Copy Cataloging Training on Folio for Student Assistants: Withdrawing Books

It is occasionally necessary in the course of inventory clean-up to withdraw a book from the collection. This is usually due to damage, and is only considered after a book has been evaluated through the following triage process:

1. Search the title in Folio. If any of the following apply, the item should be moved on to the withdrawal process. If not, continue to step 2.

   a. Multiple circulating copies

   b. An electronic copy (Full text, not an article about the piece)

2. Search OCLC. If there are more than 100 holdings attached to the OCLC record, the item should be moved to withdrawal. If not, then proceed         to step 3.

3. Search the EDS for HathiTrust access.

    a. Go to library.okstate.edu

   b. In the big orange search bar, enter the title of the piece.

   c. In the new tab for the results, make sure that the far left box has the following limiters selected

1. Everything in library collection
2. Location: OSU

   d. Scan the results to see if there is a HathiTrust result. It will look like this:

   e. Click on the link to view the record on the HathiTrust site. This will require you to login using your okey, and will most likely have a Duo push            involved.

   f. Verify that it is, in fact, the correct title. HathiTrust records are uploaded by a variety of libraries around the globe, which means that there can       be multiple versions of any one title available. If the correct item exists on the HathiTrust site, then it can be moved to the withdrawal process.

   g. An item that has not moved on at any stage of this initial triage process (e.g., there are only 37 other holdings) should be placed on the shelf          labeled "Review for Molly". She will evaluate them to see if they will be allowed to continue to the mending processes.

1. In the inventory app, search for the instance by title.
2. Expand the holdings bar.
3. Select the correct barcode. This will open the item record.
4. In the drop down action menu, select delete. On the pop-up confirmation note, click delete. This will take you back to the instance, and the time lag means that the barcode may still show up as attached to the holding. If there are other items attached to the holding, please update the holdings record to reflect the change (see step xx.). If there are no other holdings, please proceed to step 5. 
5. If there are no other items attached, you will need to withdraw the holding. Click view holdings.
6. On the far right action drop down menu, select delete. On the pop-up confirmation note, click delete. 
7. This will return you to the instance record. If there are other holdings attached to the instance, you are done. If there are no other holdings, proceed to step 8.
8. In the drop down action menu, select edit instance.
9. Click the radio buttons for Suppress from Discovery and Staff Suppress.
10. Click add statistical code, and from the resulting drop-down menu, type in RECM and select RECM (Record Management): withdrawn- Withdrawn (withdrawn).
11. Click add administrative note. In the resulting box type : Wdn;your initials;today's date. 
12. Click save and close.
13. The item may proceed to physical processing and boxing. 

1. Using a large black marker, cross out the call number label.
2. Using the same marker, black out the barcode.
3. Using the "No longer the property of Oklahoma State University Library" stamp with red ink, stamp the book directly on the bookplate and then under the barcode.
4. Place the books in a box. Try to fit as many books in the box as possible, while maintaining lid integrity.
5. The box must be stamped on the lid and the sides with the large Physical Plant stamp.
6. Once full, the box needs to be placed on the loading dock across from the freight elevator. (West side of the 2nd floor, directly to the left of the emergency exit stairwell.)