Follett Version 6 00 Users Manual User's Guide 6.00
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User’s Guide
version 6.00
Portions Copyright 1984-2000
Faircom Corporation
All Rights Reserved
2
04/04
Copyright 1998 - 2004
by Follett Software Company
1391 Corporate Drive
McHenry, Illinois 60050
(800) 323-3397 or (815) 344-8700
Email: info@fsc.follett.com (Customer Service)
techsupport@fsc.follett.com (Technical Support)
All rights reserved. This book and application, or parts thereof, may not be reproduced in
any form without permission.
This software application and the information contained in this manual are subject to
change without notice.
Circulation Plus, Catalog Plus, WebCollection Plus, Union Catalog Plus, Alliance Plus,
Find-a-Book, Find-It-All, One Search, Knowledge Links, and TitlePeek are trademarks of
Follett Software Company.
TextLink is a registered trademark of Follett Educational Services and Follett Software
Company.
TITLEWAVE Copyright 2000 Follett Library Resources.
All other trademarks are the property of their respective third-party owners.
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3
FOLLETT SOFTWARE COMPANY
PRODUCT LICENSING TERMS
***IMPORTANT***
This legal document (the Agreement") is an agreement between you and Follett Software
Company governing the use of Follett Software Company's library management products
listed on Follett's Web sites, including at www.fsc.follett.com, and any revisions and
updates (the Product"). The Product may include software, data, and/or other
instructional materials. By installing, accessing, or using all or any portion of the Product,
you agree to be bound by the terms of this Agreement. If you do not agree to the terms of
this Agreement, do not install, access, or use the Product and promptly return any
Product to Follett Software Company.
The Product is owned by Follett Software Company and/or its third party licensors.
Please see www.fsc.follett.com/destiny for a complete list of the third party open source
contributors to the Product and their license terms. The Product is protected by U.S. and
international copyright law, and Follett Software Company and its licensors retain all title
to and ownership of the Product, with the exception of the following limited use license:
1.
Windows and MacOS-Based Products. If you have obtained a single-user license for
a MacOS or Windows-based Product, you may install and use one copy of the
Product on one computer not attached to your network at your site for the purpose of
managing your site's library collection. If you have obtained a multiple-user license
for a MacOS or Windows-based Product, you may install and use one copy of the
Product on one system or one network at your site for the purpose of managing your
site's library collection.
2.
Web-Enabled Products. If you have obtained a single site license for a Web-enabled
Product, you may install and use one copy of the Product on a central server located
within and under the control of your site for the purpose of managing your site's
library collection. If you have acquired a district license to use the Product, you may
install a copy of the Product on a central server or servers located within and under
the control of your district for the purpose of managing the library collections of the
sites within your district and for whom you have paid a license fee.
3.
Subscription ID and Password. Follett will provide you with a subscriber
identification number and user password enabling you to access and allow access to
any Follett-hosted subscription Product you have licensed, which may be accessed
through your library management system or Follett's Internet sites, depending on the
license you have paid for. You are responsible for maintaining the security of your
password and agree not to post it on any Web site accessible to the public. You agree
to assume responsibility for the results of any misuse of your password and to report
any misuse of the password immediately to Follett.
4.
Prohibited Use. You may not copy the Product or any accompanying written
materials without Follett's permission, except as necessary to use the Product in its
intended manner. You may not use the Product or allow any third party to use the
Product for any commercial purpose or in any manner not set forth in this
Agreement. You may not loan, sublicense, rent, lease, transfer, or assign the Product
or any portion thereof to any third party, with the following exception: You may
download and post MARC records solely for the purpose of importing them into and
managing them from your duly licensed Follett library automation management
system. You may not reverse engineer, decompile, disassemble, or in any way
modify the Product or any portion thereof without prior written consent of Follett
Software Company. Any modifications you make to the Product will remain the
property of Follett Software Company and/or its licensor(s).
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5.
