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5.2. Deleting Items

Last Updated 01/08/2026

How to Delete Copies

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Items may be deleted following three methods: from the Item Status page, from the Holdings View in the Bib Record, and from an Item Bucket. Regardless of method, items in certain statuses, including Checked Out and In Transit may not be deleted. Items in these statuses must be scanned and made available, then changed to a status of Discard/Weed prior to deletion. When deleting the last item on a record, the record will also be deleted, so care should be taken not to delete items that a library intends to replace until the replacement has been acquired. 

When deleting items, it is important to first make sure the item belongs to your library. Check the barcode range as well as the owning library. The Circulating Library may not reflect the owning library. Also, be sure to display the item status to ensure that you are only attempting to delete items in a status eligible for deletion.

How to Delete Items

There are 3 methods that we recommend for deleting items.

From the Item Status Page

This method is recommended for most standard item deletions, especially when deleting multiple items at once.

1. Navigate to the Item Status interface. 
2. Scan barcodes for items you want to delete, or upload a file of barcodes. 
3. Ensure none of the items have a status that is inelligible for deletion before proceeding (see below). 
4. Select the items you wish to delete by checking the box on the correct line.
5. Choose "Delete Items" from the Actions menu. 
   
6. Confirm the deletion in the dialog box. 
   

From the Holdings View

This method is recommended when deleting multiple items attached to a single call number.

1. Navigate to the Holdings View tab of the bibliographic/title record.
2. Locate the volume or item you will be deleting. Check the box on the appropriate line.
   
3. Select the option from the Delete section of the Actions menu that matches your selections (Delete Call Numbers and Items or Delete Items).
   

Note: Deleting the volume/call number will delete all attached copies. Deleting the only copy attached to a call number will only work if you also choose to delete the call number.

From an Item Bucket

This method is recommended for batch deletion of single items, especially when the list is created over time or by multiple staff users.

1. Add items to the bucket to be deleted.
2. Ensure the Item Status column is visible. If it is not, add it from the grid settings menu.
   
3. Select all items you wish to delete by checking the boxes on their line in the grid. Do NOT select any that are in a status that is not eligible for deletion.
4. Choose Delete Selected Items from Catalog from the Action Menu.
   

Statuses that may not be deleted

Do NOT manually edit or delete items with statuses indicating open or incomplete transactions, because doing so would negatively impact database recordkeeping and give inaccurate results in reports.

Items with these item statuses must not be manually edited or deleted:

Checked out: Open transaction in which an item is assigned to a patron account. Do not delete items while in this status.

Lost: Open transaction in which an item is assigned to a patron account and marked as lost based on interval designated by the library system. Do not delete items while in this status.

Long Overdue: Open transaction in which an item is assigned to a patron account and marked as long overdue based on interval designated by the library system. Do not delete items while in this status.

Lost and Paid: Open transaction in which an item is assigned to a patron account and marked as lost based on interval designated by the library system. Do not delete items while in this status.

In transit: Open transaction in which an item is moving from one library branch to another.  Do not delete items while in this status.

On holds shelf: Open transaction in which an item is waiting for a specific patron to pick up the item from the library. Do not delete items while in this status. 

If you attempt to delete items in these statuses, you should receive a notification that you do not have permission to do so. These items MUST be scanned on the Check In screen to close the transaction before deleting.

How to delete items in a status that blocks deletion

Before deleting items in any of the item statuses listed above, follow this procedure:

1. Navigate to the checkin interface.
2. Set checkin modifier Supress Holds and Transits to avoid having the checkin trigger a hold capture. 
3. Check the item in to change its status to Available or Reshelving.
4. Select the item in the checkin grid by checking the box for its line.
5. Choose Mark Items Discard/Weed from the Actions Menu.
6. Move forward with the deletion process.

Deleting Last Item on the Bib Record