Weeding (for our purposes) refers to the process of withdrawing materials that have been selected for removal for a variety of reasons - for example: multiple copies of an outdated title. These withdrawals do not happen automatically, but are selected for removal by the Collection Development Librarian.
We have been working through the collection in chunks to withdraw multiple copies of older material. As of 1/9/16, we have worked through the L's, A's, B's, C's, and Q's. I am asking Jim Cole to pull H's next.
Here is how to create a list of multiple copies of older material
In Sierra/Create lists:
Store record type: Bibliographic
Search: Range
Item Call No. starts with [letter]
AND Item Copy No. greater than 1
AND Item Location starts with mcz
then
Store recod type: Item
Search: Review file (Use the file you just created)
Item Location starts with mcz
Sort this file by Item Location, then Item Call no, then Item volume, then Item Copy no.
Export using the saved export "Multiple items for withdrawal"
The final file should have ALL copies of the titles. The person pulling books from the shelves will choose the copy in the best condition and leave it on the shelf. The spreadsheet can be used to keep track of which items were pulled and which were left on the shelf.
Do a visual inspection of the file -- in some cases, there will be titles for which the only copy is a number higher than 1. Remove that from the list. In other cases, the list will include many volumes from a series. Remove from the list any volumes that have only a single copy.
Samples of final spreadsheets in the Collection Management drive, under the folder "Multiple items for withdrawal".
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Most of the items being weeded are not in boxes, but are accompanied by a list of titles showing what is being withdrawn. (Books coming from branch libraries will be in boxes.)
WEEDING MULTIPLE COPIES OF THE SAME TITLE
Items will be processed in one of the two following methods:
Preferred Method (if all criteria are met)
CRITERION A. The total number of copies (those to be weeded + one on shelf) is the same as the number of copies shown in the Sierra record (choosing the Summary tab in Sierra and selecting "View Item" will reveal the total number of copies)
CRITERION B. The copy retained on the shelf was copy 1 (If copy one is in worse shape than copy 2, leave copy 2 on the shelf instead and skip to Other Method (if all criteria are not met))
SIERRA PROCESSING
For each book, scan the barcode which will bring up the Item Record. In the Item Record change Item Code 2 to "w - WEEDED C1 REMAINS"; if a copy other than copy 1 remains, change Item Code 2 to "c - WEEDED NEEDS CAT REVIEW" and add Internal Note: "Weeded Copy [#] remains"
Change Location to "wmcz - Withdrawn or Lost from McWherter General Collection"
Change Status to "w - WITHDRAWN"
Change Item Agency to "99 Withdrawn or Lost"
PHYSICAL PROCESSING
Stamp each item "Withdrawn", and bring the boxes downstairs to be discarded.
Set aside in area for books to be discarded after TBR review
Other Method (if all criteria are not met)
SIERRA PROCESSING
For each book, in the Item Record change the Item Code 2 to "c - WEEDED NEEDS CAT REVIEW"
Change Location to "wmcz - Withdrawn or Lost from McWherter General Collection"
Change Status to "w - WITHDRAWN"
Change Item Agency to "99 Withdrawn or Lost"
PHYSICAL PROCESSING
WEEDING MATERIAL FROM BRANCH LIBRARIES
Confirm item in hand appears on list prepared by branch library, and then proceed to Sierra processing.
SIERRA PROCESSING
For each book, scan the barcode which will bring up the Item Record. In the Item Record change Item Code 2 to "n - SUPPRESS"
Change Location to "w - Withdrawn or Lost from [original location]"
Change Status to "w - WITHDRAWN"
Change Item Agency to "99 Withdrawn or Lost"
Insert Internal note reading "Weeded [Month] [Year]" --> example: Weeded Nov 2013
Choose the Summary tab on the left and select "View Item" to see the number of copies.
If the only item that appears is the one being withdrawn, select Edit (Edit Record) at the top of the screen. Change Bib Code 3 to "w - SUPR WITHDRAWN". Change the Location code to "wmcz or w[original location]". Then hit Save.
If you are withdrawing the only copy held by your location, but there are copies held by other institutions, confirm that the Location code reflects the correct holdings.
If you are working from a printed list, place a check mark next to the title that has been withdrawn and move to the next item.
