[MIGRATED TO ONEDRIVE] Duplicate withdrawals project

Owned by Leanne Finnigan (Unlicensed)
Last updated: Mar 22, 2024 by Holly Tomren
2 min read

MIGRATED TO ONEDRIVE: Duplicate Withdrawals project - 2019


Description of project

In select subject areas, we are deselecting exact duplicate copies.


Procedure

  1. Acquisitions staff review the stacks and remove items that appear to be duplicates.
  2. Items are searched in Alma to be sure they are really dups before withdrawing. A duplicate here is defined as more than one copy of the same item held in Paley.
    1. Since we have seen several examples of multiple bibs for the same title, it isn't sufficient to search only by barcode to see if another copy is held
    2. A keyword "physical titles" search with title and publisher seems to be the quickest and most accurate
    3. If the item does not appear to be a dup, put it to the side for troubleshooting later
    4. Potential issues
      1. Remember that these items were pulled because they appeared to be a duplicate of a copy that sits in Paley stacks
      2. When searching to confirm it's a duplicate, watch out for the following:
        1. The only item it appears to duplicate is marked missing, lost, etc. Since that item may represent the copy in the stacks, we will need to see if the record truly reflects the item's status.
        2. The item it appears to duplicate is associated with another location (Kardon, etc.) and no other items in Paley stacks are in Alma
      3. Put questionable items to the side with a quick note so we know how to proceed
  3. If the item is a duplicate
    1. Go to the Notes tab of the item you wish to withdraw and select "withdrawn" in Statistics note 3
    2. Add the following note to the Internal note 1: Paley duplicates withdrawal project. Click save.
    3. Back on the List of Items page, click the “…” button for the item and choose Withdraw. Select Confirm.
    4. If the withdrawn item was the only one on that holdings record an additional window will open. It will say “The last item of this holdings record was deleted or moved. What do you want to do with the holdings record?“ From the options below, select “Delete bibliographic record (unless other holdings are present)” then the Go button.
    6. The item and holdings record will now be deleted. If it was the only holdings record attached to the bibliographic record, the bib record will also be deleted. (The record will remain on the screen until you exit out).

    7. Discarded items will be routed so they can be sent to BWB