Millennium Create Lists Manual, Library Staff Manuals, Boreham Library, UA Fort Smith

Create Lists

Boreham Library Staff Manuals

Millennium Create Lists Manual

version 2007.07.26.a

Note: minor changes in menus and wording may occur with each upgrade. Just read the menu carefully and select the correct item wherever it is.

Please remember that we have a limited number of files. Please empty any file you will not use again soon, or that will need to be updated for the next use anyway.

Remember: you can save a search instead of a file, and quickly create an updated version of a file next time you need to use it. You can save a search and then modify it next time it is needed. You can have up to 100 searches saved. Just remember that if you will not use this again, don't save it - just use it.

You can use somebody else's search and modify it for your own use. Just be sure to save it under a different name if you save it. Best method: call it up, save under a new name and only then begin to modify it.

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Conventions Used

Tilde ~ at the start of a file name means that it is a Featured List and should not be deleted or altered except by Technical Services staff. However, it can be used for printing and other non-altering functions, and the saved searches can be the basis for a new search that you save under another name.

Your initials should go at the start of the file name or the name of the saved search. This makes it easier to find and sort your files. Files without initials are fair game to be deleted to make them available for other uses.

Doubleclicking on a fixed field (with a limited number of possible codes) should bring up a list of those codes from which to choose.

Some of the following conventions in cataloging may help you to locate data by which to search:

The BStatus (BCode3) has some important codes for general type of materials and for ordering:

- (hyphen) is visible in the OPAC and considered available
p there is a problem but the record is STILL VISIBLE in the OPAC
h hidden (not visible in OPAC)
o for Ordered (not visible in OPAC)
r for Received (not visible in OPAC)
v for Consider ordering (not visible in OPAC)
y for Yes Director says order (not visible in OPAC)
n for No Director says do not order (not visible in OPAC)
6 for Out of Print (not visible in OPAC)

The BType (BCode2) codes cover the specific format of material, which is handy for sorting types together.

The BStatus codes include a hyphen ( - ) for available items, and other codes for those being considered, hidden, withdrawn, etc.

541 fields are used for current and future ordering.

If it is a serial record, then the first 541 will be for a 'sample' line covering the usual vendor, ordering pattern, etc. The following 541(s) will be for the latest edition to order.

Otherwise, the 541 is used for actual orders. While older records may appear differently, the current standard is as follows:

first is the vendor's code in our system [insan]
c contains the fiscal year in the format FYyyyy where yyyy is the fiscal ending year [FY2003]. This is a useful field to find all the purchases in a given fiscal year for something.
The fiscal year is followed by the fund code [bregf], then the Req number [R0012345].
The d subfield is for the Req number or the pcard information and is indexed.
The edition / volume and isbn may follow [(vol. 4)], especially if this is a serial record.
h is the list price field
n is the actual cost field (not counting binding)
3 is for binding information (add $5 for prebinding].
f is the approver field (the approver follows the asterisk, any library staff initials precede the asterisk).

583 fields are for processing instructions. The b subfield is the date when the current volume was ready for use. Other instructions cover details such as "Replaces Older Edition" for serials, etc.

584 is for noting SUBSCRIPTION, STANDING ORDER, or CONTINUATION ORDER (continuation orders are checked annually or more often, to consider updating to a newer edition).

The 590 is used for existing volumes on serial records or older records. If a new edition is purchased, the 541 for the order is converted to a 590.

The 599 field is for faculty/staff requests and is always prefixed as REQUESTOR: lastname, firstname (plus any priority number or notes on reserves).

The 690 is used for donors, honorees, and PROGRAM: entries and is visible in the OPAC.

Sorting the Review File List

Select the Create Lists function.

The Review Lists are shown.
- The Name shows the name of the file, with the initials of the creator or an asterisk for permanent files.
- The Current Records shows the size available in empty files, or the actual number of records in a file in use.
- The Type is the type of record in the file.
- The Status shows the current condition (normally Complete or Empty).
- The Initials shows the login of the file's creator if the file was created in Millenium. Files created in telnet are blank in this field.
- The Created field shows when the file was created in Millenium. Files created in telnet are blank in this field.

Click on the column header (Name, for example) to sort the files by that instead of by number.

Clicking on the column header will sort the files by that category. Clicking on the Name allows you to group all the files whose names begin with your initials together, instead of sliding up and down the list to find them. It also groups all the empty files together, to make it easier to find one of suitable size quickly.

Creating a Review File

Load Millenium. Logon using your two initials followed by the three other letters to get to acq, ser, cat, etc.

