Withdrawn Title Procedures

When Withdrawing a Title:

On the opac:

• Suppress the record from public display: BCODE3: n
• Insert a MARC field (tag "y"), in all capitals, with the date, e.g.: MARC WITHDRAWN FEB 24, 2000
• Note: Use at least the first three letters of the month; these will be searched to create the list of withdrawn records for exporting.
• On RLIN: Delete the RLIN record.

Monthly Record Exporting & Importing into versions of the Withdrawn Database:

Create a list of withdrawn records on the opac:

• Create this list after the first of the month
• Search for bib records that contain the name(s) of the previous month(s) in the MARC field (Innopac tag "y"), e.g., MARC has WITHDRAWN APR
• Export the list in ProCite format:
• Name the file, e.g., capr00.txt
  This means [comma delimited][first three letters of the month][year]
  For a span of months, use the ending month, e.g., cjun00.txt
• Save the file to the Lawserver in \Academic\Library\Departmental\All Staff\Withdrawn DB Materials\

Open the file in Word to edit the file:

• Remove extra words at the bottom of the file, but leave any end of file characters (they look like a box), or any paragraph marks, at the end of the last record.
• Copy the text file of exported records into the same folder as the Master Withdrawn Database.

Update all ProCite versions of the Withdrawn Database:

• Import the exported records into the Master Withdrawn Database
• Delete ".bak" files
• Rename the un-updated, read-only version of the Withdrawn Database, in \Academic\Library\Departmental\All Staff\Withdrawn DB Materials\:
  • Delete wdrawndat.bak
  • Delete wdrawnkey.bak
• Copy the Master Database .dat and .key files to \Academic\Library\Departmental\All Staff\Withdrawn DB Materials\
• Change the properties of this copied .dat file to Read-Only
  (e.g., by highlighting the file and choosing "Properties" from the "File" menu)

Export the new records for the FileMaker Pro version of the Withdrawn Database:

• Within ProCite, highlight the new records;
  Refer to the list on the opac for the first and last titles
• Mark the highlighted records
• From the File menu, choose "Export," and tab delimited
• Name the file, e.g., tapr00.txt
  This means [tab delimited][first three letters of the month][year]
• Email Lee Rayon that this tab delimited file is available for importing into the FileMaker Pro version of the Withdrawn Database
• Back in ProCite, un-mark the records
• Un-highlight the records

Monthly Opac Record Deletion:

In the Opac, choose:

D > Catalog DATABASE maintenance
U > UPDATE existing records
[Key initials and password]
F > Review FILE records
[Choose the list of recently exported withdrawn records]
U > UPDATE current record
D > DELETE a Record

Delete a record if it does not have an order or chekin attached to it.

If there is an order record attached, DO NOT DELETE the record.  Update the "WITHDRAWN" note in the MARC field to read:
WITHDRAWN; EXPORTED TO PROCITE DATABASE; DELETION PENDING ORDER ARCHIVING

The record will be deleted when orders are archived

Annually Opac Withdrawn Record Cleanup:

In the opac, create a list of all bib records that contain the note:
WITHDRAWN; EXPORTED TO PROCITE DATABASE; DELETION PENDING
E.g., search on the words "DELETION PENDING" in the MARC field, that do not have order records attached

Repeat "Monthly Opac Record Deletion" procedures as above.

NOTE: Any bib record in the opac that doesn't have any order or chekin attached , and contains the note, WITHDRAWN; EXPORTED TO PROCITE DATABASE; DELETION PENDING, may be deleted at any time.

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