Limiting datasets Some reports can take hours and even days to run. The Retrieve Catalog Records (p_ret_01) is one such report. One way to significantly reduce run time and load on system is to limit the number of records to process. Once a smaller group of records is identified, it can be used as the “input dataset” to the longer running processes.

To define a smaller dataset within the cataloging module, use “binoculars” search

The drop down menu is defined by pc_tab_sear.eng and is also affected by indexed fields defined in tab00.

One of the most useful fields in a consortia setting with a shared database is the ALEPH OWN field.

Enter the ADM code and hit OK. This will generate a set of records satisfying that criteria. You can be as general or specific as needed.

This is a search for the same OWN field but also limited by FORMAT of SE.

Highlight the set you want to use and then hit SAVE.

You will be prompted for a filename. Keep it short and easy to remember. If you are in a consortia, you will want it to be unique to avoid overwriting or getting overwritten!

The system stores that set in $alephe_scratch. Your limited set of records is ready to be used as input for services such as ret-01. Be sure to check that the service you wish to run looks for the input file in the $alephe_scratch directory. For example, the HELP documentation for ret-01 states: Input File Enter the name of an input file only if you want to narrow a previously retrieved group of document numbers. The input file must exist in the $alephe_scratch directory. If no input file is necessary, leave the field blank.

The name of the saved record set is used as the INPUT FILE for ret-01. The service will only process against those records saving much time and system resources.