New Versions. When you install a new version of the Product accompanied by a new
license, provided your license fee entitles you to the new version, your use of the new
version constitutes your acceptance of the new license and the termination of your
license to use any previous version of the Product.
6.
Termination for Breach. If you breach any material terms of this Agreement or fail to
pay license fees as they become due, Follett Software Company may immediately
terminate your license to use the Product, including by disabling any online access, in
addition to taking any other legal remedies available to it. Upon termination of your
license, you must either return any copies of the Product and any data taken from the
Product, including any MARC records, to Follett Software Company or destroy the
copies and data and certify in writing that you have done so.
7.
Third Party Web Sites. The Product may provide you and your patrons with links to
third party Web sites. You acknowledge that Follett Software Company does not
endorse or maintain control over and will not be liable for the content, advertising, or
other materials contained on such third party sites. Your use and your patrons' use
of the content, goods, or services on any third party site will be governed by the
terms on that site, if any. You will be responsible for understanding and complying
with third party sites' terms of use and instructing your patrons and employees on
the same.
8.
Third Party Subscription Databases. The Product may enable you and your patrons
to search all of your sites' third party subscription databases simultaneously. Because
access to many of these databases is strictly regulated under the terms of the license
agreements between you and the third party database owners, you agree that it is
your obligation to ensure against the unauthorized access of such third party-owned
subscription databases. If the Product provides access to password protected
content, you agree to password protect such access at your library's server level to
ensure that only your patrons can use the Product, and to protect against the
unauthorized use of third party-owned content, such as subscription databases.
9.
Student Privacy. As part of your subscription, you may be able to allow your patrons
to set up their own individual login accounts. If you do so, you agree that you are
solely responsible for complying with all applicable state and federal laws regarding
student privacy, including the federal Family Education and Privacy Act (FERPA).
Follett warrants that it will not use any information you provide from students'
accounts for any purpose other than servicing your subscription, and that it will not
disclose such information to any third party unless required by law. FOLLETT
SOFTWARE COMPANY DOES NOT KNOWINGLY COLLECT ANY PERSONALLY
IDENTIFYING INFORMATION ABOUT CHILDREN UNDER THE AGE OF 13
THROUGH THE PRODUCTS. However, Follett cannot make that claim on behalf of
third party sites found through the Product. You therefore agree to inform and
educate patrons under the age of 13 that they should not provide any personally
identifying information on any third party sites without the involvement and
verifiable consent of their parents.
10. Limited Warranty. Follett Software Company warrants that for a period of 1 year
from its delivery to your site or access, in the case of online subscriptions, the Product
will perform in substantial compliance with its specifications and be free of material
defects. As your sole and exclusive remedy for this warranty, Follett Software
Company will either repair the Product or refund your prorated license fee, provided
you report to Follett Software Company in writing the material defect or
noncompliance within the 1 year warranty period. This limited warranty does not
cover any material defect resulting from any accident, abuse, or misapplication of the
Product caused by you, your employees, end users, agents, or contractors, or any
modification you, your employees, end users, agents, or contractors make to the
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Product, whether or not such modification is authorized by Follett Software
Company.
11. DISCLAIMER OF WARRANTY. FOLLETT SOFTWARE COMPANY DISCLAIMS
ALL OTHER WARRANTIES, EITHER EXPRESS OR IMPLIED, INCLUDING BUT
NOT LIMITED TO IMPLIED WARRANTY OF MERCHANTABILITY, FITNESS FOR
A PARTICULAR PURPOSE, WARRANTY OF TITLE, OR WARRANTY OF
NON-INFRINGEMENT. FOLLETT SOFTWARE COMPANY AND ITS LICENSORS
ARE NOT RESPONSIBLE FOR AND MAKE NO REPRESENTATIONS OR
WARRANTIES WITH REGARD TO THIRD PARTY NETWORK OPERATING
SYSTEMS, COMPUTER HARDWARE, SOFTWARE, OR PERIPHERALS THAT YOU
USE IN CONJUNCTION WITH THE PRODUCT, OR THAT ANY
NETWORK-ACCESSIBLE FEATURES OF THE PRODUCT WILL BE
CONTINUALLY ACCESSIBLE OR ACCESSIBLE AT ANY TIME.
