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

2. 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?

3. 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?

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

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

6. 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

7. 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*

8. 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

9. 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

10. 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

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

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

13. Much, much more on the Basics
Previous IUG presentations:
IUG listserv
CS Direct

14. Concrete Examples: Technical Services

15. 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 ^

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

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

18. Statistics/Collection Analysis
Bibs catted
Bib (B) Cat Date (28) BETWEEN (w)
Items created
Item (I) Created (83) BETWEEN (w)
Periodical pieces checked-in
Export # of copies to Excel

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

20. 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

21. 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

22. 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

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

24. Featured Lists Generated weekly by task builder/ saved searches
Generated weekly by task builder/ saved searches

25. 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

26. Concrete Examples: Circulation Services

27. 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

28. 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.

29. 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

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

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

32. Questions? Comments? Live Demos
Thank you! Please don’t hesitate to contact me with you “humdinger” search strategy questions!!!
Wendolyn Vermeer