Withdrawing Items:

***You must first delete the barcodes involved or change the item status in the item record to withdrawn/67.***
(please see deleting barcodes procedure)

Step 1: Determine the type of material - monos, serials, gov docs...

Step 2: Amount of holdings being withdrawn - all items or partial holdings, $ involved or not...

Step 3: Withdrawing the physical pieces - stamping, desentizing, where to send it all...

Step 1: Types of materials:

Monographs:Mraphs:

• Barcoded Volumes: Follow the procedure for “deleting the monograph barcode” - Note: Local Processing is NOT allowed to delete monograph barcodes/item records!. When you have completed this step skip down to Withdrawing section below.
• Non-Barcoded Volumes: Count the number of items for your statistics. (Statistics are reported annually to the Collection Management Services Head.) Once you have counted the items, skip down to the Withdrawing section below.

Serials:

• Local processing is allowed to delete serial barcodes. If the deletion affects the holding statement you must notify Serials Cataloging.

Government Documents:

• Gov Docs have their own withdrawal guidelines. See Discard Procedures for Government Documents at MIT. DO NOT SEND GOV DOCS TO THE GIFTS OFFICE.

Step 2: Amount of holdings being deleted:

All items being withdrawn:
If all the items are being withdrawn and the title is to be discarded, then you must notify Serials Cataloging in one of two ways:

• If there is money involved (e.g. cessation, cancellation) or the title is included in Commitments, you must complete a SerForm and send it to SerCat 14E-210A.
• If no money is involved then you must send an 8 ½ by 11 screen print of the brief or full catalog record from the GUI Opac or Staff Module to SerCat 14E-210A. Write “DISCARD” prominently on the screen print.
• Once you have checked to be sure that the holdings are correct or have taken steps to have them corrected you may skip down to the “Withdrawing” section below.

Only partial holdings are being withdrawn:

If only partial holdings are being discarded but the title is remaining in your library then you must notify Serials Cataloging in one of two ways:

• If there is money involved, you must send a SerForm to Serials Cataloging with the corrected summary holdings noted in Box B7.
• If no money is involved then you may send them an 8 ½ by 11 screen print of the HOL Record. Notate in red ink the holdings change.
• Once you have checked to be sure that the holdings are correct or have taken steps to have them corrected you may skip down to the “Withdrawing” section below.

 

Step 3: Withdrawing the physical piece:

What to do to the physical piece:

• Stamp the title page with a “Withdrawn – MIT Libraries” stamp.
• Desensitize material. This is the responsibility of the local unit, and must be done before sending volumes out of the library.

Where to send the items:

• Monographs & Serials (not Theses):
  Send the items to the Gifts – Hayden Basement Cage, Rm. 14-050. (Please note: most libraries elect to directly discard some pieces and not send them to the Gifts Office as they have no resale value – Please review your local procedures.)
• Theses:
  This is a local procedure.

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