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Deletion of Records

[Last revised:  May 10, 2019 - GLJ]
 
REMEMBER:  There is a hierarchy to follow with record deletions. Item record(s) must be deleted first, then Holdings record(s), and lastly the Bibliographic record.  Voyager will not allow you to delete a Hldgs record if there are still Item record(s) attached, or a Bib record if there are still Hldgs record(s) attached.
 
First, check to see if there is a Purchase Order (PO) attached, which will determine whether you follow Procedure A or B, below.  Search for/Retrieve either the Bib or Hldgs record in Voyager Cataloging module and then select Record → View Line Items in Acquisitions (Alt RQ or Ctrl+M)

Procedure

Deletion of records with NO Purchase Order attached
 
Even if you are able to simply scan the barcode of the item in hand, navigate to the Item record in the following order:  (It will make the deletion steps easier as you work your way backwards from the Item record to the Bib record)
  1. Search for/Retrieve the Bib record in Voyager Cataloging module. (Be sure to compare the material against the Bib record to confirm you’ve brought up the correct record!)
  2. From the Bib record, click Get Hldgs.  Select/Retrieve the appropriate Hldgs record.
  3. From the Hldgs record, click Get Items.  Select/Retrieve the appropriate Item record.
  4. With the Item record as your active screen, confirm a match to the item in hand.
*IMPORTANT:  Always look at the Free Text field of the item record!  If it says:  DO NOT DISCARD. UVIC COMMITTED TO RETAIN UNTIL 2032 AS PART OF COPPUL SPAN Monograph, then this item must be retained! 
 
Otherwise, delete the Item record.  (Alt RD or Record → Delete)  A dialog prompt box asks "Are you sure…?"  Click Yes, and the Item record is deleted.
(If you get an error message that the deletion was blocked for some reason, refer to the “Exceptions/Problems” section of the Pick and Scan discard procedures for instructions on how to deal with them.)
  1. Return to the Hldgs record.  Repeat Steps 3-4 for any additional Item records to be deleted.  IF NO OTHER ITEMS ARE ATTACHED TO THE HLDGS RECORD, then delete the Hldgs record.  (Alt RD or Record → Delete)
  2. Return to the Bib record.  If there are multiple Hldgs records attached to the Bib and they are being retained, then do nothing further.  Otherwise, repeat Steps 2-5 for any additional Hldgs and Item records to be deleted.  IF NO OTHER HLDGS ARE ATTACHED TO THE BIB RECORD, then delete the Bib record.  (Alt RD or Record → Delete)
Deletion of records WITH a Purchase Order attached
 
Voyager will not allow the deletion of Bib or Hldgs records of titles with purchase orders attached. Instead, we need to code the records for deletion. (Only the Item records can truly be deleted in these instances.)
*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)
Even if you are able to simply scan the barcode of the item in hand, navigate to the Item record in the following order:  (It will make the deletion steps easier as you work your way backwards from the Item record to the Bib record)
  1. Search for/Retrieve the Bib record in Voyager Cataloging module. (Be sure to compare the material against the Bib record to confirm you’ve brought up the correct record!)
  2. From the Bib record, click Get Hldgs.  Select/Retrieve the appropriate Hldgs record.
  3. From the Hldgs record, click Get Items.  Select/Retrieve the appropriate Item record.
  4. With the Item record as your active screen, confirm a match to the item in hand.
*IMPORTANT:  Always look at the Free Text field of the item record!  If it says:  DO NOT DISCARD. UVIC COMMITTED TO RETAIN UNTIL 2032 AS PART OF COPPUL SPAN Monograph, then this item must be retained! 
Otherwise, delete the Item record.  (Alt RD or Record → Delete)  A dialog prompt box asks "Are you sure…?"  Click Yes, and the Item record is deleted.
(If you get an error message that the deletion was blocked for some reason, refer to the “Exceptions/Problems” section of the Pick and Scan discard procedures for instructions on how to deal with them.)
  1. Return to the Hldgs record.  Repeat Steps 3-4 for any additional Item records to be deleted.  IF NO OTHER ITEMS ARE ATTACHED TO THE HLDGS RECORD:
    1. Click Suppress from OPAC
    2. Click Leader and change Record Status to d : Deleted
    3. In the 852 field, add  ‡x RECORD DELETED (no period) directly after the 852 ‡b location code, and delete all other 852 subfields.(However, if the monograph is being serialized, add another ‡x to the 852 field pointing to the serial record involved, e.g. ‡x SEE SERIAL RECORD 488208)
    4. Save to DB
  2. Return to the Bib record.  If there are multiple Hldgs records attached to the Bib and they are being retained, then do nothing further.  Otherwise, repeat Steps 2-5 for any additional Hldgs and Item records to be deleted.  IF NO OTHER HLDGS ARE ATTACHED TO THE BIB RECORD:
    1. Click Suppress from OPAC
    2. Click Leader and change Record Status to d : Deleted
    3. Insert a 590 field in numerical order, both indicators blank, ‡a RECORD DELETED. (with period)
    4. Save to DB
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