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Create
Lists
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Introduction
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| Create Lists -
What Is It ? |
- Report generator that lets you create tailor-made lists
of records based on your own criteria.
- You may create lists from Bibliographic, Item, Patron,
Order, Checkin, or Authority records.
- Use Boolean searching to create subsets of the database
for use in reports.
- You can choose to combine data from different record
types (e.g., Bibliographic and Item records), look for
specific values in the records, print out only certain
fields, sort the records in any order, and create precisely
the type of list you want.
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Review Files - the
storage unit for Create Lists
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- Each list you create is stored in a "review file". Once
you have created a list of records (review file) using
this option, you can display the records, print them,
or use them as input for other INNOPAC functions.
- The lists you create are in reality lists of INNOPAC
record numbers, not static copies of actual records. Every
time you use a list which you created previously, the
system retrieves the current version of the included records.
If any of the records have been changed since you created
the list, they will appear in the list with the changes
reflected.
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Boolean
Operators
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- INNOPAC allows you to combine multiple search conditions
into a single search statement by using the Boolean operators:
AND and OR.
- Search statements containing Boolean operators are processed
by grouping all terms together into a
sub-expression until an OR is encountered.
- The order in which you input the Boolean terms will
affect the results of the search.
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Creating Lists of Records On Innopac
Boolean Conditions
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You Key
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Innopac Displays
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What it Means
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Hints
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=
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=
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equals
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Use only for exact matches. Useful
for searching for records that don't have a particular
variable length field.
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~
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< >
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not equal to
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Useful for searching for records that
have a particular variable length field.
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>
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>
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greater than
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Useful for words as well as numbers;
"AUTHOR > X" retrieves authors whose
last names begin with y or z.
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> 0
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xx
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xx
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finds any value in the field
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<
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<
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less than
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xx
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< 0
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xx
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xx
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finds a blank value in the field
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G
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g
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greater than or equal to
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For date, not blank - use < >
and hit space bar when prompted for date.
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L
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l
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less than or equal to
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W
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w
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within/between
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Inclusive; within 50 & 100 includes
50 and 100
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N
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n
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not within
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Exclusive; not within 50 & 100
does not include 50 and 100
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H
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has
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has (contains)
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INNOPAC will search for the presence
of your search string anywhere in the field; punctuation
and spacing must match, capitalization is ignored.
"CALL NUMBER has rent" will retrieve records
with the call numbers RENT, rent, PARENT, and Parent.
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E
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e
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exists
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Used for searching "special fields"
and conditions (linked records, presence of field,
i.e. paid field)
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N
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n
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not exists
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Opposite of EXISTS, used only for
special fields conditions.
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X
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xx
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not have
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xx
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r
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xx
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regular expressions
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xx
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Helpful Hintsfor Creating Lists of
Records on Innopac
To search for bibliographic records that do or don't have
a particular type of record attached, use the "^ LINKED_RECORD"
search. Type <SHIFT><6> to enact this search.
The "@ SP FIELD" allows you to search for data
within the 007 and 008 fields. Type <SHIFT><2>
to enact this type of search.
The "! MARC TAG" allows you to search specific
MARC fields within a record. You can specify the indicators
as well as the subfields that you would like to search. Type
<SHIFT><1> to enact this type of search. It is
more precise to sort on a MARC tag than on a III field tag.
Sample Searches for Bibliographic Records
LANGUAGE ~ eng AND LOCATION = <your reference collection
code> finds non-English-language reference materials
440 ~ <enter> finds bibliographic records with 440
series fields (<enter> implies BLANK)
245?4 | a H der<space> finds bibliographic records
with 245 second indicator 4, title fields that have DER in
the subfield a ( ? is a wildcard you can use when searching
MARC tags)
LINKED_REC E c and LINKED_REC N o finds bibliographic records
that have attached checkin records but don't have attached
order records
CALL NUMBER = <enter> finds bibliographic records without
Sample Searches for Item Records
BARCODE = <enter> finds item records without barcode
fields
VOLUME ~ <enter> finds item records with volume fields
COPY # G 2 finds item records with COPY # fields that are
greater than or equal to 2
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Create
List Etiquette
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a. Select an appropriate size file space
b. Name and date your list
c. Delete your list when it is no longer needed
d. Do not delete a list someone else created.