PHYSICAL PROCESSING
Return withdrawn material to original box and mark box "Weeded [Month] [Year]". Set aside in area for books to be discarded after TBR review
Monthly, staffer will "Create List" of titles Location=w____ - Withdrawn or Lost from [original location] and has internal note = Weeded [Month] [Year]. Steve will distribute to TBR for review and send out an email to let us know the date we can discard the material.
When you are withdrawing an item which is held ONLY at a particular location:
Do this work in batches. When you finish a batch, have Elizabeth in Catalog use the Create Lists function in Sierra run a report once you are done withdrawing all items):
SIERRA PROCESSING
For each book, bring up the Item Record.
Change Status to "w - WITHDRAWN"
Change Item Agency to "99 Withdrawn or Lost"
Insert Internal Note reading "Withdrawn [Month] [Year]"'
Choose the Summary tab on the left and select "View Item" to see the number of copies.
If the only item that appears is the one being withdrawn, select Edit (Edit Record) at the top of the screen. Change Bib Code 3 to "w - SUPR WITHDRAWN". Change the Location code to "wmcz or w[original location]". Then hit Save.
If you are withdrawing the only copy held by University Libraries, but there are copies held by Jackson State, Lemoyne-Owen, etc., confirm that the Location field does not say "multi" and reflects the correct holdings. Then hit Save.
PHYSICAL PROCESSING
Stamp each item "Withdrawn" on the title page and the side, and discard it.
Send a note to Cataloging (Elizabeth) asking her to run the report so the titles can be removed from OCLC.
Withdrawing Damaged/Irreparable Material is a shorter process because we do not have to send out for TBR review.
**If you are working from a paper list, verify that each title in the box appears on the printed Excel-generated list.**
SIERRA PROCESSING
For each book, scan the barcode which will bring up the Item Record. In the Item Record change Item Code 2 to "n - SUPPRESS"
Change Location to "w - Withdrawn or Lost from [original location]"
Change Status to "w - WITHDRAWN"
Change Item Agency to "99 Withdrawn or Lost"
Insert Internal Note reading "Damaged and Irreparable; Withdrawn [Month] [Year]"
Choose the Summary tab on the left and select "View Item" to see the number of copies.
If the only item that appears is the one being withdrawn, select Edit (Edit Record) at the top of the screen. Change Bib Code 3 to "w - SUPR WITHDRAWN". Change the Location code to "wmcz or w[original location]". Then hit Save.
If you are withdrawing the only copy held by University Libraries, but there are copies held by Jackson State, Lemoyne-Owen, etc., confirm that the Location field does not say "multi" and reflects the correct holdings.
If you are working from a printed list, place a check mark next the title that has been withdrawn and move to the next item.
PHYSICAL PROCESSING
If you are working from a printed list, make a copy and send to Cataloging (Elizabeth or Cathy). If you are not working from a paper list, generate a list in Sierra to show which items were withdrawn for a particular month.
Automatic Withdrawals are items that are being removed from the collection because we have received newer editions. These items typically come from Reference and Government Publications. The items are already in boxes and should be accompanied by an Excel-generated list indicating which titles are in each box.
**Before processing, verify that each title in the box appears on the printed Excel-generated list.**
SIERRA PROCESSING
Working from list, enter the barcode number into Sierra. This should pull up the Item Record.
Change Location to reflect "Withdrawn or Lost from [Current Location]"
Change Status to "w - WITHDRAWN"
Change Item Agency to "99 Withdrawn or Lost"
Insert internal note reading "Weeded [Month] [Year]" --> example: Weeded Nov 2013
If a Barcode number is NOT found in Sierra, mark an "X" next to the title on the paper list.
PHYSICAL PROCESSING
Make a copy of printed list. Highilght checked titles in green and x-ed titles in orange. Give highlighted list to Cataloging (Elizabeth or Cathy).
If an item was not found in Sierra, stamp the book "Withdrawn" and either discard or leave in the box to be discarded at a later date.
Keep remaining books in a box and mark the box "Withdrawn [Month] [Year].
A list of withdrawn material will be generated from Sierra and sent out to TBR institutions to see if anyone wants the material. Steve will circulate the list and send out an email to let us know the date we can discard the material.