Select the Create Lists function.

The Review Lists are shown.
Click on the column header (Name, for example) to sort the files by that instead of by number.

The Name shows the name of the file, with the initials of the creator or an asterisk for permanent files.
The Current Records shows the size available in empty files, or the actual number of records in a file in use.
The Type is the type of record in the file.
The Status shows the current condition (normally Complete or Empty).
The Initials shows the login of the file's creator if the file was created in Millenium. Files created in telnet are blank in this field.
The Created field shows when the file was created.

Select the file you want to update, or one of the smallest size 'empty' files you are likely to need. We have more of the smaller file sizes. Hint: if you sort by the Name field, all the empty files will be together (but file sizes will be scattered throughout).

After selecting a specific empty file (or file to be updated), click on the Search Records button at the top of the file list.

Review File Name: enter your initials followed by a name for this file.

Record Type: select the type of record needed. You can select a record by those to which it is linked, as you can select an item record by something in the bibliographic record to which it belongs.
For example, if you are checking on REQUESTORS or PROGRAMS, you need the Bibliographic record. If you are checking on barcodes, you will need the Item record.

The next line limits the search if desired; otherwise, leave as Range.

Range normally is not changed.

Review can limit the search to the contents of an existing review file.

Index can limit the search to items in an Index, such as Subject or Local Subject
example: Local Subject, PROGRAM: EDUCATION to PROGRAM: EDUCATION, SECONDARY.

The next line begins the actual search criteria. The first line does not require anything in the Operator field.

Operator is for AND, OR, NOT and used to combine fields in a Boolean search.

Type [Drop-down menu available] is the type of record to search.
This may or may not be the same as the actual record to retrieve. You can search bib records for a criteria that lets you retrieve a item or order record attached to it, for example.

Field [Drop-down menu available] is the actual field to search.
To search a MARC field such as 541 or 690, enter an ! (exclamation point) in Field, and you will be prompted for the field number and (if you want) the subfield. Use a | (pipe) sign before each subfield code.
example: 541|f for the requestor subfield in the 541 order field.

Condition [Drop-down menu available] is the condition of the criteria to be entered, such as Equals, Does not have in any field, Greater than, etc.

Value A is the actual text to be located.

Value B is used only if a range is entered in Condition and the starting value is entered in Value A.

Lines may be inserted, appended (added after the highlighted line), and deleted. Use the appropriate button on the lower right to insert between two lines, or append another line, or delete a line. Then fill in the line.

Notice that as you build the query, the Boolean search is also laid out in the big box below the lines.

Another way to do this is to use an existing saved search using the Retrieve Saved Query button at the bottom of the window. Up to 100 searches may be saved under descriptive names.

At this time, saved queries cannot be sorted, and the last one you used usually goes to the bottom of the list or near the bottom.
Notice that the actual query of the selected name is shown at the top of the window with the criteria listed.

Another way is to Use Existing Search from another file even though it was not saved. As long as the file exists, the search for it is available for other searches.

To Group searches (put group of criteria rows in parentheses), highlight the rows -- they must be adjacent -- and click on Group. Notice that in the line, parentheses appear around those criteria. This avoids having each "OR" start a totally new criteria set.
This is Boolean algebra: A + (B or C or D) instead of A + B or A + C or A + D.

If this search will be used again, you can save it.
If it was not saved before, use Save As, put your initials and the name of the search.
If it was saved before but you have modified it for the current search, use Save and replace the old version with your newer one.

When done, click on Search. Confirm with Y for Yes.

You are returned to the list of Review Files. Your file shows In progress under Status until the search is completed, then it changes to Complete.
Remember: if you sorted the files and then chose an empty file, the cursor stays there but the file is now in alphabetical order under the new name you gave it. Scroll to the proper place to find it.

Next you usually sort the file by something. Click on Sort Records,

Click on Insert to get the first line.

Enter the Type [Drop-down menu available] of record (again, you can select item records but sort by the title of their bib records, etc.).

Enter the Field [Drop-down menu available] name or use the exclamation point and enter the MARC field number (and subfield, if desired).

You can sort by more than one criteria. For example, you can sort by Author, and then under that by Title, so the list will have all of each author's titles in alphabetical order under the author.

Sorting is done from top to bottom. You can sort first by books on a subject, and then by the requestor's names under each subject, to get everything requested under each subject by various requestors. Usually the most important factor is first, followed in descending order.
Another example is to sort by the BType (BCode2) for the format of the material, and then by call number or title or other factors.

