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BASIC CREATE LISTS SCIUG 2009

Learn why and how to create lists in technical and circulation services for record management, statistics, error-checking, and targeted tasks. Find practical examples and strategies. Explore the basics and advanced functions.

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BASIC CREATE LISTS SCIUG 2009

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  1. BASIC CREATE LISTSSCIUG 2009 October 27, 2009 University of San Diego Wendolyn Vermeer, M.L.I.S. Cal Poly Pomona

  2. Why Create Lists? • TECHNICAL SERVICES: • Collocate records for batch edit • Find cataloging errors/incongruities • Statistics • Analyze collection: weeding, shelf reading, inventory, etc. • Targeted serials claiming • Featured lists • Withdraws/discards • Suggestions from the room?

  3. Why Create Lists? • CIRCULATION SERVICES: • Statistics • Internal use counts • Modify patron information • Fines collection • Claims returned, missing, and lost & paid searches • Suggestions from the room?

  4. The Basics • Find an empty list • Can click on column headings to sort • Lists w/ red initials are OWNED

  5. Select list to search on • Consider # of records you may retrieve • Click on SEARCH RECORDS

  6. Name your list • Choose type of record to be retrieved • Record type determines search options Ex: if store record type is “item,” you cannot use checkin record data in your search parameters

  7. Can choose range of record numbers • Default Start is first record in system • Default Stop is latest record created • Record letter (.b, .i, .o, etc.) plus asterisk is a wildcard Stop – use for saved searches and scheduled tasks! Ex: .i*

  8. Select search parameters • Double-click to see choices • “Append” to add a line below, “Insert” to add a line above • Exclamation point in “Field” allows you to specify exact MARC tag and subfield

  9. Watch that Boolean! AND v. OR • Which search would work? A: ITEM LOC = ejour AND ITEM LOC = ebook B: ITEM LOC = ejour OR ITEM LOC = ebook

  10. ANSWER: B • Item location is a fixed field and cannot have multiple locations/values • There exists no items with BOTH ebook and ejour locations, so the search result for A would be ZERO • Search B finds all items that have EITHER ebook OR ejour

  11. Click “Search,” and you’re off! You can: • Sort results • View the search strategy • Export to .txt/view in Excel • Print a list

  12. Saved searches: • Create or pull up at point of search construction, OR • View, edit, and create new saved searches here

  13. Much, much more on the Basics • Previous IUG presentations: • http://innovativeusers.org/iug-conferences • IUG listserv • http://innovativeusers.org/iug_listserv_search • CS Direct • http://csdirect.iii.com/documentation/lists-statistics.php

  14. Concrete Examples:Technical Services

  15. Find Cataloging Errors –Quick & Dirty • Export to Excel and sort fields • Include record # for easier edits from Excel • Use field delimiters that do not appear in fields to be exported, such as ^

  16. Open .txt file in Excel • Choose “delimited”, click next • Choose your delimited character (^), click next • Click finish • Play around with your list – happy hunting!

  17. Targeted error-checking via search strategy • Drawback: have to think up every possible kind of error in you search strategy!

  18. Statistics/Collection Analysis • Bibs catted Bib (B) Cat Date (28) BETWEEN (w) 10-01-2009 10-31-2009 • Items created Item (I) Created (83) BETWEEN (w) 10-01-2009 10-31-2009 • Periodical pieces checked-in • Export # of copies to Excel

  19. Shelf Reading • Call #’s sometimes in Bibs, and sometimes in Items? No problem!

  20. Use grouping to make searches work FOR you • Must have more than 2 Terms in order to group • Make sure you are grouped properly – draw those Venn Diagrams! • To group, highlight fields and click on “Group” button

  21. Ask the audience example Bib location equal to c AND Bib BCode1 equal to a OR Bib location equal to c AND Bib BCode1 equal to b OR Bib location equal to c AND Bib BCode1 equal to c

  22. Serials Claiming in the Team Environment • Serials Team is comprised of 4 people who are assigned various subject areas (delineated by HEGIS code) • HEGIS code is inserted as a Ret Note at checkin record creation • Allows staff to create a targeted list for claiming

  23. Strategy • Claims module • Review the file you just created for targeted claiming

  24. Featured Lists • http://opac.library.csupomona.edu/ftlist • Generated weekly by task builder/ saved searches

  25. Withdraws • Manual tallies of item/bib deletions were messy & prone to human error • Now, staff encodes records for deletion, and they are counted/ deleted once per month • Bibs receive BCODE3=d, items receive ICODE2=d

  26. Concrete Examples:Circulation Services

  27. Statistics • How many of the books reshelved last month were returns, and how many were new to the collection? • Create a list for total books added to the collection last month • Total books reshelved – new books added = # of returns reshelved

  28. PerCon Scanner • Internal Use Counts: • Scan shelflist barcode every time a periodical is reshelved • INTL USE field in item record is updated • Create a list of INTL USE and track usage • Create lists on-the-fly • Scan item barcodes, download the list from the scanner into Create Lists for batch editing • Use for shelf reading, storage lists, weeding, etc.

  29. Modify Patron Information • Change loan rules for groups of users • Ex: Change item checkout limit for high school borrowers • Create list by patron type and batch edit • Report academic holds to Registrar • Students owing more than $5 in fines cannot register for classes • Create list for students owing more than $5 dollars, export to Excel, & deliver

  30. Fines Collection • What was billed? • Sent to Franchise Tax Board?

  31. Where’s that missing stuff? • Print results to a list and go a-searching • (AKA, “snipe hunting”)

  32. Questions? Comments? • Live Demos • Thank you! Please don’t hesitate to contact me with you “humdinger” search strategy questions!!! Wendolyn Vermeer wcvermeer@csupomona.edu 909-869-4990

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