Search procedures

Author: James Lake
Posted in: Circulation Services Group

Search Procedures

Search 1Search 2Search 3RFR (last search) — Flowchart of search process

PREPARING MACROS:The following macros must be used to ensure that Internal Notes are entered in the correct format. Search lists are created from these notes. If notes are not entered exactly as shown below, the item will not appear in any search list and remain unsearched indefinitely.

Instructions on how to set up and use macros can be found at: Macros: How to Create and Use

Here are brief instructions:

1. In Millennium, Click Admin > Settings
2. Click Macros
3. Select one of the four tabs: No Modifier, ALT, CTRL, or SHIFT.
4. In the box next to the function key you want to define, enter the text you want the function key to insert. (Tip: Copy the text from the macro list below and paste it in with Ctrl+V.)
5. Click Save Settings, then click OK.

Test your macro by highlighting the status code (NOT the label associated with the code) and press the function key you just defined. The system should change the status code and insert the text you defined for that function key, exactly as if you had typed it directly.

If you supervise a group of students, see “How to install in student logins” at: Macros: How to Create and Use

In the macros below, make sure you replace <initials> with your Millennium initials.

MACRO 1:
1%ENTER%x%TAB%srch1 %date  <initials>
MACRO 2:
2%ENTER%x%TAB%srch2 %date  <initials>
MACRO 3:
3%ENTER%x%TAB%srch3 %date  <initials>
MACRO 4:
f%ENTER%x%TAB%refd2selector %date  <initials>

These notes serve as a record of the item’s search history and should not be deleted, even if the item is found or replaced.

Procedures

Items due for searching are listed at: http://www.lib.berkeley.edu/cgi-bin/notices/dailynotices.cgi.

Item listings are not cumulative; an item appears for one day only, so you will need to look at the list for each date (including weekends and holidays)

Search/refer for replacement steps:

1) When an item is reported missing, place an item level hold for the patron in Millennium circulation. In the dialog box choose the first option: “Place hold and change status to MISSING”. Placing the hold will automatically change the item status to “m”. If the item is not needed by a patron, but a search is desired (it is not on the shelf but no one wants to place a hold on it), change the item status to “m” manually in the item record.

2) The following day, the item will appear on the Notification website in the On Search1 list, along with all other items that were changed to status “m” the previous day.

3) Print out the list and search for the item. If found, check it in. If not, look up the item record in Millennium, highlight the status code (NOT the label associated with the code) and hit the key(s) you programmed for MACRO 1. This will both update the status from “m” to “1” and add an internal note that reads:

srch1 20100302 tssl (MACRO 1)

4) 9 days after search 1 was performed, the item will appear in the On Search2 list. Search the item again; if found, check it in. If not, look up the item record in Millennium, highlight the status code (NOT the label associated with the code) and hit the key(s) you programmed for MACRO 2. This will both update the status from “1” to “2” and add an internal note that reads:

srch2 20100312 tssl (MACRO 2)

5) 19 days after search 2 was performed, the item will appear in the On Search3 list. Search the item again; if found, check it in. If not, look up the item record in Millennium, highlight the status code (NOT the label associated with the code) and hit the key(s) you programmed for MACRO 3. This will both update the status from “2” to “3” and add an internal note that reads:

srch3 20100330 tssl (MACRO 3)

6) 4 months after search 3 was performed, the item will appear in the Referred to Selector list. Search the item one last time; if found, check it in. If not, look up the item record in Millennium, highlight the status code (NOT the label associated with the code) and hit the key(s) you programmed for MACRO 4. This will both update the status from “3” to “f” and add an internal note that reads:

refd2selector 20100730 tssl (MACRO 4)

These items will be posted monthly on the Notifications web site. Quarterly items that have been referred to selector will be automatically withdrawn if not found.

Refer For Replacement overview

Batch withdrawal details:
 

Legacy Data
Author: Charis Takaro
Approval Group: CSG
Update Group: Circulation Services Group
Last updated date: 03/18/12

Archived Comments

How to?
Wed, 09/21/2011 – 16:12 — Charis Takaro
Should this include a how to on placing something on search?

Created: April 28, 2016
Last revised: December 6, 2016
Review date: None set

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