GIST GDM Setup with OCLC codes

As much as we are finding SUNY Geneseo’s Getting It System Toolkit Gift & Deselection Manager v1.2.0.3 extremely useful, there was an unintuitive solution to my initial setup that I certainly want to document before I forget the resolution.

When setting up the fields used to compare selected items to those held at other institutions, you have the option of using OCLC codes or State/Province/Library Types. Being one of the State Universities of New York (SUNY), we wanted to compare items against the collections at the 63 other SUNY institutions. So I filled in every field in the configuration window except the one labeled “Using State/Province and Library Types Will Override OCLC Codes.” Then I clicked Save and Close only to get an error that the configuration was incomplete. After fiddling with it for some time, I decided to choose a state and ignore the warning about overriding OCLC codes. Ta da! It worked and my frustration went *poof*!

Here is what the final solution looked like:

Picture with gdm solution. All fields are filled in.

How to get gdm output from a list of barcodes

This is the third time I’ve needed to look-up/remember how to take a list of barcodes, convert them to oclc numbers in Aleph, and run the list through SUNY Geneseo’s Getting It System Toolkit Gift & Deselection Manager v1.2.0.3. So I’m writing directions for myself and anyone else who finds themselves in a similar situation.

  1. Get a text file with barcodes (one barcode per line and file name saved with lowercase letters/numbers – no spaces)
  2. Upload the barcode file into Aleph’s the xxx50/scratch/directory
  3. Open Aleph client (Circ or Cataloging)
  4. Run p_manage_70 = Services -> General -> Retrieve Record Keys (manage-70)
  5.  Choose BARCODE-TO-BIB for “Convert Type”
  6.  Write xxx01 in “Convert Library”
  7.  Make note of the output file name
  8. In the Cataloging module, run print-08 = Services -> Retrieve Catalog Records -> Print Catalog Records – Columnar Format (print-08)
  9.  Enter previous output file as the new input file
  10.  Choose “OCLC Reclam: Doc no. | Title | 035 | 935” for Report Format
  11. Copy and past results into MS Excel
  12. Split the 035 column to separate (OCLC) from the numbers
  13.  Data -> Text to Columns  (It is ok to loose leading zeros in the oclc number)
  14. Save the list of OCLC numbers as a txt or csv file
  15. Open the Gift and Deselection Manager (GDM)
  16. Go to File -> Batch Analysis
  17. Open File, choose options, and click “Begin Batch Process”
  18. This can take a few seconds for each item. Be patient… walk away, multitask, or go home for the night 😉
  19. When the batch process is over, you will get a message to save the batch process output as an excel file.

Attribution: I want to recognize SUNY OLIS and Natalie Sturr for providing some directions on “How To Create a Report of Bib Information from a File of Barcodes.”