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05. Data Entry

This module is not only for Adding a new resource…, but it is also for:

  • Editing existing records.
  • Editing inloaded SCIS data.
  • Viewing lists.
  • Creating special reports.

The main aim when entering data is CONSISTENCY.  Please take advantage of the tools the software provides to help you be consistent!

A few things to remember during the data entry process:-

  •  There are a number of shortcut keys that can be used while entering data.  Keep your eyes peeled for pop-up hints and help messages that mention shortcut keys.  We mention the functions throughout this manual and in the Tutorials but they are usually mentioned in the actual software! Point to a button or field and read the bottom of the screen.
  • Be consistent (use the drop down validation lists to help where possible).
  • Enter the first part of the title and press <F8> to check if the item you are entering is already in the system (if the whole title has already been typed use the mouse to highlight part of the Title before pressing F8).
  • Type in the first few letters of a subject into the Dewey field and press <F8> to find an approximate Dewey number and use Related Topics and Approx Dewey sort to check.
  • Enter a Dewey in the Dewey field and press <F7> to check for existing resources at the selected Dewey (it used to be F8, and… I’m still not sure why we changed it!).
  • When using <F8> Subject/Dewey from the Dewey field to catalogue resources, use Related Topics and Dewey sort to help discover a broader range of interesting/unusual SCIS subjects for your catalogue.
  • Use the <F4> duplicate function to speed up data entry.
    • This can be “primed” using an existing record by highlighting a record on the Catalogue tab and Clicking Record / Copy Fields (Ctrl+M), OR
    • If the entire record is to be duplicated use Copy Record (Ctrl+O). This means you do not need to re-type data from previous record.  Once you have initiated the Copy Record option the record now appearing on the screen is the duplicate.  This option is most useful when there are multiple copies of a resource to be located in different areas.
  • A researcher should be able to locate a resource without assistance from staff (this relies on data entry techniques and relevant information posted near access terminals and over shelves/sections of the collection).

Make SURE you back up after data is entered into the database each day.

Locating Resources for Editing:

Once data has been entered it will appear listed in alphabetical order each time this module is loaded.  See Editing Resource Data for more details about the lookup functions of the Data Entry module.

Don’t forget the Grid Options and Report Generator which are available to help you check and organise data.