UCSD Innopac Documentation
Approved: Deletions Process Management Team
October 21, 1996
November 12, 1996 rev.
Owned by: Crystal Graham

1. When you receive the Batch Deletions Form from Systems, log it on the Deletions chart. As you process each step, log it on the chart.
    
2. From the Innopac main menu, enter:

   
   M> MANAGEMENT information
   L> Create LISTS of records, then your authorization
    

3. You will see a list of the 120 review files. Find the review file with name and number of records listed on the form from Systems. Enter T> Display review file on TERMINAL. Examine each record. (See attached checklist). REMOVE and/or fix those which should not be deleted. If the number of records in the file changes, annotate the Batch Deletions Form from Systems.
    
4. Print a list of OCLC record numbers for which we need to delete our holdings symbol.
    
   1. List data elements you want to print.

      
      L > LIST some of the data in the review file records

      Print Item #1> o (oclc number)
      Print item #2> a (author)
      Print item #3> t (title)
      Print item #4> 9 (record number)

      Press [Enter]

      Limit listing to a particular subset of records? (y/n) y
      Print BIBLIOGRAPHIC record that satisfy the following conditions
      o > (OCLC record number is greater than blank)
      (The purpose of the last step is to limit the printing to records which contain an OCLC number)

      s (start)
       

   2. The system will present you with a menu of format options for the printout. Accept the defaults except for #7, page heading, where you should supply:.

      
      OCLC deletions [date of review file]

      s (start)

   
    
5. Run a subsearch for records to exclude records with order records attached.

1. From the management menu, select

   
   L> Create LISTS of records, then your authorization.
    

2. Choose a small empty review file (by line number). Innopac will ask you if you want to copy, create, or quit.

   
   Enter 2> Create a new file
    

3. Choose what kind of list you want to produce:

   
   B> Bibliographic list
    

4. Set the range to the review file you want to subsearch:

   
   \ Set Range
   Search records contained in another review file? (y/n)   Yes

   System will display menu of existing review files. Note that the empty files are not listed since you are in subsearch mode. The line numbers are different from the ones of the main screen.

   Find the review file with the name and number of records listed on the form from Systems. Range will be set to subsearch that file.
    

5. Subsearch the review file for records which are not linked to order records.

   
   ^ - Linked records

   Enter boolean condition (e(xists, n(ot exist) n

   LINK_REC not exist to o (Type the letter o, which means no order records are attached)
    

6. Run the search

   
   Enter action (A for AND, O for OR, S to START search)
   or \ to enter a range for searching s ( to START search)

   What name would you like to give this file of records?

   Use the ORIGINAL FILE DATE with your initials and a similar name (e.g., YYMMDD/060/rjf Ser Mel Del no orders)
    

7. MAKE A PRINT OUT SHOWING THIS SEARCH CRITERIA. You must send this printout to Systems with your paperwork.

   
   Press [Enter] to go to page of results

   --LIST RECORDS--
   Your review file [name] has [#] records in it ready to be listed
    

8. Write down the name of your file and the number of records in it on the Batch Deletion Form from Systems.
1. Make a printout of the menu of review files. Highlight the serials files and indicate which are to be emptied and which to be deleted.
    
2. Create a statistical report showing that your file contains serials to be deleted. From the main menu:
    
   1. Choose S> Create STATISTICAL reports and authorization
      Choose B> To use a BOOLEAN search review FILE.
       
   2. Select your review file from the list.
       
   3. Choose T> A cross TABULATION on any two record data elements.
      07> R CTRL CD
      05> MAT TYPE

      The statistical report will verify that all records contained in the file are serials with RCTRL = d. If the report does not show this, empty the offending records from the review file or fix them.
       

   4. Make a printout of the statistical report and send it to Systems with the Batch deletions forms.
3. On the Batch Deletion Form, Section 2, check the first 2 boxes.

   
   [x] Bibliographic records

   [x ] Delete bib. and all attached records

   
   Sign and date the form.
    

4. Mail the form along with the printouts of your search criteria and menu of files, and the statistical report to the Innopac Coordinator, STELLA SANCHEZ-WADE, 0175T.
    
5. Systems will inform you when your file has been deleted. Check it off in the log. Give OCLC deletions list for that file to student for deletion of OCLC holdings symbols. (See Procedure for Deleting OCLC Symbol for Serials)