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Record Sets Are Your Friends!! Part 1


Record Sets Are Your Friends!! Part 1 use the power of the find tool to manage your records and enhance your workflow Rosalie Baker, Bernardsville Public Library – PowerPoint PPT presentation

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Title: Record Sets Are Your Friends!! Part 1

Record Sets Are Your Friends!! Part 1 use the
power of the find tool to manage your records and
enhance your workflow
  • Rosalie Baker, Bernardsville Public Library
  • Lizzie McCown, Lower Merion Library System
  • Posted http//

In this session you will learn
  • general uses for record sets and who should use
    them, what they can and cannot do
  • types of record sets
  • how to create record sets and manage them
  • all the icons in item, patron and authority
    record sets
  • bulk change

What are Record Sets used for?
  • A corral of records to be worked on individually
    (ex. cataloging record sets)
  • Bulk change purposes
  • Quick reports
  • Collection maintenance
  • Creating a list of titles in PAC and the

What cant you do with them?
  • EASILY export to Excel or Word without using
    Simply Reports or a SQL query
  • Mail merge
  • Messaging

Who should use them?
  • Everyone!
  • However, only certain trusted people should be
    allowed to effect bulk change.
  • System Administrators can choose permissions to
    best fit their institution.

Types of record sets
  • item (most popular)
  • bibliographic
  • patron
  • authority

Creating New Record Sets
  • From the toolbaruse the File dropdown or the
    new Icon.

Select the type of record setdropdown shows
Other Ways to Create Record Sets
  • From the Find tool

Record set from the results of a search
  • select the records
  • right click
  • Choose a new or existing record set

Naming Record Sets Assigning Ownership
Download all records for viewing and sorting
  • Use control/alt/a to view all the records
  • Sort by column

Importing records into Polaris
Set up Profile Manager to upload all records into
designated or new record sets.
Importing records into a record set
  • Set the record set tab to import into the record
    set of your choice.

Item Record Sets
Printing the Record Set
  • From the top row
  • List view is useful for quick reports
  • Make sure that all of the items CtrlShiftA

Deleting the Record Set
  • Deleting the record set will not delete its
  • Delete record sets unless you think you will use
    them again

Changing Item Set to Bib Set
Getting Information
  • Click on the Properties icon to see who created
    the set and when it was last modified
  • Useful when cleaning out old, unused record sets

Adding Records
  • Add items using the find tool
  • OR
  • Add items using the scanner

Removing Records
  • Blue minus sign will remove the item from the
    record set
  • CAREFUL! The X will delete the item from

To Open A Record
  • Double click a record
  • OR
  • Highlight a record and use the folder icon

Printing the Record Set
  • From the middle row
  • You can also print labels using this icon!

Bulk Change
  • Save the record set first
  • Then, click the bulk change icon

Modifying Records in Item Record Set
Bulk Change
Bulk Change
Bulk Change
Bulk Change
Bulk Change
Patron Record Sets
  • Bulk change icons are the same as with item and
    bib record sets.
  • Full Find Tool capability. A wild card search
    really helps.
  • Useful for adding or deleting stops.
  • Changing juvenile patron codes as they age out of
    their level.

Patron Bulk Change Tool
  • Various tabs allow you to change most things on
    the patron record
  • Once changes are done. Click OK. Changes should
    be effected.

Authority Record Sets
  • Authority sets are most similar to bibliographic
    sets with one major difference. There is no bulk
    change function.
  • Yellow chain thing denotes unlinked headings.
  • Print feature allows you to print out the list of

Record Sets Are Your Friends!! Part 2 use the
power of the find tool to manage your records and
enhance your workflow
  • Rosalie Baker, Bernardsville Public Library
  • Lizzie McCown, Lower Merion Library System
  • Posted http//

In this session you will learn
  • Functionality of the bibliographic record set
    including bulk change
  • Using record sets with Simply Reports
  • Using record sets to create lists of resources in
    PAC and the dashboard
  • Quick reports and housekeeping tasks

The Bibliographic Record Set General Uses
  • A record corral Ex. Set containing cataloging
  • Performing bulk change Ex. editing Overdrive
  • Providing a quick list of titles.
  • Publishing a list of resources to PAC

The Bibliographic Record Set
  • Icons are similar to item record set.
  • You have full use of the bibliographic Find Tool.
  • No scan feature to add bibs by barcode.

