Deleting Records

The steps you use to delete individual records depend on the record type. Choose one of the following record types for information on deleting records:

For information on using a review file to delete multiple records or scanning items to delete item records, see the Delete Records function page.

Deleting ILL Requests

For information on deleting Interlibrary Loan (ILL) requests, see Deleting ILL Requests.

For information on the permissions necessary to delete different record types, see Permissions for Deleting Record Types.

Valid for Deletion

The records you delete must be valid for deletion according to the Innovative system's deletion rules. If one or more of the records to be deleted is not valid for deletion according to these rules, the system displays a message indicating why each record cannot be deleted. For more information on the rules that govern record deletion, see Deletion Rules.

Deleting Authority, Bibliographic, Contact, Course, and Resource Records

To delete an authority, bibliographic, contact, course, or resource record:

  1. Retrieve the record you want to delete and choose the Edit toolbar icon.

    2. If your search retrieves a browse list, select the record in the list and choose the Edit toolbar icon.

  2. Select File | Delete <record type> Record.
  3. When Sierra prompts Delete <RECORDTYPE> record <record number>?, click Yes to delete the record, or click No to cancel the deletion and return to the Edit Record window.

    4. If you are deleting a bibliographic or resource record that has records attached, the system prompts Delete <RECORD TYPE> record <record number> and all attached records?. Click Yes to delete all records, or click No to cancel the deletion and return to the Edit Record window.

Deletion Rules

You cannot delete a bibliographic record if the attachments are not deletable according to the Deletion Rules. If you are deleting attached order records, there are restrictions in addition to the deletion rules. See Deleting Order Records below for further information.

Deleting Patron Records

Deleting patron records using the Routing function is possible only if your system is configured to use the patron record database for routing.

To delete a patron record:

  1. Retrieve the record you want to delete, and click Edit on the toolbar.
  2. Select File | Delete <record type> Record. If you are deleting a patron record in the Circulation function, you can also click Delete on the toolbar.
  3. When prompted, click Yes to delete the record, or click No to cancel the deletion and return to the Edit Record window.

When you delete a patron record, Sierra also deletes the following information related to that patron:

Deleting Checkin/Holdings, Item, License, and Volume Records

To delete a checkin/holdings, item, license, or volume record:

  1. Retrieve the bibliographic or resource record associated with the record you want to delete.
  2. Select Checkin/Holdings, Item, License, Volume, or All Record Types from the View drop-down list in the Summary tab.
  3. Select the record you want, and click Delete.

    4. If you delete an item record that is linked to other bibliographic record(s) or a license record that is linked to other resource record(s), Sierra displays a dialog box, asking if you want to delete these links. Click Yes to delete the link(s) to the bibliographic or resource record(s).

Deleting Order Records

To delete order records with a status of "1" or "2", you must be assigned permission 135 (Delete order records). To delete order records with a status of "z", you must be assigned permission 135 (Delete order records) and 417 (Delete Cancelled Orders). See Permissions Used by Sierra for more information.

You can delete order records with a status of "1", "2", or "z" from the editor. To delete order records with other statuses, see the Delete Records function. Note that you cannot delete order records with a status of "c", "o", "e", or "q".

You can preserve order record information before deleting order records by importing order record information into item records.

To delete an order record:

  1. Retrieve the order record you want to delete. You can do this by either retrieving the order record or the bibliographic record linked to the order record.
  2. Select one of the following methods.
    • Select the Summary tab, and select either Order or All Record Types from the View drop-down list. Select the order record from the list, and click Delete.
    • Edit the order record. With the order displaying in the record editor, select File | Delete Order Record.

    3. The Delete Record(s) dialog box appears.

  3. Check the box if you want to delete the attached bibliographic record. Click Yes to delete the record(s).
Deleting Order Records with a Status of "z"

Order records with a status of "z" cannot be deleted until the PAID fields are removed. See Allow payments made before what date to be deleted for information on deleting PAID fields in order records.

Alternatively, you can create a review file in Create Lists and use the Delete Records function to delete these records in bulk.

Permissions for Deleting Records

This table describes the permissions required to delete different record types. For more information on these permissions, see Permissions Used by Sierra.

If you have the appropriate permission(s) as described below, you can delete a record type if it displays in Sierra. For information on which record types appear in Sierra, see Record Displays.

To delete this record type... You must be assigned...
Authority 115 (Delete authority records)
Bibliographic with
CDATE (catalog date) 		104 (Update bibliographic records) and
105 (Delete cataloged bib records)
Bibliographic without
CDATE (catalog date) 		106 (Delete uncataloged bib records) and
109 (Update uncataloged records)
Bibliographic with
attached records 		Permissions listed above and
108 (Delete bib and all links)
Checkin 145 (Delete checkin records)
Contact 235 (Delete Contact Records)
Course 175 (Delete course records)
Holdings 145 (Delete checkin records)
Item 125 (Delete item records)
License 225 (Delete Resource license)
Order 135 (Delete order records)
Order (status z) 135 (Delete order records) and
417 (Delete Cancelled Orders)
Patron 165 (Delete patron records)
Resource 215 (Delete Resource records)
Resource with
attached records 		218 (Delete Resource and all links)
Vendor 415 (Delete vendor records)
Delete Permission

To use the Delete Records function, you must be assigned permission 25 (Delete records of any type) as well as the "delete" permission for any type of records you want to delete.

See also:
Moving (re-ordering) Records in the Delete Items
Deleting Fund Records
Deleting Routing Records
Deleting the Checkin Card