F e d e r a l D e p o s i t o r y L i b r a r y P r o g r a m ADMINISTRATIVE NOTES Newsletter of the Federal Depository Library Program ------------------------------------------------------------------------ November 15, 2002 GP 3.16/3-2:23/14 (Vol. 23, no. 14) ------------------------------------------------------------------------ Readers Exchange Electronic Shelflist Using Microsoft Access Kim Fournier Learning Resources Assistant Bradner Library, Schoolcraft College Livonia, MI 48152 In April 2000, we launched our electronic shelflist using Microsoft Access. We’ve been using it exclusively since then to create and maintain new U. S. Government Documents records. The following is a general description of the procedures involved in setting up this system. It is first necessary to download your item selection list, < http://www.access.gpo.gov/su_docs/fdlp/tools/itemlist.html >, in a single-column, yes-no format. Eliminate the non-selections, and make a table in which you may want to include fields of instructive information pertaining to the item numbers. After downloading shipping lists from the Federal Bulletin Board shipping list site, , new fields can be added to each that contain information such as receive date, internal notes, format, hyperlink, and memo. Each altered list is then run through an update query that adds the date and produces the records that are common to the shipping list and your item selections. A make-table query is run, and the end result is a table that includes the documents on each shipping list that are your selections. Appending one table’s records to another after labels are printed will start your shelflist. The Reports feature has a setting for labels and a label wizard. Unfortunately, there is no setting for placement of text within a laser label page. We have a dot-matrix printer that is used to print a continuous single column of labels. The shelflist is used as the default table so each query doesn’t have to be re-created and the label wizard doesn’t have to be run every time a shipping list is processed. We are currently adding superseded information to our item list table as well as our shelflist table. Hyperlinks are added monthly, using information from Administrative Notes Technical Supplement and links that we copy from the GPO Access New Electronic Titles site, , in anticipation of adding our document collection to our online catalog. Our shelflist table is formatted to be compatible with our withdrawal format. We have shared our database with five other depository libraries. By copying our database, and eliminating all but a few representative records from the shelflist, we can email the copied database and the instructions (with illustrations) as well. If you are interested in obtaining a copy or would like further information, please contact me by email: .