How to Manually Withdraw Items in Alma

Scope: Describes how Resource Description (RD) department staff withdraw items from the Alma repository (<10) once the decision is made in Collection Strategy & Development (CSD) to withdraw.  A complimentary page describes the process for withdrawing items in batch (>10).  Information on the CSD steps for physical processing of withdrawn materials is also available.

Contact:  Natalie Sommerville

Unit: Resource Description Department

Date last reviewed: Jan 29, 2026

Date of next review: Jul 1, 2026

Before proceeding with withdrawing an item:

• 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

• Scope the Alma repository search to Physical items

• Find the item by searching on the barcode

• Edit to item to add an internal note 2 from the approved rubric of structured notes

• Click the ellipsis on the right side of the screen and select “Withdraw”

Open

• When withdrawing the last item in a location or on a bibliographic record, Alma prompts the user with options.  Chose the option to delete the holdings and/or bibliographic record as appropriate.  Note that Alma will move deleted records to Analytics as follows:

  • Scenario 1: the item record when other copies remain on the related holdings record

  • Scenario 2: the item record and its related holdings record when the item is the last one at library and location

  • Scenario 3: the item record and its related holdings and bibliographic records when the item is the last or sole copy in the Duke University Libraries (DUL) collections

• If the withdrawn item is the last or sole copy in DUL (scenario 3 above), delete holdings in WorldCat