OLIS

Good morning!

The OLIS has enriched the Items General Retrieval Form by adding another Report Format option.  The Retrieval Form is found in the both the Circulation and Cataloging modules on the Services menu under: 

       Items / General Retrieval Form (ret-adm-01)

The new report format, which is 2nd in the list, provides the following information in the output:   Doc/Bib Number, Collection Code, Call Number, Description,Author, Title, Year,  Item Processing Status, Barcode, and Number of Loans (from the Item Record)

The form that provides the output is:      

     [your_campus]01/form_eng/general-retrieval-form-10.xsl

A copy, for archival purposes is: 

  [your_campus]01/form_eng/general-retrieval-form-10.xsl.v18_sny

The OLIS designed this form based on recent Footprint requests.

Enjoy!

        — Natalie

The OLIS is pleased to announce another How To document:
     How To Protect Patron Privacy with Aleph
     In Footprints:  KB-7017

The document lists the various Aleph services available that scrub data to protect patron privacy and illustrates how each service can be setup in the job_list.

 – Natalie

Three new Custom Services are now available.  All were initially developed for campus projects and then adapted for use as a Custom Service.

custom-90

Cataloging / Services / Custom Services - Reserves /

Re-index Course Reserves

This service re-indexes the Direct, Word and Browse indexes in the Course Reserves (30) library.  This functionality was available via Web Services in v14 and v16, but did not work correctly in v18.  Thus, OLIS removed it from Web Services.  Now, the functionality is available in the GUI.

OLIS has hard-coded all the parameters into the program.  For example, it does not matter which library is selected on the input screen; this service will always run in the 30 library.

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custom-52 
    Circ / Services / Custom – Circ Stats (Titles) /

          Circulation Statistics by Item with Patron Information

This service lists bibliographic, item, patron and transaction information for circulation transactions within the specified time frame. It can be run on one collection code or on an entire sublibrary. Bib records with an STA field are not included. The output file is in comma-delimited format that can be used and manipulated in Excel.

There is one entry for each circulation transaction.  Each entry includes:

·         Bib info from Z13 short doc: System Number, Title, Author, Imprint, Year

·         Info from item record: Barcode, Sublibrary, Collection Code, Call Number, Item Status

·         Patron information: Borrower Status, Borrower Type

·         Transaction information: Event Type, Event Date

The Event Type is an Aleph assigned code. A listing of the codes can be found in the Help file for this report.

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custom-45 
     Circ / Services / Custom Services - Items /

           List of Items Containing OPAC Note

This service lists bibliographic and item information for items with OPAC notes.  You can choose to retrieve all records with an OPAC note, or only those with OPAC notes that contain a specified character string.

Bib records with an STA field are not included. The output file is in comma-delimited format that can be used and manipulated in Excel.

Each entry includes:

·         Bib info from Z13 short doc: System Number, Title, Year

·         Info from item record: Sublibrary, Collection Code, Call Number, Description, OPAC Note, Item Status, Item Processing Status

Two new Custom Reports are now available and custom-50 has been upgraded.

custom-11 
    Circ / Services / Custom – Circ Stats (Summary) / Loan/renew statistics by collection code/call number breakdown: no $$h

This is a new report and is a modification to custom-10:
     Loan/renew statistics by collection code/call number breakdownBoth custom-10 and custom-11 provide Loan/Renew statistics by Collection Code.  The user specifies the number of characters in the call number to be used to calculate report results.

• custom-10 assumes each call number begins with “$$h” or “$$k” - and starts counting (and reporting) on the 4th character
• custom-11 does NOT assume a subfield code and starts counting at the 1st character

custom-11 should be used for circ stats on bib records that are input using the Reserve Module.  If you try running the existing custom-10 on Reserve items, you will find the first 3 characters of the call number are missing - custom-11 corrects that.

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custom-39 
     Cataloging / Services / Custom Services – Cataloging / Bib records (non-deleted) with a HOL record but no Item records  

This is a new report that is similar to custom-35, custom-36, and custom-37.  This service creates a list of bib system numbers for bibliographic records that have at least one HOL record but no Item records attached. You can use other Aleph reports/services to refine and/or print results or perform global changes.  See the Help file for more details.

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custom-50

     Circ / Services / Custom – Circ Stats (Titles) / Circulation Statistics by Item

     This is an existing report and has been upgraded as follows:

·         The output now does not include bib records with STA fields

·         The output now includes the Item Status

The OLIS is offering a document that lists suggestions for using Aleph to capture statistics for the NCES Academic Libraries Survey for 2008.  Note that these are suggestions and they should be considered in terms of the local environment and adapted as necessary.  The document is based on one Andy Perry compiled in 2004.

