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Gifts: Withdrawal Processing Procedures for Divisional Libraries

Withdrawal Processing Procedures for Divisional Libraries

(Last Revised 10/27/11 C.Follett)

This procedure supplements the CMG Policy on Withdrawals,, and the Government Document Discard Procedures:


  • All materials that are withdrawn from the collection must be desensitized and stamped “Withdrawn”over the MIT Property Stamp:
    • Books and bound journals  - verso of title page
    • Journal back issues - cover of journal.

  • Statistics for Discard Direct material are kept locally.  Statistics are reported at the end of the fiscal year in the add/direct statistics and submitted to Head, CSM.

  • Notify cataloging staff in AMES of any bibliographic changes that need to be made to Barton.  Cataloging staff keep statistics at the library level for deleted barcodes and deletion of whole titles from the database.

  • Boxes of books should be clearly marked as “Withdrawals” or “Rejected Gifts” and sent to Gifts Rm.14-050.

    NOTE:  Journals, Bound Journals and Government Documents (0255) should *NOT* be sent to Gifts.  Consult the Government Documents Discard Procedures (  Journals can be put in a free box in your library or boxed and recycled or compacted via the dumpsters in Bldg. 4, near the Coffee Shop.

  • If sending more than 2 boxes in a week, please send an email to  For pickups contact Delivery Services at


  • The Gifts Office makes every attempt to either sell material received, donate it to another charitable organization or offer it for free to the MIT Community via booksales.  In the event that the material is not sold or donated, it is recycled or discarded.

  • Material that is discarded immediately includes: damaged or moldy material, brittle material, computer files, MIT Alumni Registers, looseleaf updates, outdated directories, annual reports.

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QUESTIONS?  X8-5427 or