RE: Saving/Archiving Order Records
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- Date: Wed, 12 Jul 2000 13:56:00 -0400
- From: Judy Cerqua <JCERQUA@xxxxxxxxxx>
- Subject: RE: Saving/Archiving Order Records
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
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
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
Hope this helps,
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
refresh or re-copy them to ensure readability?
We need to archive order records for the first time and are
options so we can come up with workable procedures.
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
>for prior to July 1999. These I'll export and keep in a zip
>the audit trail if necessary.
Jeanette Mosey Austin Community
Head Librarian 7748 Highway 290 West
LRS Technical Services & Automation Austin, TX 78736
512-223-8682 voice 512-223-8611 fax
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Private replies: Judy Cerqua <JCERQUA@xxxxxxxxxx>
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