PO Short Records

PO SHORT RECORD is used when an item has been withdrawn, so the item record and possibly the Holding record is deleted. But the BIB (and possibly a Holding) record can not be deleted because it has a Purchase Order (PO) attached. These records need to be shortened and suppressed. According to the LRSN Cataloguing Procedures (v3.6) ....

PO SHORT RECORD: records

If you have a BIB record that has a purchase order (PO) attached, it currently can NOT be deleted. This record might have holding record attached, or the Holding (with item record/s) added to another full BIB record.

Add PO SHORT RECORD: in front of the title. ALWAYS type the words PO SHORT RECORD : before the title, with the title in sentence case,

eg. PO SHORT RECORD : The beginner’s cookbook.

NOTE: Remember to change Indicator 2 (I2) to 0, if the title had started with The, An or A.

In the Holdings record in subfield x, add a note explaining that you can’t delete the record, eg. “PO attached, can not delete the record.” Or “Item withdrawn, [and the date].” Also remove the h subfield.

NOTE: These records MUST be suppressed from the OPAC.

The minimum requirements for a short entry are to be followed, retain tags 020/022, 245, 250, 260 and add tag 590 – for full details on short BIB records see page 20 of the LRSN Cataloguing Procedures (v3.6).