Cancellations

These procedures apply to titles that are canceled (i.e., the library has decided not to receive them anymore). For titles that are ceased (that are no longer published, etc.) see Ceased Titles.

Changes in Innopac for Canceling a Record:

Insert a MARC field with the date of the cancellation (a MARC field will not display to the public):

• Retrieve the record in Database Update, and choose the following:
  • E > EDIT BIBLIOGRAPHIC
  • I > INSERT a Field
  • Tag of new field? y
  • Key the month and year of the cancellation, e.g., Title canceled, Oct. 2000
  • I > INSERT a Field
  • Tag of new field? h
  • LIB. HAS MARC tag 090
  • Key the holdings beginning with a subfield n, e.g., |nLibrary has v.1-3 and Bulletins; Update service suspended Oct. 2000
  • Q > QUIT
  • M > MAKE changes to BIBLIOGRAPHIC permanent
• Count on the Cataloging Statistics as an "OPAC Upd."

Note: Using the full screen editor doesn't work as well for this; it will index the "Library has" information as a MARC field, which will suppress it from public display!

Weeding & Retention:

We developed procedures associated with the tickler system in which we put codes in item records to automatically generate a way to weed based on retention decision already made for each title and according to the schedule as noted below.

Weeding information for all titles is kept in the ITEM RECORD:

1.  Use alphanumeric icode in the item records at ICODE2 which would record the interval at which a particular edition would be weeded based on retention decisions:

                  w=to be weeded

                   r=retain as core part of collection (retain and re-evaluate in 1 or 2 or 5 or 10 yr)

2. In the variable length NOTE field of the item record, insert information abut what to do and when, e.g. WEED IN 2005.

3.  In RLIN HOLDING Screen FIN ID of the record you wish to update, set the function to Catalog Maintenance, and Update Holdings, e.g.: fin id 93b224/set fun cat mai/upd hol

• Key the same "Library has" information into the ANT field, e.g.:
  • OPAC: 090 |nLibrary has v.1-3 and Bulletins; Update service suspended Oct. 2000
  • RLIN: ANT \Library has v.1-3 and Bulletins; Update service suspended Oct. 2000
• Count on the Cataloging Statistics as an "RLIN Upd."

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Cancellation of a Latest Ed./Vol. Only Title

If the library only keeps the latest year, or latest edition, of a title that is canceled, do not change the "library has" note. E.g.:

On the OPAC:  090  |nLibrary keeps latest year only
              MARC Title canceled, Jan. 2000

Count on the Cataloging Statistics as an "OPAC Upd."

Do not update the RLIN record.

Examples of Library Has Notes for Cancellations

Loose-leafs:

090 |nLibrary has v.1-3 and Bulletins; Update service
     suspended Oct. 2000
     MARC Title canceled, Oct. 2000
090  |nLatest year in RBR, Update service suspended
     Jan. 1993; earlier years in Storage
     MARC Title canceled, Jan. 2000
090  |nLibrary has v.1-3, 5 only; Update service
     suspended Jan. 2000 [Use this format for partial holdings]
     MARC Title canceled, Jan. 2000

Serials:

090  |nLibrary has v.1-43 only
     MARC Title canceled, Dec. 1999
090  |nLibrary has v.1-13 only, in Storage
     MARC Title canceled, Nov. 1999

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Cataloging Manual Table of Contents--Withdrawn Titles--Title Changes