Ytdcirc

Department: Galileo System Maintenance and Circulation

Procedure: ROLL OVER YTDCIRC DATA

Purpose: This procedure is done annually to maintain the YTDCIRC and 2YRCIRC fields in our item records.

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).

Required Knowledge/Skills: Millennium Create Lists

Equipment/Supplies: PC with access to Millennium

Procedure

1. Perform this function on the first day we are open of the new fiscal year.

2. Using Millennium Create Lists, make a list of item records, YTDCIRC >=1 or 2YRCCIRC >=1. There is a query saved for this purpose called "YTDCIRC annual rollover."

3. Make a separate subset of this list for CLR only records (Item location code starts with C).

4. Go to Millennium Statisics. Edit the query "Call no analysis of titles used last year" so that it analyzes the current list. Save the query before using it in case you want to rerun it on the same list.

5. Export the Call number report to G:\Moe\Collection Development\Item use reports. Name the file SCAT Items Used year. Delete the price column from the report because it is meaningless. Export the Itype similarly. (In future the status report may be of interest to Circulation.)

6. Once the reports are exported and saved,open up telnet access to Galileo. From the main menu, sdelect:

7. Once rollover has been completed, return to Millennium Create lists and delete the two review files.

drr Updated 7/01/2011