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Deleting Items

All cataloging staff (but not student assistants) have permissions that allow item deletion.  To delete an item, highlight the item in the Items List window and click the Delete button. Be careful to choose the correct item from the list.

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Deleting Holdings

All cataloging staff (but not student assistants) have permissions that allow physical holding deletion, which strips the record of all fields except the LDR, thus removing it from all indexes except the index for holding system number.

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New holdings created in error:

Staff may delete new holding records created in error by adding STA DELETED.  This will automatically physically delete the holding.  It can be retrieved again using a holding system number search but will only consist of the LDR.

All other holdings:

Cataloging staff should add the following to other holding records needing deletion: STA SUPPRESSED and an 852 $x non-public note explaining why the holding is to be deleted.  Notify a supervisor to change the status to DELETED.


Deleting/Suppressing Bibs
Cataloging supervisors and Authorities staff have permissions that allow physical bib deletion, which strips the record of all fields except the LDR, thus removing it from all indexes except the index for bib system number. 

 

Using STA field to mark bib record for deletion or suppression

**Remember to delete the FUG holdings in OCLC when the deleted or suppressed record is the last copy.**

Cataloging staff (but not student assistants) should mark bib records as follows:

  • To delete, add STA DELETED to the bib and associated holdings.
  • To suppress from public view, add STA SUPPRESSED to the bib and associated holdings. 

    (See also Suppressing BIBS with Linked Orders)

Bib/Hol Examples

STA SUPPRESSED

Records for withdrawn material
Records for missing material
Unwanted records with order info
Records for selected staff use only items
Records created for payment purposes only

STA DELETED

Records created in error
Duplicate records

Records downloaded to use as basis for original record



Indexed: Deleting Records
               Record Deletion

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Prepared by Betsy Simpson, May 26, 2004

Revised May 6, 2005; October 1, 2007

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