THE THIRD PARTY SOURCE CODE USED IN THE PRODUCT AND LISTED, WITH
ITS LICENSING TERMS, AT WWW.FSC.FOLLETT.COM/DESTINY IS PROVIDED
BY THIRD PARTY LICENSORS AS IS," WHO DISCLAIM ANY EXPRESSED OR
IMPLIED WARRANTIES, INCLUDING, BUT NOT LIMITED TO, IMPLIED
WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR
PURPOSE. IN NO EVENT SHALL ANY SUCH THIRD PARTY LICENSOR OR ITS
CONTRIBUTORS OR FOLLETT SOFTWARE COMPANY BE LIABLE FOR ANY
DIRECT, INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY, OR
CONSEQUENTIAL DAMAGES (INCLUDING, BUT LIMITED TO LOSS OF USE OR
DATA), HOWEVER CAUSED AND ON ANY THEORY OF LIABILITY, WHETHER
IN CONTRACT, STRICT LIABILITY, OR TORT (INCLUDING NEGLIGENCE OR
OTHERWISE) ARISING OUT OF THE USE OF THE PRODUCT, SOFTWARE, OR
SOURCE CODE, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGE.
IN NO EVENT WILL FOLLETT SOFTWARE COMPANY OR ITS LICENSORS BE
LIABLE TO YOU IN ANY AMOUNT EXCEEDING THE TOTAL FEES YOU HAVE
PAID TO FOLLETT SOFTWARE COMPANY DURING THE TWELVE MONTHS
PRECEDING YOUR CLAIM.
FOLLETT SOFTWARE COMPANY IS NOT RESPONSIBLE FOR AND MAKES NO
REPRESENTATIONS OR WARRANTIES THAT THIRD PARTY PRODUCTS,
SERVICES, OR WEB SITES WILL WORK WITH THE PRODUCT, OR THAT ACCESS
TO THE PRODUCT OR THIRD PARTY SITES FOUND THROUGH THE PRODUCT
WILL BE UNINTERRUPTED OR ERROR-FREE. FOLLETT MAKES NO
WARRANTY THAT THE INFORMATION OBTAINED FROM THE PRODUCT IS
ACCURATE OR RELIABLE OR THAT ANY GOODS OR SERVICES MADE
AVAILABLE THROUGH THE PRODUCT WILL MEET YOUR EXPECTATIONS.
YOU AGREE THAT ANY MATERIAL OR DATA DOWNLOADED OR OTHERWISE
OBTAINED FROM USE OF THE COLLECTION IS DONE OR ALLOWED AT YOUR
SOLE RISK AND THAT YOU WILL BE SOLELY RESPONSIBLE FOR ANY
DAMAGE THAT RESULTS FROM THE DOWNLOADING OF SUCH MATERIAL
OR DATA.
12. Indemnification. To the extent you are permitted under applicable law, you agree to
defend, indemnify, and hold harmless Follett Software Company, its parent
corporation, subsidiaries, affiliates, and their respective officers, directors, employees,
attorneys, and agents from and against any and all third party claims, liability, and
expenses, including attorneys' fees and legal costs, that arise out of the use of the
Products by you or your patrons in violation of this Agreement. This provision will
not apply if you are a public school or public library.
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13. Arbitration. You agree to submit any dispute, controversy, or claim you may have
arising out of or relating to this Agreement solely to binding arbitration to be
conducted pursuant to the Commercial Rules of the American Arbitration then in
effect.
