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

WILIUG 1. June 2, 2005

Using Review Files with Millennium Rapid & Global Update

jenny schmidtSWITCH Library Consortium


Migrating to Millennium

Review FileMillennium 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


Differences between Rapid & Global Update

http://caspian.switchinc.org/~tutorials/staff/training/batch/diff.html

http://caspian.switchinc.org/%0B~tutorials/staff/training/batch/diff.html

http://caspian.switchinc.org/%0B~tutorials/staff/training/batch/diff.html


Rapid UpdateWith 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

http://caspian.switchinc.org/~tutorials/staff/rapid/index.html


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]


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


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 fileTools | Rapid Update Options | Update Multiple Records

EXAMPLE: Update EXP DATE for a group of patrons


Example 1: Updating Individual Items on Displayon Display


Example 2: Updating the EXP DATEEXP DATE for a group of patrons

You can perform multiple commands(fixed field changes or

insert a non-MARC field)


Global Update

TAB 1 - SELECT RECORDSTAB 2 - COMMAND INPUTTAB 3 - PREVIEWTAB 4 - STATISTICS

BIB EXAMPLES: -- Update a subject heading (650 field) -- Apply multiple field changes to NetLibrary records


Global UpdateBEFORE 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


• Checkmark the correct record type• Three ways to retrieve a set of records

review file, index or advanced keyword

1. Select Records Tab


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)


Global UpdateRetrieve Records using an INDEX

For fields that are indexed

(BIBS)

Click SEARCH to bring up the

records


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


Typographical Errors in Library Databases

Terry BallardQuinnipiac University, CT

http://faculty.quinnipiac.edu/libraries/tballard/typoscomplete.html


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


• 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)


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


Tab 2 – Command Input

• Select a command• Use dialog box to input changes specific to the

command• You may input multiple commands


Change Variable FieldFind & 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


Change Variable FieldCHECK 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


COMMAND INPUT, PREVIEW, STATISTICS Changing a Variable Field


Example 2 Multiple updates to NetLibrary Records


Entering MARC TAGs


Other CommandsRichard V. Jackson Handout (Huntington Library, CA)http://www.innovativeusers.org/iug2005/programs/C3


Release 2005 EnhancementsGlobal 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.


Release 2005 EnhancementsGlobal 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)


Rapid UpdateOnline 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

http://caspian.switchinc.org/~tutorials/staff/rapid/index.html

http://caspian.switchinc.org/~tutorials/staff/rapid/index.html#ne

http://caspian.switchinc.org/~tutorials/staff/rapid/index.html#ne


Global Update Online Resources

Global Update (MANUAL, #1004002 and 104004)

Changing Variable Fields (MANUAL #104007)http://csdirect.iii.com/manual_silver/

gmcat_global_commandinput_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/dbcleanglobup.shtml


Thank you!

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

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