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12-18 Dump Those Old Dupes!

Dump Those Old Dupes!

Have you ever gotten frustrated that you still have 3 copies of that James Patterson title from several years ago that's just taking up space on your shelf, but the only way you can find this out is if you happen to come across it?  Rather than relying on piecemeal searches or just browsing the shelves, it is possible to generate reports to find out every title where you have multiple holdings (as long as those holdings are on the same bib record).

While Polaris does not make this type of reporting easy, I have two different options to try, depending on your level of comfort with Excel, and how much information you'd like to have in the report.  Option 1 requires very little manipulating in Excel, but doesn't have as much information in the report. Option 2 is more advanced in Excel, but contains more information.

 

Option 1 - Excel Novice

  1. In Simply Reports choose Item Count Reports (not “Item List Reports”).

  2. Select the following columns for output: MARC bibliographic record ID, MARC title, and MARC author.  Make sure MARC bibliographic record ID is listed at the top.

    IMPORTANT: Do NOT select any item specific columns for output (call #, barcode, etc.), and do NOT select any columns to sort.  Doing either of those will cause the report to display incorrectly.

  3. Under Item General Filters choose your library, and then select any other options you might want to limit your search by (i.e. Collection, Material Type, etc.).  You can also limit your search results by date using the options under Item Date Filters or Item Relative Date Filters.

    EXAMPLE: If you want to find all of the duplicates in your Adult Fiction collection that have been in Polaris for more than 1 year, under Collection select Adult Fiction, and under Item Relative Date Filters (prior to a specified date) select First available date more than 1 year before the report run date.

  4. Once you click Submit, this should bring up a list of every bib record that fits your search parameters, sorted from most to fewest items linked to each bib record.  You can download the report to Excel and easily delete all the rows with only 1 in the NumberOfItems column, as well as any for your library's uncataloged records. Voila!  You have a list of all your duplicate holdings in whichever collection you chose.


    NOTE: While this method is probably the simplest way to general a duplicate holdings report, it may not be as useful for some, since you're unable to include any item information in the report, such as call number, barcode, or current circ status.  For those who'd like a more detailed report, never fear, option 2 is here!

     

Option 2 - Excel Pro

  1. In Simply Reports choose Item List Reports (this is normally the default Items report).

  2. Choose whichever output columns you feel would be useful - I'd recommend Item barcode, Item call cumber, Item circ status, Item shelf location (if your library uses this), and MARC title.  You also MUST include MARC bibliographic record ID in order to sort for duplicates in Excel.

  3. Under Item General Filters choose your library, and then select any other options you might want to limit your search by (i.e. Collection, Material Type, etc.).  You can also limit your search results by date using the options under Item Date Filters or Item Relative Date Filters.

    EXAMPLE: If you want to find all of the duplicates in your Adult Fiction collection that have been in Polaris for more than 1 year, under Collection select Adult Fiction, and under Item Relative Date Filters (prior to a specified date) select First available date more than 1 year before the report run date.

  4. Click Submit, and then download the report to Excel.

  5. Once you have the report in Excel and have adjusted the column widths and edited the ItemBarcode column's number format to display the barcodes correctly, click on the letter at the top of the column with AssociatedBibRecordID to highlight the entire column (in the following example click on the letter F).

  6. In the Home tab in Excel, click on the Conditional Formatting button, then Highlight Cells Rules, then Duplicate Values.  Click OK on the popup window to apply the changes.

  7. Keeping the same column highlighted, click Sort & Filter, then Filter.  This will place a little arrow at the top of that column.  Click on that arrow, select Filter by Color, and click on one of the colors.

  8. This will leave only the rows remaining where the bib record ID is a duplicate value.  Click Find & Select, then Find, then type the word “uncataloged” and click Find All to locate all the entries for uncataloged items.  Some of these might be duplicates, but most can simply be deleted.  Now you have your duplicate list, with call numbers and circ statuses and everything!

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