IUG 2001 Conference Proceedings
Table of Contents
Exporting and Manipulating Data
Andrea Peterson, Western Washington University Libraries
Abstract: This presentation will cover methods of exporting data from the Create Lists function in the Innovative Interfaces Inc. Library Information System. It will focus primarily on the List some of the data and Export User-Selected Format options. It will also discuss ways of manipulating the data after export in order to get the exact information desired. (written by presenter)
Web Address: http://www.library.wwu.edu/info/iii/export/index.html
This program was a step-by-step description of the process of exporting and manipulating data. It focused primarily on the creation and export of lists, using find-and-replace to beautify the result, using PERL to put the resulting data in html format.
Step One: Create your list – be very careful with the criteria you choose. It's easier to make a big list and pull smaller lists from it than to create many small lists from the whole database. A good example would be "New Books"; create a list of all new holdings for the last month. Then pull subject-specific lists from the "New Books" and send to relevant departments or faculty members.
- "New Books" lists for sending to faculty or departments
- Moving financial information to spreadsheets for easier manipulation
- Lists of periodical titles to load holdings into ProQuest
Step Two: Export your data. This can be in one of four methods: P > PRINT all of the data in the review file; X > EXPORT your review file; L > LIST some of the data in the review file records; or U > Output USER-selected format.
U > Output USER-selected format" is the focus of this presentation
Step Three: Manipulate the Data
- This creates a new file on the system, which can be reused, but ought to be deleted eventually, as it takes up space on the server.
- Field Delimiters: default to comma. Change to something not present in the data set to be exported.
- File must be FTP'd out – it can't be emailed.
- File creation may take a while, depending on size of the list
- File does not have to be output immediately.
Use PERL to transform data into html
- Use NoteTab for find-and-replace http://www.notetab.com
- Consider the use of Wildcards in the find-and-replace feature of MS Word.
- Helpful hint: Do not "Treat consecutive delimiters as one"
Other Hints & Tips
- PC FTP servers should be started before export and stopped after export for security reasons
- Exported files can be opened directly in MS Access
- In the "New Books" example, one can link directly from the list to the bib record by use of the record number. However, do not include the check digit in the link.
Sarah E. Blake, University of Central Arkansas