When you withdraw an item from Concourse how do you print up a report of withdrawn/deleted items ??
We have withdrawn items in the past but did not know how to generate a report.
Thanks!
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I use the same procedure as Sandra Fitts, with an added twist. After accumulating a batch of withdrawn items I run a report and save it with XML format. I have an Excel macro that reads the XML file and adds (appends) selected information to the spread sheet along with the current date. I then use batch delete to remove the items from the Concourse catalog. The XML files includes just about all the information that Concourse keeps for an item so the Excel file can be whatever you want. Be glad to share the Excel file.
I think Eva Nell Hunter was the first to move withdrawn items to a defined location.
Buford, not that it really matters that much, but this procedure came about when a school librarian with whom I was working made the comment that she had to provide a list of all removed items to the school administration. She first thought she would have to have someone write all those titles down before the books were discarded!
We talked about it ... one thought was just to put the term "removed" or "withdrawn" or whatever was chosen in a field which was searchable, so that a report of removed items could be generated. I placed the word "removed" in one of the call number fields (still do that, in addition to the removed location) and then someone, and it may have been Eva Nell, thought about "moving" the item in the location field. Any of these methods works! What was important is that the need was met for the school librarian!
Your Excel spreadsheet sounds great, but I just am not that great with Excel. My suggestion for others with the same handicap would be to add columns to the generated report by adding the information fields you would like to keep on the items being removed. By the way, that report can be saved with a descriptive title and the next time you need to prepare it, it should generate a new report with updated information! Don't we appreciate those folks who spend time designing these programs that make our life easier?!
You have to generate a report before you delete the items. We "move" the items to a new location which we call "Removed" -- then generate a report (usually an accession list) using the filter: "Location" matches or equals "Removed." After the report has been generated you can print it to put in a notebook or save it to a folder on the computer.
To set up the new location "removed" (or whatever you want to call it) click the administration icon on the navigator screen; choose "add/modify item classes" then choose "location" and add the new name.
Hope this helps!
Do you have to go through this? When we remove a book, I just go over that number in Concourse so that it will not be lost to us. I do mark lost/missing items.
When you remove the information from an item id in Concourse, you do not remove the history of that item. For example, if you have a children's book that has been checked out many, many times in 5 years and it is lost, then removed by overwriting the information on the book, but the item id is re-used for an adult Bible study book (or another subject) --- the history of the children's book continues and combines with the history of the new item, so that you have data which is compromised. We have been given this information by Book Systems trainers in various conferences.
In conferences that I lead, I like to say with a big smile " You are not going to run out of numbers -- and Concourse will keep up with the number of items that your library has in the database!"
Please just delete the items and use a new number, even if you do not want to keep a record of those items which you remove.
I did not know that, and will do that. Our library probably has around 8-9000 volumes, and we're weeding all the time. Thanks for updating me.