Withdrawing Items from the Physical Collection

Scope: The final step of physically removing an item from the collection, after the decision has been made to withdraw and the metadata has been updated
Contact: Candice Clarke
Units: Collection Strategy & Development, Resource Description, Metadata Systems & Initiatives
Date created: 07/12/2023
Date last reviewed: 01/29/2026

After the decision has been approved by Collection Strategy & Development to withdraw an item from the collection AND the Resource Description department or the Metadata Systems & Initiatives department has taken the necessary steps in Alma and OCLC to process that withdrawal, these are the actions to take with the physical item.

1. Stamp the item with the withdrawn stamp.

   1. Head of the book

   2. Inside cover

   3. Over the barcode

2. Write an “X” over the call number with a black permanent marker.

3. Discard in one of the following ways:

   1. Include in our Better World Books shipment if in good condition (Candice manages this vendor relationship)

   2. Recycle it

      1. Duke will recycle paperback books but not hardcover
         https://facilities.duke.edu/services/waste-reduction/duke-recycles/what-can-be-recycled

   3. Throw it away

   4. If an item is part of a shared print commitment, it may be placed with another library following terms of the agreement.

   5. In exceptional cases, withdrawn items may be given away directly to users. This requires permission from Collection Strategy & Development.

4. What not to do with it:

   1. Sell it for personal gain

Related pages:

Withdrawing Items from Duke University Libraries CollectionsPreview

How to Manually Withdraw Items in AlmaPreview

Withdrawn item reporting in Alma AnalyticsPreview

Withdrawing Items in BatchPreview