RE: Saving/Archiving Order Records

[Judy Cerqua <JCERQUA@xxxxxxxxxx>]

Jeannette,

Actually, what I do is really rather primative by today's standards.  I
create a list of paid orders up to a specified date, say through
4/30/2000.  Then I sort the list by location code and alphabetically by
title.  I'm primarily interested in removing and archiving the orders
for our two field units which are on a DYNIX system.  All I have on PAC
is a brief bib and an order record.  

I create a list with the  order record number(.o), title, author,
imprint and isbn #,   copies, eprice, order date, received date, vendor
and paid note.  I also include vendor addres, vendor note, the internal
note and the identity statement.    This way I pick up any extraneous
notes and PO#'s used for the different orders.  Agency PO#'s go in our
internal note field.  I then e-mail the list in sections (@2500 records
at a time), massage the list to remove the added space save to a disk
using WinZIP to compress the file.  I normally need 2 to 3 1.44 MB disks
for each year.

I do the same thing with orders for the main library using the number of
diskettes.  Annually, I take off anywhere between 11,000 and 15,000
records.  Orders for the main library are left on the system for 2
fiscal years.

As for keeping them, I write over the disks every 3 years.  We keep
paper copies of invoices and purchase orders, etc. for 7 years back in
the storage center.  If we really need to go back, we can, but I have
never needed to back any further than 18 months.  And, any orders that
are a  problem will have a status of 'o' and will not be included in the
list.

In my nest budget request I've asked for a zip drive that will handle
zip disks and I can write directly to those - but that is at least a
year away.

Hope this helps,

Judy 
	----------
	From:  Jeanette Mosey [SMTP:jmosey@xxxxxxxxxx]
	Sent:  Wednesday, July 12, 2000 1:02 PM
	To:  Judy Cerqua; INNOPAC@xxxxxxxxxx
	Subject:  Saving/Archiving Order Records


	Judy, and others:

	In what format do you save old orders to a zip file?  How often
do you
	refresh or re-copy them to ensure readability?

	We need to archive order records for the first time and are
exploring
	options so we can come up with workable procedures.

	Thanks,

		-- Jeanette

	At 09:36 AM 7/6/00 -0400, you wrote:
	>
		... snip ...
	>
	>At our library I keep the current and the previous years'
orders on the
	>system.  This fiscal close I will delete any orders received
and paid
	>for prior to July 1999.  These I'll export and keep in a zip
file for
	>the audit trail if necessary.
	>

	
==================================================================
	Jeanette Mosey				  Austin Community
College
	Head Librarian				  7748 Highway 290 West
	LRS Technical Services & Automation	  Austin, TX  78736
	512-223-8682  voice			  512-223-8611  fax
	jmosey@xxxxxxxxxx
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