Transcript Alice for Windows

Alice for Windows
Alice Data Spring Clean
Martin Hood
OASIS Extras
Alice Data Spring Clean
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2009
Catalogue
Authority Files
Borrowers
Loans
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Catalogue Data
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Location / Classification / Suffix
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Print Stocktake Summary report
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Stocktake, Process, Report, 01 Summary: ALL
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Catalogue Data
2009
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Catalogue Data
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Lists
Location (may be blank)
 First character of classification
e.g. 808 - 844.91 (no location)
REF 920 - REF 920 (with location)
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Highlights cataloguing inconsistencies
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Hundreds of ‘correct’ entries = one line
One ‘wrong’ entry = one line
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Catalogue
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Use Inquiry to find the ‘wrong’ Call
numbers
‘Filter’ by Classification or Call Number
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Classification EXCLUDES the Location
Call Number INCLUDES the Location
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Catalogue
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Open Inquiry and Cataloging in
separate Windows
Use GRAB
in Inquiry
and PUT
in Cataloguing
To GOTO catalogue record quickly
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Catalogue
Tricky ones
 ‘Blank’ entries – search for ‘space’
 ‘Location’ is in Classification
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E.g. REF 920
Lower case Classification code breaks
up Stocktake report sequence. AVOID.
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Authority Files
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Main Catalogue Authority Files
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Author
Subject, Series, Topic
Publisher
Supplier
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Authority Files
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Don’t DELETE an entry unless you are
sure it is not being used
Use
to merge duplicated terms
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Can print lists.
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Not available in Supplier
Management, Authority Lists.
Can be VERY long!
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Authority Files
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Shutdown options
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Hide Unused Subjects / Authors
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Remove duplicate Subjects / Authors
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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
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Borrowers
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Refresh Borrower Data from MAZE
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Consolidate duplicated borrowers
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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
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Borrowers
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Roll Class and Scholastic Year
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Consolidate duplicate descriptions in
Lookup Tables (use Scissors)
Use Borrower Lists by Roll Class / Year to
identify errors (usually LEFT students)
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Circulation, Lists, Borrower: 04 and 08
Fix individual students in:
Circulation, File, Borrower
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Borrowers
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Circulation, Global Change:
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Limits – Set loan limits by Year Level
Loan Category – Set BLC by Year Level
Delete – Remove Borrowers by Year Level
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Use at start of Year before Refreshing from
MAZE to remove highest year students
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Loans
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Long term Overdues
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Print overdue list
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If borrower has left and there is no chance
of getting the book back:
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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)
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Stocktake
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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:
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http://www.oasisextras.com.au/Stocktake%20in%20Alice.ppt
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