14. Right to Audit Compliance. Follett will have the right to conduct or direct an
independent accounting firm to conduct, during normal business hours and no more
than twice during any calendar year, an audit of your relevant records to verify your
compliance with the terms of this Agreement. This provision does not limit Follett's
right to monitor its server logs for accesses made by you, or using any access code
issued to you, to any online features, or to investigate any conduct Follett believes
either may be a breach of the licensing terms or otherwise threatening to the integrity
of its products or services.
15. Entire Agreement. This Agreement constitutes the entire agreement of the parties
with respect to the use of the Product. The failure by Follett to enforce any of its
rights hereunder will not constitute a waiver of such rights. If any portion of this
Agreement is found by a court of competent jurisdiction to be invalid, the other
provisions will remain in full force and effect.
16. Intellectual Property. Follett Software Company is the owner or licensee of copyright,
trademark, and other intellectual property and proprietary rights in the Product. All
trademarks appearing in the Product are the property of Follett or their respective
third party owners. Follett disclaims any affiliation or endorsement of such third
parties' goods or services, and does not intend to imply any such endorsement or
affiliation by using such marks. Likewise, such use is not meant to imply any third
party's endorsement of Follett's goods or services. Please be aware and inform your
patrons that copyright, trademark, and other intellectual property rights may protect
content on third party Web sites and databases accessed through the Product.
Nothing in this Agreement affects such rights or implies that you, your patrons, or
Follett has any rights in this content. Use of third party content may be governed by
a separate agreement with the third party owner and you agree not to use the content
in any way that violates this Agreement or the intellectual property rights of the third
party owner. You also agree to take reasonable measures to make your patrons aware
of all provisions in this section.
17. Exporting Products. This Agreement will not be governed by the United Nations
Convention on Contracts for the International Sale of Goods, the application of which
is expressly excluded. You agree not to ship, transfer, or export the Product or any
data obtained from the Product into any country or use the Product or data obtained
from the Product in any manner prohibited by the United States Export
Administration Act or any other export laws or regulations.
U.S. GOVERNMENT RESTRICTIONS
1.
If the Product is acquired by or on behalf of a unit or agency of the United States
Government, this provision applies. The Product: (a) was developed at private
expense, and no part of it was developed with government funds; (b) contains trade
secret information of Follett Software Company for all purposes of the Freedom of
Information Act; (c) is commercial computer software" subject to limited utilization
as provided in the contract between Follett Software Company and the governmental
entity; and (d) in all respects contains proprietary data belonging solely to Follett
Software Company.
2.
For units of the Department of Defense (DOD), this Product is sold only with
Restricted Rights" as that term is defined in the DOD Supplement to the Federal
Acquisition Regulations (DFARS") 52.227-7013(c) (1) (ii) and use, duplication, or
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7
disclosure is subject to restrictions as set forth in subparagraph (c) (1) (ii) of the Rights
in Technical Data and Computer Product clause at DFARS 52.227-7013.
Manufacturer: Follett Software Company, 1391 Corporate Drive, McHenry, IL
60050-7041.
3.
If the Product is acquired under a GSA Schedule, the U.S. Government has agreed: (a)
to refrain from changing or removing any insignia or lettering from the Product that
is provided or from producing copies of manuals or disks (except one copy for
backup purposes); (b) title to and ownership of the Product and any reproduction
thereof shall remain with Follett Software Company; (c) use of the Product and
documentation shall be limited to the facility for which it is acquired; and (d) if use of
the Product is discontinued at the installation specified in the purchase/delivery
order and the Government desires to use it at another location, it may do so by giving
prior written notice to Follett Software Company, specifying the type of computer
and new location site.
4.
U.S. Government personnel using the Product, other than under a DOD contract or
GSA Schedule, are hereby on notice that use of the Product is subject to restrictions
which are the same as, or similar to, those specified above.
