Duplicate item Records Documentation

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Report Title	Duplicate Items
Report Reference #
Revision Date	2011-05-30
Requestor	Ann Naese

Impromptu File Name	Directory	Catalogue
duplicates_preselect1.imr duplicates_preselect2.imr duplicates_different_locations.imr duplicates_from_hotfile.imr	C:\Impromptu Web Reports\circ_transactions	C:\Impromptu Web Reports\circ_transactions\circ_transactions.cat

Web File Name ( login)	Web News Box
duplicates_preselect1 (this report must be run and saved as a hotfile) duplicates_preselect2 (this report must be run and saved as a hotfile) duplicates_different_locations (see sample) duplicates_from_hotfile (see sample)	TUG Reports and Cubes/Collections/Duplicates/Duplicates (different locations)

Report Description:

This set of reports will allow the user to create a list of duplicates if one copy resides in one location and a second one is in a different location. Items that have only been charged on TRELLIS can be listed in a separate report. The user must first run the "duplicates_preselect1" report for the first location and LC class range required and then run "duplicates_preselect2" for the second location. Once the "duplicates_preselect1" and "duplicates_preselect2" reports have been created the "duplicates_different_locations" report can be run and both locations may be selected. If charge counts for items that have circulated on TRELLIS are required then this report must also be saved as a hotfile with the file name "duplicates_different_locations.ims". Then the user may elect to run the "duplicates_from_hotfile" report to get a total of TRELLIS charges and the last charge date for each item that has been charged on TRELLIS.

NOTE: duplicates are selected based on items that are on the same BIBID. If there is a duplicate item on a different bibliographic record it will not be selected. Also, multi-volume records may appear on the list even if there is no duplicate.

Prompt (duplicates_preselect1)	Type	Description
Choose location codes that start with:	Type in	Enter the start characters of the first location codes to select from
Select 1st location for duplicate checking	Picklist	Select the location(s) to use for duplicate checking
Enter start LC Class (e.g. HA):	Type in	Enter the start LC class (alpha portion only)
Enter end LC Class (e.g. PZ):	Type in	Enter the end LC class (alpha portion only)
Prompt (duplicates_preselect2)	Type	Description
Choose location codes that start with:	Type in	Enter the start characters of the second location codes to select from
Select location for duplicate checking	Picklist	Select the location for duplicate checking

Prompt (duplicates_different_locations)	Type	Description
Choose location codes that start with:	Type in	Enter the start characters of the location codes to select from
Select location of duplicates to report on	Picklist	Select the location(s) of the duplicate items to include on the report

Data Elements:

Call Number

Title

Location code

Storage code

Item barcode

Item status

Historical charges (only in .csv file type)

Historical browses (only in .csv file type)

TRELLIS charges (duplicates_from_hotfile only)

Last charge date (duplicates_from_hotfile only)

Filters:

item location equals the selected location

LC Class is between the start and end LC class range specified for "duplicates_preselect1" hotfile

another copy (or volume) exists for a different location as specified for "duplicates_preselect1" hotfile

Sort Order:

call number

Important Notes:

Follow the steps as outlined below for each LC Class range required. It is recommended that the range entered be as restrictive as possible;

run "duplicates_preselect1" report for the first location(s) and LC class range required
in the Windows client version save as a hotfile with the name "duplicates_preselect1" (in Cognos web doublecheck that the Administrative tab in the report 'advanced properties' has the hotfile option selected)
run "duplicates_preselect2" report for the second location (see the previous step for save instructions)
run "duplicates_different_locations" report
If charge counts for items that have circulated on TRELLIS are required then this report must also be saved as a hotfile with the file name "duplicates_different_locations".
(Optional) run "duplicates_from_hotfile"

Estimated run time:

30-90 minutes

Report Developer:

Gail Sperling