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Gathering Collection Data in Batches: Now what?

Gathering Collection Data in Batches: Now what?. (Two ways to use portable barcode readers). Portable barcode readers expedite. Tracking in-house serials use Running an inventory. QS6500BT, $472. P460, $819. OPN2001, $124. (1) How might we track the In-House Use of Serials?.

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Gathering Collection Data in Batches: Now what?

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  1. Gathering Collection Data in Batches: Now what? (Two ways to use portable barcode readers)

  2. Portable barcode readers expedite • Tracking in-house serials use • Running an inventory QS6500BT, $472 P460, $819 OPN2001, $124

  3. (1) How might we track the In-House Use of Serials? • In-house Use form requires single barcode entry (cannot batch load files) • Serials not barcoded

  4. Solution • Track serial use at title level • Create new holding/item record for each title (ZCT) • Place label w/barcode at shelving location • Portable barcode reader scans title barcode for each issue re-shelved • A PC macro automates transfer of barcodes from scanner to Aleph In-house Use form.

  5. Results In-house use statistics by collection code/call number breakdown (custom-18)

  6. In-House Use Statistics since July 1, 2009

  7. Setup • Create new holding code, ZCT, in Aleph • xxx50/tab/tab40 (collection definition) • Add MARC 945 field with item data • global changes (manage-21) in xxx01 • Create holding and item record using bibliographic data (manage-50), specifying: • Item/Holdings Creation Table: xxx01/tab/import/tab_hol_item_create_se • Mapping Table: tab_itm_mapping_serial • Suppress ZCT holding record • global changes (manage-21) in xxx60 • Create labels in Excel of Title/barcodes • Edit AutoHotkey script for scanner used, file path, etc.

  8. More information about In-House Use • ExLibris Knowledge Base

  9. (2) Inventory with a Barcode Reader • Steps we follow • Lessons learned

  10. Getting Started • Footprints request (OLIS) to add "last-shelf-rpt-num" to z52 in ADM library per script in: ExLibris Knowledge Base Information Item #16384-7953

  11. Drake’s Workflow

  12. Scan Section of Barcodes • Keep a log so students can easily reference call number of the last item scanned • Maintain a file naming convention: • ref_20091009-1.txt • inv77_errors • inv77_summary

  13. Inventory Definition (item-01) • Pay attention to call number type • Be sure to identify Collection

  14. Inventory Definition Report

  15. Inventory Marking (item-08)

  16. Aleph-Speak in the Errors Report

  17. Inventory Summary (item-09)

  18. Aleph-Speak in the Summary Report The Cat module has an Inventory Marking form for single item marking: ItemsInventory Marking

  19. Change Item Process Status to “Missing Inventory”

  20. Print Trace Cards

  21. More information Kortick, Y. (2007). How to Use Inventory Management Version 17 and Up (ppt). ExLibris Documentation Center/How To from Support/Holdings. ExLibris Knowledge Base Oswego Inventory - SUNYLA 2009 presentation (Chris Hebblethwaite). SUNY Oswego ALEPH/ExLibris Resources page via http://www.sunyconnect.suny.edu/

  22. Questions? Pat Maxwell Systems Librarian Drake Library The College at Brockport pmaxwell@brockport.edu 585-395-2578

  23. The following slides contain the steps we followed to add new holdings and item records in a batch mode.

  24. Add issue data to bib record

  25. xxx01/tab/import/tab_hol_item_create_se(edited to create call number based on title) Defines where in the bibliographic record item holdings data elements are to be found for the creation of items and holdings

  26. xxx01/tab/import/tab_itm_mapping_serial(edited to create call number based on title)

  27. Label Format • *B80* where “B80” is item barcode • Download barcode font (we use codabar) • 22 pt. worked best http://freebarcodefonts.dobsonsw.com/

  28. AutoHotkey • Free, open source utility for Windows • Create shortcuts, macros, more • http://www.autohotkey.com/

  29. AutoHotkey Script • Script reads data from barcode scanner into In-House Use window in the Aleph CIRC module • Written by Ron Miller (Southern Adventist University) for Symbol CS1504 Keychain Scanner • Edited for OPN2001 • ExLibris Knowledge Base 16384-15377

  30. KB Info Item # 16384-7953 Add to z52 in ADM library like this (do not include the arrows):> util g/2Enter sequence number to update, or return to continue, or NEW to create new sequence, or 0 to exit: NEW <------Enter sequence name (lower case): last-shelf-rpt-num <-----Enter sequence start number: 0 <-----Enter prefix for format output: [leave blank]Do you want to suppress leading zeros in format output (y/n): Y <-----Enter type (S/U): S <-----

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