1. WILIUG 1. June 2, 2005 Using Review Files with Millennium Rapid & Global Update jenny schmidt SWITCH Library Consortium

2. WILIUG 1. June 2, 2005 Migrating to Millennium Review File Millennium Create Lists Millennium Search Areas Rapid Update Global Update Mil Statistics Innovative is focusing its enhancements here! Flatter structure means more functionality on a screen No need to back out of a path to access more commands Less keying of initials and passwords as you work! Millennium offers the ability to customize settings by login Text editing uses Windows/word processing conventions

3. WILIUG 1. June 2, 2005 Differences between Rapid & Global Update http://caspian.switchinc.org/ ~tutorials/staff/training/batch/diff.html

4. WILIUG 1. June 2, 2005 Rapid Update With this function you are able to : Change FIXED FIELD data for any record type Add a NON-MARC VARIABLE field for any record type In MIL ACQ, MIL CAT, MIL SERIALS, but not MIL CIRC Often more staff authorized to use You CANNOT Change SPECIAL field data Change existing VARIABLE field data –The system will add another of the same field. Delete VARIABLE field data or delete a duplicate field

5. WILIUG 1. June 2, 2005 Global Update Global Update in Mil Cat Only Applies to ANY RECORD TYPE Change FIXED FIELD data Change SPECIAL field data (006, 007, 008) Delete a VARIABLE field Delete a DUPLICATE field (one occurrence of field) Insert a new VARIABLE field Change VARIABLE field data –Change field group tag –Change a MARC field tag (500 to 504) –Change an indicator –Change data within the field |h [computer file] to |h [electronic resource]

6. WILIUG 1. June 2, 2005 What you CANNOT Do with Rapid or Global Update Global Update cannot convert MARC fields to non-MARC –COMING WITH RELEASE 2005 Can’t insert, change or delete LOC of the BIB when it’s a ’multi’ (more than one code) You cannot change the CARD STATUS (checkin card) for a batch of checkin records You cannot change the STATUS field for a group of order records because changing order status could affect encumbrance

7. WILIUG 1. June 2, 2005 RAPID UPDATE Individual or Multiple Records Update INDIVIDUAL RECORDS using record numbers or barcodes Tools | Rapid Update Options | Update Individual Record EXAMPLE: Placing a group of items on display Update MULTIPLE RECORDS using review file Tools | Rapid Update Options | Update Multiple Records EXAMPLE: Update EXP DATE for a group of patrons

8. WILIUG 1. June 2, 2005 on Display Example 1: Updating Individual Items on Display

9. WILIUG 1. June 2, 2005 EXP DATE Example 2: Updating the EXP DATE for a group of patrons You can perform multiple commands (fixed field changes or insert a non-MARC field)

10. WILIUG 1. June 2, 2005 Global Update TAB 1 - SELECT RECORDS TAB 2 - COMMAND INPUT TAB 3 - PREVIEW TAB 4 - STATISTICS BIB EXAMPLES: -- Update a subject heading (650 field) -- Apply multiple field changes to NetLibrary records

11. WILIUG 1. June 2, 2005 Global Update BEFORE performing the update Create an accurate review file Look at the records! Use TAB 1 to: Retrieve the correct set of records Toggle to display fields needed Limit further (if needed) Manually select/deselect records to update

12. WILIUG 1. June 2, 2005 Checkmark the correct record type Three ways to retrieve a set of records review file, index or advanced keywordadvanced keyword 1. Select Records Tab

13. WILIUG 1. June 2, 2005 Retrieve Records using a REVIEW FILE ADVANTAGES OF A REVIEW FILE Create lists offers sophisticated searching Search for data in indexed or non-indexed fields Search on MARC tag, indicators subfields data Search for field data in linked records Persistance of a review file Further updates or edit the list; export or print the list Field is ! (MARC TAG)

14. WILIUG 1. June 2, 2005 Global Update Retrieve Records using an INDEX For fields that are indexed (BIBS) Click SEARCH to bring up the records

15. WILIUG 1. June 2, 2005 Retrieve Records using an ADVANCED KEYWORD SEARCH Powerful (for better or for worse) Only for BIBS & for fields that are KEYWORD INDEXED (e.g., note, title…) Good method for finding misspellingsmisspellings

