Guidelines for submitting item records for batch withdrawal

Scope

This document provides guidance for units to submit lists of items to be withdrawn in batch by Metadata Services.

Contents

• When to use batch withdrawal
• What the process does
• What the process does not do, and must be done by unit staff
• What is needed for submission
  • Preferred, but not mandatory, for submission
• When item records will be referred back to the unit prior to batch work being performed
• What to expect at the end of the process

When to use batch withdrawal

• When you have more items to withdraw at one time than you have staff or time to withdraw manually
• No minimum, though consider withdrawing ~15 or fewer records manually

What the process does

• Change the Location code for items to the ??zw withdrawn code for the holding library (which automatically suppresses items/holdings from display in UCLS)
• Suppress the bibliographic record from display in UCLS if no other (non-withdrawn) holdings remain
• Remove CUY holdings in OCLC if no other applicable holdings remain on the bibliographic record

The process encompasses correctly linked analytics and bound-withs, i.e., those that involve a "Host bibliographic record"; these should not be separated out prior to submission.

What the process does not do, and must be done by unit staff

If necessary, these tasks must be performed after the batch withdrawal process is complete:

• Update holdings records for partially withdrawn sets
• Remove any copy-specific notes for withdrawn items, if other items remain
• Withdraw unlinked analytics (unless you search titles individually and collect barcodes, Item PIDs, or other record identifiers into a batch)

What is needed for submission

• A list of item record identifiers: either barcode or Item PID (Physical ID)
  • Separate records by library (can mix multiple sublocations)
  • Separate records by reason for withdrawal
  • Separate records by whether barcode or Item PID is being supplied
  • Separate lists may be submitted as separate files, or in a spreadsheet with added column(s) containing the distinguishing data.
• Submit a new ticket to CSDHelp (csdhelp@berkeley.edu) for each batch withdrawal request.
  • A request may include multiple lists/files, but do not add lists/files to an existing ticket.
  • Submit a request as soon as you have your file(s) ready; do not try to "pace" or "time" requests, as this makes planning the work more difficult.

Preferred, but not mandatory, for submission

• If items in a set with the same call number are being withdrawn – whether complete or partial withdrawal – include all items being withdrawn with the same call number in the same list
• Submit files as plain text or a spreadsheet, with barcodes or Item PIDs all in one column that contains no other data
• Break down lists of more than 1,000 items into smaller files

When item records will be referred back to the unit prior to batch work being performed

If unit staff cannot resolve the problem, or do not respond in a timely manner, the item will be excluded from the batch withdrawal process.

What to expect at the end of the process

When the CSDHelp ticket is closed, the following will be provided to the unit:

• A list of MMS IDs of bibliographic records that remain unsuppressed, to check for partially withdrawn sets and copy-specific information
• A list of item identifiers of items excluded from the batch, if not already communicated