End of Year Checklist

1. Accurate Data: if time permits, at least once a year you should run the data validation reports (B4) & clean up your authority files. Errors can be corrected in Global Change.
2. Loans by return date (B2/M4) - will give you a list of users who still have resources on loan. You will also find out if you have any "phantom" borrowers; they will be at the top of the file & should be removed.
3. Utility programs (B4) You should run these after stocktake when the Finalise has written off items.
   • N5 Remove unused keywords
   • M1 Hide unused subjects . It is recommended that you <R>emove the unused subjects rather than <H>ide them.
   • P4 Delete unheld
   • P5 Check duplicate subjects
4. Management Decisions:
   • Assess Borrower & Resource categories (B2/D1 & D2).
   • Decide if any resources need categories/locations changed.
   • Will changes in Borrower limits (B2/I2)/Borrower Loan category(B2/D2) be required?
5. Updating the database:
   • Generate calendar & put in holidays (B2/F1). Do this as soon as possible. You can, in fact, generate calendars more than one year in advance.
   • Decide on due dates & master due date (B2/D2) for following year. Make sure that any long term loans have a current year date. 
   • Purge loan history (B2/R1). It is recommended that you do not remove Term 4. When asked for a purge before date, enter something like 01/10 / 2007.
   • Reset Resource & Borrower usage (B4/I2 & I4) after you have gained the appropriate statistics (printouts) you may require.
   • Check & edit operators (L3/D1). Do not remove any system operators.
   • Delete any unwanted Department Lists
   • Return any lost or unreturned resources (if this is your policy) using the Loans by Return Date B4/M4. The do a Weekly Housekeeping (B4/N4). Then in General Resources (b1/D1), edit the status of item to M for Missing, enter the date missing (select the date that the item was due back at school by, as per report)& details in the comment line (B1/D1) [something along the line of "student left, book not returned", "not returned from class bulk loan"]
   • Purge old calendar years (B2/F1/<P>urge. Recommendation is that you purge more than 2 years ago. eg in 2007 purge 2005 and before. Make sure you run the Loans by Return Date for that period & return any items; then do Weekly Housekeeping; then edit in as Missing in B1/D1 (Copy details Status) as previously discussed prior to purging calendars as all loans data will also be purged for that year. Missing date is the due date on the Loans by Return Date Report.
6. Beginning a new year: Many of these things can be done at the end of the year also.
   • Refresh student/staff records (B4/R3 & R4)
   • Update Borrower limits & Borrower Category for each year.
   • Determine any changes for individuals you wish to make
   • Ensure the calendar is updated & holidays have been entered
   • Make new student borrower cards (B4/C1)
   • Make sure the library is adequately & attractively signposted
   • Wear a name badge & a welcome smile particularly for new users.