Q. How do I withdraw a physical item?


There are two ways to withdraw physical items in Alma, individually or in bulk.

Individual process:

  1. Open the Item record for the item being withdrawn.
  2. Click on the Notes tab.
  3. In the Statistics note 3 field, add the appropriate withdrawn code (note each college can decide locally which of the codes they use):
    • wdn/d - Damaged
    • wdn/l - Lost (Long overdue, item connected to a loan.)
    • wdn/m - Missing (Not found on shelf.)
    • wdn/s - Superseded (New edition has replaced the current title.)
    • wdn/w - Weeded (Title no longer appropriate/relevant for the collection.)
  4. Save the Item record.
  5. Under the list of items, find the item being withdrawn. Click on the ellipses, click on Withdraw.
  6. If the item is the last one in a Holdings record, a pop-up will appear. Select "Delete bibliographic record (unless other holdings are present)." This just deletes the bib record from the IZ not the NZ, which is what we want.  
  7. When the item is the last item at an institution, withdraw the item from OCLC as well.
    1. Log into OCLC Connexion.
    2. Find the OCLC number on the item's bib in Alma.
    3. Search in OCLC with the OCLC number.
    4. Find the item that shows your institution's holdings (i.e. ARC’s symbol is ASR) . Open the record up.
    5. Under the Action drop down select Delete Holdings.

Batch process:

This involves the BBG (Book-Be-Gone) Tool and needs to be set-up by your library's Cataloging Librarian.


  • Last Updated Sep 09, 2021
  • Views 24
  • Answered By Hilary Mroczka

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