Michigan State University

New Books Shelving

Contents

  1. Change previous week’s review file location to MAIN
  2. Empty last week’s data from the review file
  3. Scan barcodes of books ready to be shelved into handheld scanner
  4. Transfer Scanned Barcodes into Opticon Scanner
  5. Transferring barcodes from scanner into database (Using Percon software and Millennium Offline Circulation)
  6. Transferring barcodes to a review file from Anzio
  7. Set the inventory date for new books
  8. Change location to proper new book day
  9. Clearing Circ.dat file and Millennium Offline Circulation
  10. Shelve books on the proper new book day shelves

Change previous week’s review file location to MAIN

  1. Log into Sierra using INV initials and password. See group leader for password instructions.
  2. From the Function menu, go to Rapid Update.
  3. From the "Select record type to modify" box, choose ITEM.
  4. Choose "Review" from the drop down box located on the left side of the screen, then from the "Review file" drop down screen, scroll down through the list until the correct day’s file is found and highlight it. All five files are located in a cluster with their location/date (ex. NEW BOOKS Monday 2/3/03).
  5. In the FIELD box enter “79” for LOCATION.
  6. In the VALUE box enter “mn”.
  7. Click on the START button to the right of the Review file selection box.
  8. Once the file is complete, click on [Close] Icon to clear the fields.

 

See New Book Revision for more detailed explanation of the new books procedures.

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Empty last week’s data from the review file

  1. Go to the CREATE LIST function in Sierra.
  2. Locate the file that you just edited in RAPID Update (Lists #109-113) and open it.
  3. Look at one of the records to verify that the location is "mn" and then close the file.
  4. Empty the file by clicking on the EMPTY icon at the top of the screen.
  5. Click on the RENAME icon and name the file for the day you are doing. (Ex.: MONDAY). This will help you find the file when you do the transfer later in Anzio.

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Scan barcodes for books ready to be shelved into handheld scanner barcodes on the new book truck for the day.

  1. Before scanning new books, empty the scanner of any old barcodes that may not have been deleted.
    • Plug USB cord into scanner and computer.
    • Open Opticon Scanner software.
    • Click "Delete Barcodes."  Click again if you do not hear the beep.
  2. Unplug scanner from computer and use scanner to scan the barcodes on the New Book truck.  Be sure to scan the books in call number order.

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Transfer Scanned Barcodes into Opticon Scanner Software

  1. Open Opticon scanner software.
  2. Make sure status lights are all green, and display boxes are all un-checked.
  3. At check marked “Save to file,” click on the dropdown box (...), name the file "Barcodes.txt" and save to your desktop.
    • Do not download barcodes from scanner before you click the save box.
  4. Click the "Get Barcodes" button. (Located below the "Options" headings)
  5. Close scanner software.

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Transferring barcodes from scanner in to Sierra database (Using Notepad Text file, Circ.date file, and the Percon software and Millennium Offline Circulation)

  1. Open desktop Notepad icon (Barcodes.txt file).  Barcodes should now be in the file.
    • Select all barcodes (Notepad barcodes.txt file.)
    • Using the "Replace" command from the edit menu
    • "Find What" = 31293
    • "Replace with" = n:31293
    • Click "Replace All"
    • Close out of the replace box.
  2. Select all (n:31293...) barcodes in the notepad Barcodes.txt file.
  3. Copy all (n:31293...) barcodes.  Leave the notepad file open until barcodes have been pasted into the circ.dat file.
  4. OPEN Circ.dat file:  (My Computer > open local Disk C > Millennium file > Offline > "circ.dat file")
  5. Paste barcodes into circ.dat file and save file.
  6. Minimize file. (Do not empty circ.dat file.)
     
  7. Now empty the notepad Barcodes.txt file. (select all barcodes > file > delete > save) Close out.
     
  8. Open MILLENIUM OFFLINE icon
  9. Find "File" > select "Upload Circulation and patron data ..."
  10. Answer "YES" to question, "Is the server ready to receive data? If so, choose YES to upload data."
  11. An "Upload to server" box will pop up. Note the number of transactions that has been sent. It will help you identify your file later and verify that all barcodes came thru correctly.
  12. Click OK to Exit box.
  13. Answer "NO" when prompted to clear the file
  14. You may now minimize the Millennium Offline window. We want to keep the file until the process is completely done in case a barcode does not transfer properly.

