Deleting Barcodes

How to Delete a Serial Barcode:

Local Processing Units are allowed to delete Serial Barcodes themselves. Please see Withdrawals for specific instructions on withdrawing the items, updating the holdings, and counting the items.

How to get a Monograph Barcode Deleted:

(This procedure is only for Monographs – Local Processing Units are allowed to delete Serial Barcodes themselves.)

When you have monograph barcode(s) that you need to delete you must report the barcode numbers to the Database Maintenance Section. To do this you must first identify the barcode types and then construct an email to be sent. Here are the step-by-step instructions:

Step 1: Identify & Seperate Items:

Identify the Type of Barcode that you are dealing with by wanding the barcode into Aleph:

a. If it is the ONLY item in the item list then it is a UNIQUE barcode
b. If it is NOT the ONLY item in the item list then it is a DUPLICATE barcode
c. If this is a THESIS then it is a THESIS barcode

Separate all the different types of barcodes (UNIQUE, DUPLICATE & THESIS) into different lists that need to be sent in separate emails to the Database Maintenance Section.

(There are two reasons for this need for separate emails. First is statistical, they keep track of how many books and thesis we have here in the MIT Libraries - when you send a barcode to be deleted they adjust the numbers accordingly. Second, is that if you send a UNIQUE barcode to be deleted then the barcode is deleted and the entire record is suppressed. If you send a DUPLICATE barcode to be deleted then only the barcode is deleted and there are no changes made to the record itself.)

Step 2: Constructing your emails to send to the Database Maintenance Section:

1. Send your email to: pbuehler, siers
2. On the subject line you must write the following exactly:[insert barcode type] barcodes for deletion for [sub library code]
3. PLEASE NOTE:
   The body of the email should consist of only a list of barcodes – one barcode per line.
   You may include as many barcodes as fall into a given category in a single email.
   

Examples:

UNIQUE barcodes for deletion for DEW

DUPLICATE barcodes for deletion for ENG

THESIS barcodes for deletion for RTC

Step 2: Withdrawing the piece(s):

Please see our Withdrawals procedure.

last updated by mr 11/21/03

MIT Libraries: Local Processing Procedures and Documentation
Comments to: Processing Committee -- proc-com@mit.edu