RE: patron load reports

["Card, Sandra" <scard at exchange dot calstatela dot edu>]

I have been loading patron records since 1996.  What do you need?

On our reports, we see this:


Input file  - barcode9.pat              Start date - June 14 11:06AM
Error file  - barcode9.errlog           End date   - June 14 11:07AM
m2btab file - m2btab.p
Number of input records - 5385
Number of errors        - 0
                   NEW                         EXISTING     INPUT     TOTAL
               RECORDS      REC #S ASSIGNED     RECORDS   RECORDS   RECORDS
               CREATED      START       STOP  OVERLAYED  REJECTED      READ
PATRON            4509  p1185425x  p11899335        876         0      5385

This means that of the 5385 records in this particular file, 876 matched on,
and updated 876 existing records.  4509 new records were created, and the
beginning and ending numbers of the new records are shown in the start /
stop columns.

This file had no errors.  But from another load, a line on an error report
looks like this.  I supplied the column headings (the system does not):

BLOCK#    MATCH point       Problem                      Name of patron in
incoming record
68009  Overlay code = e:u, 2 matches, record inserted / Castellon, Ramon
Eduardo

We match on a campus id number.  This line means that our patron file had
two records with the same id number.  Since the system cannot decide which
record to update, it creates a third record and reports the situation.  

64925    Overlay failed for p11729065, Record p11729065 in use by system,
new record inserted / Asgari, Marjan

This means someone is using the record that the system would normally
update.  It then creates a second record and reports it.

In the first type of error, I find it is fastest to go into the load file
and look at block 68009 in the load file (e.g. barcode9.pat).  I then copy
the id number into a search on the patron file and merge the duplicate
patron records as needed.  If you do not have access to the load file, do a
patron search under name, get the id number (or whatever your system matches
on) and redo the search using the id number.  This is because names may
occur in variations and are not a reliable way to find duplicates.

In the second case, a busy record, I usually wait a bit and check the record
no. that was busy.  If it is no longer busy, I do a search to pull up the
old and new records and then merge them.


Also, I find it very useful to do a test load first (the TEST button on the
load screen).  I can then get an error report and fix any reported
duplications in the database before I load the records for real. This means
I only have to merge two records instead of three.

Sandra Card
Library
California State University, Los Angeles
scard at calstatela dot edu
323-343-4894


-----Original Message-----
From: Kate Wegmann [mailto:wegmann at email dot unc dot edu] 
Sent: Wednesday, June 22, 2005 10:32 AM
To: innopac at innopacusers dot org
Subject: patron load reports


Hi,

I work for the Circulation Department at the University of North 
Carolina at Chapel Hill, and we went live with Millennium about a month 
ago.  We recently ran our first set of tape loads of updated patron 
information and received the summary reports generated by Millennium. 
 Unfortunately, no one knows how to read the summary reports.  We've 
contacted III and have been told that there is no formal document on how 
to interpret patron load reports.

So...has anyone else encountered this problem?  Does anyone know how to 
read the reports?

Any information or suggestions would be very very much appreciated!

Thanks,
Kate
-- 
Kate Wegmann
Borrower's Card Assistant
Davis Library
University of North Carolina-Chapel Hill


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