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Alice for Windows. Alice Data Spring Clean Martin Hood OASIS Extras. Alice Data Spring Clean. Catalogue Authority Files Borrowers Loans. Catalogue Data. Location / Classification / Suffix Print Stocktake Summary report Stocktake, Process, Report, 01 Summary: ALL. Catalogue Data.

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alice for windows

Alice for Windows

Alice Data Spring Clean

Martin Hood

OASIS Extras

alice data spring clean
Alice Data Spring Clean
  • Catalogue
  • Authority Files
  • Borrowers
  • Loans

Alice Data Spring Clean

catalogue data
Catalogue Data
  • Location / Classification / Suffix
    • Print Stocktake Summary report
      • Stocktake, Process, Report, 01 Summary: ALL

Alice Data Spring Clean

catalogue data4
Catalogue Data

Alice Data Spring Clean

catalogue data5
Catalogue Data
  • Lists
    • Location (may be blank)
    • First character of classification

e.g. 808 - 844.91 (no location)

REF 920 - REF 920 (with location)

  • Highlights cataloguing inconsistencies
    • Hundreds of ‘correct’ entries = one line
    • One ‘wrong’ entry = one line

Alice Data Spring Clean

catalogue
Catalogue
  • Use Inquiry to find the ‘wrong’ Call numbers
  • ‘Filter’ by Classification or Call Number
    • Classification EXCLUDES the Location
    • Call Number INCLUDES the Location

Alice Data Spring Clean

catalogue7
Catalogue
  • Open Inquiry and Cataloging in separate Windows
  • Use GRAB in Inquiry
  • and PUT in Cataloguing
  • To GOTO catalogue record quickly

Alice Data Spring Clean

catalogue8
Catalogue

Tricky ones

  • ‘Blank’ entries – search for ‘space’
  • ‘Location’ is in Classification
    • E.g. REF 920
  • Lower case Classification code breaks up Stocktake report sequence. AVOID.

Alice Data Spring Clean

authority files
Authority Files
  • Main Catalogue Authority Files
    • Author
    • Subject, Series, Topic
    • Publisher
    • Supplier

Alice Data Spring Clean

authority files10
Authority Files
  • Don’t DELETE an entry unless you are sure it is not being used
  • Use to merge duplicated terms
    • Not available in Supplier
  • Can print lists.
    • Management, Authority Lists.
    • Can be VERY long!

Alice Data Spring Clean

authority files11
Authority Files
  • Shutdown options
    • Hide Unused Subjects / Authors
      • Note: Will not hide if used in See or See Also
    • Remove duplicate Subjects / Authors
      • Consolidates identical and very similar Subjects
      • Differ only by spaces and end terminator
      • Retains references from catalogue entries

Alice Data Spring Clean

borrowers
Borrowers
  • Refresh Borrower Data from MAZE
    • Ensure Student ID is in Alice first
    • See procedures on OASIS Extras website
    • Easiest approach. Someone else has got all the details right
  • Consolidate duplicated borrowers
    • Merges Loans, Reservations, Loan History

Alice Data Spring Clean

borrowers13
Borrowers
  • Roll Class and Scholastic Year
    • Consolidate duplicate descriptions in Lookup Tables (use Scissors)
    • Use Borrower Lists by Roll Class / Year to identify errors (usually LEFT students)
      • Circulation, Lists, Borrower: 04 and 08
    • Fix individual students in: Circulation, File, Borrower

Alice Data Spring Clean

borrowers14
Borrowers
  • Circulation, Global Change:
    • Limits – Set loan limits by Year Level
    • Loan Category – Set BLC by Year Level
    • Delete – Remove Borrowers by Year Level
      • Use at start of Year before Refreshing from MAZE to remove highest year students

Alice Data Spring Clean

loans
Loans
  • Long term Overdues
    • Print overdue list
      • Group list is most compact
      • Use date well into the future to include all loans
    • If borrower has left and there is no chance of getting the book back:
      • Return the book (type in barcode in RETURNS)
      • Change Status to Disposed (or Missing)

Alice Data Spring Clean

stocktake
Stocktake
  • Ensures items still exist on the shelves
  • Ensures they are correctly shelved
  • Items ‘On Loan’ are EXCLUDED from Stocktake so Recall / Return long term overdue items before Stocktake
  • Full details at:
    • http://www.oasisextras.com.au/Stocktake%20in%20Alice.ppt

Alice Data Spring Clean