IUG 2001 Conference Proceedings

Table of Contents

Session: B1/L10

Creating Better Lists

Violet Johnson, HALAN (Houston Area Library Automated Network)

Fred Schumacher, Houston Public Library

Violet Johnson, Database Administrator for HALAN, and Fred Schumacher, Circulation Supervisor at the Houston Public Library, presented tips and tricks for creating better lists. Their PowerPoint presentation is available on CSDirect.

1. Innovative can reset your list of review files so that the smallest ones show up first in the list of files.
2. It's important to have your system codes set up in a logical and consistent manner for best list results. To see what your codes are, go to Management Information, Information about the system, Codes used.
3. In a multi-library system, file naming conventions are extremely important. Be sure to give your file a meaningful name.
4. Innovative can "turn on" any fields in records so that they will be available in Create Lists.
5. Use the best search operators for your search. = (exactly equal to) and ~ (not equal to) are best for fixed length fields. < (less than) is useful for finding things with no date. R (matches the specified value) allows you to use UNIX Regular Expressions. See the User Manual for instructions.
6. Remember that you can't nest operators, and be careful with AND and OR.
7. Choose the right kind of file to make. If you're going to update item records, be sure to make an item list!
8. If you use a complex search regularly, remember to save it. Use the % sign before you start the search. 9. Use the append option to combine review files.
10. If you sort your review file in the right way, it is easy to select a range of records for deletion.
11. After you create your lists, use the Statistical Reports function to create reports on data elements.
12. Set Range is our friend. Know which record number to start your search with. This can save a lot of time.
13. If you email the file to yourself, you can save it as a text file and import it into a spreadsheet for easy manipulation.

Jennifer Bone, Keene Public Library