Guide to Automation Shopping and Selected Products – IUG 2010 (Parts adapted from “Technical Services Tools Redux” from ALAO, 10/30/2009)

Becky Yoose, yoosebj@muohio.edu

General

What to look for when scouting for a new automation tool:

• Cost o How much will it cost to use the software? o “Free” means that the software is free. Installing and maintaining said software will still cost you money.

• Technical specs and maintenance o Who will be responsible for troubleshooting or upgrades? o What are you looking to automate? Data entry? Simple conditional decision making? o Can the program handle automating processes that involve multiple programs?

Example: Word to III to OCLC • Technical skills needed to operate

o Can the majority of staff confidently use the tool? o How much training will the staff need to master the basics of the tool?

• Licensing o What are the restrictions set by the license?

• Reviews o Have other libraries used the tool?

How are they using it? What are the challenges and benefits of using the tool?

Selected Automation Programs

Automation Program Cost Website AutoHotkey Free http://www.autohotkey.com/ AutoIt Free http://www.autoitscript.com/autoit3/index.shtml AutoMate $??? http://www.networkautomation.com/automate/7/ Keyboard Express $25/computer http://www.keyboardexpress.com/ KeyText $30/computer http://www.keytext.com/ Macro Express $40/computer - Basic

$60/computer - Pro http://www.macroexpress.com/

Macro Scheduler $49 - $595 http://www.mjtnet.com/macro_scheduler.htm Macro ToolsWorks $40/user - Basic

$100/user - Pro http://www.pitrinec.com/toolsworks.htm

Quick Macros $40/computer http://www.quickmacros.com/ WinAnnimation $129/computer - Basic

$199/computer - Pro http://www.winautomation.com/

For more automation programs, visit http://bit.ly/cu1y15

AutoIt @ Miami University Libraries, Technical Services – IUG 2010

Database Maintenance

240 ‡h Problem

• 3000+ MARC records, mostly LP music records

• Invalid ‡h in 240 field • But wait – there’s more!

o Corrupted 007 field (consistent)

o Outdated 262 and 305 fields (consistent)

• Cannot do a batch update due to other inconsistent issues

Script function

• Copy record # from Word list • Search III, pull up bib record • Copy OCLC #, search Connexion • Prompt user to choose between

two options o A la carte: If record needs

to be overlaid or if record has major issues outside of the consistent ones identified above

o Express: Record does not have any major problems outside consistent issues. Script will then switch back to the bib record and automatically fix the 007, 240 |h, 245 |h, 305, and 262/028 fields

Screencast demo http://www.screencast.com/t/THTw1n9ty Scripts (.zip file) http://tinyurl.com/yff3fta

Cataloging Receipt Cataloging Workflow

• All items go through receipt process

• If item meets certain criteria, it is then fast tracked to physical processing

o Examples of criteria (over 40 in total)

o DLC, pcc o Item is not an added

copy/volume o 008, 050, and 260 ‡c dates

match if not a conference publication

Script function includes

• Scan item in by ISBN, perform duplicate check with item title

• Check order codes and price • Insert order notes • Copy bibliographic record and

proceed to check for certain criteria

• Automatically bump item to appropriate person if criteria is not met

• Compare III fields to corresponding MARC field data

• Insert 590/79X fields for items bought with special funds

• Create item record with appropriate codes

Screencast demo http://www.screencast.com/t/gegg952u8gS Process Documentation (scripts coming soon) http://tinyurl.com/ykroact

Acquisitions Notification Ordering Process

• Data entry in ordering process affects receipt cataloging scripts

• Incorrect codes lead to incorrect processing

• Complex process, but has a core progression for the majority of items

• Notification ordering process o GOBI III OCLC III

GOBI/Amazon • Workflow was not developed

around automation like receipt cataloging was

Script functions include

• Automatically check Amazon price (using the Product Advertising API)

• Search Millennium with information in GOBI

o Title, ISBN, Series, Call number

• Search OCLC by ISBN provided in GOBI

• Inserts appropriate codes in 049 and 949 fields in OCLC record

• Automatically inserts appropriate order notes after OCLC export

Screencast demo http://screencast.com/t/MDkzZmIxYW

Process Documentation (scripts coming soon) http://tinyurl.com/yekoc3h