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WILIUG 1. June 2, 2005
Using Review Files with Millennium Rapid & Global Update
jenny schmidtSWITCH Library Consortium
WILIUG 1. June 2, 2005
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
WILIUG 1. June 2, 2005
Differences between Rapid & Global Update
http://caspian.switchinc.org/~tutorials/staff/training/batch/diff.html
WILIUG 1. June 2, 2005
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
WILIUG 1. June 2, 2005
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]
WILIUG 1. June 2, 2005
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
WILIUG 1. June 2, 2005
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
WILIUG 1. June 2, 2005
Example 1: Updating Individual Items on Displayon Display
WILIUG 1. June 2, 2005
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)
WILIUG 1. June 2, 2005
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
WILIUG 1. June 2, 2005
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
WILIUG 1. June 2, 2005
• Checkmark the correct record type• Three ways to retrieve a set of records
review file, index or advanced keyword
1. Select Records Tab
WILIUG 1. June 2, 2005
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)
WILIUG 1. June 2, 2005
Global UpdateRetrieve Records using an INDEX
For fields that are indexed
(BIBS)
Click SEARCH to bring up the
records
WILIUG 1. June 2, 2005
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
WILIUG 1. June 2, 2005
Typographical Errors in Library Databases
Terry BallardQuinnipiac University, CT
http://faculty.quinnipiac.edu/libraries/tballard/typoscomplete.html
WILIUG 1. June 2, 2005
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
WILIUG 1. June 2, 2005
• 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)
WILIUG 1. June 2, 2005
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
WILIUG 1. June 2, 2005
Tab 2 – Command Input
• Select a command• Use dialog box to input changes specific to the
command• You may input multiple commands
WILIUG 1. June 2, 2005
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
WILIUG 1. June 2, 2005
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
WILIUG 1. June 2, 2005
COMMAND INPUT, PREVIEW, STATISTICS Changing a Variable Field
WILIUG 1. June 2, 2005
Example 2 Multiple updates to NetLibrary Records
WILIUG 1. June 2, 2005
Entering MARC TAGs
WILIUG 1. June 2, 2005
Other CommandsRichard V. Jackson Handout (Huntington Library, CA)http://www.innovativeusers.org/iug2005/programs/C3
WILIUG 1. June 2, 2005
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.
WILIUG 1. June 2, 2005
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)
WILIUG 1. June 2, 2005
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
WILIUG 1. June 2, 2005
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
WILIUG 1. June 2, 2005
Thank you!