Background: the Clemson Design Center Library is being formed from two previously separate collections held in Charleston: the CACC collection (Millennium item location code hst) and the Historic Preservation collection (Millennium item location code hpst).
In addition, some discrete collections (item location codes) have been created at the request of the CDCL staff: hlab for CDCL preservation lab materials; and hloc for local materials that are about Charleston.
In order for these materials to show correctly in the catalog and either circulate (or not), we must switch over the locations, the item types, and the statuses in item records.
Each collection will be in a separately named review file titled <new location code> items.
Example: hlab items
To switch over the item records:
Open Global update by clicking on the Global Update icon on the left side of the Millennium window. Note: Global Update is a 4 step process. There are four tabs in the Global Update window to guide you.
Tab 1: Select records, or Locate the appropriate review file.
Under Record Type, click the type of record you are going to change. This governs the choices of review files you have below.
In the pull down menu on the left, select “Review.” Tab over and locate the review file you want to change.
(TIP: if you know the first letter of the title of the file, type that letter repeatedly until your file comes up.)
Click SEARCH. This will show you the contents of the file, by the parameter you choose below, and highlight it. The contents of the file MUST be highlighted and checked at the beginning of the line for the rest of this process to work.
(TIP: the little icon next to #ENTRIES allows you to change the view to a particular field, location, for example. Just right click on it and select what you want to see.)
Tab 2: Command input. This is where you tell the system what to change and how. When you click on the tab, you will see a window asking you to “choose command type.”
Since all of the fields you are going to change are fixed-length fields, select the Change fixed-length fields option.
This will open a new window for you: Change fixed-length field (New Command).
This is a simple find and replace function.
To select the field you need to change, double-click in the Fixed-length field box and select it. In this case you are going to select “79 Location”
In the “Find” box, leave it as <any> to catch all item locations (remember that this is a merge of two library collections).
In the Replace box, double-click and choose your location code:
Click OK, and the change command will appear as the first line under Action.
To add another action (to change another field), click Add and go through the Command Input process again.
After you have added all the changes you wish to make, you are ready to go to the next tab.
Tab 3: Preview
Clicking on this tab will show you the changes that are to be made in the records that you have designated under Tab 1.
If you have created multiple change commands, you should see all of them. They will be labeled “Old” and “New.”
The View drop down menu allows you to see All Entries (whether changes are made or not), Entries with Changes only, or Entries with No Changes.
IMPORTANT: Entries must be highlighted AND checked in this tab to be changed.
You will see a small window telling you the progress. The bigger the file, the longer it takes.
NOTE: If you are making changes to more than 15,000 records (not likely in this project but possible in others), you will need to contact Sarah Lohmann via this web form: http://library.clemson.edu/depts/olt/teams/systems/transaction-file-activity/
(You must log into StaffWeb first to access the form.)
The short reason why: global changes (and record loads) take up space in the Millennium transaction file. The transaction file has a limited size, but it is emptied during the system backup each evening. Millennium is designed in such a way that when the transaction file is “full,” the system shuts down. However, it’s not a problem unless you are processing changes to MORE than 15,000 records.
Tab 4: Statistics. When the processing is done, you will see a screen telling you how many changed were made in how many records. You can look at this screen again by clicking the tab.