Recycling new UCB/NRLF deposits rejected due to RLF duplication

Purpose and history

For items received at NRLF as new persistent deposits, NRLF checks NRLF and SRLF holdings in Alma for existing (duplicate) persistent copies. If an RLF duplicate is identified, NRLF cannot accept (accession) the new item per policy covering Persistent Deposits in UC Regional Library Facilities (rev. 2006), which is also further clarified in the Non-duplication Policy for NRLF and SRLF Circulating Collections (2010).

Historically, NRLF returned such UCB-deposited items back to UCB for further review and potential withdrawal. Effective October 1, 2024, NRLF agree that UCB will batch withdraw the materials in Alma and NRLF will recycle the identified duplicates on site at NRLF. This change is expected to reduce the need for physical handling of these materials at both NRLF and UCB, as well as manual record processing at UCB, resulting in workflow efficiencies at both locations.

This process applies to deposits from all UCB library except for EAL and the affiliated libraries (AVRL, BAMPFA, CEDA, ESL, IGSL, ITSL, LAW). This process does not apply to items deposited as Restricted Use, as those are exempt from the non-duplication policy.

NRLF steps, part 1

For eligible identified RLF duplicates owned by UCB, NRLF will:

1. Remove items in non-print formats and items lacking a UCB circ barcode from this workflow.
   1. For non-print items with a barcode, remove the NRLF Deposit Prep work order, and scan the barcode to place in transit to the owning library.
   2. Return all removed items to their owning libraries via Library mail, with flags indicating their status as RLF duplicates.
2. Scan the remaining items' UCB circ barcodes into spreadsheets. Create a separate spreadsheet for each owning library and each batch of duplicates, and include the library and a distinguishing date in each sheet's file name.
   1. Do not add new barcodes to an existing spreadsheet containing barcodes that have already been withdrawn via this process. Create a new spreadsheet instead.
3. Run an Alma job to remove the NRLF Deposit Prep work order from all of the scanned items that are in that work order.
4. For each spreadsheet, initiate a separate CSD Help ticket (csdhelp@berkeley.edu) requesting the scanned items' withdrawal. Include everyone responsible for resolving any issue during and after the batch process on the ticket. For specific contacts by library, refer to NRLF/UCB duplicate recycling contacts (UC Berkeley only).
   1. Attach/link the spreadsheet of UCB circ barcodes to the ticket.

Metadata Services steps

For each CSD Help ticket initiated by NRLF as described above, Metadata Services will:

1. Ensure that at least one person from the owning library is included on the ticket, and add any additional people as needed or requested during the withdrawal process.
2. Identify and coordinate with others at UCB to resolve any problems that prevent withdrawal, such as barcodes on the list that are invalid or that do not match any item record in Alma.
3. Complete all records work in the batch withdrawal process.
4. Attach to the ticket a list of MMS IDs of bibliographic records in Alma that remain unsuppressed at the end of the batch withdrawal process (if any).
5. Close the ticket.

NRLF steps, part 2

After the CSD Help ticket is closed, NRLF will:

1. Recycle the scanned items by placing them in locked on-site dumpsters at NRLF, which are emptied regularly by Cal Zero Waste/UCB Facilities Services.
   1. NRLF will not demagnetize, stamp, or strikethrough call numbers or barcodes as is typically done for UCB withdrawals (described in the Withdrawal policy & procedures).

Owning library steps

At the end of the batch withdrawal process, owning library staff will, if applicable:

1. Check for and withdraw unlinked analytics.
2. Check for and update copy-specific information.
3. Update the summary holdings statements for partially withdrawn sets.