LCLS: CAP Manual: Database Management

Glossary of Technical Services Reports

        CAP runs a variety of Symphony reports which serve many different purposes.  Primarily, reports are used to catch errors and refer them to the appropriate staff.  Most relevant reports are run under the SCRCAT login.  The table below lists these reports.  CAP reports use the first word of the report title to identify its primary function (e.g. Orders, Authority etc.). 

 Notes:

Frequency (Y=Yearly, M=Monthly, W=Weekly, D=Daily, T=Run via Template)

Click on the Report name to see the report selections.

Title

Frq

Description

Authority Reports- These are reports which maintain the Authority records in Symphony.

Authority LTI Export Weekly

W

Creates the export file which is sent to LTI for updates.

Authority Unauthlst

W

Lists unauthorized headings.

Bibload Reports-  These are reports which load new records into Symphony from outside sources. 

BibloadCATxxx

T

Loads new bibliographic records exported from CatExpress. There are separate reports for each library.

BibloadLTIJUV   

W

Loads new Juvenile Subject Headings from LTI and overlays outdated records.

BibloadLTIBIB  

W

Overlays records that contain tracings that have been updated by LTI.

BibloadLTINAME

W

Loads new Name Records from LTI and overlays outdated records.

BibloadLTISUBJECT 

W

Loads new Subject Headings from LTI and overlays outdated records.

Cleanup Reports- These reports identify errors in catalog records that need to be fixed.  The Head Cataloger receives these reports and makes changes as needed.

Cleanup Brief Tis Non-Shadowed

M

Lists titles created by other departments that are not shadowed. All title records created by the Add Brief Title wizard should be shadowed.

Cleanup DVDs on Video records

M

Lists DVDs that have been mistakenly attached to records for VHS items.  These need to be transferred to the proper DVD record.

Cleanup Dupe Flexkeys

M

Lists duplicate Title Control Numbers.  These should be reconciled and correct when appropriate.

Cleanup items without prices

M

Lists items that have a blank Price field. These records should be corrected if possible.

Cleanup Juvenile Item Cat List

M

These are Juvenile items that need JUVENILE in Item Category 2.

Cleanup Movies need R item typ

W

Lists movies that have an R-rating, but a non-R Item Type. These should be corrected.

Cleanup Onorder Widow holds

M

Lists On-order copies that have no orders, but do have holds. Therefore, they were not removed. These must be addressed on a case-by-case basis.

Cleanup Req Fld Titles-Discard

M

Lists bogus items with “Required Field” as their title.  These titles should be removed.

Cleanup Titles with 0 Copies

M

Lists titles that have no copies attached.  These will generally need to be eliminated usually by adding a copy and moving it to discard.  Sometimes assistance from Sirsidynix Client Care will be necessary.

Cleanup Videos on DVD records

M

Lists VHS videos that have been mistakenly attached to records for DVD items.  These need to be corrected.

Discard Reports- These reports deal with the process of discarding (deleting) items. Items with a Current Location of DISCARD are removed by the remdiscard report (which runs under admin) on the first day of any given month.

Discard Double-Check List

M

Lists items in DISCARD location that are about to be removed from the database.

Discard Magazines Monthly

M

Discards Magazine Brief Titles created by the community libraries after they are no longer needed.

Discard Old Brief Titles

D

Discards Brief Titles created by the Community Libraries after they are no longer needed.

Discard On-Order Copy

D

Discards On-order (“dummy”) copies after they are no longer needed for holds accrual.

Discard On-Order Copy Widow

D

Discards On-order (“dummy”) copies that have no orders or holds associated with them.

Discard XX items

M

Automatically discards all items with “XX” (automatic) call numbers.

Labels Reports- These reports produce call number / spine labels.  They must be printed on label stock from the Finished Reports wizard in Symphony. See instructions

Labels Edits (Laser)

D

Produces labels for edited items (laser labels).

Labels Mix (Laser)

D

Produces labels for Automatically Yours items (sorted by call number) (laser labels).

Labels New (Laser)

D

Produces labels for new items  (laser labels).

Labels New Law Library (Laser)

D

Produces labels for Law Library items (laser labels).

Orders Reports-These reports relate to acquisitions issues that require attention.  They are forwarded to the Acquisitions Supervisor.

Orders 1 Year Old

M

These are unfulfilled orders that are 12 months old.  These back orders have been cancelled by the vendor so they will also need to be given a CANCELLED status in Symphony.

Orders Loaded but not Received

W

Lists Order Lines (titles) that have been loaded but not marked as RECEIVED.  These will need to be marked as RECEIVED and further investigation may be necessary to see if there are other issues.

Orders Not Fullfilled-2 wks.

M

Lists order lines (titles) that have been on-order for over 2 weeks.  These should be investigated to determine if they have been cancelled by the vendor or if they should be ordered from another vendor.

Orders Not Marked Ready

M

Lists orders that were not given a READY status. These should be investigated.

Orders Received but not Loaded

W

Lists Order Lines (titles) that have been marked RECEIVED, but not marked LOADED.  These should be marked LOADED and investigated to see if there are other issues.

Overlay Reports-These report list titles that have inadequate catalog records. The recorded should be replaced with full OCLC records.

Overlay Brief Records-OLD

W

Lists Brief Records that have been in the catalog long after receipt of the actual item. These may need to be pulled/called back for cataloging.

Overlay Brief Records-Weekly

W

Lists Brief Records wherein the corresponding physical item was received in the past week.

Rollover Reports-These reports rollover funds, vendors, and orders from one fiscal year to the next.

Rollover Basic Orders

T

Rolls over orders to the next fiscal year.

Rollover Fund Cycles

T

Rolls over fund records to the next fiscal year.

Rollover Vendor Cycles

T

Rolls over vendor records to the next fiscal year.

 

Serials Reports-These reports pertain to serials.

Serials Claim Notices

W

Lists issues that were scheduled arrive, but failed to do so in a timely manner. These should be investigated by the Serial Coordinator. If they were truly not received, she should contact the vendor to make them aware of the missing issue.

Serials Prediction as Late

W

This report must be run to generate Serials Claims Notices, but does not need to be checked unless there is a problem with Serials Claim Notices.

Still Reports-  These reports list items that were not properly modified before leaving the department. These should be investigated.

Still Inproc List

D

Lists items that have been sent Intransit to the owning or pickup library, but retain a Home Location of INPROCESS. The Home Location of these items should be modified immediately.

Still Item Type Inprocess List

D

Lists items that have been sent Intransit to the owning or pickup library, but retain an Item Type of INPROCESS. The Item Type of these items should be modified immediately.

Still Too Long Inproc-Loc

M

Lists items that have retained an INPROCESS status for an inordinate amount of time. These should be investigated to make sure they are not still in the unit or missing.

Still Too Long Inproc-Type

M

Lists items that have retained an INPROCESS status for an inordinate amount of time. These should be investigated to make sure they are not still in the unit or missing.