POLICY NO. 7
WITHDRAWALS, LOST / MISSING and DELETIONS
(September 2004)

This policy deals with several categories of records that may need to be removed or suppressed in Voyager and may need holdings removed from OCLC Worldcat to show that the UK libraries no longer own that item.

EXCEPTION: Please note that the Federal Depository Collection is exempt from this policy. All lost, missing or withdrawn documents from the collection must be referred to the Federal Depository Team. The wide scope of this mandate includes any federal document located anywhere on campus. In case of doubt, contact a member of the Federal Depository Team. The Federal Depository Team and others in charge of federal document collections will follow the depository guidelines for when to remove records from Voyager and holdings from OCLC.

MEDICAL CENTER: Please note that the Medical Center Library uses the item status function to indicate lost or missing items. The Medical Center Library is not required to delete any records.

TREATMENT OF BIB & HOLDINGS RECORDS WITHOUT ITEM RECORDS:

The Voyager system currently contains a large number of records that do not have item records, but only bibs and holdings records. Therefore, the item record status of withdrawn, lost and missing cannot be used with these records. Instead the following policies and procedures can be followed:

A. WITHDRAWN BIB WITH ONLY HOLDINGS RECORDS NO ITEMS:

1. If a title is consciously selected for removal from the collection by the appropriate collection manager or selector then all appropriate records will be deleted from the Voyager database.
2. The holdings are also removed from OCLC Worldcat.
3. If a title is reinstated to the collection at a later date, then the title can be recataloged on both Voyager and OCLC as appropriate.

B. LOST TITLES WITH ONLY BIB & HOLDINGS - NO ITEM RECORDS

1. If a title or copy with no item record cannot be located after several searches then a LOST location can be used to suppress it from the OPAC.
2. Each Service Center can develop its own policy for determining when to use the appropriate location code for lost such as UK,LOST.
3. Holdings records are automatically suppressed for the UK,LOST location.
4. The UK,LOST location is manually applied by the library at the time when it is reasonably certain that the item is lost (Ex. after one year of search routines, etc.). The original location code should be moved to a subfield x to be available for troubleshooting problems.
5. If all holdings (the only one or all of multiple holdings) are assigned to the UK,LOST location, then the bibliographic record must be manually suppressed.
6. UK,LOST is in no circulation policy since it should have no item records. If items with these locations are presented to Circulation staff, save overriding the function, they will not be able to make any circulation transaction. This snag assists to get the item routed to the attention of Cataloguing. If Catalogers see an item record with this location code they must add "Cataloging Review" to the item status and record instructions in the item note field so it can be returned to Cataloging and be dealt with.
7. Periodically, via batched work UK,LOST records will be deleted from Voyager and their holdings removed from OCLC. Before deleting there has to be at least one year in which there were no updates to the records.
8. An access report will be created for the Collection Development Policy Team and made available after the items have been deleted. The report will list author, title, publisher, edition, ISBN, OCLC number and call number.

C. MISSING IN ACTION: BIB & HOLDINGS WITH NO ITEM RECORD

1. The UK,MIA location was initially used for holdings missing-in-action after the move to Young. There is continued application of the UK,MIA location. The UK,MIA designation continues to be used by Special Projects and other areas that identify records in Voyager but cannot locate the book on the shelf after multiple searches when these bibs and holdings have no item record to set a status with.
2. Each Service Center can develop its own policy for determining when to apply this location code.
3. Holdings records are automatically suppressed for the UK,MIA location.
4. The UK,MIA location is manually applied by the library at the time when it is reasonably certain that the item is missing (ex. after one year of search routines, etc.).
5. If all holdings (the only one or all of multiple holdings) are assigned to the UK,MIA location, then the bibliographic record must be manually suppressed.
6. UK,MIA is in no circulation policy. If items with these locations are presented to Circulation staff, save overriding the function, they will not be able to make any circulation transaction. This snag assists to get the item routed to the attention of Cataloguing. Cataloguers must add "Cataloging Review" to the item status and record instructions in the item note.
7. Periodically, via batched work UK,MIA records will be deleted from Voyager and their holdings removed from OCLC. Before deleting there has to be at least one year in which there were no updates to the records.
8. An access report will be created for the Collection Development Policy Team and made available after the items have been deleted. The report will list author, title, publisher, edition, ISBN, OCLC number and call number.

