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Cataloguing Reports – new cataloguing, and existing records

1. New items catalogued – title/copy listings

  1. Sortable accessions list.  Titles added to stock in a single month at one or more locations.  Copy data included.   The month can be current, previous, or another selected month Can be sorted on a number of different fields.  (OLIB Web report CA013c).  With regard to the version of CA013c specifically for exporting to Excel, it is essential to fill in the shelfmark fields.   Suggested values are Shelfmark from: 0 [= zero] and Shelfmark to (not including): zzz.   Note that the report will not include any title records in which the the Classmark field is not populated.  ***Not sure if working in OLIB Web currently***

(Note that OLIB Web report CA013d is not useful to us as it requires the use of bulletin functionality which hasn’t been implemented in SWIMS)

2. New items catalogued or items deleted – title/copy counts

  1. Total number of copies catalogued each month – parameters are year, location and media type (CA002 in OLIB Web under Cataloguing Reports). 

  2. Counts the Additions, Modifications and/or Deletions as collected in the catalog_stats table. Requires the setting in OLIB Defaults to be enabled – ours is.  Parameters are date range and location. (CA011 in OLIB Web under Cataloguing Reports).   It includes all types of copy records including issue copy records, electronic book records.  Having a media type parameter is on OCLC’s list of possible future enhancements.

3. Catalogue listings

  1. A list of titles and associated copies by shelfmark per location/loan status. Parameters are location and loan status. (CA004 in OLIB Web under Cataloguing Reports.)

  2. Stock review by shelfmark.  Parameters are location, shelfmark start and end (all mandatory), plus shelf and sub-location (both optional).  The output is sorted by classmark but note that the sequencing uses computer sequencing and doesn’t take into account the number of characters, e.g. WY100 files before WY80.  It is possible to export to Excel and then sort as required, e.g. by title, though this might require the unmerging of cells.  (CA012 in OLIB Web under Cataloguing Reports; there is also a similar OLIB Web Report Number 526 under Cataloguing Reports “MASTER Titles with a Classmark stem at a location”).

  3. Copies at location with particular copy note(s) (no publication date parameter)  (Report Number 539 under Cataloguing Reports “MASTER Copies at location with particular copy note(s) (no publication date parameter)”)

  4. Journals list by location showing ISSN, title, and holdings, which can then be exported into a spreadsheet. Three versions: print, electronic, and electronic not in bundles.  (Report Number 765,  766 and 898 under Cataloguing Reports “MASTER Journal titles and holdings for a location – exportable to a spreadsheet – print/electronic” and additional one with “- omits those with a collection code” which allows you to exclude e-journals in bundles.)

    Note that when pasted into Excel, ISSNs without hyphens lose any leading zeros.  To overcome this, copy and paste the ISSNs from the email into a text editor like Notepad and save the file.  In the target spreadsheet, delete the cells contents of the first column and format the cells from General to Text.  Open the Notepad file and copy the contents, and paste into the first column – any leading zeros will be retained.

4.  Catalogue counts

  1. A count of copies per location per media type per copy status. Parameters are location, media type and copy status. (CA006 in OLIB Web under Cataloguing Reports)  Note that this report runs very slowly in OLIB Web; it is necessary to be patient but it does deliver in the end.
  2. A count of titles per location per media type, including titles without copies. Parameters are location and media type. (CA007 in OLIB Web under Cataloguing Reports).