UCB Libraries

Discards | Series | Hearings | Executive Branch Agencies | Cataloged in Prospector

Creating Offers Lists (Revised January 2008)

Discards 

There are several ways to create lists of titles that you wish to discard:  by creating lists for series, by marking checklists for older hearings and publications of executive branch agencies, and by exporting a title-by-title list from the Prospector system for fully-catalogued materials (generally 1976 to the present and selected older materials).   What follows is a brief description of all these methods.  If you have questions, please contact us (Margaret.jobe@colorado.edu or Leanne.walther@colorado.edu) BEFORE you get started.

Lists for Series (Print format), all dates

Please provide the complete title, Sudocs Number, and holdings.  Indicate consecutive runs with dashes.  Designate breaks in consecutive runs with commas. 

Examples:

Smithsonian Miscellaneous Collection, SI 1.7, vols. 1-10, 16, 22-34

Bureau of American Ethnology Bulletins, SI 2.3, nos. 31-43, 46

Name of contact person
Name of Library
Name of Institution
Mailing address
City, ST, Zip
Phone
E-mail address

• Arrange documents being discarded in SuDoc number order. The titles will appear on your list in the order you saved them, so you need to search the documents in SuDoc order.
• Search the documents in Prospector by GovDoc number or title.
  • Save the record.
  • Within the full bib record, the "Save Record" button is on the top left side of the screen.
  • On a summary screen with a list of titles, you may click in the box on the left side of the screen in the "Save" column. Click on as many titles on the screen as desired, then click on "Save Marked Records" at the top or bottom of the screen.
  • If you want to save all the titles on the screen, click on "Save All On Page." Marked records will not be carried on to the next screen so you must save what you want on each screen.
• When you have saved the desired records, click on the "Export Saved" button at the top of the screen.
• On the next screen, you must change the format of the list. Click on the button for "Brief Display." The brief display will consist of author, title, imprint, and call number.
• You may email the list to yourself or another staff person or save the list to your computer (local disk) by clicking the "E-mail" or "Local Disk" buttons on the right side of the screen. If you are e-mailing the list, it is possible to change the information in the Subject line. Do not e-mail your list directly from Prospector to the Regionals.
• You may also view your list by clicking on the "Screen" button on the right side under "Subject" and then clicking on "Submit". This will allow you to see that your list is in the correct format.
• You should have a list that contains only the author, title, imprint, and SuDoc number. If you have a full record, go back a screen and select the "Brief Record" format. Some records will not have an author. Some entries may also have an LC or Dewey number. The SuDoc number will probably repeat. This is okay.
• Once you have e-mailed your list or saved it to your computer, you will need to open the list in a word processor or text editor to add your contact information and perform any needed editing. Your list should start with the name of offering library and type of list and then give the following information:
  

  Name of contact person
  Name of Library
  Name of Institution
  Mailing address
  City, ST, Zip
  Phone
  E-mail address