Using Review Files with Millennium Rapid Global Update

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

Migrating to Millennium Review File Millennium Create Lists • 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 Millennium Rapid Global Mil • Less keying and passwords as you Search work! Update of initials Update Statistics Areas • Millennium offers the ability to customize settings by login • Text editing uses Windows/word processing conventions WILIUG 1. June 2, 2005

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

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] 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 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 WILIUG 1. June 2, 2005

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

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) 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 Net. Library records 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 WILIUG 1. June 2, 2005

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

Retrieve Records using a REVIEW FILE Field is ! (MARC TAG) 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 WILIUG 1. June 2, 2005 • Further updates or edit the list; export or print the list

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

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

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

Apply Limits (optional) • • • 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 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 WILIUG Ctrl+Click 1. June 2, 2005 • Ctrl+A, Shift+Click,

Tab 2 – Command Input • Select a command • Use dialog box to input changes specific to the command • You may input multiple commands 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: WILIUG Clemens, Samuel – Both 100 and 700 are 1. June 2, 2005 updated

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 WILIUG 1. June 2, 2005 • Information in DATA Find area must match the entire SUBFIELD

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

Example 2 Multiple updates to Net. Library Records WILIUG 1. June 2, 2005

Entering MARC TAGs WILIUG 1. June 2, 2005

Other Commands Richard V. Jackson Handout (Huntington Library, CA) http: //www. innovativeusers. org/iug 2005/programs/C 3 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. 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) 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 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/iug 2005/programs/C 3 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 WILIUG 1. June 2, 2005

Thank you! WILIUG 1. June 2, 2005