Alma Procedures

To withdraw item records in Alma please refer to the LCC's CCollections Guidelines and Procedures.

Steps:

• Search by Physical Title or Physical Items to find the item that you want to withdraw
• From the title results, click Items from the ellipses of the title of the item being withdrawn, or go directly to the item from your item search
• Click Edit from the ellipses of the item being withdrawn
• Click on the Notes Tab
• Scroll to Statistics:
  • Note 1 field: [Type wdn] This is mandatory in order to keep statistics on withdrawn items in Alma using Analytics
  • Note 2 field: [Optional - type in the reason why the item is being withdrawn]
• Click Save
• Click Withdraw from the ellipses of the item being withdrawn
• 
• Click Confirm when the Confirmation Messages appears asking if you want to withdraw the item.
  • If this is not the last item on the holdings record, you are done
  • If this is the last item for the holding record a pop-up will appear asking "The last item of this holdings record was deleted or moved. What do you want to do with the holdings record?" select “Delete Bibliographic Record (unless other holdings present)”
• Click Go

To delete an item that you don't need to track for statistics, follow the steps above, but don't add any information in the statistics area.

To delete/withdraw multiple item records at once follow the steps listed below.

Steps:

• Create a set
• Use the "Change Physical Item Information" job to add "wdn" to statistics note #1. 
• Use Withdraw Items job to delete items in the set

Create a set:

• Do a Physical Items search for item records to be deleted. Create set and review it to make sure all of the records should be deleted
• Or create an itemized set from a .csv or .xlsx file of barcodes

Add "wdn" to set of records:

1. Run the "Change Physical Item Information" job to add "wdn" to the item records Statistical Notes 1 field
   • Go to Admin>Manage Jobs and Sets>Run a Job
   • Search by name: "Change Physical items information"
   • Click on the radio button next to "Change Physical items information" job
   • Click Next
   • Click on the radio button next to the set of item records
   • Click Next

• Review the set
• Click Submit

Run the "Withdraw Items" job 

1. Go to Admin>Manage Jobs and Sets>Run a Job
2. Search by Name: Withdraw Physical Items
3. Click on the radio button next to the Withdraw Physical Items job
4. Click Next
5. Click on the radio button next to the set the items records will be deleted
6. Click Next
7. Select the Parameters for the job
   • How to handle holdings without items and bibliographic records: [Select Delete holdings, delete bibliographic records that have no other holdings]
   • Check the boxes next to other parameters for records with certain criteria where the item record(s) should not be delete
8. Click Next
9. Click Submit
10. Click Confirm