Click on Sort/Save to proceed. The Status will be sorting until it is complete.

You can List Records to print or export them.

You can Show Records to see them onscreen. You can also do this just by doubleclicking on the list name.

You can check your search criteria with Show Info.

If you will not be using this file again, please click on Empty and make it available for others. If you are running several searches, you may be able to just keep reusing the same file, changing the name (if necessary) each time, until you are finished.
Remember: if you use a file often but need to update it most times, do not save the file itself. Save the search instead, run it when you need the updated file, and then empty the file afterwards. You can update the search (change a date field, for example) and then save it again with the updated information.

Printing a Review File from Millenium

If you have not selected a printer ever before: With your Review File list on the screen, go up to File and select Select Printer.

Select Standard Printer to print.
Select from the list of printers, such as Local Printer or Cat Print.

Select List Records to choose the fields to print.

Now you can select the fields in the order you desire. Using the buttons on the right, Insert the first line, and Append the others. You can Insert one earlier in the list if you decide to add it. You can also Append several lines at once and fill them in after, deleting any unused ones.

Type the Page heading you desire for the list.

The Starting record is normally one, and the ending record is normally the last one in the file.

The Number of blank lines between records allows you to separate records with a blank line.

Number the records allows you to have the records automatically numbered. This can be helpful when referring to a list or Review File when talking to other people.

Display meanings is normally blank.

Display each variable-length field on a new line keeps the fields from running together on one line. This is usually checked.

Display labels is normally blank.

If listing bibliographic title, print it in uppercase is a way of making the title stand out. It may or may not be what you want; uncheck it if desired.

Click OK to proceed and select your local printer from the popup window if necessary.

If you will not be using this file again, please click on Empty and make it available for others.
Remember: if you use a file often but need to update it most times, do not save the file itself. Save the search instead, run it when you need the updated file, and then empty the file afterwards.

Exporting a Review File from Millenium

If you chose to send the exported text to a file to for use in Excel or a word processor, use these instructions.

With the file highlighted, select Export Records.

Select the fields just as you did with Printing.

For the Field delimiter, change the default to an "at" @ sign.

Change the Text qualifier to "None."

Change the Repeated field delimiter to an "at" @ sign also.

Leave the maximum field alone unless you need to have shorter fields.

Enter the name of the file but keep it to only eight (8) characters to be safe.

Click on OK and watch the export work. When done, the Status column will show "Complete".

The file will be in your c:\Millenium directory when completed.

The file will include the "at" @ symbol which can be used in Excel to divide data into columns, or in word processors to replace with actual page breaks as needed.

If you will not be using this file again, please click on Empty and make it available for others.
Remember: if you use a file often but need to update it most times, do not save the file itself. Save the search instead, run it when you need the updated file, and then empty the file afterwards.

Samples of Searching

Sample search for all the materials for MUSIC-related materials ordered in fiscal year FY2003.

Set your initials and review file title.
Select bibliographic records.
In the first line:
- Type is Bibliographic
- Field is ! (meaning exclamation point for a MARC field)
- fill in the popup for the MARC field as 541
- Condition is h for Has (meaning somewhere in the 541 field)
- Value A is FY2003 for fiscal year 2003 items
- Value B is not used
Use the Append button to add each additional line.
In the second line:
- Type is Bibliographic
- Field is ! (meaning exclamation point for a MARC field)
- fill in the MARC field as 541
- Condition is h for Has (meaning somewhere in the 541 field)
- Value A is R00 for R followed by two zeros (not Ohs!) indicating that a Req was issued
- Value B is not used
In the third line:
- Type is Bibliographic
- Field is ! for MARC, fill in as 690
- Condition is h for Has
- Value A is MUSIC
- Value B is not used

Sample search for all the materials requested by a faculty member which are not yet owned. Since older records used the 541|f for REQUESTOR: and later records use the 599, both must be searched with an OR choice. This will demonstrate the use of parentheses in the Boolean formula.

Set your initials and review file title.
Select bibliographic records.
In the first line:

Type is Bibliographic
Field is 31 for BStatus of the record
Condition is != for not equal to
Value A is - for hyphen
Value B is not used

In the second line:
- Set the first blank to AND
- Type is Bibliographic
- Field is ! (meaning exclamation point for a MARC field)
- fill in the popup for the MARC field as 541
- Condition is h for Has (meaning somewhere in the 541 field)
- Value A is Doe, John for faculty member John Doe, or whatever other name required
- Value B is not used
In the third line:
- Set the first blank to OR
- Type is Bibliographic
- Field is ! (meaning exclamation point for a MARC field)
- fill in the popup for the MARC field as 541
- Condition is h for Has (meaning somewhere in the 599 field)
- Value A is Doe, John for faculty member John Doe, or the same name as above
- Value B is not used

Click on the second (541 field), hold down the SHIFT key, and click on the third (599 field) line.

