There are several methods of withdrawing currently in use by member libraries. This chart shows the basic steps and differences between the methods with more detailed steps to follow later in the document.
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Item |
Mark as Withdrawn |
Mark as Withdrawn |
Suppress from discovery |
Delete Item record(s) |
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Add staff only note with date, reason for withdrawing |
Add staff only note with date, reason for withdrawing, and initials |
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Change permanent loan type from “Can circulate” to “Selected” |
change permanent location to specified withdrawn location (ie. NWMSU Canceled Discards) |
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Change permanent location to specified withdrawn location (ie. MSSU withdrawn) |
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|
Holdings |
Suppress from discovery |
Change permanent location to specified withdrawn location (ie. MSSU withdrawn) |
Suppress from discovery |
Delete Holdings record(s) |
|
Add "No OpenRS" stat code |
change permanent location to specified withdrawn location (ie. NWMSU Canceled Discards) |
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Set to "Discard" location |
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Result (see example below) |
In Locate, only the Instance record appears with no Holdings or Item information. |
In Locate the item appears but it has a note with red x “item not available” and shows the withdrawn location. |
In Locate, only the Instance record appears with no Holdings or Item information. |
In Locate, only the Instance record appears with no Holdings or Item information. |
|
Instance w/consortial holdings |
Make no changes to Instance record |
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Make note of OCLC numbers to manually update WorldCat holdings if no other local holdings remain on Instance record | |
|
Instance w/ NOconsortial holdings |
Suppress from discovery |
|
Staff suppress | |
|
"No OpenRS" stat code | |
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Make note of OCLC numbers to manually update WorldCat holdings if no other local holdings remain on Instance record |
Table of Contents:
Method 1, change status to Withdrawn, suppress from discovery:
Step 1 – Edit your Item and Holdings Record(s) from the shared Instance
Method 2, change status to Withdrawn, and move to specified withdrawn location:
Step 1 – Edit your Item and Holdings Record(s) from the shared Instance
Method 3, change status to Withdrawn, suppress from discovery:
Step 1 – Edit your Item and Holdings Record(s) from the shared Instance
Method 4, remove Holdings and Items from Instance record:
Step 1 – Delete your Item and Holdings Record(s) from the shared Instance
Step 2 – Check to see if other libraries have attached holdings
Step 3 – Suppress the Instance record
[Suppress What does “Suppress from discovery” do?]
[Staff What does “Staff suppress” do?]
A note about Local Instance records
How records appear in Locate:
Methods 1, 3, & 4:
Method 2:
Method 1, change status to Withdrawn, suppress from discovery:
Step 1 – Edit your Item and Holdings Record(s) from the shared Instance
1. Retrieve the Instance record in FOLIO Inventory
2. Open the accordion for your Holdings line to see the Item record preview:
3. Click on the Item barcode (or the “no barcode” link, if the Item has no barcode) to enter the Item editing screen.
4. Click on Actions, then Mark as Withdrawn:
5. You will be asked to confirm item status change to Withdrawn. The item should now show a status of withdrawn.
6. Close out of the Item record to return to the Instance retrieval screen in Inventory.
7. Click the View Holdings button on your holdings line to enter the Holdings editing screen:
8. Click Actions, then Edit:
9. Check the box for “Suppress from discovery”:
10. Click the Add statistical code button and select “OpenRS: OpenRS_No - Suppress from OpenRS”:
11. Change Permanent location to specified withdrawn location:
12. Click on “Save & close”
13. Close out of the Holdings record to return to the Instance retrieval screen in Inventory.
14. Proceed to Step 2 below
Method 2, change status to Withdrawn, and move to specified withdrawn location:
