[Dean Seeman / Gail Fowler – August 3, 2017 -- Latest rev. Feb. 11, 2022 re. clearing fines/fees–GLJ]
*IMPORTANT! WHEN USING PICK AND SCAN, ALL MATERIAL MUST FIRST BE SCREENED IN PREVIEW MODE ONLY! (step 3.c.) This will help to do a rough-sort of all material in hand & prevent items from being deleted automatically without having caught important retention notes.
**ALSO NOTE: Pick and Scan is used with extreme caution in the case of serial material! Please direct any discard requests involving known or suspected serial titles to Serials staff - email firstname.lastname@example.org with all information, indicating exactly which physical items (volumes/issues/complete set) are being discarded.
Discard Process Using Pick and Scan in Voyager Cataloging Module
*However, there are still several other possible error/warning messages you’ll need to watch for! Set those items aside in a “Problems” pile. See further down this document for a list of possible exceptions/”problems”, with instructions on how to deal with them.
If you still have a Pick and Scan results screen open, then clear the last barcode from the Identifier box, and under What to do, change the selection to Update Database.
Place your cursor back in the Identifier box and scan the barcode of an item you already confirmed “OK to delete”. *Remember, items will now be automatically deleted, while in Update Database mode.
Update Item Status should say “Deleted.” If this was the only item on the holding, then the Update Holding Status should also say “Deleted.” And if this was the only item and holding on the bib, then the Update Bib Status should also say “Deleted.”
OTHER POSSIBLE EXCEPTIONS/”PROBLEMS” AND HOW TO DEAL WITH THEM:
If you get the error “Delete blocked.” at the bib, holding, or item status, there is a problem with deleting some part of the record. This could be due to a number of factors and will usually occur at the holdings level.
NOTE: For any of the following scenarios, you will be required to have access and permissions to the Voyager Cataloging and Circulation modules and have permission to edit bibliographic and holdings records. If you are unfamiliar with these modules, DO NOT edit the bibliographic or holdings records! Instead, insert a slip of paper into the item, noting For Deletion and the error message received, and pass this material on to the Metadata/Cataloguing Supervisor.
Update Holding Status says “Delete blocked. Holding record has PO.” (see screenshot below) The holding cannot be deleted if there is a PO attached. This means the bib record also cannot be deleted. Instead, we need to code the record for deletion in the Cataloging module.
*NOTE: The procedure of coding records for deletion differs for serial records! Please direct any deletion/discard requests involving known or suspected serial titles to Serials staff. (Bib record --> Leader --> Bibliographic Level = s : Serial)
Coding monograph records for deletion:
Update Item Status says “Unable to delete. Item has associated fine/fee.” (see screenshot below) The fine/fee must be cleared in the Circulation module before we can proceed with deletion/discard.
Clearing fines/fees before deletion:
Update Item Status says “Unable to delete. Item is currently blocked.” (see screenshots below) There could be a couple different reasons for this error:
Look at the Item Status field. If it says “Charged”, then the item may simply need to be discharged before you can proceed. Open the Voyager Circulation module and Discharge the item. Go back to the Cataloging module and try to delete the item using Pick and Scan steps 7-8
Update Item Status says “Unable to delete. Item has been logged in a transaction exception.” (see screenshot below) If this is the case, a report needs to run overnight so try deleting this item the next day.