Date:  August 28, 1994
Revised: October 16, 1996
Revised: October 14, 1997
Revised: December 1, 1998

Approved by: Acquisitions Committee, 11/ 22/96
Approved by: Cataloging Committee, 11/11/96
Approved by: Deletions Process Management Team, 10/16/96
Owned by: Crystal Graham
 

REMEMBER:  Deleting records is serious business.  If you have questions about deleting serials records, ask the Serials Librarian for assistance.

 PART 1. DELETING RECORDS FOR CATALOGED SERIALS

Note:  Records can be deleted directly from Innopac before Saturday of the week they are created (e.g., accidentally duplicated exports).  Every Saturday records are sent to the California Digital Library for loading into the MELVYL Periodicals Database (known as "PE"). Sometimes the record will not be visible to you in PE, because it is still in the queue to be loaded.

If you delete a record directly from Innopac for a title we do not own (e.g., wrong record was exported) and you updated our OCLC holdings, you are responsible for removing our holdings symbol from OCLC.   (This is the only circumstance under which you need to delete OCLC holdings).

All other records not deleted before Saturday of the week in which they were created 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  Compare the LIBRARY HAS statement in the checkin record with the pieces being withdrawn.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  If some, but not all, volumes are being withdrawn, adjust the holdings rather than deleting the record.

 If there are physical pieces being withdrawn which are not reflected in the LIBRARY HAS statement, determine whether there is another record (e.g., earlier/later title or a monographic record) that also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  Except for unbound periodicals and newspapers, stamp "withdrawn" on physical volumes being discarded by UCSD.  Place the withdrawn stamp over all property stamps, including the pocket label.  Do NOT stamp "withdrawn" on volumes being transferred to another branch or to SRLF.

 The number of bound volumes withdrawn should be subtracted from the library's volume count.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 PROCEDURES FOR DELETING BIBLIOGRAPHIC RECORDS FROM INNOPAC AND MELVYL (ALL FORMATS EXCEPT SERIALS).  If all holdings of an analyzed serial are withdrawn, the series authority record should also be deleted.

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:

  A.  Edit the BRANCH field of the bibliographic record.

   (1).  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.
   (2).  If the serial is owned by only one remaining branch, change "multi" to the code for the owning branch.

  B.  Delete ALL checkin and item records for your location.  Order records remain online.

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

7. 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 bibliographic records must have a checkin record attached to be deleted from PE.  If no checkin record is present, create a "dummy" checkin record with these elements:

  A.  Checkin C ACTIVITY code "i."

  B.  Valid checkin LOC (location) code for the location being deleted.

  C.  LIBRARY HAS statement (e.g., Holdings transferred to other record)

  D.  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:

  A.  Change the RCTRL CD in the bib record to "d."

  B.  Make sure that a LIBRARY HAS field is present in the checkin record.

   (1).  If a LIBRARY HAS field exists, leave it as given.  Do not revise it to "No holdings."

   (2).  If no LIBRARY HAS field exists, create one with a phrase such as "No holdings."

  C.  Make sure the checkin record contains the valid LOC (location) code for the title you are deleting.

  D.  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. mc
   deleted. dup merged. ceg
   deleted. recat as set. mc
   withdrawn. archives weeding project. dm

  E.  If you are deleting all the locations from a "multi" record, put an explanatory identity note and initials in each checkin record.

NOTE:  You do not need to do anything with the item records.  You do not need to delete the call no. from the checkin or item records.  You do not need to delete holdings from OCLC.  (A Catalog Department member will remove the OCLC holdings code after the weekly deletes list is reviewed by the designated Serials Cataloger).

10 DELETING CONSOLIDATED RECORDS.  Consolidate records according to the policies appropriate to each unit.  Make sure that all unique access points are transferred, including 086 fields on documents records, MeSH headings on Biomed records, and provenace notes and added entries on Special Collections 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 using the Innopac's feature to "Selectively transfer attached records."  Checkin records may also be transferred, but then a "dummy" checkin record must be created for the record being deleted. (See #8 above)

 In the case of duplicate serial bibliographic records, the remaining record of the duplicate pair (the "good" record) should also be updated because sometimes PE gets confused and deletes both the good and bad records.  (Any change to the bibliographic, checkin, or item record, including transferring attached records, is an update).
 

 PART II.  DELETING RECORDS FOR UNCATALOGED SERIALS

This section applies to records that have no CAT DATE in the bibliographic record that were created before 1992.  Records created AFTER 1992 that lack a CAT DATE can be deleted according to the order record purge process, or, if no order records attached, delete directly from Innopac. They do not need to be coded with RCTRL CD "d."

Determine if yours is the only branch using the record.  If other branches have attached checkin or order records, follow the procedures above in PART I, no. 6. OTHER BRANCHES USING THIS RECORD.

Prior to the implementation of tape-loading into the MELVYL Periodicals database (referred to as "Updatable CALLS"), serials records were sent as "snapshot" file of all records on the Serials Master list and/or BNA fiche.  Therefore, some serials that were never cataloged are listed in PE.

If the uncataloged serial record (i.e., a serial record without a CAT DATE) was created before 1992 and it includes a checkin record, check the PE database to see whether there is a record to be deleted.

1.  If there is no PE record to be deleted and there is no order record attached, delete the uncataloged bib record directly from Innopac.

2.  If there is no PE record to be deleted and there IS an order record attached:

 A. Verify order record status is "a" or "z."

 B. Fill in the C DATE of the order record.

 C. If there are other attached records for your location, delete ALL checkin and item records.

3.  If there IS a PE record to be deleted:

 A.  If there is an order record, verify that the  STATUS is "z" or "a."

 B.  If there is an order record, fill in C DATE.

 C.  Change bib R CTRL to "d."

 D.  Add CAT DATE to bib record.

 E.  Add identity note & initials (Create dummy checkin if necessary, see Part I, no. 8, DUMMY CHECKIN RECORDS)

 F.  Verify checkin LOC code.

 G.  Verify LIBRARY HAS field.
 

 PART III.  DELETING PE RECORDS

If there is a record on PE that needs to be deleted but there is no corresponding Innopac record:

1.  Make a printout of the PE record (preferably the MARC display).

2.  Send the printout to the Serials Librarian or any member of the DISC section, who will then do an "899" to delete the PE record.  (This procedure is called "an 899" because we use the MARC tag 899 to convey the information).
 
 

 PART IV.  RECATALOGING BOOKS TO SERIALS

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

1.  Transfer the order record(s) from the book record(s) to the serial record.

2.  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).

3.  Put a note in the item record explaining the deletion and your initials, (e.g., recat as serial. ceg).

4.  Change the RCTRL CD to "d."

5.  Adjust the LIBRARY HAS statement of the serial record to include the designations of the recataloged pieces.

6.  Relabel the physical piece(s) with the serial call no. and designation, if necessary.

7.  Delete the CUS holdings symbol(s) from the book record(s) on OCLC.