RE: withdrawn books: notes in records

["Card, Sandra" <scard@xxxxxxxxxx>]

We do retain withdrawn materials in the system.  We are required to have
this information available for 7 years due to auditing requirements.
Although we have been on INNOPAC more than 7 years, we have not bothered to
delete the older withdrawals yet, since we have plenty of record space.

Of course, we do suppress the bibliographic record when no copies are
available.  If we still have a copy available only the item record is
suppressed.

In the item record of any withdrawal, we use two codes in the IMESSAGE to
distinguish major types of withdrawals.  W means withdrawn because it is
lost or missing; V means withdrawn with the item in hand, which can be
either a damaged book or superseded reference material.  
Notes for 'regular' withdrawals are supposed to be placed in the item
record, e.g. 
	wdn msg/circ 4/00ss
This means the item was withdrawn as missing per circulation's missing
search procedure (4 times before it is consider gone).  We have a standard
format for such notes.

Also, lost/paid notes are left in the item.  In particular cases, an
additional very specific note may be added, especially if billing for
damaged material was involved.

The status also gives a clue.  For our withdrawals, it should be $[lost and
paid], or n (billed and not returned; we leave old bills in the system], or
L for lost [missing] .
[we also change the item location code to wdn, which helps with Create
Lists]

Sandra Card
Systems Librarian and Technical Services Librarian
John F. Kennedy Memorial Library
California State University, Los Angeles
5151 State University Drive, Los Angeles 90032-8300
scard@xxxxxxxxxx
Phone: 323-343-4894    FAX: 323-343-3992





Original message:

Dear Colleagues,
To add to the thread.  Is anyone keeping the bib records for withdrawn 
books in their system in perpetuity to use as a "shelf list" record of 
withdrawn books?  Are you recording the reason for withdrawal in the bib 
record?  I would be very interested in how people are handling the 
information we used to write on cards in the  shelf list.
Thanx

Vicki Sipe
Technical Services Librarian
Scientific Library
NCI-Frederick
Frederick, MD 21702
(301) 846-5846
vsipe@xxxxxxxxxx


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