RE: [IUG] Housekeeping in Create Lists

["Carolyn McDonald" <C dot McDonald at murdoch dot edu dot au>]

Hi,

We have found that since doing the ASAA training, and therefore being
able to manipulate the file sizes and number of files to suit ourselves,
management of review files has improved significantly. 

We still have times where we run out of files, but this is reduced
because we have created lots of tiny files, with only 100 or 500 records
in them. Many staff searches are fine to use these.

We don't empty staff files, although I threaten to periodically. I have
never needed to. But we do still need to send out the odd reminder to
empty old files. We have also locked some files for staff who must have
files on a regular basis for such things as end of month reports. This
has helped because they then go back to those files to reuse them,
rather than just picking another empty file.

We don't leave really large empty files, but rather re-create them using
ASAA when we need them which is rarely. This means that the rest of the
time, those records are available for staff to use in much smaller files
which are adequate for their needs. Then when we need a really large
one, we gather together all the largest empty ones we can find, and if
that isn't enough records, we approach individuals to see if their large
files can be emptied - we have always been able to gather enough records
for our purpose.

Carolyn 

> -----Original Message-----
> From: innopac-bounces at innopacusers dot org 
> [mailto:innopac-bounces at innopacusers dot org] On Behalf Of Beth Willis
> Sent: 13 December 2006 7:59 AM
> To: innopac at innopacusers dot org
> Subject: Re: [IUG] Housekeeping in Create Lists
> 
> Dear Steve,
> 
> I'm not sure if our library meets your criteria for a "large"
> Innovative library, but here is what we do.
> 
> 
> We rely upon staff to empty their own files.  If there are no files
> available, staff who need an empty file tend to send out a reminder
> requesting others to empty unnecessary files.  
> 
> We don't have a formal policy about overwriting other staff's 
> files and
> it is possible to do so.  However, this is an unwritten 
> policy and staff
> always ask (I think) before using someone else's file.  Personally, I
> think we should implement a policy on this and, if possible, limit
> access to files to their creators.
> 
> We recently purchased more review files, increasing our total from 40
> to 55 total files. We did this because we were constantly 
> running out. 
> All files, regardless of size were usually in use.  This was a problem
> especially if one needed to run a large list and the larger 
> sized files
> were unavailable.
> 
> When we decided to purchase more files, we added more in the 1000-5000
> range since these are usually adequate for most lists.  We eliminated
> some of the mid-range files (15-30,000) and added a 2nd file of 60,000
> records as well as one of 100,000 records.
> 
> All staff who use Millennium are authorized to use create lists.
> 
> Hope this helps.
> 
> 
> 
> Beth Willis
> Cataloging Librarian
> New England School of Law Library
> 154 Stuart Street
> Boston, MA 02116
> 617-422-7420
> bwillis at library dot nesl dot edu
> 
> 
> >>> stevencm at multcolib dot org 12/12/2006 3:43 pm >>>
> 
> 
> How do large Innovative libraries maintain a sufficient number and
> variety of empty review files in Create Lists?
> 
> 
> Is there one person assigned to monitor the files, or do you rely on
> staff to self-police their own use?
> 
> Do you send out regular reminders to empty no longer useful files?
> 
> Does your library policy allow one staff member to overwrite another's
> review file?  If so, are there any conditions attached to that
> permission (e.g., contact the other person first)?
> 
> Do you note which review file sizes are usually full or usually empty,
> and adjust the review file size distribution accordingly?
> 
> When you consistently lack empty files, do you tend to buy more review
> files or tend to increase the restrictions on using existing files? 
> How
> tightly do you restrict the number of library staff authorized to use
> Create Lists?
> 
> What is your largest review file size?
> 
> 
> Thanks in advance for your help!  I will summarize to the list any
> responses that are sent to me directly.
> 
> 
> Steve
> 
> 
> --
>   Steve Casburn, ILS Librarian
>    Address:  ADM 317
>    Telephone:  (503) 988-4549
>    FAX:  (503) 988-5441
>    E-mail:  <stevencm at multcolib dot org>
> 
> 
> 
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