Printing Your Record Set
  • Under the print feature you can print a list
    view, as well as a list of the brief bib records
    and the full bib records.

Bibliographic Bulk Change
Data Fields Bulk Change
  • You can insert, delete and change tags and
  • Enter the tag exactly you want it to appear.
  • Click on Add Change to Queue.
  • You can make several changes.

Leader Tab
  • Very useful for editing Overdrive records
  • You get the same prompts as you do editing fixed
    field tags in cataloging.

006 Tag
  • Many choices for change
  • There are similar prompts that you find when
    editing a fixed field tag in cataloging

007 Tag (2 Tabs)
  • Like the 006 tab, you have many choices and
    cataloging prompts

008 Tag
  • Similar prompts to cataloging

Finishing the Bib Bulk Change Process
  • Once you have made your changes, click OK. You
    will then you get a screen to view your changes.
  • The point of no return!!

Viewing the status of your bulk change in
  • Go to Utilities on the toolbar
  • Expand Cataloging processing
  • Go to bibliographic bulk change queue
  • Incomplete changes status is pending

Using Record Sets with SimplyReports
  • Convert your record sets into Excel.
  • Pick the search criteria.
  • Then pick the record set to be reported in item
    general filters.

SimplyReports Converting a record set to Excel
  • Results can now be exported to excel when you
    click Download Record Output.
  • Save the report for later use.

Upload the SimplyReports search results into a
record set
  • Once you have searched using Simply Reports, you
    can upload the results into a record set.
  • Good for housekeeping tasks.

Publishing a Bibliographic Record Set to PAC
  • A great way to bring lists of resources to your
  • Create a bibliographic record and then link the
    record set in the 856 field.
  • You can link using the control number of the
    record set.
  • Or the name of the record set.

Publishing a record set in PAC
  • Create your bib record and add an 856 field.
    Structure the url using the record set name
  • Or, structure the url using the Record Set
    control number http//PACurl/polaris/view.aspx?
  • Find instructions in the Help files Under
    Creating and Using Record Sets. Searching Record
    Sets (Power PAC).

Here are the final results in PAC!!
Adding a record set link to the dashboard
  • Make sure that this is done at the System,
    Library and Branch levels even if you are
  • In System Administration ?Profiles ? Web Part
    construction ?Set up

Adding a record set link to the dashboard
  • Click add to add the title.
  • Click add on the right to add the title and url.

On the server go to Run? cmd?iisreset to refresh
the page.
Housekeeping Tasks
  • Quick item reports
  • Discarding items
  • Use the Find Tool and scoping tabs to clean up
    mistakes in your collection.
  • Purge expired patrons and fix wrong patron codes.
  • Use the SQL search in the Find Tool to mine the

Quick Item Reports The missing report
  • Search by Circulation status of missing.
  • Select records.
  • Sort by call number
  • Note last activity date
  • Print list view
  • Head to the shelves!

Quick Item Reports The dusty book report
  • Search by last circulated date.
  • Specify the dates you want.
  • Select the records.
  • Sort by call number.
  • Print list view.
  • Head to the shelves!

Record Sets for Display Items
  • Staff member scans items into a record set.
  • Manager changes the shelf location.
  • Using Simply Reports, we can get circulation
    statistics on display items.
  • Record set is emptied when display dismantled.

Finding Bib Records With the Wrong Format
  • Do a wild card search () and limit however you
    want. Search and select your records.
  • Yipes!! Check to see what the problems are.
  • Either use bulk change or individually
  • Or off-load selected records into another set
    using right click and change from there.

Finding Items With No Statistical Code
  • Use the SQL search button.
  • You need to have this query saved already.
  • A list of queries is supplied at the end of the

Changing Call Number Prefixes taking items off
reference (uses both item and bib sets)
  • In bulk change, delete the prefix, and effect
    other changes.
  • Print new spine labels by selecting all the
    records Select label on the dropdown.
  • Click create bibliographic record set icon and
    transfer to a bib set.

