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  2. Research Guides

General Circulation Documentation: Withdrawal and Transfer Procedures

Procedures, forms and templates, circulation statistics and policies, & legacy documentation

Situation 1: Single items (single-volume monographs)

  1. To TRANSFER
    1. Change your department to Resources—Item Transfer department. Note: the item(s) must be in hand to transfer.
    2. Use the Fullfillment > Scan In Items tool
      1. Change the permanent location for the item and any other pertinent information.
      2. Scan in your item barcode.
    3. Scan the barcode again as “Done”
    4. Send the items to the circulation desk of their new home.
    5. The new home library scans the items to Done in Fullfillment > Scan In Items
  2. To WITHDRAW for Annex staff:
    1. Change your department to Resources—Item Transfer department. Note: the item(s) must be in hand to transfer.
    2. Fullfillment > Scan In Items
      1. Change the Library to the owning library
      2. Change Type is permanent
      3. Change the permanent location for the item to WITHDRAWN
      4. Scan in the item barcode
    3. Scan the item again as “Done”
    4. The item(s) must be scanned in again at the home library to fully get them out of the work order.  Note: WITHDRAWN is still considered a “location” in the home library, and the system is expecting them to be “reshelved” there.
    5. If no items associated with the bib record remain in the collection, send the barcode(s) to maintenance@vanderbilt.edu for processing – the OCLC holdings will be removed and the 951 field updated with a code designating the title as withdrawn for statistics: wd;[initials];MMYYYY
  3. To WITHDRAW for owning library
    1. Fullfillment > Scan In Items
      1. Change Type is permanent
      2. Change the permanent location for the item to WITHDRAWN
      3. Scan in the item(s) to be withdrawn.
    2. If no items associated with the bib record remain in the collection, send the barcode(s) to maintenance@vanderbilt.edu for processing – the OCLC holdings will be removed and the 951 field updated with a code designating the title as withdrawn for statistics: wd;[initials];MMYYYY

Situation 2: Multivolume sets (series, multi-part monographs, print serials)

  1. Transfer or Withdraw ALL volumes
    1. Visually affirm that all items are present.
      1. If any items are checked out, a hold must be placed on those items to be dealt with later.
      2. If any items are missing, these items need to be omitted from the transfer until they are found or some other decision is made regarding them. Toggle status to missing.
      3. If any volumes are checked out or missing go to section 2.
    2. If all items are present, and all items are changing location:
      1. Go to Holdings and choose the Edit button.
      2. Change the Library in $$b and/or the Location in $$c.
        1. If you are sure of the correct Library and/or Location, type them into the 852 field in the correct subfield.
        2. If not sure of the spelling or correct form for the location, you can select from a list: put your cursor in the 852, open the Edit menu, select Open Form Editor. Select the location by clicking the down arrow at “Shelving location( c )”.  Note: locations are dependent on Library in “Sublocation or collection ( b )”, so if the library is changing, change that FIRST.
      3. Go to the File menu and select Save and release.  All the item Library/Locations have now been changed.
      4. Alternative method to i-iii above: change the location at the item level for EACH item being withdrawn or transferred.  This must be done for all volumes/items.
    3. If the new location is WITHDRAWN, there are no other viable locations associated with the bib record, and there is no 856 in the bib record indicating electronic access, email maintenance@vanderbilt.edu with the titles that were withdrawn.
      1. Maintenance will suppress the bib from public view, formally add 951 $$a wd;[inits.];MMYYYY, and delete our OCLC holdings accordingly.
    4. Scan In all items at the home library prior to disposal or transfer.  This puts the items into transit for transfers and/or removes them from home library for withdrawn
  2. Transfer or Withdraw PART of the volumes
    1. Visually affirm that all items needing moving are present.  If any items are missing, these items need to be omitted from the transfer until they are found or some other decision is made regarding them.
      1. If any items are checked out, a hold must be placed on those items to be dealt with later.
      2. If any items are missing, these items need to be omitted from the transfer until they are found or some other decision is made regarding them. Toggle status to missing.
    2. Change the location in the item record for ONE item being transferred or withdrawn. This automatically creates a new holdings record. Use this new holdings record as a basis for further changes.
      1. Edit the holdings (852 and 866 fields) to reflect the transfer.
      2. Or, send a request to maintenance@vanderbilt.edu listing the volumes transferred and ask them to update the holdings. 
    3. Go to the list of items. For those items changing location or being withdrawn, select the checkboxes one by one, and select “Change Holdings”.
      1. In the resulting screen, pick the holdings record for the new location and click Select.
      2. On the confirmation screen, double check that the items/volumes that were supposed to move are indeed the ones that moved.
    4. Scan In all items at the home library prior to disposal or transfer.  This puts the items into transit for transfers and/or removes them from home library for withdrawn
    5. Send an email to Maintenance with the information about which volumes were moved to which location. Include the MMS id and barcodes.  
    6. Maintenance will update the summary holdings for the new locations and update the 86X fields in the respective holdings records appropriately.