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

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?

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?

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

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

Choose type of record to be retrieved 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

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*

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

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

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

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

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

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

Concrete Examples: Technical Services

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 ^

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

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

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

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

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

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 AND Bib BCode1 equal to c

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

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

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

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

Concrete Examples: Circulation Services

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

PerCon Scanner Internal Use Counts: Create lists on-the-fly 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.

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

Fines Collection What was billed? Sent to Franchise Tax Board?

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

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