Patron Record Sets deleting expired patrons
  • Delete patrons using X on lower toolbar
  • Select Expiration date
  • Choose date criteria

Bulk Deletion Using Record Sets prepared by
Lizzie McCown
  • FilegtNew
  • Select Record Set
  • Select Item from Record Type drop down menu
  • Type in a Name
  • Make your library the owner so you can access
    from any computer here
  • Click on icon with Barcode and blue Plus sign
  • Scan in your barcodes
  • Press Close (in Scan Barcode window)
  • Press the disk icon to save your record set
  • Press the Bulk Change icon (colorful
  • Go to Circulation tab
  • Circulation Statusgtwithdrawn
  • Click the box next to Holdable and then click
    the box on the right to make everything
  • In Report/Record Set tab, add a number to
    C\ProgramData\Polaris\3.6\ (i.e.,
    C\ProgramData\Polaris\3.6\123) and press Okay
    at the bottom
  • A window will appear, press Continue
  • A prompt will tell you that the bulk change was
    successful, press Okay
  • Select all of your files
  • Press the icon all the way on the right (an I
    with an X over it) to delete the item records
  • When prompts come up, press Continue Deleting

Item Find Tool SQL queries All find tool queries
are courtesy of our friends on the Polaris Forums
  • Items with no statistical code
  • FROM CircItemRecords (NOLOCK)
  • WHERE StatisticalCodeID IS NULL
  • SELECT ItemRecordID AS RecordID
  • Items with no collection code
  • SELECT ItemRecordID AS RecordID
  • FROM CircItemRecords (NOLOCK)
  • WHERE AssignedCollectionID IS NULL
  • Items created since
  • select ItemRecordID AS RecordID
  • from ItemREcordDetails (nolock)
  • where CreationDate gt '04/19/2011

Item find tool queriescont.
  • On the fly records
  • select itemrecordID as recordID
  • From ItemRecordSystemBlocks
  • where SystemblockID 1
  • Items with no price
  • select ItemRecordID as recordid
  • from Polaris.circItemRecords (NOLOCK)
  • where itemRecordID not in
  • (select itemRecordID from polaris.itemRecordDetail
    s (NOLOCK) where price gt 0)
  • and recordStatusID 1
  • Items to come off new shelves
  • SELECT ItemRecordID as RecordID
  • FROM ItemRecords WITH (NOLOCK)
  • WHERE ShelfLocationID 14 -- (new books)
  • and CreationDate lt'01/01/10'

SQL queries from the Bibliographic Find Tool
  • Record setitem set to bib set
  • SELECT DISTINCT BR.BibliographicRecordID AS
  • FROM BibliographicRecords BR WITH (nolock)
  • INNER JOIN CircItemRecords CIR WITH (nolock)
  • ON (BR.BibliographicRecordID CIR.AssociatedBibRe
  • INNER JOIN ItemRecordSets IRS WITH (nolock)
  • ON (IRS.ItemRecordID CIR.ItemRecordID)
  • WHERE IRS.RecordSetID 843 --the ID number of
    your item record set
  • Bibs created since
  • select BibliographicRecordID AS RecordID
  • from BibliographicRecords (nolock)
  • where CreationDate gt '04/19/2011'
  • and RecordStatusID 1

Bib Find Tool Queries continued
  • Bibs with no 260 field (publication data)
  • SELECT Distinct BibliographicRecordID as recordid
  • FROM Polaris.BibliographicTags with (nolock)
  • WHERE BibliographicRecordID
  • NOT IN (SELECT Distinct BibliographicRecordID
    FROM Polaris.BibliographicTags with (nolock)
    WHERE EffectiveTagNumber260
  • Bibs with no items
  • SELECT BibliographicRecordID as "RecordID"
  • FROM BibliographicRecords WITH (NOLOCK)
  • WHERE RecordStatusID 1
  • AND BibliographicRecordID NOT IN
  • (SELECT AssociatedBibRecordID FROM
    CircItemRecords WITH (NOLOCK))

