Withdrawing Items in Batch
Scope: Scope: This document briefly describes how MSI will withdraw a set of items (>10)
once the decision is made in Collection Strategy and Development (CSD).
This is a multi-step process; I. Using Barcodes to Find Data in Alma Analytics, II. Analyzing Bib and Holding Data for a List of Items by Barcode, III. creating an itemized set, IV. using the Change Physical items information job to update Internal note 2, and finally, V. using the Withdraw Physical items job.
Contact: lib-mads-department-request@duke.edu
Unit: Metadata Systems and Initiatives Department
Date last reviewed: 01/26/2026
Date of next review: 01/26/2027
See Withdrawing Items from Duke University Libraries Collections for policies and guidance.
For routine requests through AskTech, tickets for withdrawing batches of items will be assigned to MSI staff. If you have a batch of withdraws, consult with Jacquie Samples or any member of the MSI department, especially during training periods.
Before proceeding with withdrawing items, evaluate data for the following:
Review policies and end-state information for withdrawing items from Alma
Confirm item is owned by Duke University Libraries (DUL)
Confirm barcode has been de-accessioned in Caiasoft if it has an LSC location
Confirm item is not committed to a print retention program as evidenced by presence of a holdings record with KEEPR location code
Instructions
Beginning with a .txt file of barcodes, make sure the list of barcodes has a header:
Create an itemized set in Alma from a list of barcodes:
Go to Admin, Manage Sets, Create Itemized Set
Name the set and choose “Physical Items” under Set Content Type. Select “From file” and then upload .txt file:
In Alma, go to Admin, Run a Job
Find and select the “Change Physical items information” job and click Next.
Select the set you created from the list and click Next.
Enter the task parameters to change Internal note to one of the values from the approved list.
Click Next, then Submit.
Important: Do not use internal note 2 for any other purpose except withdrawn items.
When a job is finished, the Monitor Jobs page will show updates to the job, including when it is done and any errors or exceptions that occurred.
Next, return to Admin, Run a Job. Find and select the “Withdraw Physical items job” and select the same set updated in the previous steps and enter the task parameters to delete holdings and delete bibliographic records that have no other holdings.
When the job is finished, review the Monitor Jobs page and evaluate any errors or exceptions that occurred.
If the withdrawn item is the last or sole copy in DUL (scenario 3 above), delete holdings in WorldCat
Notes:
Items to be withdrawn may have a process type of Acquisition Technical Services (CSD), as shown in the screen capture above. This means that the item is in the Collections Services work order with a process status of CSD. The item does not need to be exited from the CS WO before being withdrawn. Using the withdraw feature in Alma does this automatically
Remember to request that summary holdings be updated when deleting serial issues or multi-part monographs.
Related pages:
Withdrawing Items from Duke University Libraries Collections
How to Manually Withdraw Items in Alma
Withdrawn item reporting in Alma Analytics