Technical Services Procedures

Maintaining the Online Catalog (MAGIC) - Branch Libraries : Branch Missing Lists

Page Editor: Linda Kowalk
Last Updated: October 18, 2006

A list of all the missing items in ALL branch libraries will be created once a month by Shannon Cunningham. These instructions will assist you in creating a list of all the missing items for your individual branch.

1. To create a list of the missing titles in your branch, log on to Magic. At the "Main Menu" screen, choose M > Management Information.
2. Under the "Management Information" menu, choose L > Create LISTS of records.
3. Key in your initials and password when prompted.
4. The "list of lists" appears. You must first find an "empty" file in which you will create your specific branches list. Notice on the far right the maximum number of records the list will hold (MAX RECS field). Choose an empty file that has a maximum capacity of 1000 and type in its line number. (It is very doubtful any branch will need a file larger than 1000 for missing items. It's best to use the small files and leave the larger capacity ones for those individuals who need them. If there are no 1000 limit empty files, you may use a larger size file, just empty it as soon as you are finished with it.). When you choose your file you should not use a file numbered above 280. File #'s 281-320 belong to DCL (Law Library).
5. Choose 2 > Create a new file.
6. At the "Choose what kind of a list you want to produce:", choose I > ITEM list.
7. The next screen you see will show you all the fixed and variable fields for an item record. You will construct your search at this screen. Note the cursor flashing below the prompt "Find item records that satisfy the following conditions".
8. Type in "18" for "LOCATION". Type in "h" for the Boolean condition "has". You want to pull all the items for your branch so now type in your 2-digit location code (ex: bu, cl, en, etc.) and hit <Enter>. (If you want to pull only a specific sublocation you may use the full 5-digit location.)
9. You will now see the prompt "Enter action (A for AND, O for OR...".
10. Type in the "\" to enter a range for searching.
11. Answer "y" to the question "Search records contained in another review file?"
12. The "list of lists" will again appear (in small increments at the bottom of the screen). Scroll forward thru the list, F > FORWARD, to select the review file to work on. (This list is only showing you the lists that have been created. Empty files are not included.) You must find the file that Shannon has created. It should be under the name "Branch missing items" followed by the date it was run. Type in this line number. The line number of the list may vary each time you run your list so be careful in your selection.
13. You will again see the prompt "Enter action (A for AND, O for OR...". Above this prompt notice the line telling you "Search will be done on _____ records in "Branch missing items 00-00-00". If some other list title is showing, you have chosen the wrong line number and must start over.
14. Type "s" to START SEARCH.
15. Type in a "name" for your file and hit <Enter>. (Ex.: business missing items 6/19/01 ljk) It's always a good idea to put the date and your initials for identification.
16. Your list will begin running automatically. It should finish in a few seconds to a minute or two depending on how busy the system is at that time and how large Shannon's original missing list is. It will tell you when the search is complete, press the space bar to continue and you're shown your options for listing the records.
17. Assuming that most branches would not have a large number of titles in their missing list, the recommendation would be for you to print out the information you need and then delete the list (empty the file). Empty lists are needed daily by Technical Services Staff for various tasks so please empty your files as soon as you are finished with them.