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Transferring barcodes to a review file

  1. Log into an Anzio session. See group leader for login/password info.
  2. At main menu, select <C> CIRCULATION Subsystem.
  3. <C> COMPARE inventory to shelf list
  4. <T> TRANSFER file of barcodes to a Review File
  5. On the "Select Review File To Transter To" page, select the file for the day you are transferring the INV file from.
  6. At the "Enter review file name" prompt at bottom of screen, type in the file name.
    • (Ex. NEW BOOKS Monday - [date], press <ENTER>.
  7. The file you just transferred into the system should be the last file in the list. The # of items in the list should match the number of items transferred into the circ.dat file and Millennium Offline files earlier.
    • To be sure you are in the correct file, check the date and time it was entered. (Other libraries could also be loading files here.)
  8. Select< R > REMOVE last weeks inventory files. > Type in the number <#> of the file from last week that you want to remove.
  9. Answer <Y>, YES at the "Are you sure?" prompt.
  10. Select < N > to name the new file.
  11. Choose the number of the file you just loaded today. (See trainer if the file name is not in the list.)
  12. Type in the day of the week (lower case) after the "rdi...." prompt, then press ENTER. Example: rdimonday
  13. Select the # of the file you just put in and named. You should get a message "Transfer completed.
  14. If transfer is complete you will be asked, "Remove transferred file rdi...? (y/n)" Say NO here. File can be used as a backup and will be deleted the following week.
    • If you do not get the "Transfer completed...." message, the system will tell you how many barcodes did not transfer and ask if you want to view them. Answer Yes to view them ...
    • If the system shows you no barcode, you may have a barcode in the scanner list that did not scan correctly and is missing a digit(s) or has an error in the scanned barcode. Or...
    • If the system does show a barcode, the barcode in the item record may have a wrong tag or the barcode never got entered into the item record.
    • See NEW BOOK PROBLEM BARCODE RESOLUTION to fix these problems.
  15. If the transfer is complete with no errors, that means the files have transferred into the Sierra Create list file.

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Set the inventory date for new books

  1. <C> COMPARE file of barcodes to shelf list
  2. <#> Choose the number of the file for the day you are processing.
  3. A > List ALL items, then press S > Stop, immediately after the system starts running. This will cause the system to cease searching through the ENTIRE database. There is no reason to do this, but there is no way around it at this time.
  4. <Q> Quit – The information on this screen is currently not relevant to the needs of this process.
  5. Update inventory date for inventoried items? Answer YES. (This time WAIT until it finishes running), then press <SPACE> Updating complete
  6. Remove inventory file? Answer No. This file can be used as a backup and will be deleted the following week.
  7. <Q> Quit to ***Main Menu***

  8. In Sierra Create List, the file should now have INV ownership. If not, claim ownership of the create list file for the day you are working on. (On the top right of the screen Click "Own" icon, or > Tools > Claim Ownership)
     

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Change location to proper new book day

  1. Open RAPID UPDATE mode in Millennium Cataloging.
  2. Select record type to modify: ITEM
  3. In Review file drop down box, scroll down list until the correct day’s file is found and highlight it
  4. In the FIELD box enter “79” for LOCATION.
  5. In the VALUE box enter the proper new book day location (mnmon, mntue, mnwed, mnthu, or mnfri).
  6. Click on the START button to the right of the Review file selection box.
  7. Once the file is complete, click on Close Icon to clear the fields.
  8. Go back into Create Lists mode in Millennium, select the file you just updated and verify the location is correct.
     

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Clearing Millennium Offline Circulation file, Opticon scanner, and circ.date files

  1. Millennium Offline Circ.
    • In Millennium Offline Circ.Click on "File" > Select "Erase circulation transactions...".
    • Answer "YES" when prompted for "Are you sure ...?"
    • Answer "OK" when asked to "Cleared circulation file" prompt,
    • Close out of Millennium Offline Circ.
  2. Empty Circ.Dat file. Highlight items to delete > Save changes > Exit out of circ.dat
  3. Empty Opticon Scanner file.
    • Close out of OPN2001 file if you have not already and then reopen it.
       

Shelve books on the New Books shelves

- The final step of this process is to deliver and shelve the books according to the appropriate day on the New Books shelves (located near the north stairwell).

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