library policy #19: Policy on Withdrawal of Library Materials

The purpose of this policy on withdrawal of library materials is to establish the guidelines for interaction between departments for the withdrawal of circulation, public catalog and other associated records for materials which have been discarded, declared missing, or declared lost.

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2.1 Missing Materials

When a patron has requested a search or the library conducts an inventory, material is considered missing after six months if it has not been found.

2.2 Lost Materials

Material is declared lost after it has been reported lost by the borrower or presumed lost by the library.

2.3 Discarded Material

An item is discarded if it is worn, mutilated or defective, and/or a decision has been made not to retain it. (The Collection Development policy [in draft] describes additional selection criteria.)

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3.1 Missing Materials

3.1.1 When an item cannot be found in its assigned location or in circulation files a search slip is completed by the patron or library staff member.

3.1.2 The search slip is filed by Circulation staff in a separate file. Circulation will search for the item and if not found will search again 7 days later.

3.1.3 If an item is not located after 5 searches (6 months), circulation staff add a "missing" status indication to the circulation file (online or manual).

3.1.4 Circulation staff clear all associated circulation files (patron, search file, etc.) and forward search slip to the Cataloging Department.

3.1.5 The Cataloging staff clear all bibliographic and holdings files including: public catalog, shelflist, and online files.

3.1.6 The Cataloging staff forward a copy of the search slip or shelflist to the appropriate Library liaison.

3.2 Lost Materials

3.2.1 A borrower notifies the Circulation staff that an item is lost (or the library presumes an item is lost) according to section 2.2.

3.2.2 A "lost" status indication is added to the circulation file (online or manual).

3.2.3 Circulation staff prepares a search slip with the indication of item "lost" and forward the search slip to the Cataloging Department.

3.2.4 Circulation clear all associated circulation files (patron, search file, etc.)

3.2.5 Circulation staff clear all bibliographic and (holdings) files including: public catalog, shelflist, and online files.

3.2.6 Cataloging staff forward a copy of the search slip or shelflist to the appropriate library liaison.

3.3 Discarded Materials

3.3.1 Patrons or Library staff identifying materials as candidates for discard (section 2.3) forward them to the Circulation Department.

3.3.2 Circulation staff clear all associated circulation files as necessary.

3.3.3 Circulation staff forward the item to the Cataloging Department.

3.3.4 Cataloging staff clear all bibliographic and holdings files including: public catalog, shelflist and online files.

3.3.5 Cataloging staff forward the item to the appropriate Library Liaison.

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4.1 Library Liaisons Make Acquisition Decisions

4.1.1 Library Liaisons receive search slips or shelflist cards or items from the Cataloging Department.

4.1.2 Library Liaisons decide whether to order or replace the withdrawn items with the latest edition.

4.1.3 Library Liaisons return the search slip or shelflist card or item to Collection Development with a new Book Order Request Form for items they have decided to replace.

4.1.4 Collection Development staff order replacements from existing funds as indicated on the Book Order Request Form.

4.2 In the case of items not replaced, Library liaisons should return the shelflist card to the Collection Development Department in order to maintain a withdrawn file.

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Sponsored by: Katina Strauch and Bob Neville 9/9/85
Revised by : Gary M. Ross 3/17/86
Sheila Seaman 3/17/86
Approved: Administrative Group 3/17/86
Reviewed: Librarians 4/17/86
Approved: Director of Libraries 4/18/86

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Phone: (843)953.5530 | Fax: (843)953.8019

College of Charleston Libraries | 205 Calhoun Street

Mailing Address: 66 George Street, Charleston, South Carolina, 29424