Conventions Used

• Tilde ~ at the start of a file name means that it is a Featured List and should not be deleted or altered except by Technical Services staff. However, it can be used for printing and other non-altering functions, and the saved searches can be the basis for a new search that you save under another name.


• Your initials should go at the start of the file name or the name of the saved search. This makes it easier to find and sort your files. Files without initials are fair game to be deleted to make them available for other uses.


• Doubleclicking on a fixed field (with a limited number of possible codes) should bring up a list of those codes from which to choose.

Some of the following conventions in cataloging may help you to locate data by which to search:

The BStatus (BCode3) has some important codes for general type of materials and for ordering:

• - (hyphen) is visible in the OPAC and considered available
• i is for online (Internet) access
• l (lower-case L) is for Library use only
• p there is a problem but the record is STILL VISIBLE in the OPAC
• h hidden (not visible in OPAC)
• o for Ordered (not visible in OPAC)
• r for Received (not visible in OPAC)
• v for Consider ordering (not visible in OPAC)
• y for Yes Director says order (not visible in OPAC)
• n for No Director says do not order (not visible in OPAC)
• 6 for Out of Print (not visible in OPAC)

The BType (BCode2) codes cover the specific format of material, which is handy for sorting types together.

541 fields are used for current and future ordering.

If it is a serial record, then the first 541 will be for a 'sample' line covering the usual vendor, ordering pattern, etc. The following 541(s) will be for the latest edition to order.

Otherwise, the 541 is used for actual orders. While older records may appear differently, the current standard is as follows:

example: inbnd |c FY2003 bregf |dR0012345 |e(vol. 4) |h$19.95 |n (reg= 11.97) |3 pbk. + PREBINDING |f cf, mc, jms * wc

• first is the vendor's code in our system [insan]
• c contains the fiscal year in the format FYyyyy where yyyy is the fiscal ending year [FY2003]. This is a useful field to find all the purchases in a given fiscal year for something.
• The fiscal year is followed by the fund code [bregf], then the Req number [R0012345].
• The d subfield is for the Req number or the pcard information and is indexed.
• The edition / volume and isbn may follow [(vol. 4)], especially if this is a serial record.
• h is the list price field
• n is the actual cost field (not counting binding)
• 3 is for binding information (add $5 for prebinding].
• f is the approver field (the approver follows the asterisk, any library staff initials precede the asterisk).

583 fields are for processing instructions. The b subfield is the date when the current volume was ready for use. Other instructions cover details such as "Replaces Older Edition" for serials, etc.

584 is for noting SUBSCRIPTION, STANDING ORDER, or CONTINUATION ORDER (continuation orders are checked annually or more often, to consider updating to a newer edition).

The 590 is used for existing volumes on serial records or older records. If a new edition is purchased, the 541 for the order is converted to a 590. This avoids having multiple 541 fields as much as possible.

The 599 field is for faculty/staff requests and is always prefixed as REQUESTOR: lastname, firstname (plus any priority number or notes on reserves).
Some 599 fields may start with REQUESTOR* (asterisk) and have a copy of the entire 541 field in records before FY2007. Eventually, the extra data will be removed (but this is a manual process at this point and will take some time).

The 690 is used for PROGRAM, EXAMINATION, and bibliography links and is visible in the OPAC.

The 693 is used for donors and honorees and is visible in the OPAC.

Sorting the Review File List

1. Select the Create Lists function in Sierra.


2. The Review Files are shown.
   
   
   
   
• The Name shows the name of the file, with the initials of the creator or an asterisk for permanent files.
• The Current Records shows the size available in empty files, or the actual number of records in a file in use.
• The Type is the type of record in the file.
• The Status shows the current condition (normally Complete or Empty).
• The Initials shows the login of the file's creator if the file was created in Millenium. Files created in telnet are blank in this field.
• The Created field shows when the file was created in Millenium. Files created in telnet are blank in this field.


3. Click on the column header (Name, for example) to sort the files by that instead of by number. 

Clicking on the column header will sort the files by that category.  (Blank empty files come first, so scroll down to where the named files begin.)

Clicking on the Name allows you to group all the files whose names begin with your initials together, instead of sliding up and down the list to find them. It also groups all the empty files together, to make it easier to find one of suitable size quickly. Clicking on Name should be the first thing you do after the lists appear.

Creating a Review File

1. Select the Create Lists function.


2. The Review Lists are shown.


3. Click on the column header (Name, for example) to sort the files by that instead of by number.


• The Name shows the name of the file, with the initials of the creator or an asterisk for permanent files.
• The Current Records shows the size available in empty files, or the actual number of records in a file in use.
• The Max Records shows the maximum number of records that can be held in that file.  This may be more or less than you need. 
• The Type is the type of record in the file.
• The Status shows the current condition (normally Complete or Empty).
• The Initials shows the login of the file's creator if the file was created in Millenium. Files created in telnet are blank in this field.
• The Created field shows when the file was created.


4. Select the file you want to update, or one of the smallest size 'empty' files you are likely to need. We have more of the smaller file sizes. Hint: if you sort by the Name field, all the empty files will be together (but file sizes will be scattered throughout.  If you sort by Max Records, you will get the files sorted by that, but some will already be in use.


5. After selecting a specific empty file (or file to be updated), click on the Search Records button at the top of the file list.



6. Review File Name: enter your initials followed by a name for this file.



7. Record Type: select the type of record needed. You can select a record by those to which it is linked, as you can select an item record by something in the bibliographic record to which it belongs.
   For example, if you are checking on REQUESTORS or PROGRAMS, you need the Bibliographic record. If you are checking on barcodes, you will need the Item record.


8. The next line limits the search if desired; otherwise, leave as Range.


• Range normally is not changed unless you want to use an index in addition to other search criteria.
• Review can limit to the contents of another, existing, review file. 


• Index can limit the search to items in an Index, such as Subject or Local Subject 
  example: Local Subject, PROGRAM: EDUCATION to PROGRAM: EDUCATION, SECONDARY.
9. The next line begins the actual search criteria. The first line does not require anything in the Operator field.


• Operator is for AND, OR, NOT and used to combine fields in a Boolean search.


• Type [Drop-down menu available] is the type of record to search.
  This may or may not be the same as the actual record to retrieve. You can search bib records for a criteria that lets you retrieve a item or order record attached to it, for example.


• Field [Drop-down menu available] is the actual field to search.
  To search a MARC field such as 541 or 690, enter an ! (exclamation point) in Field, and you will be prompted for the field number and (if you want) the subfield. Use a | (pipe) sign before each subfield code.
  example: 541|f for the requestor subfield in the 541 order field.


• Condition [Drop-down menu available] is the condition of the criteria to be entered, such as Equals, Does not have in any field, Greater than, etc.


• Value A is the actual text to be located.


• Value B is used only if a range is entered in Condition and the starting value is entered in Value A.

Lines may be inserted, appended (added after the highlighted line), and deleted. Use the appropriate button on the lower right to insert between two lines, or append another line, or delete a line. Then fill in the line.

Notice that as you build the query, the Boolean search is also laid out in the big box below the lines.

Retrieve Saved Query

Another way to do this is to use an existing saved search using the Retrieve Saved Query button at the bottom of the window. Up to 100 searches may be saved under descriptive names.

You can sort by name by clicking on the Query Name column header.  Queries saved with an initial prefix will group together.

Notice that the actual query of the currently selected name is shown at the top of the window with the criteria listed.