Alice for Windows Alice Data Spring Clean Martin

Alice for Windows Alice Data Spring Clean Martin Hood OASIS Extras 2009 Alice Data Spring Clean

Alice Data Spring Clean n n 2009 Catalogue Authority Files Borrowers Loans Alice Data Spring Clean 2

Catalogue Data n Location / Classification / Suffix n Print Stocktake Summary report n 2009 Stocktake, Process, Report, 01 Summary: ALL Alice Data Spring Clean 3

Catalogue Data 2009 Alice Data Spring Clean 4

Catalogue Data n Lists Location (may be blank) n First character of classification e. g. 808 - 844. 91 (no location) REF 920 - REF 920 (with location) n n Highlights cataloguing inconsistencies n n 2009 Hundreds of ‘correct’ entries = one line One ‘wrong’ entry = one line Alice Data Spring Clean 5

Catalogue n n Use Inquiry to find the ‘wrong’ Call numbers ‘Filter’ by Classification or Call Number n n 2009 Classification EXCLUDES the Location Call Number INCLUDES the Location Alice Data Spring Clean 6

Catalogue n n 2009 Open Inquiry and Cataloging in separate Windows Use GRAB in Inquiry and PUT in Cataloguing To GOTO catalogue record quickly Alice Data Spring Clean 7

Catalogue Tricky ones n ‘Blank’ entries – search for ‘space’ n ‘Location’ is in Classification n n 2009 E. g. REF 920 Lower case Classification code breaks up Stocktake report sequence. AVOID. Alice Data Spring Clean 8

Authority Files n Main Catalogue Authority Files n n 2009 Author Subject, Series, Topic Publisher Supplier Alice Data Spring Clean 9

Authority Files n n Don’t DELETE an entry unless you are sure it is not being used Use to merge duplicated terms n n Can print lists. n n 2009 Not available in Supplier Management, Authority Lists. Can be VERY long! Alice Data Spring Clean 10

Authority Files n Shutdown options n Hide Unused Subjects / Authors n n Remove duplicate Subjects / Authors n n n 2009 Note: Will not hide if used in See or See Also Consolidates identical and very similar Subjects Differ only by spaces and end terminator Retains references from catalogue entries Alice Data Spring Clean 11

Borrowers n Refresh Borrower Data from MAZE n n Consolidate duplicated borrowers n 2009 Ensure Student ID is in Alice first See procedures on OASIS Extras website Easiest approach. Someone else has got all the details right Merges Loans, Reservations, Loan History Alice Data Spring Clean 12

Borrowers n Roll Class and Scholastic Year n n Consolidate duplicate descriptions in Lookup Tables (use Scissors) Use Borrower Lists by Roll Class / Year to identify errors (usually LEFT students) n n 2009 Circulation, Lists, Borrower: 04 and 08 Fix individual students in: Circulation, File, Borrower Alice Data Spring Clean 13

Borrowers n Circulation, Global Change: n n n Limits – Set loan limits by Year Level Loan Category – Set BLC by Year Level Delete – Remove Borrowers by Year Level n 2009 Use at start of Year before Refreshing from MAZE to remove highest year students Alice Data Spring Clean 14

Loans n Long term Overdues n Print overdue list n n n If borrower has left and there is no chance of getting the book back: n n 2009 Group list is most compact Use date well into the future to include all loans Return the book (type in barcode in RETURNS) Change Status to Disposed (or Missing) Alice Data Spring Clean 15

Stocktake n n 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: n 2009 http: //www. oasisextras. com. au/Stocktake%20 in%20 Alice. ppt Alice Data Spring Clean 16