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Annual Inactive Checkin Record Review 

Purpose:  An annual checkin record clean up in order to close checkin cards with "filled" status.

 

I. Create Checkin Review File

 

In Millenium Serials Module, click on "Create Lists"

Scroll down to find an ORO designated "Empty" slot.

Click on "Search Records"

Enter a "Review File Name" in the corresponding name box. File name should have "ORO:" as a prefix.

"Store Record Type" = checkin and card

 

  1. First parameter.  Double click under following categories to choose search terms:

    • "Type" = c checkin

    • "Field" = Fund/Keyer

    • "Condition" = equal to

    • "Value A" = 763

  2. Click on "Append Line" for the second parameter.  Double click under following categories to choose search terms:

    • "Type" = c checkin

    • "Field" = Fund/Keyer

    • "Condition" = equal to

    • "Value A" = 766

  3. Click on "Append Line" for the third parameter. Double click under following categories to choose search terms:

    • "Operator" = and (default setting)

    • "Type" = c checkin

    • "Field" = card status

    • "Condition" = equal to

    • "Value A" = filled

NOTE: Group first and second parameter together by highlighting lines and clicking on "Group".  This allows boolean searching of filled checkin criteria with 763 (periodical) OR 766 (microform).

 

Search will take a few minutes to complete.

 

II. Performing Checkin Record Clean up

 

Sort the review file by fund code to separate the 766 titles collection from the 763 titles.

 

Open review file and begin going through each record and closing any checkin cards that are complete.

 

To close a checkin card:

  • After opening checkin card, highlight "Tools" on the top screen menu

  • Highlight "Card Menu" and click on "Delete Card"

Any issues that should be bound or discarded (straggler issues) should be noted in the appropriate spreadsheet fields for the corresponding departments.

A note stating straggler issues (including volume, number, date) should be placed internally into each record.

 

III. Instructions to departments for working with review file results

 

An Excel spreadsheet template is saved on the Share drive: S:\Serials under title, "Inactive Checkin Records Template". Spreadsheet is distributed via e-mail to a contact in each department.

  • Fill-in categories corresponding to each location (Reference, Gov Docs, Darling Center, etc.)

  • Type in each title, type in any discard issues (any issues that SHOULD be discarded) and any other information will fall under the "Notes" category.

  • Additionally, for Gov Doc titles, fill-in corresponding bib record numbers (ex. .b4522541) to alleviate confusion among records with same titles.

  • Department contact should update periodicals staff member upon project completion.


Contact Us | Revised: 01/13/2014
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