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Instructions for running the reports for Phase 1a (item cleanup) 27-Oct-2002
Library Reports Menu
Report Production
Cataloging
Database Maintenance
Incomplete / Questionable Items
You will
run this report once for each of the following:
- Items without Collection Codes
- Items without Shelf Numbers
- Items without General Location Codes
Fill in the parameters as suggested:
Cleanup action to be taken:
The resulting reports will identify problems that need to be addressed promptly. Doing so will benefit your users now and result in a smooth inventory. Concerns that appear on these reports can typically be corrected using the Update Items function found in both the Cataloging and Circulation modules of MultiLIS.
A Phase One Check List is available to assist you in tracking your record cleanup efforts.
Items without a Collection Code:
These items should be updated promptly and assigned to the appropriate collection (Fiction, Non-fiction, etc.).
Enter a 1 at the prompt for field to modify and press <enter>.
At the prompt for General Location press <enter>, or key in the general location code, or press <select> to display a list of general location codes from which to choose.
At the prompt for Collection Code key in the collection code or press the <select> key to produce a list of valid options from which you can select the appropriate collection code.
Items without a Shelf Number:
These items should be updated promptly and the appropriate shelf number should be entered for the item.
Enter a 2 at the prompt for field to modify and press <enter>.
If the bibliographic record to which this item is associated has multiple items attached, pressing the <select> key will display a list of other shelf numbers used by libraries in your bank for this bibliographic record.
The <enter> key will display the classification number in the 082 tag if one exists.
You will want to be sure the shelf number on the item matches what you enter in the item record.
NOTE: Shelf numbers are required in Unicorn. Libraries who have deliberately left the call number empty for an entire collection should contact their DASite and discuss the possibility of the DASite running a program to create a shelf number based upon the main entry.
Items without a General Location Code:
These items should be updated promptly and assigned to the appropriate general location.
If you are functioning in a multi-branch school district, you will need to verify which library actually has the item in question by comparing the barcode number on the report with the barcode number affixed to the item. The barcode number may be helpful in identifying the library if you have assigned a unique range of barcodes to each branch.
Enter a 1 at the prompt for field to modify and press <enter>.
At the prompt for General Location press <enter>, or key in the general location code, or press <select> to display a list of general location codes from which to choose.
At the prompt for Collection Code key in the collection code or press the <select> key to produce a list of valid options from which you can select the appropriate collection code.
Ensure that the correct shelf number is present.