*** This version of Confluence is for testing only and contains a copy of content from June 29th 2026. No changes will be preserved. ***
Scope: This procedure contains instructions for deleting authority, bibliographic, holdings, and item records from VoyagerFOLIO, as well as for deleting Cornell holdings from OCLC WorldCat. Only staff with the appropriate authorizations will be able to delete records.
Contact: Barbara Tarbox, Gary Branch Jenn Colt, Laura Daniels, Pedro Arroyo
Unit: Post Cataloging Services
Date last updated: 07/16/08
Date of next review:July 2016
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Holdings Records
Item Records
Deleting COO Holdings from OCLC
Deleting Holdings from WorldCat Manually
July 2025
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Authority Records
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1. Send requests to delete local authority records (which lack 010 fields and contain 040 $a NIC $c NIC) to the Authority Control Assistant in LTS Database Management Services (DMS).
2. Catalogers in Olin LTS may make printouts of their records, clearly annotate the worksheets, and place them in the NACO Bin in Room 107E Olin.
Anchor A2 A2 B. NACO Authority Records:1.
- Send requests to delete authority records from the national file to
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- the CUL NACO Coordinator.
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2. Catalogers in Olin LTS may make printouts of their records, clearly annotate the worksheets, and place them in the NACO Bin in Room 107E Olin.
3. For more information, see the NACO Guidelines.
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Bibliographic Records
Instance and underlying source MARC records cannot be deleted manually from FOLIO. They can, however, be marked to be deleted.
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A. General Considerations
1. Records cataloged in Voyager have been exported to FOLIO have holdings set in OCLC and our bibliographic (“COO”) holdings must be deleted from WorldCat whenever the Voyager BIB FOLIO Instance record is deleted or suppressed from the OPACpublic catalog.
2. Deleting our bibliographic holdings from WorldCat will be is not currently done automatically overnight under 2 conditions.
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b. Record is suppressed with 948 withdrawal statistic present with today’s dateIn future, our holdings will be automatically deleted when an instance record is suppressed from public display.
3. Our OCLC holdings will not be deleted when more than one unsuppressed FOLIO instance has the same OCLC master number.
4. If overnight when they do not represent withdrawn titles. For example, holdings are better represented on another OCLC master number. Then , then holdings must be removed deleted manually from the previous OCLC record and added to the other master new record manually.Anchor
5. If in doubt, suppress the instance record but do not delete the holdings or use the deletion statistical code.
B. To Mark an Instance Record to be deleted
1. Delete all Item and MFHD Holdings records associated with the BIB record. If you cannot delete the items and MFHDs, you will not be able to delete the BIB.
2. Uncataloged records:
Display the BIB.
Type [alt] r d to delete the record.
Click on YES to confirm the deletion.
3. Cataloged records (except duplicates):
Display the BIB.
Set Leader / Record Status to d.
Type [alt] s p to suppress Suppress the record from OPAC public and staff display.
Type [control] b to save the record to the database.
An automated program will delete our holdings from OCLC overnight and remove the records from Voyager monthly.
4. Cataloged records (duplicates):
Display the BIB to be deleted.
Add 995 $a NoEx
Set Leader / Record Status to d.
Type [alt] s p to suppress the record from OPAC display.
Type [control] b to save the record to the database.
An automated program will remove these records from Voyager monthly.
Note: When deleting a duplicate record from Voyager, verify that the record to be retained contains an 035 field with the correct OCLC number, if that information is readily available.
3. Assign the statistical code "Delete: Delete - Delete"
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Holdings Records
Delete all Anchor
2. To delete a holdings record:
Display the MFHD.
Type [alt] r d to delete the record.
Click on YES to confirm the deletion.
If you get the message Unable to delete holdings record. PO must be deleted first, click on OK and alert Acquisitions.
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The steps for deleting a Holdings record are outlined here
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Item Records
The steps for deleting an Item record are outlined here
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1. If you want to delete a bibliographic record from Voyager, you must delete its associated item record(s) first, then its MFHDs, then the BIB record. Voyager will not let you delete an item record that has circulation transactions pending against it, such as a record for a title that is charged out to a patron through the Circulation module. Deleted records stay in the system, even though we can't view them.
2. To delete an item record:
Display the item record.
Type [alt] r d to delete the record.
Click on YES to confirm the deletion.
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Deleting COO Holdings from OCLC
Anchor E1 E1 A 1. General Considerations
1. Records Records cataloged in Voyager have been exported to FOLIO have had holdings set in OCLC and our bibliographic (?COO?) holdings must be deleted from WorldCat whenever the Voyager BIB FOLIO Instance record is deleted or suppressed from the OPAC.
2. Deleting our bibliographic holdings from WorldCat will be done automatically overnight, except when BIB records cannot be deleted from Voyager because:
a. they are attached to approved purchase orders or to item records with outstanding circulation transactions, AND
b. they do not represent withdrawn titles. In this case, bibliographic holdings must be manually deleted from WorldCat.
(Exception: When the OCLC master number in FOLIO is present in multiple FOLIO bibs then do not remove our holdings from OCLC.)
2Anchor E2 E2 B. Deleting Holdings from WorldCat Manually
1. "Deleting" records from OCLC means removing Cornell's holdings symbol ("COO") from the master record, not removing the master record itself.
2. Unless the Voyager BIB falls into the exceptional case described directly above in A.2, our holdings will be removed from OCLC automatically overnight.
3. To remove our holdings manually from WorldCat:
Please check to make sure that OCLC number is not present on any other Voyager bib.
Log on to OCLC using an update account.
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For more information, see Delete Holdings on the OCLC Help menu.
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