Catalogue maintenance

Learn about catalogue maintenance in Amlib.

Performs maintenance within the Catalogue module for various specifics tasks. Permissions can be granted for each specific Maintenance task in Main > Supervisor > Usernames for Cat Rebuild and Mass Delete.

  1. Launch the Amlib client
  2. Go to Main > Catalogue > CatMaintenance – the Catalog Maintenance screen will display:
  3. Process each task in 5 steps:
    1. Choose the Maintenance Task from the dropdown list
    2. Insert Only consider catalogue records created before date (defaults to 1 year ago)
    3. For Cat Ref insertion enter tag number here (if applicable – only for Task: Add the selected tag containing cat ref number to all catalogues)
    4. Select any Options...
    5. Click the F3 Start to begin the process
       

OPTION

EXPLANATION

EXAMPLE

Rebuild the Catalog Display

If a catalogue parameter is altered for the tags to be displayed in the brief Catalogue display at the top of the Catalog screen, this maintenance task will rebuild the display of all existing Catalogue records

If Line 4 changes from 099

082 to be 099 082 020,

the rebuild is needed to refresh existing items

Insert all Unused Catalogs into a Saved File

A file is created which contains all the Catalogues that have no related Stockitem, Periodical or Order records. This enables the Catalogues to be viewed before running the Mass Delete

File of Catalogues to be Deleted in the Mass Delete Maintenance Task

Delete Unused Catalogues that are in a Saved File

Only Catalogue records from a selected Saved File, and are not referenced by a Facility will be deleted without User Intervention.

A File has already been created that contains Catalogues to be mass deleted. Select this File when prompted

Mass Delete all Unused Catalogues (Purge)

All Catalogue records that are not referenced by a Stockitem, Periodical or Order records will be deleted without User intervention. If the Catalogue records are to be checked prior to running this, the Unused Catalogues can be inserted into a Saved File, using the first choice within this facility

Level of deletion of associated Authorities is set in Main > Supervisor > Installation > Catalogue tab – Catalogue deletion level parameter

Re-sequence the tags for all Catalogues

Refreshes the MARC display based on the Default Catalogue Show Sequence column on the Marc Tags Within The System screen (Main > Authorities > MarcTags)

Correct “Floating Tags” where the sequence has been corrupted. For example the Subject displays before ISBN

Rebuild MARC display

Refreshes the MARC display based on the Used in Marc Display (Y/N) column on the Tag Subfields screen (Main > Authorities > MarcTags – F7 SubF). Can be Y or N.

If this column is changed this task must be performed for the changes to be seen when the catalogue record is displayed

Add the selected tag containing cat ref number to all catalogues

Add the Catalogue Reference Number to each Catalogue record. Mostly this will be used for adding the Catalogue Reference Number as the 035 Tag

Mainly used for integration with Libraries Australia batch deletion process – the need to export the 035 Tag to Libraries Australia

Rebuild the Catalogue Display

  1. Choose the Maintenance Task: Rebuild the Catalog Display
  2. Only consider catalogue records created before: Enter the date to which this process will apply (defaults to a year ago): enter today’s date if the rebuild is to apply to all Catalogue records
  3. Leave For cat ref insertion enter tag number here field blank
  4. There are no Select Options relating to the Maintenance Task options so the Options... button will be greyed out
  5. Click the F3 Start button to begin the process – a Rebuild Display prompt will display:
  6. Once the process is completed a prompt will display how many catalogue records were refreshed: A total of XXXX Catalogs have been refreshed.
  7. Click the OK button

Insert all Unused Catalogs into a Saved File

Inserts all the Catalogue records that have no related Stockitem, Periodical or Order records into a Saved File. This enables the Catalogue records to be viewed before deleting. Further processing can be done using the Delete all Unused Catalogues that are in a Saved File if required.

  1. Choose the Maintenance Task: Insert all Unused Catalogs into a Saved File
  2. Only consider catalogue records created before: Enter the date to which this process will apply (defaults to a year ago): enter today’s date if the insertion is to apply to all Catalogue records
  3. Leave For cat ref insertion enter tag number here field blank
  4. Click the Options... button – the Catalogue Saved Query Results screen will display:
  5. To create a new file: Click the F1 New button, enter the Details description and click the F3 Save button
  6. Highlight the file to be used and click the F9 Select button
  7. Click the F3 Start button to begin the process – a Unused Insert into File prompt will display:
  8. Once the process is completed a prompt will display how many catalogue records were inserted into the Saved File: A total of XXXX Catalogs have been inserted into the Saved File.
  9. Click the OK button

    The items can then be viewed by selecting the Saved File in the Catalogue Saved Query Results screen:

Delete all unused Catalogues that are in a Saved File

Delete the Catalogue records that are not referenced by a Stockitem, Order or Periodical record from a selected File.

  1. Choose the Maintenance Task: Delete Unused Catalogs that are in a Saved File
  2. Only consider catalogue records created before: Enter the date to which this process will apply (defaults to a year ago): enter today’s date if the deletion is to apply to all Catalogue records
  3. Leave For cat ref insertion enter tag number here field blank
  4. Click the Options... button – the Catalogue Saved Query Results screen will display:
  5. The Catalogue Saved Query Results box will display, from which the Saved File created during the Insert all Unused Catalogs into a Saved File maintenance task can be selected by highlighting the Saved File and clicking the F9 Select button
  6. Click the F3 Start button – a prompt with the following message will display: Are you sure you want to Mass Delete all the Catalogs that are not reference by a Stockitem, Order or Periodical AND that are in the Selected File?
  7. Click the Yes button to begin the deletion process – once the process is completed a prompt will display how many catalogue records were deleted: A total of XXXX Catalogs have been deleted.
  8. Click the OK button

When catalogues are deleted, all the Non-Authorities are automatically deleted.

