Catalogue administration

Weekly tasks
- Checking of new bibliographic/item records – Richard
See instructions

Monthly tasks
- Provisional authorities
  - Provisional personal authors (100, 700) – Sinead
  - Provisional corporate authors (110, 710) – Richard
  - Provisional classmarks (084) – Dan
  - Provisional publisher (264) – Caroline
  - Provisional series (830) – Catherine
  - Provisional subject headings (650) – Elaine / Catherine
  - Provisional Wessex subject terms (650) – Catherine
- Orphan books – Sinead
- Import ClinicalKey marc records – Richard
- Import EBSCO nursing records – Catherine
Annual tasks
- E-book collections with items older than 10 years – run reports in January each year
  - Oxford handbooks (Catherine)
  - Kortext (Elaine)
Running monthly task reports
Go to AFO143 and select the Provisional Authorities report. Use the parameters below:
Personal authors (100, 700)
- Database equal to: 495
- Publish profile: AuthProvAuthors
Corporate authors (110, 710)
- Database equal to: 494
- Publish profile: AuthProvCorp
Classmark (084)
- Database equal to: 7998
- Publish profile: AuthProvClassmarks
Publisher (264)
- Database equal to: 7996
- Publish profile: AuthProvPublishers
Subject terms (650)
- Database equal to: 499
- Publish profile: AuthProvSubject
Series (830)
- Database equal to: 492
- Publish profile: AuthProvSeries
See document below for full instructions on how to run the reports and manage the authority records
Download catalogue-housekeeping-tasks-2
Sublocations need to be created per location (it is not possible to create a sublocation and apply it globally).
On the homescreen, click on Change Institution/Location and select the location which has requested the new sublocation:
Go to AFO613. If the sublocation isn’t already created (check first), then click on New Sublocation:
Enter a short code in capitals in the Sublocation Code field, then write it out in full in all the other boxes and save:
We currently have the following optional fields created:
- Retention note (optional field 1)
- Restricted shelf (optional field 2)
- Note for loan (optional field 3)
- Special collections (optional field 4)
- EXE-ITEMDATA $e (optional field 5)
- EXE-STATUS $s (optional field 6)
- EXE-VOLUME $c (optional field 7)
To create a new optional field, go to AFO469.
Select Item Definition Settings:
Click on Optional Fields:
Click on the next available optional field (make a note of which number optional field you picked).
Enter the following parameters and click OK:
- Wording [eng] = enter what you want this field to be called
- Data type = Combo
Go back to the Item Management Parameters screen and select Data to be Entered:
In the Optional Fields box, make sure the new optional field you created is displayed. Do the same for Data to be Corrected and Data to be Displayed:

Go back to the Item Management Parameters screen and select Item Authority Lists:
In the drop-down, select the Optional Field number you just modified in the steps above.
Enter a short code for this, then put the full title into field 100 next to all the languages. Save the record.
Use these instructions if someone has requested a labelled copy of an existing template.
Go to AFO153.
Click in the tickbox next to the template you’d like to make a labelled version of, then click on the Copy Template icon to make a copy:
Use the following parameters:
- Template name = Enter the name of the template you are copying, then add Labelled to the end
- Template type = Public
- Comments = leave blank
Click on OK.