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Examples
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Example 1. Procedures
for gathering monthly withdrawal statistics
- When withdrawing a title record from the collection
(because the item is being physically withdrawn, the bib
record does not match the book we own, or the item has
been searched for and can not be found):
Place a "d" in SUPPRESS (bcode3) in the
bib record
- If the item being withdrawn has other items attached
to the bib record that are not being withdrawn
(ex. You
are only withdrawing c.2 not c.1 or c.3):
--Place a "d" in ICODE2 in
the item record that corresponds to the item
number you are deleting
If you are withdrawing
a multi volume set or, for example, all copies
attached to a bib record:
--Place a "d" in SUPPRESS" in
the bib record
--Place a "d" in ICODE2 for all but one item.
If a 25 volume set is being withdrawn, you will need
to place a "d" in SUPPRESS" and a "d" in
24 of the ICODE2s.
- At the beginning of each month, Jim will run
a list of bib records having a "d" in SUPPRESS and
a list of item records with a "d" in
the ICODE2. Call these SUPPRESS = d and ICODE2
= d. After creating
the bib list SUPPRESS = d:
--S (sort) by OCLC#
--L (list) by OCLC# and Title
--Make a paper printout and use this list to delete
items from OCLC
- Next, create monthly stats for SUPPRESS = d and ICODE2
= d.
- For SUPPRESS = d:
--At the main menu, select: M, S, B, file
labeled SUPPRESS = d
-- Select O (Statistical report based on all OTHER record
data elements)
-- Do you want 'multi' fields to be split up? Y
-- Select 2 > LOCATION report (See attached
for a sample report)
-- Title the report: Title deletions for "Month/Year"
--Print the report
- For item stats:
--Select ICODE2 = d file
--Follow the same instructions, call this report:
Item deletions for "Month/Year"e
- Please give these reports to Amrita
- Next comes the actual deleting:
-- Item records - Delete the ICODE2
= d record file first:
Example 2. Creating a
list of bibs with no items
This is done through create lists using the option, "find
BIBLIOGRAPHIC records that satisfy the following conditions
LINKED_REC not exist to I." This option can be used
to find any bibliographic record that does not have a
particular
attached record.
Example 3. Invoices (Monthly Report)
Create a list of order records, and search the
Paid Date field, and then choose Payment Date, using the "within" operator
for whatever time period you want included. Then run a
statistical report on that list to get the total dollar
amount. You can get a wide variety of reports based on
fixed
fields in the order record.
Example 4. Limit a search to look for
only the present of the characters at the beginning of a
field
For variable fields, use HAS with the subfield
followed by the data (e.g. AUTHOR HAS | asmith).
For fixed fields, the MATCHES operator is necessary
(e.g. LOCATION MATCHES ^o finds all locations that begin
with "o"). Using MATCHES with fixed fields often
doesn't work in telnet because you can't input enough characters
for
complicated expressions.
Example 5. Create list - MARC tag 001
Option 1 - In MilCat create lists
the line looks like: Type - -Field - -Condition - -Value
A
BIBLIOGRAPHIC MARC Tag 001 equal to " "
Option 2 - In text create lists: Use ! to
get the MARC Tag, set it to 001, choose = for equal to,
then press
Return key: it will look like this: "001 = " without
the quotes.
Option 3 - I don't know whether you're using
Millennium Create Lists or character, but in either case
you
could use the condition "MARC field 001 = [nothing]"
to find records missing this field. You'd need to use the
exclamation point to tell the system you wanted to specify
a MARC field, enter the field number (001), followed by =,
and then just hit return or click on search to get records
where that field = nothing. "[Variable field] = [nothing]"
is an easy way to say, "find me records that don't
have this variable field.
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