Batch and Global Processes in
Destiny
Catalog:
• Batch delete old Patron Records
• How to conduct global/batch updates to records –
patron
• Adding Faculty and Patron/Student Records Manually
• Standardizing call numbers across the district
• Correct call number prefixes
• How to conduct global/batch updates to records – bib
Batch deleting old patron records from Destiny
The easiest way to remove old student patron
records from Destiny is to have a common data
entry into each record. The best entry is the
graduation year. To delete students, go to BACK
OFFICE>UPDATE PATRONS>DELETE sub tab. Set
up the following:
• Check the box that allows students to be
deleted even if they have outstanding
transactions.
• Fines will be removed and any checked out
items will be marked lost.
• IMPORTANT!!! This is permanent and cannot
be changed once the DELETE ALL has been
clicked.
• The records will be deleted and cannot be
recovered.
• Click the preview button first.
If you opt to click preview first, it will take you to JOB MANAGER.
Click on VIEW to see the report. From the report once you take
a look at who is to be deleted, you can then, hit the DELETE ALL
button:
You could also opt to delete by homeroom if there is a teacher who is no
longer in the district and has not been for some time. If old student
records are associated with this homeroom, you can batch delete with
these options.
How to conduct global/batch updates to records – patron
There are other features that will allow global changes to records.
PATH: Back Office>Update Patrons>Update sub tab. Be mindful that
a lot of the data in student records is pre-populated by the automatic
patron upload.
Example: Change the Reading teacher data that is in the student record.
This example comes from Faulk Middle School. Your user defined fields
may not be the same depending on how you set up in site configuration
your User Defined Fields.
Adding Faculty and Patron/Student Records Manually
BISD utilizes the automatic uploading of student records on a nightly basis.
However, a student record WILL NOT appear in Destiny until it is entered into the
student management system first.
At times, you may need to enter a record manually for a new patron.
Be aware that there is a single most important field that MUST be filled out if
entering a record manually.
PATH: Go to Back Office>Manage Patrons.
Click on the NEW PATRON button to the right of the Destiny screen.
Enter the last name and first name
Next, the most important data is the DISTRICT ID.
If it is a student
record, use
Patron Type
STUDENT and
access level
PATRON. Click
SAVE.
In order for the student record to update
automatically, this number must be used. It is
the district PEIMS number which is also used
for the barcode for the patron.
If it is a teacher record, use Patron Type FACULTY
and access level TEACHER.
Standardizing call numbers across the
district
• As a district, it is considered best practice that all
campuses use a standard set of call numbers.
• It is advisable to meet to determine
standardization scheme.
• For example, will the district use F for its fiction
call number or FIC? Once this has been
determined, each campus will need to globally
change call number prefixes.
To change call number prefixes, you must first know what
prefixes you are currently using. Run the following
report: Go to Reports>Library Reports>Call number
reports.
Click on Call number reports.
Choose to run the Copies with call number prefixes report.
Click Run Report. This will take some time to run as it is all copies with
prefixes.
This report will give you a summary of prefixes.
For this campus there are 8.
Scroll through the report to determine the prefixes.
Example: The prefix for most fiction titles is F.
If the district opts to use FIC instead, the campus will need
to global update their records.
PATH: To global update call number prefixes,
go to Catalog>Update Copies>Global Update sub tab.
Make the following changes:
Hit the update button. Now all copies for fiction
that had F for a call number prefix will have FIC
for the prefix.
Correct call number prefixes
If you have call numbers that are mostly correct and a few titles that are not
consistent, run this same report,
but select Copies with different call numbers:
Leave the Include Titles boxes blank.
Report Results
In this example, think about the global change to the prefixes as you may
inadvertently change a prefix you did not mean to change. Here, you would
want to edit the copies manually to make the changes and you can do this
by clicking on the EDIT COPY link. If you wanted the call number of the
Activities in earth sciences for all copies to be 550.7 Cha, you would edit
the other 2 copies.
How to conduct global/batch updates to records
– bib
Update lets you quickly find and update author, series, and subject
fields in your bibliographic records. This improves the consistency of
the headings in your collection, making it easier for you and your
patrons to find items. Go to Catalog>Update Titles>Update sub tab.
