Embedded Files
*** In this document, you will find a procedure on how to delete/purge a record as well as how to delete/purge a large number of records (weeding process) ***
HOW TO DELETE / PURGE A UNIQUE RECORD
Search for either a bibliographic, holding, or patron record then "Edit" the record. You can search in "Catalog" or "Circulation" for the record. There are two modes:
DELETE: Once the "record editor" is opened, place a checkmark on "delete" and then "save". This will place the record in delete mode. Library users will not be able to find them in the catalog only librarians, and the record will display in red fonts.
PURGE: Once the "record editor" is opened place a checkmark on "delete", "purge" gets activated and a checkmark can be placed on it. After clicking "save", the record will be completely gone from the catalog.
Note: If you purge a bibliographic record, all holding records associated with that title will be gone as well. If a holding record is purged, then only that specific record will be removed.
HOW TO FIND ALL RECORDS MARKED FOR DELETION
Click the dropdown in "catalog" and select "cataloging tools"
Select "find and replace" from the menu to the left
Select the table for the type of record you wish to search: bibliographic or bib-holding
Change the first search attribute ("Subject" for bibliographic, "Anywhere" for holdings) to "Record Status"
Place the letter "d" (no quotes) under "record status" and search
From the results, you can purge these by clicking "select all", then "purge selected"
WEEDING PROCESS
DELETE / PURGE SELECTED RECORDS
Click the "drop-down" in the "catalog" tab and select "Cataloging Tools"
2. From the column to the left, select "find and replace"
3. You can either search for the records (bibliographic or holding) OR choose the option "upload barcodes" where you can scan the barcodes easily or upload a barcode file (How to Create a Barcode File)
4. Once the search is done, (if you want, you can either print or download a CSV for you to keep track of those records) click "select all", then click either "delete selected" OR "purge selected"(the purge option will completely remove the record(s) from your library catalog).
UNABLE TO PURGE A RECORD
The most common reason why a record cannot be purged is due to it being out on “loan” or the record having a circulation “message” attached or there is a “fine” attached.
Here are the steps you can use to check:
Go to "Circulation" and select "Status".
Scan or type the patron or item barcode to retrieve the record.
See if there is a transaction on it and clear the transaction.
If there is no transaction, click on "select action" to see if there are any. Messages are attached and detached them.
Finally, try to purge the record. If you are still facing issues, please let us know so we can research this for you.
The following video will go over these steps: Unable to Purge an Item. The same steps apply when you cannot purge a patron record.
Page updated
Report abuse