Deleting Item and Bib Records in Millennium

 Replacement Procedures
 

DELETING ITEM AND BIB RECORDS

1. If there is a physical item to be discarded from the system, place it on the Records management "discard" shelf. If you have marked the item and/or bib record for deletion or deleted the holdings from OCLC, you must check off the discard form in the folder on top of the discard shelf and insert the form into the item to be discarded. If no form is inserted in the book, it will be assumed that nothing was done with the item. *See also procedures for “Replacements.”
    
2. If working from a list (e.g. missing list*) without any physical item, mark each item destined for deletion by changing the "icode2" to "d” (discard). This will automatically suppress the record from the public ReadPAC. Records management needs the volume count and many bib records will have multiple copies or volumes to be deleted.
    
3. If the bib record is also to be deleted from ReadPAC, mark the record by changing the "bcode3" to “d“(delete code). This automatically suppresses the record from the public ReadPAC.
    
4. At the end of each month, Records management will create a list of all items marked for discard (icode2=d) and create a report that includes "status" or reason for discard. She/he will also create a list of bib records marked for deletion (bcode3=d) and create a report that includes the OCLC number. Records management will utilize the “Rapid update” function to delete these records from ReadPAC. Records management will also delete our holding symbol from OCLC.
   
   

*Missing list: The designated Aquisitions staff member will distribute missing items by liaison areas. The “missing” list will include barcode no., call no., title, volume, status, location, circulation count and internal notes. Librarians will review the list of missing items and mark with the following codes:

    DI        = Delete item, additional copies exist
    DR      = Delete item and bib record (no other copies, no replacement wanted)
    R         = Replace item with exact copy or newer edition

REPLACEMENT PROCEDURES

All missing and lost & paid lists will go to Acquisitions.  The replacement procedure is:

Exact replacement: Suppress the missing/lost item (ICODE 2)

Non-exact replacement: Suppress the missing/lost item (ICODE 2) and the bib (BCODE 3) if there are no available attached items

Not being replaced: Suppress the missing/lost item (ICODE 2) and bib (BCODE 3) if there are no available attached items

When creating the order record for a replacement, include an RACTION of  “attention" for exact replacements.

CATALOGING REPLACEMENTS
 

1. Exact replacements:  Catalog the new item by attaching a new item record to the existing bib record.
    
   1. Lost & Paid & Missing – ICODE 2 remains suppressed
   2. Damaged – change ICODE 2 to discard.  Put damaged item on discard shelf with note stating the icode was marked “d.”
       

3. DLC non-exact replacements: Catalog the new item under the new bib record, and change the old item and bib codes.
   1. Lost & Paid & Missing – change ICODE 2 and BCODE 3 to suppressed.
   2. Damaged – change ICODE 2 to discard, BCODE 3 to delete.  Put damaged item on discard shelf with note stating both icode & bcode were marked “d.”
       

4. Member copy non-exact replacements: Give replacement (and damaged item if applicable) to cataloger.  If necessary, cataloger will search for and export a matching OCLC record.  Cataloger will edit bib record and create a new item record.  If a new bib record is exported, cataloger will transfer order record to new bib record. Cataloger will then change old item and bib codes following the same steps listed above in 3. a – b.

3/06