These Authorities will be deleted based on the Level set in Main > Supervisor > Installation – Catalogue tab – Catalogue deletion level (1-4) (1=least severe, …, 4=most severe) parameter.

The levels below only apply to the Authorities that were attached to the Catalogue that is to be deleted.

EXPLANATION

EXAMPLE

Levels 1, 3 and 4 also delete the non-preferred Authority if the preferred authority is not attached to a catalogue. Level 1 does this because a unique authority should not have anything seeing it.

1

Level 1: (Least SEVERE) The Authority will only be deleted if it is:

  • Not attached to any other Catalogue
  • A unique Authority

Level 2: The Authority won't be deleted if it:

  • Is attached to any other Catalogue record
  • Is Seen By another Authority
  • Has a See Also reference to another Authority
  • Is Seen Also By another Authority

Level 3: The Authority won't be deleted if it:

  • Is attached to any other Catalogue record
  • Has a See Also reference to another Authority that is attached any other Catalogue record
  • Is Seen Also By another Authority that is attached to any other Catalogue

Level 4: (Most SEVERE) The Authority won’t be deleted if it:

  • Is attached to any other Catalogue

Mass Delete all Unused Catalogues

This option will delete all Catalogues not linked to an Order, Stockitem or Periodical record. There are no options for this facility. The associated Authorities will be deleted based on the Level set in Supervisor setting: Catalogue deletion level (1-4) (1=least severe, 4=most severe)

Please Note: Prior to deleting the Unused Catalogues, they can be viewed by selecting the Maintenance Task: Insert all Unused Catalogues into a Saved File. This enables the Catalogues to be viewed before running the Mass Delete.

  1. Choose the Maintenance Task: Mass Delete all Unused Catalogs
  2. Only consider catalogue records created before: Enter the date to which this process will apply (defaults to a year ago): enter today’s date if the deletion is to apply to all Catalogue records
  3. Leave For cat ref insertion enter tag number here field blank
  4. There are no Select Options relating to the Maintenance Task options so the Options... button will be greyed out
  5. Click the F3 Start button – a prompt with the following message will display: Are you sure you want to Mass Delete all the Catalogs that are not reference by a Stockitem, Order or Periodical?
  6. Click the Yes button to begin the deletion process – an Unused Delete prompt will display:
  7. Once the process is completed a prompt will display how many catalogues were deleted: A total of XX Catalogs have been deleted.
  8. Click the OK button

Re-sequence the tags for all Catalogs

Refreshes the MARC display based on the Default Catalogue Show Sequence column on the Marc Tags Within The System screen (Main > Authorities > MarcTags).

  1. Choose the Maintenance Task: Re-sequence the tags for all Catalogs
  2. Only consider catalogue records created before: Enter the date to which this process will apply (defaults to a year ago): enter today’s date if the deletion is to apply to all Catalogue records
  3. Leave For cat ref insertion enter tag number here field blank
  4. There are no Select Options relating to the Maintenance Task options so the Options... button will be greyed out
  5. Click the F3 Start button – a Rebuild Sequence prompt will display:
  6. Once the process is completed a prompt will display how many catalogues were re- sequenced: A total of XX Catalogs have been re-sequenced.
  7. Click the OK button

Rebuild the Marc Display

Refreshes the MARC display (the list of Marc Tags in the Catalogue record) based on the Used in Marc Display (Y/N) column on the Tag Subfields screen (Main > Authorities > MarcTags – F7 SubF). Can be Y or N.

  1. Choose the Maintenance Task: Rebuild the Marc Display
  2. Only consider catalogue records created before: Enter the date to which this process will apply (defaults to a year ago): enter today’s date if the deletion is to apply to all Catalogue records
  3. Leave For cat ref insertion enter tag number here field blank
  4. Click the Options... button – the Select Tags screen will display:
  5. Select the Tag(s) which to rebuild and click the OK button
  6. Click the F3 Start button – a Rebuild Marc Display prompt will display:
  7. Once the process is completed a prompt will display how many catalogues were re- sequenced: A total of XX records have been processed.
  8. Click the OK button

Add the Selected Tag containing Cat Ref number to All Catalogues

Add the Catalogue Reference Number to each Catalogue record. Mostly this will be used for adding the Catalogue Reference Number as the 035 Tag

  1. Choose the Maintenance Task: Add the selected tag containing cat ref number to all Catalogues
  2. Only consider catalogue records created before: Enter the date to which this process will apply (defaults to a year ago): enter today’s date if the deletion is to apply to all Catalogue records
  3. Enter the For cat ref insertion enter tag number here tag – generally 035
  4. There are no Select Options relating to the Maintenance Task options so the Options... button will be greyed out
  5. Click the F3 Start button – an Adding Cat Ref Tag prompt will display:
  6. Once the process is completed a prompt will display how many catalogues were re- sequenced: A total of XX Catalogs have been updated.
  7. Click the OK button