The Group is now available. Click on it, and see the parentheses appear to make the second and third lines an OR function.

Click on Search and confirm it.

Since items normally available have a status of - (hyphen), any other statuses would not be available yet.

The 583 is used for special instructions, the cataloging date, and in subfield b, the final processing date when the item was ready.

The 590 is used for existing volumes on serial records or older records. If a new edition is purchased, the 541 for the order is converted to a 590.

The 690 is used for donors, honorees, and PROGRAM: entries and is visible in the OPAC.

You need not take an entire field to print. For example, the start of each MARC field is the a subfield, although the a is not shown unless repeated elsewhere in the line. You could take just the |a subfield of the 245 field to get just the title of a book, instead of the entire 245 field.

Sample printout for the above sample search:

Remember to Sort your records. Bear in mind that when mixing received and still-on-order records, however, that there probably won't be a valid call number for the still-on-order items. Sorting by Title might be more appropriate in such cases.
You may also want to sort (first line) by BType of material, to group books, videos, etc., together. The second line would be to sort by Title or call number.

At the Review Files list, select the file again (remember, it may have jumped up to the alphabetical place on the list!)

Click on List Records

Select the fields to print and use the Append button to add each additional one:
- Type = B, Field = C for call number (which may be blank if not processed yet)
- Type = B, Field = T for Title
- Type = B, Field = A for Author
- Type = B , Field = p for Imprint (publisher, year, etc.)
- Type = B, Field = ! and enter 541|h for the price, if desired.
- Type = B, Field = ! and enter 541|f for the Requestor field, if desired (note that ALL the requestors will be printed, each on a separate line).
- Type = B, Field = ! and enter 583|b for the completion date - if there is none, it's not here or not ready yet and prints a blank line.
  Another way to do this is Type = i for item record, Field = b for barcode, and if one is present, the item is here and ready or nearly ready for use. However, the barcode alone looks a little cryptic on a report for non-Library people.

Enter the page heading you want, such as "Music-Related Materials Ordered for FY2002-2003"

Leave the complete range of records.

Put 1 line between records.

If you check "Number the records", it could make it easier to refer to the list later.

Check to display each variable-length field on a new line

Uncheck the option for printing the title in uppercase - it makes it harder to read for some people.

Tips

Previews - if nothing is changed, be sure that you searched the records so you get the actual list shown first, then see if the Preview shows the changes.

To delete a saved search, get the list of review files on screen. Look at the tabs and click on the Saved Searches tab. Select your search to delete, and click on the Delete button, and follow through the steps.

To rename a saved search, call up the original search, save it under a new name, and then delete the old one.

The saved searches do not sort at this time.

To Group searches (put group of criteria rows in parentheses), highlight the rows -- they must be adjacent -- and click on Group. Notice that in the line, parentheses appear around those criteria. This avoids having each "OR" start a totally new criteria set.

Finding blank fields. Locate these using the following method in Create Lists (this example assumes blank 'volume' fields):
VOLUME <> AND VOLUME not within 0 & zzzzz
(Volume field exists and volume is not within 0 and zzzzz)
This search will also find these fields, as well as fields that have initial spaces or symbol characters:
VOLUME ## because of the blank after "Volume"
VOLUME 9TH ED. 1989
VOLUME 9:7 Mar 1998

Creating Commands

Don't check "Use Displayed Field" if the fields displaying in the "Select Records" tab are not the fields you plan to edit.
If "Use Displayed Field" is checked, changes are only applied to the displayed (and 'selected') fields on Tab 1 (Select records). For example, the title field displays for a set of bibliographic records in Tab 1 (Select records), but the command is set up to change a call number field. In this case "Use Displayed Field" will cause no changes to be found because the displayed field is not the call number field.
The four conditions "Use Displayed Field", "Match Whole Field", "Match Case", or "Match Whole Subfield" are exclusionary conditions. These four conditions are necessary only when multiple fields exist to which a command could be applied and where the user wishes to further exclude specific fields.
If no changes are found in the Preview Tab, examine the command to see if all results were excluded by too narrow a command.