Follett VERSION 6.00, User Manual

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Chapter 27 Maintaining your collection
In this chapter you'll learn how to use reports to analyze your collection, globally
update selected headings and copy fields or delete specific tags, update selected
fields in individual copies, and use your PHD for mass updates. You'll also learn
why you might want to update keywords and rebuild your crossreferences.
Finally, you will see how to use the Book Cart to enhance your records.
Using reports to analyze your collection
It's important to keep a clean database for a number of reasons: your statistics are
accurate; your data truly reflects your collection; and your patrons can locate
more easily the materials they need. The Reports module comes with a number of
cataloging and circulation reports to help you maintain your database. These
reports may also show a need to create or update library policies. For details on
running these and other reports, see the Reports section, beginning on page 485.
Brief Records: This report identifies records that need to be enhanced. Make sure
these records have standard numbers and correct titles so they can match against
Alliance Plus and imported records.
Copies by Funding Source or Vendor: Retrieve detailed or summary
information about your funding sources or vendors. In the copy list form, you
can use the report to identify the copies you purchased with certain funds or
from certain vendors. In summary form, you can see your total acquisitions for
each funding source or vendor.
Copies With Other Call Numbers/Copies Without Call Numbers/Copies With
Different Call Numbers: Call number searches look at the copy record. So, when
you or your patrons search by call number, you may not locate them. In addition,
when these copies are circulated, the statistics might not go to the right call
number prefix. Statistics on unrecognized or missing call number prefixes
accumulate in the OTH call number prefix group.
Copy List by Circulation Type: This report identifies copies that have a
particular circulation type assigned to them. Run this report for assistance when
removing or changing circulation types.
Headings Without Authorities: If you maintain authority records, you can
examine your bibliographic records to discover the headings in them that do not
have corresponding authority records. With this report, you can correct the
headings in the bibliographic records, or create new authority records, or add
entries to them. Also use this report when running Global Update Headings.
Titles With Duplicate Standard Numbers: Duplicates can cause problems in
your database. Make sure the correct numbers appear in your records. (It's