. and California Depository Material

        Branch librarians who wish to withdraw U.S. depository material or California depository material should route the item to the appropriate U.S. or California selector in the Government and Social Science Information Service.  U.S. depository material is stamped "USSD" or "US Depository" and California depository material is stamped "LDA" or may be unstamped.  Send a sample issue to the appropriate selector.  If the title considered for withdrawal is still active, branches must indicate to the selector if they want the item continued as a depository item or dropped.  The Government and Social Science Information Service will either retain the title for Main or allow it to be withdrawn.  Ephemera such as folders, dated announcements, etc., which do not have machine-readable records may be discarded without notification.  Other government documents may be withdrawn through regular library procedures and without notifying the Government and Social Science Information Service.

      2. Volumes in NRLF

        Send the NRLF Deaccession Form to request deacessioning of the material.  Indicate if you want the material sent directly to the Gifts Division rather than returned to the branch.  The branch deletes the V/C and STO fields, usually concurrently with submitting the deaccession request and performing the other database work.  Any STX fields will be deleted automatically overnight.

      3. Successive entry records

        1. If there is more than 1 record under the same call number due to successive entry cataloging, be sure to perform the withdrawal procedure for all titles that are being withdrawn.

        2. If you are withdrawing the old title in conjunction with a request for successive entry cataloging on a "Current only" title, see BPM Serial Manual section on Successive Entries.

    2. INNOPAC UPDATING

      1. If there is no INNOPAC record
        No INNOPAC upating is necessary.

      2. If there is a closed ( status = z ) INNOPAC order record
        Delete the INNOPAC checkin record and the card if present.

      3. If there is an active ( status = f ) INNOPAC record

        1. If no cancellation of order is necessary, ( i.e., Cease/drop )
          1. Order record
            1. Change status to z
            2. Insert Internal Note:
              e.g., 11/96 DROP/WITHDRAWN per DJ/PUBL
            3. If otype=c: delete the "includes note" from the parent record (but leave the "comes with" note in the child record)
          2. Checkin record
            Delete the INNOPAC checkin record and card after noting the information needed to format GLADIS holdings.

        2. If cancellation of order is necessary
          1. If Acqtype = p, g, 4
            1. Order record
              1. Insert Internal Note:
                e.g., Referred to Serials Payments Unit for cancellation (withdrawal) DJ/PUBL 11/96
              2. Do NOT change the status to z (SerPay will do this step)
              3. Notify the Collection Core Services Division: Serials Payments Unit  (email: serpay)
            2. Checkin record
              Delete the INNOPAC checkin record and card.
          2. If Acqtype = x
            1. Order record
              1. Change status to z
              2. insert Internal Note:
                e.g., Referred to Exchange for cancellation (withdrawal) DJ/PUBL 11/96
              3. Notify the Gift and Exchange Division
            2. Checkin record
              Delete the INNOPAC checkin record and card.

    3. GLADIS UPDATING

      Branch performs the following GLADIS updating for all titles:

      1. Update SUM:        WITHDRAWN
      2. Leave one V/C:      *cWITHDRAWN
                (system will automatically supply due date and temporary barcode)
        Delete all other V/Cs
      3. Delete all other holdings screen fields (except PO and CALL number)
        e.g.,
        • SUF, SHL, UPI, PI, BIB
        • CI     (after INNOPAC checkin record is deleted)
        • STO  (STX will automatically be deleted overnight when the V/Cs are deleted)
      4. Leave the following fields as is:
        • Call number
        • PO
      5. If analyzed set: withdraw each monographic record per instructions in BPM section on Withdrawals - Monographs.
      6. If uncataloged title to be eliminated from GLADIS:
        Withdrawn uncataloged titles can be eliminated from the database, unless the record has payments within the last 5 years, in which case the GLADIS record must be retained for the audit trail.  Requests to delete uncataloged GLADIS records should be sent to: Serials/Documents Division: attn: Judith Walker ( e-mail: jwalker )
        (Ser/Doc will delete the GLADIS record and INNOPAC order record so it will not re-upload to GLADIS)

  3. NOTIFICATION OF TECHNICAL SERVICES DEPARTMENT

    It is no longer necessary to notify the Technical Services Department of serials withdrawals, except in the cases indicated above ( i.e., order cancelllation or deletion of uncataloged GLADIS records).

    Any library unit that does NOT have the GLADIS/INNOPAC authorization necessary to perform the above procedures should submit withdrawal notices to:

    Serials/Documents Division: attn: Binding Unit ( or e-mail: sermaint )
    The withdrawal notice should contain the following information:


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