Withdrawing Single Titles
Scope: This document briefly describes how Resource Description will withdraw a set of titles ( <10) once the decision is made in Collection Strategy and Development (CSD). A complimentary page about MADS's process for withdrawing titles in batch describes that process, information on the CSD steps for physical processing for withdrawn materials is also available.
Contact: @Natalie Sommerville
Unit: Resource Description Department
Date last reviewed: Apr 21, 2025
Date of next review: Jul 1, 2025
Background
Who supplies barcodes for items to be withdrawn:
CSD
Other units within Collections Services working on approved projects,
Public services points working in conjunction with CSD
In rare cases, individual Collection Services staff performing monograph or serials maintenance will identify a candidate for withdrawal based on poor condition or policy changes. For example, withdrawing previously cataloged journal offprint articles or duplicative copies of a resource. In these cases, consult with CSD for on withdrawing the item and on procedures for physical disposal
Confirm the following:
Item is owned by Duke University Libraries
If item has an LSC location, the barcode has been de-accessioned in Caiasoft
It is not committed for to a print retention program (as evidenced by presence of the KEEPR location code), or attached to a record with other KEEPR items. Consult with the Head of Resource Description, the Team Lead for Bindery and Monograph Maintenance, or the Team Lead for Original Cataloging about as needed
Instructions
Caution: Do not use the withdraw button to the right of the item title. Clicking that button will delete the item from the Alma repository.
Scope the Alma repository search to Physical items
Find the item by searching on the barcode
Click the ellipsis on the right side of the screen
Select "Edit Item"
Alternatively, click on the hyperlinked barcode in the physical item search result screen to edit the item. It saves a click!
Go to Permanent Location Information and choose "Withdrawn" location from the dropdown:
Click "Save" to finalize
Review the record to see the updated location
The item is moved to a new holding. The item and holding are automatically suppressed from public display
If the withdrawn item is the only or the last live item on a bibliographic record, suppress the bibliographic record from discovery and delete holdings in WorldCat.