Step 1 – Edit your Item and Holdings Record(s) from the shared Instance
1. Retrieve the Instance record in FOLIO Inventory
2. Open the accordion for your Holdings line to see the Item record preview:
3. Click on the Item barcode (or the “no barcode” link, if the Item has no barcode) to enter the Item editing screen.
4. Click on Actions, then Mark as Withdrawn:
5. You will be asked to confirm item status change to Withdrawn. The item should now show a status of withdrawn.
6. Click Actions, then Edit:
7. Click the Add note button and add a staff only note with date and reason for withdrawing
8. Change Permanent location to specified withdrawn location:
9. Click on “Save & close”
10. Close out of the Item record to return to the Instance retrieval screen in Inventory.
11. Click the View Holdings button on your holdings line to enter the Holdings editing screen:
12. Click Actions, then Edit:
13. Change Permanent location to specified withdrawn location:
14. Click on “Save & close”
15. Close out of the Holdings record to return to the Instance retrieval screen in Inventory.
16. Proceed to Step 2 below
Method 3, change status to Withdrawn, suppress from discovery:
Step 1 – Edit your Item and Holdings Record(s) from the shared Instance
1. Retrieve the Instance record in FOLIO Inventory
2. Open the accordion for your Holdings line to see the Item record preview:
3. Click on the Item barcode (or the “no barcode” link, if the Item has no barcode) to enter the Item editing screen.
4. Click Actions, then Edit:
5. Check the box for “Suppress from discovery”:
6. Click the Add note button and add a staff only note with reason for withdrawing, date, and initials:
7. Change Permanent location to specified withdrawn location:
8. Click on “Save & close”
9. Close out of the Item record to return to the Instance retrieval screen in Inventory.
10. Click the View Holdings button on your holdings line to enter the Holdings editing screen:
11. Click Actions, then Edit:
12. Check the box for “Suppress from discovery”:
13. Change Permanent location to specified withdrawn location:
14. Click on “Save & close”
15. Close out of the Holdings record to return to the Instance retrieval screen in Inventory.
16. Proceed to Step 2 below
Method 4, remove Holdings and Items from Instance record:
1. Retrieve the Instance record in FOLIO Inventory
2. Open the accordion for your Holdings line to see the Item record preview:
3. Click on the Item barcode (or the “no barcode” link, if the Item has no barcode) to enter the Item editing screen.
4. Click on Actions, then Delete:
5. Click Delete. You will be taken back to the Instance retrieval screen in Inventory. You may need to refresh your screen to see that the Item has been deleted.
6. Click the View Holdings button on your holdings line to enter the Holdings editing screen:
7. Click Actions, then Delete:
8. Click Delete. You will be taken back to the Instance retrieval screen in Inventory. You may need to refresh your screen to see that the Holdings have been deleted.
9. Proceed to Step 2 below
Step 2 – Check to see if other libraries have attached holdings
1. Open the accordion for “Consortial holdings”
If the accordion looks like this, with one or more libraries listed:
Or this, with only whitespace displaying:
Then STOP HERE.
If the accordion looks like this, proceed to Step 3:
Step 3 – Suppress the Instance record
1. After confirming that no other libraries have holdings, click on Actions, then Edit Instance:
2. Check the boxes for “Suppress from discovery” and “Staff suppress”. At this time, DO NOT mark the instance for deletion:
3. Click the Add statistical code button and select “OpenRS: OpenRS_No - Suppress from OpenRS” from the drop down
4. Click on “Save & close”
5. Make note of OCLC numbers to manually update WorldCat holdings if no other local holdings remain on Instance record. For further help with this process, see the OCLC documentation for bulk deleting WorldCat holdings here: https://help.oclc.org/Metadata_Services/WorldShare_Collection_Manager/Troubleshooting/Is_there_a_way_to_delete_WorldCat_holdings_in_batch
What does “Suppress from discovery” do?
If the “Suppress from discovery” box is checked, the Instance will not display in your EDS or Locate catalogs and will not display in the MOBIUS OpenRS catalog. Please note that it may take some time for the record to disappear from the catalog(s).
What does “Staff suppress” do?
If the “Staff suppress” box is checked, the Instance will not display in Inventory searches in FOLIO unless the user is authorized to view staff suppressed records.
A note about Local Instance records
The procedure for removing holdings for Local Instance records is the same as above, except that you do not need to check for other libraries’ holdings and you may mark the Instance for deletion, if you wish:
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