[Wactclc-alma] [External]Re: [External]Re: [External]Re: how do you use shelf reporting for periodicals inventory if no unique call number

Thu Mar 5 12:07:12 PST 2020

I think Wade is right on this.  Having a "call number" in the MARC holdings record that's not really a call number is probably messing things up.

If you arrange your periodicals by title, I recommend editing the MARC 852 field in the holdings records to:

  1.  Set the first indicator as "5" (Shelving scheme = Title - See http://www.loc.gov/marc/holdings/hd852.html)
  2.  Remove any call number subfields

Here's one of our periodical holdings records as an example of how this looks.
[cid:image008.jpg at 01D5F2E6.96389C70]

I haven't heard from any of our folks that they've had problems using the Alma Shelf report to inventory periodicals with this set-up, although I do know that anything involving calculating shelf-placement of multi-part titles gets messy.

It will be ok!

Kirsti S. Thomas
Library Technical Service Manager
Seattle Colleges
kirsti.thomas at seattlecolleges.edu

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu> On Behalf Of Guidry, Wade
Sent: Wednesday, March 4, 2020 15:56
To: 'WACTCLC Alma Discussion' <wactclc-alma at lists.ctc.edu>
Subject: Re: [Wactclc-alma] [External]Re: [External]Re: [External]Re: how do you use shelf reporting for periodicals inventory if no unique call number

I see.

I’m guessing that the shelf report is just isn’t able to deal with so many duplicate call numbers.

It probably can’t figure out the sorting.

Wade Guidry
WACTCLC
Library Consortium Services Manager
wadeg at bigbend.edu<mailto:wadeg at bigbend.edu>
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509.760.4474

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From: Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu] On Behalf Of Forbes, Donna
Sent: Wednesday, March 4, 2020 2:51 PM
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Subject: Re: [Wactclc-alma] [External]Re: [External]Re: [External]Re: how do you use shelf reporting for periodicals inventory if no unique call number

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The 7 barcodes aren’t in the excel file, so I am unsure where they came from.  But I think doing a the analytic report that Amy created will be a better tool at this time for us.  Less mysteries, I hope. Thanks for the help.  Donna

Donna Forbes|Library & Archives Paraprofessional 3|Haselwood Library, Olympic College|1600 Chester Ave.|Bremerton, WA  98337-1699 | dforbes at olympic.edu<mailto:dforbes at olympic.edu> |Phone: 360-475-7260 | Fax: 360-475-7261

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of Guidry, Wade
Sent: Wednesday, March 4, 2020 2:20 PM
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Subject: [External]Re: [Wactclc-alma] [External]Re: [External]Re: how do you use shelf reporting for periodicals inventory if no unique call number

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The 7 “know items not in place” probably means that barcodes in use on American Artist are actually recorded on issues from other titles.

Or possibly the barcodes didn’t scan correctly. I would look at those 7 barcodes in Alma and see what comes up if you haven’t done that already.

Without knowing the report error details, I don’t have any thoughts on the other one.

Wade Guidry
WACTCLC
Library Consortium Services Manager
wadeg at bigbend.edu<mailto:wadeg at bigbend.edu>
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509.760.4474

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From: Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu] On Behalf Of Forbes, Donna
Sent: Wednesday, March 4, 2020 12:01 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] [External]Re: [External]Re: how do you use shelf reporting for periodicals inventory if no unique call number

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So ran the shelf reporting again on my first file because I realized I forgot the “s” in the call number “PERIODICALS”. This file is for all of the American Artist issues we have. This was the report
[cid:image001.jpg at 01D5F2E4.93B14030]
The 515 are the American Artist issues and the 7 “know items not in place” are for other titles, not American artists.

Then I ran my second file, Ad Astra_Amerasian and this was the result to that.
[cid:image002.jpg at 01D5F2E4.93B14030]
[cid:image003.png at 01D5F2E4.93B14030]

Donna Forbes|Library & Archives Paraprofessional 3|Haselwood Library, Olympic College|1600 Chester Ave.|Bremerton, WA  98337-1699 | dforbes at olympic.edu<mailto:dforbes at olympic.edu> |Phone: 360-475-7260 | Fax: 360-475-7261

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of Forbes, Donna
Sent: Wednesday, March 4, 2020 11:41 AM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: [External]Re: [Wactclc-alma] [External]Re: how do you use shelf reporting for periodicals inventory if no unique call number

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This is the error message I got
[cid:image004.jpg at 01D5F2E4.93B14030]
The 70 “missing items but marked in place” are for Variety – we are in the A’s and the title we are working is American Artist.

Thanks, Donna

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of Guidry, Wade
Sent: Wednesday, March 4, 2020 11:15 AM
To: 'WACTCLC Alma Discussion' <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: [External]Re: [Wactclc-alma] how do you use shelf reporting for periodicals inventory if no unique call number

Caution: This email originated from outside OC. Please be very cautious of links in emails that take you outside the college and ask you to provide your OC credentials. If unsure, call the IT Help Desk @ 360.475.7600. Thank you.

Have you tried setting up the shelf report range like this, and then selecting your file…

If so, what error message do you get when you submit the job.

[cid:image005.png at 01D5F2E4.93B14030]

Wade Guidry
WACTCLC
Library Consortium Services Manager
wadeg at bigbend.edu<mailto:wadeg at bigbend.edu>
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509.760.4474

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From: Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu] On Behalf Of Herman, Amy
Sent: Wednesday, March 4, 2020 8:50 AM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: [Wactclc-alma] how do you use shelf reporting for periodicals inventory if no unique call number

We are trying to inventory our periodicals using Shelf Report.  Unfortunately it doesn’t seem to be working for us.  We created an excel file of barcodes, opened Shelf Report, and on our first try defined the inventory as a “Range.”  We realized that this won’t work because the periodicals all have the same call number – PERIODICALS. Then we defined inventory as a “Set.”  We tried to run our excel file as one of these sets Items by location and Physical Journal title and the results were the same, “Items on shelf but out of range/set”.  When looking at a list periodicals, the only difference besides the barcode is the description, which gives us volume and issue number – otherwise everything else is the same.  So unless I can figure out how to maybe create a set that could work with shelf reporting, I am stumped and could use a little help.
Thanks, Donna

Amy Herman
Library Faculty | Olympic College
1600 Chester Avenue | Bremerton, WA 98337
aherman at olympic.edu<mailto:aherman at olympic.edu> | 360-475-7256

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