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Procedure for Deleting Serials Records

Revised: November 26, 2013
Approved by: Roger Metadata Policy Subgroup, November 26, 2013

REMEMBER:  Deleting records is serious business.  If you have questions about deleting serials records, ask the Database Management & NACO Coordinator for assistance.

PART 1. DELETING RECORDS FOR CATALOGED SERIALS

For deletion of online serial records, see: Removing electronic resource access points from Millennium and Melvyl.

Note:  A serial record can be deleted directly from Millennium if:

  1. It lacks a CAT DATE and no order records are attached.
  2. It was accidentally exported and has not been sent for MARS processing yet (R CTRL CD: a). If you delete a record directly from Millennium for a title we do not own (e.g., wrong record was exported) and you updated our OCLC holdings, you are responsible for removing the CUS holdings symbol from OCLC.  

All other records should be processed according to the following procedures:

  1. HOLDINGS.  Compare the LIBRARY HAS statement in the checkin record with the pieces being withdrawn.  Make sure that all pieces are accounted for.  Check all shelving locations including oversize, annex, and SRLF (if appropriate) for missing volumes.  If the volumes cannot be accounted for, consult your supervisor.  If some, but not all, volumes are being withdrawn, adjust the holdings rather than deleting the record.

    • If there are physical pieces being withdrawn which are not reflected in the LIBRARY HAS statement, determine whether there is another record (e.g., earlier/later title or a monographic record) that also needs to be edited/deleted.
  2. DISPOSING OF PIECES.  Except for unbound periodicals and newspapers, stamp "withdrawn" on physical volumes being discarded by UCSD.  Place the withdrawn stamp over all property stamps, including the pocket label.  Do NOT stamp "withdrawn" on volumes being transferred to another branch or to SRLF.

    • The number of bound volumes withdrawn should be subtracted from the library's volume count.  Follow the procedures of the individual unit for adjusting title and/or volume statistics.
  3. LINKING ENTRIES. Check for linking entries that should also be deleted.  If there is a 780 field present in the bibliographic record and your branch owns the earlier title, check with your supervisor or the bibliographer to see if it should also be withdrawn.
  4. ANALYTICS. Check for analytics which should be deleted.  (When deleting monographic analytics, follow the procedure, Procedures For Deleting Bibliographic Records From Innopac And Melvyl (All Formats Except Serials).  If all holdings of an analyzed serial are withdrawn, treatment decisions documented in the series authority record should be reviewed and updated.
  5. ORDER STATUS.  If there are order records attached, make sure ALL of them have STATUS of "z" (cancelled, ceased) or "a" (paid).  Make sure there is a date in C DATE (cancellation date) field of the order record.  (The C DATE code triggers the order record purge process for serials)
  6. OTHER BRANCHES USING THIS RECORD.  Determine whether yours is the only branch using this record, by looking at the attached checkin and item records.  If attached records show that the serial is still owned by one or more other branches:

    1. Edit the BRANCH field of the bibliographic record.
    • If the serial is still owned by more than one other branch, keep "multi" as BRANCH code, and fix the LIBRARY field in the bibliographic record to show only the branches that currently hold the serial.
    • If the serial is owned by only one remaining branch, change "multi" to the code for the owning branch.

    2. Delete ALL checkin and item records for your location.  Order records remain attached.

    NOTE:  Leave the RCTRL CD set to "-" when other branches retain holdings.

  7. C ACTIVITY CODE. Make sure that the checkin record C ACTIVITY code is "i" (inactive).  Active records should never be deleted.
  8. DUMMY CHECKIN RECORDS.   All serial records should have a checkin record attached since it is required for LHR holdings to be generated.  If no checkin record is present at the time of deletion, create a "dummy" checkin record with these elements:
      1. Checkin C ACTIVITY code "i."
      2. Valid checkin LOC (location) code for the location being deleted.
      3. LIBRARY HAS statement (e.g., Holdings transferred to other record)
      4. Identity note explaining deletion (e.g., Merged w/ better record), including your initials.
  9. CODING FOR DELETION.  Once you have determined that yours is the only branch using the record, you have accounted for all holdings and related records, and verified that the order is inactive:

    1. Change the RCTRL CD in the bib record to "d."
    2. Make sure that a LIBRARY HAS field is present in the checkin record.
      • If a LIBRARY HAS field exists, leave it as given.  Do not revise it to "No holdings.
      • If no LIBRARY HAS field exists, create one with a phrase such as "No holdings.
    3. Make sure the checkin record contains the valid LOC (location) code for the title you are deleting.
    4. Make a brief IDENTITY NOTE stating why the record is being deleted, including your initials.  (The absence of initials indicates an unauthorized deletion, which will be investigated before processing). Include a word like "deleted" or "withdrawn" so that it will be apparent to anyone consulting the checkin record that this record is no longer valid.

      Examples:

      withdrawn per hc. mc000309
      deleted. dup merged. rmc100723
      deleted. recat as set. mc050830
      withdrawn. archives weeding project. dm130412

    5. If you are deleting all the locations from a "multi" record, delete all but one checkin record.  Add an explanatory identity note with your initials and delete the call number from the checkin record.  Delete all item records. Delete holdings from OCLC. 
  10. DELETING CONSOLIDATED RECORDS.  When duplicates are being consolidated or serials are being recataloged as monographs, attached order and item records may be transferred to another bibliographic record by highlighting the records to be transferred and using the Millennium command, “Transfer attached.”  Checkin records may also be transferred, but then a "dummy" checkin record must be created for the record being deleted (see #8 above).  Make sure that all unique and local access points are transferred, including 086 fields on documents records, MeSH headings on Biomed records, 590 notes, 793 fields, 856 fields, and provenance notes and added entries on Special Collections records.

PART II.  RECATALOGING BOOKS TO SERIALS

When a book is recataloged as a serial, delete the book record according to the following procedures.

  1. Delete the CUS holdings symbol(s) from the book record(s) on OCLC.
  2. Transfer the order record(s) from the book record(s) to the serial record.
  3. Delete the call no. and barcode from the item record attached to the book record.  If there is more than one item record attached to the book record, delete all but one of them.  (One item record with a valid location code and item type is required for deletion of books records).
  4. Put a note in the item record explaining the deletion and your initials and date (YYMMDD) (e.g., recat as serial. rmc131126).
  5. Change the RCTRL CD to "d."
  6. Adjust the LIBRARY HAS statement of the serial checkin record to include the designations of the recataloged pieces.
  7. Relabel the physical piece(s) with the serial call no. and designation, if necessary.

Part III. Special Collection & Archives

(coming soon!)