SCIUG 2013 Copious Create Lists: practical applications for everyday tasks Wendolyn Vermeer, M.L.I.S. Cal Poly Pomona University Library October 23, 2013

What we will cover Create Lists nuts & bolts Basic and advanced searches Practical applications in Technical Services, Collection Development, and Circulation Services

What we will NOT cover SCAT Tables Regular Expressions (Richard Jackson is here, though!) Statistics Module

So why Create Lists? TECHNICAL SERVICES Collocate records for batch edit Find cataloging errors/incongruities Statistics Targeted serials claiming Featured lists Withdraws/discards Suggestions from the audience?

Why Create Lists (contd.) COLLECTION DEVELOPMENT Collection analysis Weeding Overlap analysis Monitor DDA/PDA pilots Suggestions from the audience?

Why Create Lists (contd.) CIRCULATION SERVICES Statistics Internal use counts Modify patron information Fines collection Claims returned, missing, and lost & paid searches Suggestions from the audience?

Nuts & Bolts Find an EMPTY list Can click on column headings to sort Lists w/ red initials are OWNED Consider the # of records you may retrieve You will need a file larger than your record set, or else it will max out Click on SEARCH RECORDS

Nuts & Bolts (contd.)

Nuts & Bolts (contd.) Name your list, choose type of record to be retrieved Record type determines your search options; e.g. if store record type is “item,” you cannot use checkin record data in your search parameters Workaround: start with list of items, pull a list of bibs from that file, then pull a list of checkins from the bib file

Nuts & Bolts (contd.) ...will not be able to search checkin data with ITEM selected

Nuts & Bolts (contd.) Can choose range of record numbers Default start is first record in the 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! e.g. .i*

Nuts & Bolts (contd.) Select search parameters Double-click in fields to see choices “Append” to add a line below, “Insert” to add a line above ! in “Field” allows you to specify exact MARC tag and subfield

Nuts & Bolts (contd.) Watch that Boolean! Use OR when you want to retrieve more than one entry on a fixed field Find all ejournal and ebook items ITEM LOC = ejour OR ITEM LOC = ebook (there’s no such record that has two ITEM LOCs, so ejour AND ebook would not work)

I jus kinna dew it, Cap’n!

Nuts & Bolts (contd.) Use AND when you want to match data from more than one fixed or variable field Find ebook bibs cataloged in the past month CAT DATE between 9/01/2013 - 9/30/2013 AND BIB LOC = ebook

AND narrows your results!

Nuts & Bolts (contd.) Click “Search,” and you’re off! You can: Show (view) retrieved records Sort results View the search strategy Export to .txt or .csv/view in Excel Print a list of records

Nuts & Bolts (contd.)

Much, much more Nuts & Bolts CS Direct: http://csdirect.iii.com/documentation/lists -statistics-milbool.php IUG Listserv: http://innovativeusers.org/resources/listse rv/browse-archives.html Previous IUG Presentations: http://innovativeusers.org/past-iug- conferences.html

Other Documentation Richard Jackson’s Regular Expressions! http://innovativeusers.org/quipuScripts/clea ringhouse/index.php?method=Full+Record&i d=272

Concrete Examples Technical Services

Find Cataloging Errors “Quick and Dirty!” Export fields to be reviewed to Excel and sort Include record # for easier edits from Excel Use field delimiters that do not appear in fields to be exported, such as ^ (instead of default ,)

Find Cataloging Errors (contd.) Open .txt file in Excel Choose “delimited,” click Next Choose your delimited character (^), click Next Click Finish Play around with your list, and happy hunting!

Happy Hunting!

Targeted Error Checking Via search strategy Drawback: have to think up every possible kind of error in your strategy!

Statistics/Collection Analysis Bibs Catted Bib (B) Cate Date (28) BETWEEN (w) 09/01/2013 09/30/2013 Items Created Item (I) Created (83) BETWEEN (w) 09/01/2013 09/30/2013 Periodical pieces checked-in (export # of copies to Excel)

Periodical Checkins Export resulting # of copies to Excel

Shelf Reading Call nos. sometimes in the bib, sometimes in the item? No problem!

Use Grouping in Searches Must have more than 2 terms in order to group Make sure you are grouped properly -- remember those grade school Venn Diagrams?

Group to save time!

Serials Claiming: Team Environment Serials Team is comprised of 1.5 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

Review the file you just created for targeted claiming

Featured Lists 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

Monthly Withdrawn Items

Collection Development Concrete Examples Collection Development

Overlap Analysis

Monitor DDA Discovery Records

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

Per Con 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

Per Con Scanner (contd.) 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

Modify Patron Information (contd.) 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?

Fines Collection (contd.) What was sent to Franchise Tax Board?

Where’s That Missing Stuff? Print results to list and go a-searching (AKA, “snipe hunting”)

Questions? Comments? Live Demos Humdinger search strategies? THANK YOU! Wendolyn Vermeer wcvermeer@csupomona.edu 909-869-4990