Culling items from the catalogue can be done in two ways, the first option is to use filters to locate the items you want and the second option is to use a buffer file.

Culling using filters -

1. Select the Status Date - eg if you wanted to cull items that have a status date up to and including the 21/02/05 this is the date you would set.  If you only wanted to cull resources marked in 2004 you would set 31/12/2004.
2. Select the status of the resources you wish to cull.  This is nomally only the W = Written Offs items.
3. Choose the order you would like to have the resources appear - Shelf list is the default
4. Click apply
5. Check the number of filtered records
6. Click on the print preview and then print the list of resources and have the report signed by the necessary people.  File this report for the auditor.
7. Click on the Cull botton to remove the items from the catalouge.

     

8. You will need to now reset the copies. Utilities / Update / Reset Copies.  This will align the  copy number in the Catalogue details with the number of available barcoded records.

Culling using a buffer file (barcode file) -

On occasions it is easier to pull books from the shelves as you notice them, maybe during reshelving or while you're seaching for other items.  This collection of resources have nothing in common to allow you to remove them from the catalouge using filter options, so it is necessary to create a buffer or barcodes file so they can be given a status of W and a status date or removed from the catalogue completely.

• Gather your resources and take them to the data entry machine
• Open Text Tracker Suite / Utilities / Setup / Buffer file
• Scan in a couple of the barcodes then click on the Save as button

1. The program will open up the TTS folder for you to save your file.
2. Click on the New Folder icon and create a new folder. 
3. Rename the folder to BufferFiles
4. Name your file so it is easily identifiable
5. The Save as type is already defaulted to a .buf or buffer file.  You can also use .txt files for this application if necessary.

If you wanted to use a memory/portable scanner or laptop to collect the barcode details you can open up notepad and save the barcodes into this program.  Make sure you save the file as a .txt file.

Because the file can be saved and used at another time, it can also be added to if necessary.  This is particularly handy if you only have a couple of hours a week in the Bookhire.

To recall a .buf file go to Utilities / Setup / Buffer file.  Click on the Open file option and locate your save file highlight it and click on Open.  Scroll to the bottom of the list and continue scanning in the barcodes until the job is done.

Once you have entered all of the barcodes and saved the files you can then edit the details of these resources using the saved files.

To add a status & date using a buffer file -

• Go into Utilities / Backup-Restore / Backup
• Once the backup is complete stay in Utilties and select Update / Barcodes
• Click on the Buffer file option and locate the buffer (or text file) you save earlier highlight and open it. (If you created a .txt file please change the file type at the bottom of the screen to ALL FILES.)
• In the first instance you would replace the blank Status field with a W. Click replace.
• Repeat the the steps again and this time in the Replacement field select Status Date and enter todays date and click replace.

       

To Remove the items from the catalogue completely -

• Go into Utilities / Backup-Restore / Backup
• Once the backup is complete stay in Utilties and select Update / Cull Items
• Locate the Buffer file using the Browse button, highlight it and click OPEN.
• Select the format you would like to view the items in.  Now click Apply
• Print a hard copy for signing by the relevant people.
• If you're satisfied that all of the records listed are to be culled click on the CULL button.
• Stay in Utilities and go into Update / Reset Copies.