TREATMENT OF RECORDS WITH ITEMS RECORDS ATTACHED (DRAFT OUTLINE)

The item record allows statuses of missing, lost and withdrawn to be used.The statuses of missing and lost currently appear in the OPAC; however, the status of withdrawn does not appear in the OPAC and the title can still appear to be available to users unless the status is used in conjunction with suppressing the MFHD or BIB as appropriate.

This section is a very general outline only. The CPPAW needs to be consulted before any actions are taken in this area concerning batch deletions, etc.

D. RECORDS WITH ITEM RECORDS WITH A STATUS OF MISSING

In general item records with a status of missing are still being searched and the status will be moved to lost before any deletion activities are considered.

E. RECORDS WITH ITEM RECORDS WITH STATUS OF LOST (LIBRARY APPLIED)

The status of lost (library applied) is generally applied either directly by library staff or as a result of the item being on missing status for more than time period. In general these item records should not be attached to patron records.

Periodically (suggested time period every 2 years), via a batch process the records with LOST (LIBRARY APPLIED) should be deleted and their holdings removed from OCLC when appropriate. Prior to deletions checks should be made for possible connections to patrons or purchase orders. Records should not have been updated within the past year. An access report will be created for the Collection Development Policy Team and made available after the items have been deleted. The report will list author, title, publisher, edition, ISBN, OCLC number and call number.

Prior to deletion there is an option to suppress these from the OPAC for certain time period before moving to the deletion phases.

F. RECORDS WITH ITEM RECORDS WITH STATUS OF LOST (SYSTEM APPLIED)

The status of lost (system applied) generally occurs when a patron has a long overdue book. Voyager automatically adds the status of lost (system-applied). Since these records are attached to patron records much care must be taken before they can be removed from the system.

1. No lost (system applied) item still attached to a patron can be considered for deletion until it is at least 5 years old (statute of limitations for Kentucky).
2. After 5 years, these records can be reviewed for possible deletion from Voyager.
3. First step is that the records must be detached from the patron record after review. Then all records verified as needing deletion and cleared from the patron records, can be deleted via batch process and their holdings removed from OCLC when appropriate. Item records should not been updated within the past year.
4. An access report will be created for the Collection Development Policy Team and made available after the items have been deleted. The report will list author, title, publisher, edition, ISBN, OCLC number and call number.

G. USE OF THE WITHDRAWN STATUS ON ITEM RECORDS

1. Setting the withdrawn status on an item record does not change the OPAC display or the ability of the item to circulate.
2. Since the withdrawn status should only be used when an item is consciously being withdrawn from the collection, the preference would be instead of using the withdrawn status to actually delete the item, etc. following the instructions for deletion as outlined below.
3. If there is a reason to use the withdrawn status, such as the item will be withdrawn when found, etc. then the status can be used.
4. If the withdrawn status is used, then on the item

1. In the item free text field input WDRN
2. Any explanations should be included in the item note field
3. Also add the cataloging review status as appropriate

5. If the withdrawn status is used in the item, then on the MFHD

1. If the item is part of a multi-volume work, then
1. Edit subfields to delete listing of volumes withdrawn
2. Add subfields to indicate volumes withdrawn, e.g., $x WDRN (vol. no.) date

2. If the item is a monograph and the only item on the MFHD
1. Suppress the MFHD
2. Change 852 $b location to the appropriate withdrawn location code, e.g., UK,WDRN
3. Put the old location in 852 $x
4. Check to see if this is the only copy or if any copy will display in the OPAC.

PROCEDURES FOR DELETING VOYAGER RECORDS AND REMOVING OCLC HOLDINGS:

1. DELETING VOYAGER RECORDS

a. The logical sequence for deleting records is first item then holdings then bibliographic. You cannot delete records if other records are still attached; other records might be Cataloging or Serials/Acquisitions or Circulation records.
b. If you are caught in the web of "bound-with" items, you must carefully deal with all of the associated records.

