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Record Sets Are Your Friends!! Part 1

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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


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
  • rbaker_at_bernardsvillelibrary.org
  • Lizzie McCown, Lower Merion Library System
  • emccown_at_lmls.org
  • Posted http//www.mclinc.org/midatlanticpug_2012/
    2012Agenda.html

2
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

3
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
    dashboard.

4
What cant you do with them?
  • EASILY export to Excel or Word without using
    Simply Reports or a SQL query
  • Mail merge
  • Messaging

5
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.

6
Types of record sets
  • item (most popular)
  • bibliographic
  • patron
  • authority

7
Creating New Record Sets
  • From the toolbaruse the File dropdown or the
    new Icon.

8
Select the type of record setdropdown shows
choices.
9
Other Ways to Create Record Sets
  • From the Find tool

10
Record set from the results of a search
  • select the records
  • right click
  • Choose a new or existing record set

11
Naming Record Sets Assigning Ownership
12
Download all records for viewing and sorting
  • Use control/alt/a to view all the records
  • Sort by column

13
Importing records into Polaris
Set up Profile Manager to upload all records into
designated or new record sets.
14
Importing records into a record set
  • Set the record set tab to import into the record
    set of your choice.

15
Item Record Sets
16
Printing the Record Set
  • From the top row
  • List view is useful for quick reports
  • Make sure that all of the items CtrlShiftA

17
Deleting the Record Set
  • Deleting the record set will not delete its
    contents
  • Delete record sets unless you think you will use
    them again

18
Changing Item Set to Bib Set
19
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

20
Adding Records
  • Add items using the find tool
  • OR
  • Add items using the scanner

21
Removing Records
  • Blue minus sign will remove the item from the
    record set
  • CAREFUL! The X will delete the item from
    Polaris!

22
To Open A Record
  • Double click a record
  • OR
  • Highlight a record and use the folder icon

23
Printing the Record Set
  • From the middle row
  • You can also print labels using this icon!

24
Bulk Change
  • Save the record set first
  • Then, click the bulk change icon

25
Modifying Records in Item Record Set
26
Bulk Change
27
Bulk Change
28
Bulk Change
29
Bulk Change
30
Bulk Change
31
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.

32
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.

33
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
    records.

34
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
  • rbaker_at_bernardsvillelibrary.org
  • Lizzie McCown, Lower Merion Library System
  • emccown_at_lmls.org
  • Posted http//www.mclinc.org/midatlanticpug_2012/
    2012Agenda.html

35
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

36
The Bibliographic Record Set General Uses
  • A record corral Ex. Set containing cataloging
    records.
  • Performing bulk change Ex. editing Overdrive
    records.
  • Providing a quick list of titles.
  • Publishing a list of resources to PAC

37
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.

38
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.

39
Bibliographic Bulk Change
40
Data Fields Bulk Change
  • You can insert, delete and change tags and
    subfields.
  • Enter the tag exactly you want it to appear.
  • Click on Add Change to Queue.
  • You can make several changes.

41
Leader Tab
  • Very useful for editing Overdrive records
  • You get the same prompts as you do editing fixed
    field tags in cataloging.

42
006 Tag
  • Many choices for change
  • There are similar prompts that you find when
    editing a fixed field tag in cataloging

43
007 Tag (2 Tabs)
  • Like the 006 tab, you have many choices and
    cataloging prompts

44
008 Tag
  • Similar prompts to cataloging

45
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!!

46
Viewing the status of your bulk change in
utilities
  • Go to Utilities on the toolbar
  • Expand Cataloging processing
  • Go to bibliographic bulk change queue
  • Incomplete changes status is pending

47
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.

48
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.

49
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.

50
Publishing a Bibliographic Record Set to PAC
  • A great way to bring lists of resources to your
    patrons.
  • 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.

51
Publishing a record set in PAC
  • Create your bib record and add an 856 field.
    Structure the url using the record set name
    http//PACurl/polaris/view.aspx?brsnGreenLivin
    g
  • Or, structure the url using the Record Set
    control number http//PACurl/polaris/view.aspx?
    brs730
  • Find instructions in the Help files Under
    Creating and Using Record Sets. Searching Record
    Sets (Power PAC).

52
Here are the final results in PAC!!
53
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
    stand-alone.
  • In System Administration ?Profiles ? Web Part
    construction ?Set up

54
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.
55
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
    database.

56
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!

57
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!

58
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.

59
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.

60
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
    presentation.

61
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.

62
Patron Record Sets deleting expired patrons
  • Delete patrons using X on lower toolbar
  • Select Expiration date
  • Choose date criteria

63
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
    rectangles)
  • Go to Circulation tab
  • Circulation Statusgtwithdrawn
  • Click the box next to Holdable and then click
    the box on the right to make everything
    un-holdable
  • 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

64
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

65
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'

66
SQL queries from the Bibliographic Find Tool
  • Record setitem set to bib set
  • SELECT DISTINCT BR.BibliographicRecordID AS
    RecordID
  • FROM BibliographicRecords BR WITH (nolock)
  • INNER JOIN CircItemRecords CIR WITH (nolock)
  • ON (BR.BibliographicRecordID CIR.AssociatedBibRe
    cordID)
  • 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

67
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))

68
Bib Find Tool Queries continued
  • Finding data in specific subfields
  • SELECT Distinct BT.BibliographicRecordID as
    recordid
  • FROM BibliographicTags BT with (nolock)
  • JOIN BibliographicSubfields BS with (nolock)
  • ON BS.BibliographicTagID BT.BibliographicTagID
  • WHERE BT.TagNumber 690
  • AND BS.Data LIKE 'AAUW'
  • Duplicate bibs
  • SELECT DISTINCT BR.bibliographicrecordid AS
    RecordID
  • from polaris.bibliographicRecords BR WITH
    (NOLOCK)
  • join polaris.bibliographicISBNindex BIN1 WITH
    (NOLOCK)
  • ON BIN1.BibliographicrecordID
    BR.BibliographicrecordID
  • join polaris.bibliographicISBNindex BIN2 WITH
    (NOLOCK)
  • ON (BIN1.bibliographicrecordid ltgt
    BIN2.BibliographicrecordID) and
  • (BIN1.ISBNstring BIN2.ISBNstring)

69
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
    dID
  • 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

70
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
    BR.BibliographicRecordIDBRS.BibliographicRecordID
  • and BRS.RecordSetID448
  • left join BibRecordSets BRS2 with (NOLOCK) on
    BR.BibliographicRecordIDBRS2.BibliographicRecordI
    D
  • and BRS2.RecordSetID848
  • WHERE BRS2.RecordSetID is null

71
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
    (nolock)
  • on (cir.ItemRecordID irs.ItemRecordID)
  • inner join Polaris.ItemRecordDetails ird with
    (nolock)
  • on (cir.ItemRecordID ird.ItemRecordID)
  • left join Polaris.Collections col with (nolock)
  • on (cir.AssignedCollectionID col.CollectionID)

72
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
    Server.
  • 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
    (tcp/ip)
  • 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
    top.
  • 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
    Sources.
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