Scope
This document describes the process for withdrawing properly linked related records in Alma, that is, two or more records that describe the resource(s) in one physical volume and that are linked via a host bibliographic record.
The document also addresses the process of withdrawing multiple records that describe the resource(s) in one physical volume but that are not linked through a host bibliographic record, such as records for unlinked analytics.
The procedure assumes:
- that the user has performed a check for related records (withdrawal procedure, 1.3.) and detected related records, whether properly linked or unlinked
- that the user has a familiarity with the steps for regular procedure for withdrawing non-related resources, which are not repeated in detail here.
Alma roles needed: Physical Inventory Operator; in some cases, Cataloger
A. Withdrawing resources with properly linked related records
The steps in part A aim to capture all the fussy details of the process, but staff may develop their own workflows to achieve the following results:
- item record on the host bib record coded for withdrawal
- holdings record on the host bib record coded for withdrawal, if appropriate
- host bib record suppressed, if appropriate
- as appropriate, for each bib record (constituent bib) given in host bib 774s:
- Institution Zone (IZ) bib unlinked from Network Zone (NZ) and suppressed
- non-local-extension 910 deleted from NZ bib
- NZ bib marked for deletion
- holdings 866 updated to reflect withdrawal, or holdings suppressed through location change
- copy-specific information pertaining to withdrawn item removed from IZ bib (copy-specific information is recorded in local extensions: 5XX, 69X, 7XX, 9XX)
- statistical local-extension 955s added
Suggested process
- Search volume by barcode (Physical Titles - Barcode)
- If the result is a bib record with the title "Host bibliographic record for boundwith item barcode...," proceed to step 3; otherwise, return to the regular procedure for withdrawing non-related resources.
- Inventory & host bib record work
- perform regular withdrawal work in the item record (Item Record note(s) & Permanent Location --zw: See withdrawal procedure, section 2. Withdrawal Records Work)
- perform regular withdrawal work in the holdings record (loc --zw + 952$$x as necessary; 866 has not been populated on host bibs)
- suppress host bib record if all of its inventory is being withdrawn
- add statistical 955 if your unit adds it (e.g., Metadata Services (MdS))
- Related-record work (bib, holdings, OCLC)
- For each 774 in the host bib record, retrieve the related Alma bib with the MMS ID in 774$$w
- Maintain NZ & IZ bibs:
- In IZ bib inventory, click on the Holdings of Related Records link.
- NOTE: Holdings records linked to titles other than Host bibliographic record for boundwith item barcode… may be disregarded: These are a different sort of related record.
- Does every holdings of the resulting host bib records* have a WITHDRAWN location?
- if NO – at least 1 holdings of the resulting host bib records* still shows as held:
- leave the bib unsuppressed and linked to the NZ
- leave the bib's UCB 910 as is
- if there is copy-specific info for the item being withdrawn, delete it from the bib (and move it to the item or holdings record, as necessary)
- Go to 4.c. Maintain OCLC holdings
- if YES – all resulting host bib records* have a WITHDRAWN location:
- remove the UCB 910 from the bib while it is still linked to the NZ & save
- if there is copy-specific info for the item being withdrawn but other items are still held, delete the copy-specific info from the bib (and move it to the item or holdings record, as necessary)
- add statistical 955 if your unit adds it (e.g., MdS)
- if all related and regular holdings on the IZ bib have been withdrawn:
- unlink IZ bib from NZ
- suppress IZ bib
- if needed, add statistical 955 if your unit adds it (e.g., MdS)
- save
- copy OCLC# and use it to retrieve NZ bib
- if NZ bib has no holdings & no bib 910s, mark NZ bib for deletion
- In IZ bib inventory, click on the Holdings of Related Records link.
- Maintain OCLC holdings
- On the IZ bib, if all related and regular holdings for an OCLC institution symbol have withdrawn locations (--zw) (see OCLC Holdings Maintenance):
- cancel holdings for that OCLC institution symbol in OCLC (usually CUY)
- On the IZ bib, if all related and regular holdings for an OCLC institution symbol have withdrawn locations (--zw) (see OCLC Holdings Maintenance):
- Maintain holdings records for sets
- If the related-record title you are evaluating is a set (as opposed to a bound-with, for instance), you also need to maintain the holdings record(s) on the affected set record(s) (often a parent set, but child sets are also possible).
- Sets with unsuppressed holdings records migrated from Millennium: UCB serials, NRLF serials and MVMs, map sets(?), archival collections(?)
- Sets with suppressed holdings records did not migrate from Millennium; Alma holdings records were created at migration: UCB MVMs, withdrawn sets
- Volumes you withdraw will need to be removed from the 866 (if you're performing a partial withdrawal of a set), or the holdings record will need to be suppressed by changing its location to '--zw' (complete withdrawal of a set). See withdrawal procedures, section 2. Withdrawal Records Work, especially sections 2.2-2.3.
- If the related-record title you are evaluating is a set (as opposed to a bound-with, for instance), you also need to maintain the holdings record(s) on the affected set record(s) (often a parent set, but child sets are also possible).
- Repeat steps 4.a.-d. for each 774 not yet processed
- If you encounter problems with this work or have a question about it, please contact your tech lead or cataloging unit. If contacting MdS, please submit a BadCat ticket.
B. Withdrawing resources with unlinked related records
In cases of unlinked related records one record ordinarily has an item record with the barcode that is in the physical volume, and the other record or records describing the contents of the volume have item records with either no barcode or an incorrect barcode. For more information on unlinked related records, please see Related Records: Background on unlinked related records.
This section assumes that the unlinked related records have already been identified.
Recommended practice when withdrawing unlinked related records:
- Withdraw the record containing the correct barcode (barcode in the physical volume) according to the regular procedure for withdrawing non-related resources
- Withdraw the related record(s) for the other title(s) in the volume according to the regular procedure for withdrawing non-related resources, but use the following notes in each duplicate item record with no barcode or with an incorrect barcode.
The Statistics Note 2 "Withdrawn: other reason" will prevent this record from being counted in annual statistics and improperly inflating the number of physical withdrawals performed. The Internal Note 1 will give the reason for selecting Statistics Note 2.:- Statistics Note 2: Withdrawn: other reason (see Internal note 1)
- Internal Note 1: yyyymmdd wd duplicate record initials
- All of these unlinked related records must still be assessed for each element below.
NOTE: The typical case of an unlinked related record will not be linked to the NZ, but cases do exist that involve IZ-NZ linking, so it is best to be in the habit of always checking these relationships when performing withdrawals:- maintaining the holdings statement of sets
- suppressing the IZ bib and unlinking it from the NZ
- marking the NZ bib for deletion and removing an NZ bib 910
- canceling holdings in OCLC
By jcripe on 05-06-2024