16. WILIUG 1. June 2, 2005 Typographical Errors in Library Databases Terry Ballard Quinnipiac University, CT http://faculty.quinnipiac.edu/libraries/tballard/ typoscomplete.html

17. WILIUG 1. June 2, 2005 Toggle feature Tools | Toggle | Fixed or Variable Fields Or right click once on column header bar after retrieving a record set You can PRINT at this point

18. WILIUG 1. June 2, 2005 First retrieve a set of records Click LIMIT button on toolbar Click Append or Insert to add search criteria Click OK Limit remains in effect until you CLEAR ALL Apply Limits (optional)

19. WILIUG 1. June 2, 2005 Select/deselect records to update Defaults to “Select All” (blue highlight) Clear checkbox at far left to deselect record Standard clicking conventions apply Ctrl+A, Shift+Click, Ctrl+Click

20. WILIUG 1. June 2, 2005 Tab 2 – Command Input Select a command Use dialog box to input changes specific to the command You may input multiple commands

21. WILIUG 1. June 2, 2005 Change Variable Field Find & Replace USE DISPLAYED FIELD – Review File or Adv. Keyword System updates ONLY FIELD displayed & selected under TAB 1 Unnecessary to specify field in FIND unless to further restrict which fields to update USE DISPLAYED FIELD - Index System updates all records retrieved regardless of the MARC tag E.g., AUTHOR: Clemens, Samuel – Both 100 and 700 are updated

22. WILIUG 1. June 2, 2005 Change Variable Field CHECK BOXES MATCH WHOLE FIELD Information in Find area must match the ENTIRE field includes all subfield codes except |a MATCH CASE Information in DATA Find area become case sensitive MATCH WHOLE SUBFIELD Information in DATA Find area must match the entire SUBFIELD

23. WILIUG 1. June 2, 2005 COMMAND INPUT, PREVIEW, STATISTICS Changing a Variable Field

24. WILIUG 1. June 2, 2005 Example 2 Multiple updates to NetLibrary Records

25. WILIUG 1. June 2, 2005 Entering MARC TAGs

26. WILIUG 1. June 2, 2005 Other Commands Richard V. Jackson Handout (Huntington Library, CA) http://www.innovativeusers.org/iug2005/programs/C3

27. WILIUG 1. June 2, 2005 Release 2005 Enhancements Global Update Add data to the BEGINNING or END of a variable field. SEE HANDOUT Copy data from variable field to create a new variable field. Change a MARC field to non-MARC –seems to be coming with Release 2005 New pull-down PREVIEW options for record display –All entries –Only entries with changes made –Entries with NO changes made.

28. WILIUG 1. June 2, 2005 Release 2005 Enhancements Global Update Ability to create a review file of “busied” records not updated –Admin | Settings | Global Update | Create Review File of Busy Records’ check box. –In Mil Create Lists, copy ‘system-generated’ review file into a new, empty review file. Ability to SAVE and RE-EXECUTE a set of commands –This feature is available RIGHT NOW! –Under File on the main menu: File | Save (Local) or Save (Server) File | Load (Local) or Load (Server)

29. WILIUG 1. June 2, 2005 Rapid Update Online Resources Rapid Update (MANUAL) #104026 Rapid Update Instructions (SWITCH) http://caspian.switchinc.org/~tutorials/staff/rapid/index. html Using a Barcode to Update Individual Records (SWITCH) http://caspian.switchinc.org/~tutorials/staff/rapid/index. html#ne

30. WILIUG 1. June 2, 2005 Global Update Online Resources Global Update (MANUAL, #1004002 and 104004) Changing Variable Fields (MANUAL #104007) http://csdirect.iii.com/manual_silver/gmcat_global_com mandinput_chngvar.html Richard V. Jackson Handout (Huntington Library, CA) http://www.innovativeusers.org/iug2005/programs/C3 Ruth Helwig Handout (Central Michigan University) http://www.lib.cmich.edu/ Database Cleanup with Global Update (CS Direct) http://csdirect.iii.com/documentation/cir/dbcleanglobu p.shtml

31. WILIUG 1. June 2, 2005 Thank you!