How To Make Changes to Records for Random
It is often necessary to make the same change to records for a random
group of items. Here are some examples of this situation:
Stacks of books from the New Fiction section must be assigned the
location for Regular Fiction 6 months after arrival in the library. However,
this routine involves removal of a sticker and thus cannot be done
simply using Create List to gather all records based on record creation
date. Only items in hand should be processed.
A selection of crafts books will be in the display case for the
next week. They must be given the status "On Display",
then changed back to status "Available" afterward. This
should be done as quickly and conveniently as possible.
A group of new videos was cataloged with no price, or an incorrect
price.It has been determined that at the time they are moved
from the New location to the regular video shelves a default price
of $25.00 should be inserted in each record, in addition to the shelving
These and many more changes have one thing in common. They involve
an "informal" selection of items, rather than one that can
be based simply on data elements such as Created Date or the presence
or absense of a particular code in the data record. They are hard
to do using Rapid Update against a review file built using Create Lists. They
are, however, easy using Rapid Update on individually scanned items,
as described below.
This procedure is done from the character-based side of Minerva. It
is described in additional detail in the online manual in section 101388.
Use QVT or another telnet client and your "staff" login,
e.g. "aplstaff", "litstaff", "xyzstaff" to
bring up the Main Menu for the system.
From the Main Menu, select D> Catalog DATABASE Maintenance, R> RAPID
Updating, I> Item Records.
Answer the systems questions as indicated:
Do you want to maintain YTDCIRC and LYCIRC? (y/n) - N
Do you want to key marc fields? (y/n) - N
Update records in a review file ? (y/n) - N
At the "Record #" prompt, scan or type a barcode number,
then hit the Enter key.
The system displays an item record number and prompts for "New
Data".Type the number or letter corresponding to the
field you wish to change. For instance, type "7" for
Location. (Usually, you do not need to type Enter, as the system
will immediately display a "Location=" prompt.) Type
the NEW field value you wish entered -- in this case the new item
Multiple changes can be specified for each record. The system
places a comma after each value you enter and waits for you to specify
an additional field and then a new value for it. This continues
until you press Enter rather than specifying a new field. After
you press Enter, the system performs the change and redisplays the "Record
#" prompt, requesting another bar code. Scan the bar code.
If you wish the same changes made to this record as were made to
the previous record, just type Enter when prompted for "New
Data". The process proceeds in this manner for as many
records as you wish to treat, potentially hundreds or thousands,
until you type Enter at the "Record #" prompt.
The Online manual displays additional information about this process. Entering
the tilde "~" at the appropriate spot causes the system to
show you the record being changed. A second tilde turns this display
This type of batch process works with other record types as well. For
instance, you could gather patron cards from a group using the library
and update everyone's patron record to the same new expiration date and
Patron Statistical Code.
Care in required to avoid inadvertent changes to fields that one does
not wish to change. Users should proceed carefully at first until
experience with this function builds confidence.
If your Initials and Password do not have Rapid Update permission, please
contact MSL staff.
It is anticipated that this capability will appear in Millennium Cataloging,
and probably also in Millennium Circulation, in a future release of the
This document is updated as required, and in response to user suggestions
and questions. If you have comments in this regard, send feedback.