As an example, when you search for Huckleberry Finn, you may
notice that most of the copies are attributed to Mark Twain, but
several of the older records in your collection refer to the
author as Samuel Langhorne Clemens. Update lets you update
all of these headings at one time rather than editing each
record separately.
You can also update the material type for titles you have
recently added or updated, or update your obsolete series tags
(440). This process automatically converts each 440 tag into a
490 and 830 tag.
Remember that the title records are shared. Any changes you
make here may affect other libraries.
To update headings
Open the Update tab of Update Titles in the Catalog.
If it appears, select the information you want to
update from the For every title with the author list.
To find the existing heading that you want changed,
click the upper Find Heading.
Enter Clemens in the box, click GO. Click on
the SELECT button next to the name you
want.
Designate the replacement heading by
either of the following methods:
Type in the new subfield codes and
text in the Change it to boxes.
Click the lower Find Heading to
select an existing heading.
Back in Update, you can edit the heading, if necessary.
If you are updating a site-specific subject heading, any
replacement heading that you select or enter is designated as a
site-specific heading.
Designate the replacement heading by either of the following methods:
Type in the new subfield codes and text in the Change it to boxes.
Click the lower Find Heading to select an existing heading.
Back in Update, you can edit the heading, if necessary.
If you are updating a site-specific subject heading, any replacement
heading that you select or enter is designated as a site-specific
heading.
Click SELECT next to the author heading
you want.
To begin the processing, click Update.
The process generates a job summary that lists each title
and tag that was updated, and has a link to view each
updated record.
Standard #s lets you locate duplicate or incomplete records or
records that may have been improperly cataloged. Generate these
lists after adding or enhancing records or before running an Alliance
Recon.
To generate the list
Select either Duplicate standard number or No standard numbers
from the list.
Select to search your campus.
Select or clear the check boxes to search for one or more types of
standard number.
To begin the processing, click Find Titles.
In the Job Manager, click View to open the report.
List content
For each duplicate found, the Duplicate Standard Number list includes:
Standard number
Titles
Call numbers (if available)
A View Title link
The list is sorted in standard number order (LCCNs followed by ISBNs, then
ISSNs).
For each title record found, the No Standard Numbers list includes:
Call number
Title
Author
A View Title link
The list is sorted in call number order.
The need for standard numbers
Destiny uses the standard numbers to compare your current title records to
incoming records during an import. Without standard numbers, you may
inadvertently import duplicate titles into your collection. In addition, the
Alliance Recon feature does not process any title record without a standard
number.
Records without standard numbers
From the job summary, click View Title. Then, retrieve the item from the shelf and
enter its standard number on either the Brief Record or MARC View tab in Edit
Title. You usually find the standard numbers on the copyright page (reverse side of
the title page).
that you may legitimately get duplicate
LCCNs. In those cases, try to get a unique
ISBN for the record.
An Alliance Recon uses the standard
numbers along with the title to compare your
title records against its database. If it finds
multiple records with the same standard
number and title, the recon may replace all
the matching records with the Alliance Plus
version.
Duplicate standard numbers also affect
search results, creating multiple entries for
the same item.
If you have a title record with a 10-digit ISBN
and another record with the 13-digit
(beginning with 978) form of that same ISBN,
Destiny considers the records to be
duplicates.
For actual duplicates, we recommend that
you move all the copies for those duplicates
to a single title record.
Using the Merge feature in your Resource List
makes this second option easy. Add the
duplicates to a Resource List, open it, and
select the Duplicated title check box next to 2
Create a Resource List
Catalog > Resource Lists
In Destiny, you can have multiple Resource Lists. This allows you to
have separate lists for different tasks, such as cataloging, reviewing
items for disposal, creating library reading lists, importing, and
exporting.
On Search Results and Title Details pages, you will see a list called Selected List.
When you want to add titles to a particular Resource List, you do so by
selecting the appropriate Selected List, then click either Add Page to add them
all, or, adjacent to a single title, Add to this list.
To create a resource list
Important! These steps require that you be logged in when you
create a resource list.
If you are not in the Resource Lists page, then follow the steps
of Catalog>Resource Lists.
Click Add List.
Enter a Name and Description for the List. You can always change either
one.
If you want other patrons to be able to view the List, select the Make this
list Public check box. Clearing this check box makes the List private.
When you're finished, click Save. For details on Public lists, see Public
Lists.
With your resource list created, what do you want to do next?
Uses for Resource Lists