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

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

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

4. 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?

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

6. 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?

7. 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

8. Nuts & Bolts (contd.)

9. 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

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

11. 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*

12. 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

13. 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)

14. I jus kinna dew it, Cap’n!

15. 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/ /30/2013
AND
BIB LOC = ebook

16. AND narrows your results!

17. 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

18. Nuts & Bolts (contd.)

19. Much, much more Nuts & Bolts
CS Direct: -statistics-milbool.php
IUG Listserv:
rv/browse-archives.html
Previous IUG Presentations:
conferences.html

20. Other Documentation Richard Jackson’s Regular Expressions!
ringhouse/index.php?method=Full+Record&i d=272

21. Concrete Examples
Technical Services

22. 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 ,)

23. 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!

24. Happy Hunting!

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

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

27. Periodical Checkins
Export resulting # of copies to Excel

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

29. 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?

30. Group to save time!

31. 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

32. Review the file you just created for targeted claiming

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

34. 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

35. Monthly Withdrawn Items

36. Collection Development
Concrete Examples
Collection Development

37. Overlap Analysis

38. Monitor DDA Discovery Records

39. Concrete Examples
Circulation Services

40. 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

41. 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

42. 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.

43. 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

44. 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

45. Fines Collection
What was billed?

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

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

48. Questions? Comments? Live Demos Humdinger search strategies?
THANK YOU!
Wendolyn Vermeer