Alice for Windows Alice Data Spring Clean Martin Hood OASIS Extras

2009Alice Data Spring Clean2 Catalogue Authority Files Borrowers Loans

2009Alice Data Spring Clean3 Catalogue Data Location / Classification / Suffix Print Stocktake Summary report Stocktake, Process, Report, 01 Summary: ALL

2009Alice Data Spring Clean4 Catalogue Data

2009Alice Data Spring Clean5 Catalogue Data Lists Location (may be blank) First character of classification e.g (no location) REF REF 920 (with location) Highlights cataloguing inconsistencies Hundreds of ‘correct’ entries = one line One ‘wrong’ entry = one line

2009Alice Data Spring Clean6 Catalogue Use Inquiry to find the ‘wrong’ Call numbers ‘Filter’ by Classification or Call Number Classification EXCLUDES the Location Call Number INCLUDES the Location

2009Alice Data Spring Clean7 Catalogue Open Inquiry and Cataloging in separate Windows Use GRAB in Inquiry and PUT in Cataloguing To GOTO catalogue record quickly

2009Alice Data Spring Clean8 Catalogue Tricky ones ‘Blank’ entries – search for ‘space’ ‘Location’ is in Classification E.g. REF 920 Lower case Classification code breaks up Stocktake report sequence. AVOID.

2009Alice Data Spring Clean9 Authority Files Main Catalogue Authority Files Author Subject, Series, Topic Publisher Supplier

2009Alice Data Spring Clean10 Authority Files Don’t DELETE an entry unless you are sure it is not being used Use to merge duplicated terms Not available in Supplier Can print lists. Management, Authority Lists. Can be VERY long!

2009Alice Data Spring Clean11 Authority Files Shutdown options Hide Unused Subjects / Authors Note: Will not hide if used in See or See Also Remove duplicate Subjects / Authors Consolidates identical and very similar Subjects Differ only by spaces and end terminator Retains references from catalogue entries

2009Alice Data Spring Clean12 Borrowers Refresh Borrower Data from MAZE Ensure Student ID is in Alice first See procedures on OASIS Extras website Easiest approach. Someone else has got all the details right Consolidate duplicated borrowers Merges Loans, Reservations, Loan History

2009Alice Data Spring Clean13 Borrowers Roll Class and Scholastic Year Consolidate duplicate descriptions in Lookup Tables (use Scissors) Use Borrower Lists by Roll Class / Year to identify errors (usually LEFT students) Circulation, Lists, Borrower: 04 and 08 Fix individual students in: Circulation, File, Borrower

2009Alice Data Spring Clean14 Borrowers Circulation, Global Change: Limits – Set loan limits by Year Level Loan Category – Set BLC by Year Level Delete – Remove Borrowers by Year Level Use at start of Year before Refreshing from MAZE to remove highest year students

2009Alice Data Spring Clean15 Loans Long term Overdues Print overdue list Group list is most compact Use date well into the future to include all loans If borrower has left and there is no chance of getting the book back: Return the book (type in barcode in RETURNS) Change Status to Disposed (or Missing)

2009Alice Data Spring Clean16 Stocktake Ensures items still exist on the shelves Ensures they are correctly shelved Items ‘On Loan’ are EXCLUDED from Stocktake so Recall / Return long term overdue items before Stocktake Full details at: