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END OF YEAR PROCEDURES

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END OF YEAR PROCEDURES Powered By Docstoc
					                            END OF YEAR PROCEDURES

BEFORE YOU START, MAKE AN ARCHIVAL BACKUP OF YOUR DATA

Firstly, make sure Alice is in perfect condition by forcing a rebuild and data archive…
System/Parameters/Shutdown




                                             Tick the option ‘Force data archive’
                                             Tick the option ‘Rebuild’




Perform a shutdown

Do an external backup

Label disks Archival Backup of Afw
               Year ended 2001
             Date of backup 12/12/01


Store these disks in your school safe in a box marked appropriately

The purpose of this is …It contains the loan history file for the year and the final statistics
counts as well as provide a snapshot of the status of your library collection.
This backup can also be used to recover from if something should go wrong during any of
the End of Year procedures.




Revision Date: 11/01/2005                     -1–
Print Borrower Usage Report

NB: When Alice is installed it clears the ‘loan history file’, so this year it will only be from date of
Alice installation.

Circulation/Reports/Borrower Usage

Distribute to roll class teachers in preparation for reports




From here you can choose the type of report for the information you require from Alice eg

If you only wanted statistics rather than actual titles of resources borrowed by a student
then you would choose ‘Summary’. They include resources borrowed and returned NOT
resources currently on loan.

If however you wanted to know the titles of resources borrowed you would then choose
‘Detailed’ format.

For both the above formats you can narrow your search criteria by ‘Type of Borrower’,
‘Range’ ie by year group and ‘Date’ ie the current year.




Revision Date: 11/01/2005                           -2–
Print Resource Usage Report
Circulation/Reports/Resource Usage

This report is useful in preparing for a cull of stock


This report also takes its information from the loan history file, so for this year, remember it
will only be from date of Alice installation! And it will also print ALL titles in range whether
borrowed or not. So be careful what you choose!




If you choose ‘Detail’ and ‘Title’ and ‘Range’ and type in the name of a resource you will
have a loan history of that particular resource including who borrowed.




Revision Date: 11/01/2005                      -3–
Print Under Used Resources

Circulation/Reports/Under Used Resources




Cull

Based on Usage report, Under Used Resources Report, Damaged stock, suitability to
curriculum issues and age of stock

Management/Utilities/Dispose by barcode




Revision Date: 11/01/2005                  -4–
Generate the Calendar
Circulation/File/Calendar
    Set holidays for the new year

Purge Last Year’s Calendar
Circulation/File/Calendar
     You might choose      to leave last yrs and purge the previous year’s calendar

Purge Loan History
System/Parameters/Circulation
    Tick ‘Purge Loan History’ (you may wish to also tick the ‘Remove unused keywords
     as well’)
    Perform shutdown

Set Master Due Dates
Circulation/File/Borrower Loan Category

Set Long Term Due Dates
Circulation/File/Borrower Loan Category

Set Borrowing Limits (after performing a Borrower Refresh)
Circulation/Global Change/Limits

Maintain Favourites
   Remove any favourites you have not used often

Renew SCIS Subscription

Stocktake (see separate notes)




Revision Date: 11/01/2005                     -5–
Probably better to do this one at the beginning of the new year

Perform a Borrower Refresh

   I recommend that before you do this you should …
   • Shut down all workstations except shutdown machine
   • Go to System > Parameters > Shutdown
   • Put a tick in ‘Rebuild’
   • Perform shutdown and do an external backup

The reason for this is…if the download procedure does awful things to Alice you are able
to restore to an Alice in tip top condition.

Take a fresh floppy disk to your office.
Ask office to do a Library Refresh in eSchool
Remind office of the following points…
    You now only need 1 disk
    Choose ‘refresh’ from the drop down menu

Data Loading Borrower

System/Data Loading/Borrower




Double click ‘Borrower’ and fill in the appropriate details…
Tick the green tick
Data will download into Alice
Perform a shutdown (This completes the process)
Notice the shutdown procedure stops at Load Borrower Data
Alice can now be opened and data checked for accuracy


Revision Date: 11/01/2005                  -6–
Delete student and staff borrowers who have left the school

Print Borrower Cards
Circulation/Forms/Borrower Cards

Experiment with a small range of Borrower barcodes to see which format you prefer




Revision Date: 11/01/2005                  -7–
                            END OF YEAR PROCEDURES


    ARCHIVAL BACKUP

    PRINT BORROWER USAGE REPORT

    PRINT RESOURCE USAGE REPORT

    PRINT UNDER USED RESOURCES

    CULL

    GENERATE CALENDAR

    PURGE LAST YEAR’S CALENDAR

    PURGE LOAN HISTORY

    SET MASTER DUE DATES

    SET LONG TERM DUE DATES

    SET BORROWING LIMITS

    MAINTAIN FAVOURITES

    STOCKTAKE

    BORROWER REFRESH




Revision Date: 11/01/2005           -8–

				
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