Skip to Main Content

LAB Flip Instructions

The process by which physical items in the Main Library are moved to the Library Auxiliary Building

 

Day 3 Part 1

This part removes LAB Review Status

    Save all data in Projects(T:)\GeneralProjects\LABbarcodes\YYYY\MM


1. Run Design Analytics Report:  LABReviewReport (AnalyticsBaseSerialRecords) found in

     Folders > Shared Folders > Oklahoma State University
         Libraries > Reports > LABReview.


     This report, once run each week, can never be repeated
     with the existing parameters.

 

 

 


    a. Export report and save with date:
         LABReviewReport (AnalyticsBaseSerialRecords)_yyyy-mm-dd.xlsx

 

 

 

 

 

 

2. Run LABReview Report (ALL MOVED).

 

 

 

 

 

 


       a. Export report and save with date:
            LABReviewReport (ALL MOVED}_yyyy-mm-dd.xlsx

 

 

 

 

 

 

 

3.  Open the LABReviewReport (ALL MOVED}_yyyy-mm-dd report in Excel

      a. Highlight the column headings
      b. Go to the "Data" tab and click the "Filter" button

 

 

 

 

 

 

 

 

4. Review the LABReviewReport (ALL MOVED}_yyyy-mm-dd report
       a. Filter Location for 'Withdrawn'
            If any Withdrawn items are in 'LAB Review, copy them
           and the email list to Ellen requesting that the withdrawn
           items been reinstated

 

 

 

 

 


       b. Delete the Withdrawn items from the
            LABReviewReport (ALL MOVED) report. Save.

 

 

 

 

 

 

5. Filter on 'Library' for any that records that are NOT Annex, Main, or VM.
    Note: Items for Arch, Docs, etc. must be evaluated and the permanent location updated manually.
        a. Copy any lines for Library not AnnexMain or Vm.
        b. Email lines to Ellen and request items be updated manually to change permanent location to LAB if appropriate.
        c. Delete the lines from the report. Save.

6. Filter on 'Library' for Annex and 'Location' for codes that are NOT MainBook or MainPer.
        a. Any Annex location other than Main Book or MainPer must be evaluated and the permanent location updated manually -
            same steps as 5, above.

7. Filter 'Library' for Main and use filter dropdown to check for 'Location' codes that are NOT any of the following:
     - Book         - Textbook
         GenRef         - Cato         - BrRoom         - Periodical         - NonCirc         - Unaccess
        a. Any Main Library location other than those in the list above must be evaluated and the permanent location updated
            manually - same steps as 5, above.

 

Day 3 Part 2

 

1. Once 'Withdrawn' and other unexpected location items have been addressed,
     updated and removed from the report:
        a. Copy barcodes to a new Excel file with 'Barcode' as first line.
        b. Save as Text (Tab Delimited) with the
            name LR_ALLMoved_yyyy-mm-dd.txt
        c. Open in Notepad and delete any blank lines at the bottom
            of the list. Save.

 

 

 

 

 

 

2. In Alma, create itemized set LR_ALLMoved_yyyy-mm-dd
     via upload of LR_ALLMovedyyyymm-dd.txt

 

 

 

 

 

 

3. Once the set LR_ALLMoved_yyyy-mm-dd is created in Alma,
     run the Change Holding Information job to update permanent locations:

 

 

 

 

 

 

 

 


         

 

 

 

         a. Check the box 'Correct the data using normalization rules'
         b. Select process '{MOVE ALL) Change Library to Lab+ {location)'
         c. [Next]
         d. [Submit] 
         e. Review Task Parameters and [Confirm] if correct

 

 

 

 

4. Once notified that the job is complete, review the report and review the Alma set members to verify that all changes are as expected.

 

 

5. If all changes are correct, remove the temporary location information:
         a. Run Change Physical Items job:
                i. Set item temporary indication to: No
               ii. [Check box] Clear temporary library and location
              iii. [Check box] Clear all temporary information
              iv. [Next]
               v. [Submit]
              vi. [Confirm]

 

 

 

 

6. Once notified that the Change physical items job is complete, review the report and review
       a. The Alma set members to verify that all changes are as expected.