Purpose: Verify items on holdshelf weekly
Although Millennium does have a “View Holds” function, most reports can be over 200 pages when printed. Exporting a list from “View Holds” produces a list in a difficult to use format (16 lines per call number). Main Circulation uses Create Lists to produce a document that is easier to use.
Create List Preparation (by Peter)
- Run a simple query on Create Lists for: ITEM STATUS equal to !
- It is best to only run this list when all circulation desks are closed.
- This will list every item with a status of “On Holdshelf”
- Export the file
- Select Export Records
- Fields to be exported = (c)Call Number, (v)Volume, (b)Barcode, and (8)Hold
- Save as a text file
- Open the file in Notepad.
- Search and replace PU= with “,”PU=. This change allows you to sort by pickup location
- Save text file
- Open text file in Excel
- Set file type to Delimited
- Select Comma as Delimiter
- Click Finish
- Eliminate the non-MAIN holds
- Sort column D (pickup locations) alphabetically. Expand the selection
- Delete all rows where PU does not equal ma
- Delete columns C-Z to remove unnecessary hold information.
- Sort column A (call numbers) alphabetically. Expand the selection
- Prepare list of call numbers for SLEs
- Add a column of circles before the call numbers; these can serve as checkboxes once printed. In order to save paper, separate the call numbers into two columns.
- Print Holdshelf list
- Add a column of circles before the call numbers; these can serve as checkboxes once printed. In order to save paper, separate the call numbers into two columns.
Checking the Holdshelf (by SLEs)
- Compare list to the holdshelf
- Place a mark in the checkbox for all items on the holdshelf list and on the shelf
- Leave checkbox blank if item is not on the shelf
- Turn books on their spine if they are on the shelf, but not on the holdshelf list. A supervisor will examine these items for misrouted holds, incorrect call numbers, etc.
- Highlight everything with a blank checkbox
- Search all highlighted call numbers in Millennium
- Cross out the call number if the item is checked out
- If the call number is not checked out, note the Checkin Date, and Checkin Location
330 = mainstax
331 = staff
332 = circmain
333 = circmoff
600 = ILL - Search the stacks and sorting areas for missing holds using the noted checkin information
Legacy Data
Author: Peter Soriano
Approval Group: ILSSC
Update Group: CSG
Last updated date: 07/07/15