Technical Services Procedures
Physical Processing of Materials - Deacidification: Lists
to be created
Page Editor: Linda Kowalk
Last Updated:
October 18, 2006
Item Record Lists
Before any lists are run, verify that the OVERDUE file (list #43) has today's date after it. If it is yesterday's date, the file has not been copied yet from the system files and that must be done first!
1. From the Main Menu in Magic, select (M) Management Information.
2. Enter the Create List option (L).
3. Use the (F) Forward command to get to number 43 and choose it by typing
in "43".
4. Choose (C) Copy a refiew file.
5. Again, use the (F) Forward command until you see the selection "Overdue
Items" (with no date after it) in the list of system files at the very
end of the list and select its number. Make sure you have chosen the Overdue
file that does not have a date following its name.
6. Press "Z" to use the current file and verify it's correct by pressing "Y".
7. (Q) Quit out of the menu
Now you are ready to create the lists for the Deacidification process.
In the create lists program:
1. Choose an empty file (a 1000 limit file is fine. Usually a shipment is between 200-400 books.
2. Pick [2], "Create a new file" from the menu.
3. Pick [I], "Item list" as the kind of list you want to produce (This must be Item because we're going to use the OVERDUE file which is done by item).
4. Type in [09] for Patron # and use the patron number given to you by Bind. Prep. for the monograph titles processed this week.
5. [= .p________]
6. [\] to enter a range for searching
7. [Y]
8. Locate the "Overdue file" and type in # of file.
9. Type [s] to start search.
10. Name the file (Ex: DEACID.ITEMS.00/00/00.ljk)
The file will take a few minutes to run. You can minimize your Magic session and work on something else while this is running..
After the list has run, you must send a copy of the list to Bind. Prep. for them to use as a packing slip for the shipment. To prepare this list, do the following:
1. Find the list you want to work on in the file of lists already created and choose that number to work on.
2. Pick [S] to sort the review file by a selected field.
3. Type [c] for call number from the item record. Type [?] and then choose [B] for Bibliographic record. Type [c] for call number from the bibliographic record.
4. Press [enter] key to start sort.
5. Press [y] to start second part of sort.
6. Pick [L] to list some of the data.
7. Make selections for printing:
Print item #1 > [c] for call number from the item record (if any).
Print item #2 > [?] and then choose [B] for Bibliographic record, and then type [c] for call number from the bib record.
Print item #3 > [t] for title.
Print item #4 > [?] choose [I] for Item record, and then type [v] for volume field.
Print item #5 > [b] for barcode.
8. Press [Enter], [n], make any changes in the list format that you want, (usually none are necessary but you may want to number the list).
9. Press [S] to start printing the list and then choose your destination for printing. It may be good to email it to yourself and then you can verify it looks like you want it to.
Turfgrass Lists
Turfgrass needs to have a list of all their titles that have been sent for deacidification. To create this list, find an empty file and do the following:
1. Pick [2] Create a new file.
2. Pick [I] to create an item list.
3. Type [19] to select location, [=], [tf<enter>] for turfgrass locations. This will pull all item records for pieces located in Turfgrass regardless of call number.
4. Type [O] for OR, [?] to choose other type of record, [B] to choose Bibliographic record, [c] to choose call number, [h] for has, [SB433<enter>], and again, [O][?][B][c][h][SB 433<enter>], to pull anything with the SB433 call number.
5. Type [\] to enter a range for searching, answer [y] to search in another review file, select the review file that has the item records for the Deacid. Mono. Titles by typing in that files number when located in the list of files.
6. Type [S] to start search, name the file and let it run.
7. When the file is done running, press [space] to continue.
8. Next, type [S] to sort the review file, [?],[B],[c], to sort by the call number from the bib. record.
9.. Type [L] to list the data wanted for Turfgrass. Type [?], [B], [c], [t], [?], [I], [01], [v], [b], [enter], [n]. You should now be at the List Format screen. Make any changes in the list format that you want, (usually none are necessary but you may want to number the list).
10. Type [S] to Start Print, and then choose your destination for printing.
Rapid Updating of item records
The rapid updating feature is found under the main screen of Catalog Database maintenance. Choose [R] for Rapid updating. Log in with your initials and password.
1. Type [I] to choose item records to update.
2. Type [n] in answer to "Do you want to maintain YTDCIRC and LYCIRC? (y/n)"
3. Type [n] in answer to "Do you want to key marc fields? (y/n)"
4. Type [y] in answer to "Update records in a review file? (y/n)"
5. Type [n] in answer to "Do you want to delete variable length fields? (y/n)"
6. Look for your file you created above (item list) and select it's number.
7. You should see the prompt: 001 Rec #: .i01234567(for ex.) New data :
8. Select [p] for PRSERVTION (Preservation note).
9. Type: Deacidified|c2003/4|kBookkeeper
10. Press [Enter] at end of Deacidified note.
11. Type [y] in answer to "Use same data for subsequent records? (y/n)"
12. Press [Enter].
13. The file should begin rapid updating at this point and you will see the message:
Transactions being processed
Type 's' to stop
14. You may let the file run, minimize this session and you can go on and work on something else. It may take 10 or 15 minutes to complete depending on how many records are in the file and how busy the system is at the time you run it. Go back and check from time to time. When the file is done the system will display:
Thank you for doing ..... updates.
Press space to continue.
You may exit out of the rapid update feature by following the prompts. The item list you created may also be deleted at this time. Find the list in the create list file, pull it up by it's number, press [e] to empty your review file. Press [y] to reply to "Are you sure you want to empty the current review file? (y/n) and exit out of the create lists feature.