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Department:
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Procedure: ROLL OVER YTDCIRC DATA
Purpose: This procedure is done annually to maintain the YTDCIRC and 2YRCIRC fields in our item records.
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Circulation (as of 2018, Sam Simpson is responsible for running this annually)
Purpose:
At the end of the fiscal year, the item record values in the YTDCIRC field need to be transferred to the 2YDCIRC field. The YTDCIRC field is zeroed out so that data for the new fiscal year can be reflected.
Overview:
The YTDCIRC field is a running count of how many times the item has circulated in the current fiscal year. The 2YRCIRC field represents how many times the item has circulated the previous fiscal year. At the beginning of each fiscal year the YTDCIRC data must be transferred to the 2YRCIRC field. Note: We rely on the TOT CHKOUT field to tell us the total number of checkouts since the field was added to our system (about 1993).
The procedure involves making a list of item records, making a subset of the list for each library, running statistical reports against the list, and saving the reports to an Excel spreadsheet on the S drive.
The statistical reports are run against the SCAT table for collection development purposes. The results show how many unique items have circulated at least once in each call number range. Note: this is not the same as our total checkout count.**
Required Knowledge/Skills:
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Equipment/Supplies:
PC with access to access to
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S drive
Procedure
IMPORTANT: This procedure must be done toward the end of the day on June 30 or early in the day on July 1, or on the nearest working day to either of those days.
1. Perform this function at the end of the day on the
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last day we are open
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for the
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fiscal year
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3. Make a separate subset of this list for records with Bib Loc=main.
3. Go to Millennium Statistics. Edit the save query called "YTD code check" so that it analyzes your current list. The purpose of this check to look for coding errors.
Run and print statistical reports for the Moellering lists.
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S>Create STATISTICAL reports |
C>Data based on call numbers. (Call no. in item record has priority.)
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Print report. (Route report to Librarians) |
3. Run and print statistical report for the entire lists.
S>Create STATISTICAL reports
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B>Use BOOLEAN review file |
4. Once reports are printed, return to main menu. Select:
D>DATABASE maintenance
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R>RAPID updating |
5. Once rollover has been completed, return to lists and delete the two review files.
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or early in the day on the first day we are open for the new fiscal year.
Do the roll-over.
Completion
8. Send an email to collection development, circulation and technical services staff, so they will know why so many item records have the same updated date.
drr Updated 7/17/2015