Alice for Windows

1. Alice for Windows Alice Data Spring Clean Martin Hood OASIS Extras

2. Alice Data Spring Clean • Catalogue • Authority Files • Borrowers • Loans Alice Data Spring Clean

3. Catalogue Data • Location / Classification / Suffix • Print Stocktake Summary report • Stocktake, Process, Report, 01 Summary: ALL Alice Data Spring Clean

4. Catalogue Data Alice Data Spring Clean

5. 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

6. 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

7. 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

8. 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

9. Authority Files • Main Catalogue Authority Files • Author • Subject, Series, Topic • Publisher • Supplier Alice Data Spring Clean

10. 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

11. 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

12. 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

13. 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

14. 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

15. 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

16. 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