The document “Aleph Sources for NCES Academic Libraries Survey” is available via Footprints as Public Solution #6363. 

  — Natalie

p-custom-50, Circulation Statistics by Item, is once again available in Aleph. I want to thank the Oracle database administrators ITEC for their expertise in diagnosing the problem and modifying the sql so that it runs more efficiently. Thank you for your patience while we worked on this matter.

 – Natalie

p-custom-50, Circulation Statistics by Item, has been temporarily removed from Aleph due to oracle errors.  ITEC will be helping me modify the program.  In the meantime, you might try using ret-adm-01, Items / General Retrieval Form.  That may be useful in some situations.  My apologies for the inconvenience.

  — Natalie

The OLIS is happy to announce that 9 new custom reports are now available:

Reports for cataloging cleanup:

    These services create a list of bib system numbers for bibliographic records that meet the criteria. Other Aleph reports/services can be used to refine and/or print results or perform global changes.

    Cataloging / Services / Custom Services - Cataloging
         * Bib records (non-deleted) with no ADM or HOL record (custom-35)
         * Bib records (non-deleted) with no HOL records (custom-36)
         * Bib records (non-deleted) with no ADM record (custom-37)

    Circulation / Services / Items
         * Item records not linked to any HOL record (custom-38)
Reports for OPAC Stats:

    These custom services replace the current web-based OPAC Stats created by Nathan Fixler at OLIS.  Starting with this announcement, campuses will use the new custom services for OPAC Stats and will no longer use the web-based stats that had been provided by OLIS. The Custom Services can report on OPAC activity from the beginning of v16.
    
    Cataloging / Services / Custom Services - OPAC Stats
         * OPAC Stats - Visits – Monthly (custom-60) — This service reports the total number of OPAC visits for each month within the specified year.
         * OPAC Stats - Visits – Daily (custom-61) — This service reports the total number of OPAC visits for each day within the specified month.
         * Web OPAC Search Strings - Word Searches (custom-62) — This service counts and reports the search strings used in Word searches within the specified period of time.
         * Web OPAC Search Strings - Scan Searches (custom-63) — This service counts and reports the search strings used in Scan/Browse searches within the specified period of time.
Job to provide circulation data for WorldCat Collection Analysis:

    Circulation / Services / Custom - Circ Reports and Jobs
         * WorldCat Collection Analysis - Circ Extract (custom-70) — This service produces a file to be sent to OCLC for the WorldCat Collection Analysis - Circulation Analysis. This file can be sent to OCLC without any further modification.

         NOTE:  This job will NOT produce usable results until after p_manage_70 is run for your campus.  The schedule is available on olisdocs:  http://www.sunyconnect.suny.edu/olisdocs/public/Aleph/p_manage_07_sched_Oct2008.xls

   — Natalie 

A new custom report has been developed to aid in collection development activities.

Custom-50, Circulation Statistics by Item, lists the number of circ transactions by item for a given loan period and for a minimum number of circ transactions.  Users can also limit by the publication date of the item.  The output file contains bibliographic information, barcode number, collection code, call number, and number of circ transactions.  It is a comma-delimited file to be read into Excel.  See the Help file for more details.
 
The report can be found in the Circulation Module under: 

 Services / Custom Circ Stats (Titles) / Circulation Statistics by Item (custom-50)
 
If you have any questions, please submit an issue in Footprints.

Six new custom reports are now available that provide data on in-house circulation. These can be found in the GUI Circ module on the Services menu under ‘Custom – Circ Stats’

Statistics are divided between:

• In-house Use – items entered into the GUI using the ‘In-house Use’ functionality
• Returns/Not Loaned – items that are checked-in using the GUI Return functionality but are items that are not on loan

The new reports are:

• In-house use / Not loaned statistics by sublib/item stat/mat type (custom-15)
• In-house use / Not loaned statistics by sublib/mat type/item stat (custom-16)
  • custom-15 and custom-16 are similar to custom-04
• In-house use statistics by collection code/call number (custom-17)
• In-house use statistics by collection code/call number breakdown (custom-18)
• Returns/Not Loaned statistics by collection code/call number (custom-19)
• Returns/Not Loaned statistics by collection code/call number breakdown (custom-20)
  • custom-17 and custom-19 are similar to custom-09
  • custom-18 and custom-20 are similar to custom-10

If you have any questions, please submit them to Footprints.