2. DELETING ITEM RECORDS:

a. Retrieve the correct item record
b. Check for inactive bar-codes and any related problems
c. Pull down the "Record" menu
d. Select "Delete"
e. Answer the question "Are you sure?"
f. If you cannot delete the item record (linked to Circulation records)
g. Open "Item Status" window (click line graph icon or use "Item" menu)
h. From "Status List" double-click to add status "Withdrawn" (or click once and move by clicking blue arrow)
i. In "Item Status" window click OK
j. In item record "Free text" field input WDRN
k. Save the record to database

3. DELETING HOLDINGS RECORDS:

a. Retrieve the correct holdings record
b. Pull down the "Record" menu
c. Select "Delete"
d. Answer the question "Are you sure?"
e. If the holdings record is still required because of a multi-volume work, of which some volumes still held
f. Edit subfields to delete listing of volumes withdrawn
g. Add subfields to indicate volumes withdrawn, e.g., $x WDRN (vol. no.) date
h. No need to specify vols. withdrawn if limited retention is explicitly stated, e.g., current issues only
i. If you cannot delete the holdings record (linked to Serials/Acquisitions records or to item records)
j. Change 852 $b location to the appropriate withdrawn location code, e.g., UK,WDRN
k. Put the old location in 852 $x
l. Save the record to database

4. DELETING WORLDCAT HOLDINGS:

a. Open an OCLC session
b. Check to see if the WorldCat record was replaced (record number would be in the 019 field); if so return to Voyager and search again using the new WorldCat number; don’t delete WorldCat holdings if in Voyager there are campus holdings under the new WorldCat number.
c. Delete the WorldCat holdings
d. If an LDR is attached answer yes to the WorldCat question "delete LDR?"

5. DELETING BIBLIOGRAPHIC RECORDS:

a. Retrieve the correct bibliographic record
b. Pull down the "Record" menu
c. Select "Delete"
d. Answer the question "Are you sure?"
e. If you cannot delete the bibliographic record (linked to Serials/Acquisitions records)
f. Under "System" tab click to suppress from OPAC
g. Input 940 field near the top, after the 035 field if present, with $a DELETE WHEN ABLE - WDRN MM/DD/YY
h. Save the record to database

6. REPORTING ARL STATISTICS:

a. Make an accurate count of all volumes withdrawn.
b. Report the amount when asked by the people answering ARL surveys.
c. Batch jobs will keep record counts and report them to the responsible person.
d. Be sure to check on ARL procedures for reporting non-book formats.

Other Bibliographic Policies & Procedures

1. Call numbers for non-book materials (7-8-1999)
3. Printing date for materials (9-21-2000)
4. Copy numbers in holdings or item records (12-14-2000)
5. Minimal level cataloging (2-10-2000)
6. MFHD Records for Serials and Non-Serials Materials (rev. & combined with Policy #17, 3/31/04)
Caption Dictionary (11-7-2002)

9. Local notes (2-08-2001)
11. Hierarchy for cataloging sources (9-22-2000)
12. Authority control for the UK Institutional Group (1-05-1995)
13. Mixed media materials (3-29-1994)
14. "Boundwiths": multiple bibliographic records representing one physical piece (2-08-2001)
15. Bibliographic Control & Processing Policies for Non-book Materials (3-18-2002)
18. Language Used in the Enumeration of Multi-volume Works (12-16-1996)
19. Guidelines for OPAC Display of Internet Resources (10-05-2000)
20. Storage Procedures for Updating the Catalog (6-10-2003)
21. Guidelines for the Cataloging of Internet Resources (4-03-2003)
22. Multiple Versions - Same Title in Different Formats (2-06-2002)
23. Enumeration and Chronology in Item Records (11-19-2003)

This page was last updated 6 October 2004. To comment on this document, send mail to Kate Seago at kseago@email.uky.edu.