5.5.4 Creating Shelving list

Step-by-step instructions

1. Using Bulk Edit, choose the second tab which is a query. Choose items. Start your query with "Item Effective call number...Starts with.....A". (Example) Add "Item Effective Location Name....equals....Bookstacks". If the Item Effective Location Name is small enough, you can search by this query only. Large collections of 5000 can take a while.

2. Check the list of column names that you want in your export. Be sure to use the first Call number in the list since this refers to the holdings Call number and is where I have found issues. Item HRID, Title, Barcode, Item Level Call Number Type, Status, Volume, and Copy number.

   1. Export your list to the download location

3. Once you have a csv in Excel, you can eliminate the columns that you won't need. I would keep Item HRID for updating your inventory later. Sort by the Excel csv by the column labeled "Effective Shelving Order" Look at the very top of the file for mistakes or at the very bottom in the first Call number column where you will find items out of order or with blank spaces. This is usually due to the wrong "Item Level Call Number Type" or no Call number in the Holdings.

   1. Correction: A better way to find problems is to first sort by “Item Level Call Number Type”  Z to A.  I did this and colored the results yellow.  Not all of the problems showed at the bottom of the Excel sheet when sorting by Effective Shelving Order.  Correct the problems. Then sort by  “Effective Shelving Order” to find any other problems.

4. Next you will need to correct the "Effective Shelving Order" for any item that had mistakes.

   1. PS5 .W34 K2 1994 becomes PS 15 W34 K2 41994 11. PS45 .W34 K2 1994 becomes PS space245space no period W34 K2 space 41994 11 for copy 1, PS567 .W34 K2 1994 becomes PS space 3567 space no period W34space K2space 41994 12 for copy 2, PS7890 W34 K2 1994 becomes PS space no period W34 space K2space 41994 11 if copy 1 The Volume comes before the copy number and is a space V4 space. You will notice that the number 1-4 is placed in front of the number of digits and is determined by how many digits in the first part of the call number. The same with the year although that number is almost always 4.