Functions
The Canceled Publication Notification Tool is a custom report that SWAN staff have access to through Symphony WorkFlows. The report takes the input of a Catalog Key and performs two functions:
- Sends a form e-mail to all patrons with a hold attached notifying them that this hold is no longer able to be filled
- Removes all holds
Removing the holds allows libraries to follow up with order cancellation and item deletion processes that may otherwise be forbidden by Symphony due to pending holds.
Only patrons with valid e-mail addresses will be notified. No paper notifications can be provided by this tool. Patrons without a valid e-mail address will still have their holds removed without notification.
SWAN staff procedures
Before using this tool, SWAN staff will be sure to verify that either:
- The publication has truly been canceled by the publisher and not simply delayed, or
- All member libraries with items or orders on a record wish to cancel their order, as may be the case with extreme publication delays or if a particular vendor has made an item unavailable.
We will take the time to verify publication cancellations through publishers and authors. Often vendors will send notifications for order cancellations due to publication delays or changes to their offerings. SWAN staff will not cancel holds on items that are still being released at a later date or are available for purchase through other channels unless every attached library wishes to cancel their order.
When we have verified the validity of a cancellation, we will perform the following steps:
- Shadow the bibliographic record so it will no longer collect holds
- Write a note in the 591 Local Note field of the record indicating that the report has been used and why
- Notify libraries who have ordered the item that follow-up may be necessary on this order.
We will not delete or otherwise manipulate orders unless specifically told to do so. Instead, we will notify you that a publication has been canceled and rely upon your staff to handle the order records.
Member library reporting
If you have received a notification that a publication has been canceled and you need this tool to be run, please send in a ticket with the bibliographic record's Title Control Number or Catalog Key along with the information source from which you became aware of the cancellation.
Vendor cancellation notices do not always indicate a publication is not available. If you are unsure whether a publication is fully canceled or not, send the case to us for follow-up.
Sample e-mail
Below is a sample e-mail generated by this tool.
