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. Make a list of item records, YTDCIRC >=1. Make a separate subset of this list for records with Bib Loc=main.
3. Run and print statistical reports for the Moellering lists.
S>Create STATISTICAL reports
B>Use BOOLEAN review file
O>Data based on OTHER fields (Do not split multi records)
Print location report
Print code report
C>Data based on call numbers. (Call no. in item record has priority.)
Print report. (Route report to Librarians)
3. Run and print statistical report for the entire lists.
S>Create STATISTICAL reports
B>Use BOOLEAN review file
O>Data based on OTHER fields (Split multi records)
Print location report.
4. Once reports are printed, return to main menu. Select:
D>DATABASE maintenance
R>RAPID updating
Galileo will ask, "Do you want to maintain YTDCIRC …"
Select y (yes)
Galileo will ask, "Zero the YTDCIRC totals?"
Select y (yes). Then select
R>REPLACE 2YRCIRC with number in YTDCIRC
Galileo will ask, "Do you want to use a Boolean review file?"
Select y (yes). Make sure you chose the file for all the records, not just Moellering's records.
5. Once rollover has been completed, return to lists and delete the two review files.
3 July 2000