Bib Find Tool Queries continued
  • Finding data in specific subfields
  • SELECT Distinct BT.BibliographicRecordID as
  • FROM BibliographicTags BT with (nolock)
  • JOIN BibliographicSubfields BS with (nolock)
  • ON BS.BibliographicTagID BT.BibliographicTagID
  • WHERE BT.TagNumber 690
  • Duplicate bibs
  • SELECT DISTINCT BR.bibliographicrecordid AS
  • from polaris.bibliographicRecords BR WITH
  • join polaris.bibliographicISBNindex BIN1 WITH
  • ON BIN1.BibliographicrecordID
  • join polaris.bibliographicISBNindex BIN2 WITH
  • ON (BIN1.bibliographicrecordid ltgt
    BIN2.BibliographicrecordID) and
  • (BIN1.ISBNstring BIN2.ISBNstring)

Bib Find Tool queries continued
  • Bib record top 10 circ
  • SELECT BR.BibliographicRecordID as RecordID
  • from bibliographicrecords br (nolock)
  • where br.bibliographicrecordID in
  • (select top 10 cir.associatedbibrecordid
  • from PolarisTransactions.Polaris.TransactionHeader
    s TH (nolock)
  • JOIN PolarisTransactions.Polaris.TransactionDetail
    s TD (nolock)
  • on th.Transactionid td.transactionid
  • JOIN Polaris.CircItemRecords CIR (nolock)
  • on CIR.ItemRecordIDTD.numvalue
  • JOIN Polaris.bibliographicrecords br (nolock)
  • on CIR.AssociatedBibRecordIDBR.BibliographicRecor
  • where th.transactiontypeid6001
  • and td.transactionsubtypeid38
  • and th.transactiondate gt '01-01-2012'
  • and th.transactiondate lt '03-01-2012'
  • and cir.assignedbranchid3
  • and cir.assignedcollectionid31
  • and cir.statisticalcodeid110

Bib find tool queries cont
  • --Finding records in one record set that are not
    included in another
  • --prepared by Chris Accardo 2012
  • SELECT BRS.BibliographicRecordID as RecordID
  • from BibliographicRecords BR WITH (NOLOCK)
  • join BibRecordSets BRS with (NOLOCK) on
  • and BRS.RecordSetID448
  • left join BibRecordSets BRS2 with (NOLOCK) on
  • and BRS2.RecordSetID848
  • WHERE BRS2.RecordSetID is null

SQL to convert item record set to excel prepared
by Allison Zeppetello
  • select
  • distinct br.BrowseTitle as Browse Title,
  • col.Name as Collection Name,
  • ird.CallNumber as Call Number,
  • sl.Description as Shelf Location,
  • mt.Description as Material Type,
  • ist.Description as Item Status,
  • cir.Barcode,
  • cir.ItemRecordID as Control Number
  • from Polaris.ItemRecordSets irs with (nolock)
  • inner join RecordSets rs with (nolock)
  • on (rs.RecordSetID irs.RecordSetID)
  • Inner join Polaris.CircItemRecords cir with
  • on (cir.ItemRecordID irs.ItemRecordID)
  • inner join Polaris.ItemRecordDetails ird with
  • on (cir.ItemRecordID ird.ItemRecordID)
  • left join Polaris.Collections col with (nolock)
  • on (cir.AssignedCollectionID col.CollectionID)

Setting up a connection between Access and
Polaris courtesy of Doug Williams
  • First you need to set up the ODBC connection in
    Control Panel
  • Go to go StartSettingsControl
    PanelAdministrative ToolsData Sources(ODBC)
  • Double click on Data Sources(ODBC) to open it
  • If you do not see anything set up for the latest
    version of Polaris (I had v1.7) click on Add in
    the upper right hand corner.
  • Scroll to the bottom where you will find SQL
  • Click Finish
  • Enter the Name you want for the Data Source, A
    brief Description, and select the pull down menu
    for Sirius.
  • Click Next
  • Use SQL Server Authentication ID (the highest
    level Polaris logon you have) Password (the
    accompanying password)
  • Client Configuration should be the defaults
  • Click Next
  • If you want to change the database from the main
    (Polaris to Polaris Transactions for instance)
    click on the check box and the listbox at the
  • Click Next
  • Click Finish
  • Click Test Data Source. If it works, then you
    have set it up properly.
  • Click OK
  • You should see it in your list of ODBC Data