Follett Software Company
1391 Corporate Drive
McHenry, Illinois 60050-7041
(800)323-3397
Email: info@fsc.follett.com or techsupport@fsc.follett.com
www.fsc.follett.com
Copyright 2003 - 2004, Follett Software Company. All rights reserved.
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Notes
9
Contents
Welcome 27
Getting started 28
Viewing the online User's Guide 28
Getting help 29
About our customized training 29
Contacting Follett Software Company 29
Follett's tollfree number 29
Visit our Web site 30
Contacting Technical Support 30
What's folletttalk? 30
Enhancement requests 30
System Setup 31
Chapter 1 System Setup basics 31
About the setup chapters 31
What you'll need 32
Getting around in System Setup 33
Chapter 2 Setting up your site 35
Identifying your library 35
Obtaining a MARC Organization Code 36
Identifying your country and first month of statistical year 36
Setting up your barcode symbologies 37
Selecting a barcode symbology 38
Can symbologies be mixed? 38
How to select and define barcode symbologies 39
Protecting your Follett applications with passwords 40
How to change an application password 41
Transferring the PHD application to a PHD 42
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How to change the PHD settings 43
Maintaining events for Catalog Plus 43
After setting up your site 44
Chapter 3 Preparing to catalog your collection 45
Grouping your collection according to lending period 45
How to add or edit circulation types 47
Identifying call number locations in your MARC records 47
Setting up your call number prefixes 48
How to add or edit call number prefixes 50
Sorting your call numbers 51
Increasing access to your collection with categories 52
How to add or edit categories 53
How to delete categories 54
Defining the tag range for your brief MARC records 54
Setting up miscellaneous Cataloging options 55
After preparing for cataloging 59
Chapter 4 Setting up Acquisitions 61
Adding vendors 61
Contact tab 63
Notes tab 63
Purchases tab 63
Adding funding sources 64
Amount tab 65
Notes tab 66
Setting the default information 66
Chapter 5 Preparing to circulate your collection 69
Grouping your patrons by type 69
How to add or edit a patron type 71
Making it easier to create new patrons 72
Empowering your patrons 74
Circulation policies: who can have what and for how long 76
How to set circulation limits for patron types 77
How to limit loan periods 78
Setting time limits for items on hold 78
Expiring holds 79
Deleting holds 79
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Setting up reserves 79
Entering the time limits 80
Activating automatic fine calculation and refunds 81
Customizing your overdue, bill, and ready hold notices 82
How to change the wording on a notice 83
Setting your library's hours 85
Setting up your library's current calendar 85
Setting up alert sounds (and more) for your circulation desk 88
After preparing for circulation 90
Chapter 6 Building your union 91
Who should read this? 91
Where do we begin? 91
What is data exchange? 92
Participation levels 93
Filtering rules 94
How are the best" records created? 95
Setting up your union 95
Entering union catalog site information 96
Entering union cataloging information 98
Setting up your members 101
Defining your nonDX members 102
Defining your DX members 106
Deleting a member 112
What's next? 112
Considerations for nonDX members and unions 113
Circulation Desk 115
Chapter 7 Circulation Desk basics 115
What is Circulation Desk? 115
Starting Circulation Desk 115
Circulation Desk security 118
Limiting and restoring access to Circulation Desk 118
Receipt Printer (Transaction Tracker) setup and printing 120
Showing and hiding patron pictures 122
Transactions 101 122
Typing or scanning barcodes 123
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Finding patrons or copies 123
Important messages for patrons 126
Sounds 126
Handling block conditions during a transaction 127
Adding or editing a patron record 129
Viewing and printing patron information 130
Viewing the current status of a copy 134
Sending items to the bindery or on interlibrary loan 135
Troubleshooting 136
Chapter 8 Checking out items 137
How to check out a copy 138
Adding or editing a patron 139
Adding a title during a checkout 139
Handling noncirculating copies 141
Showing due dates 142
Special due dates for checkouts and renewals 143
Troubleshooting 144
Chapter 9 Renewing items 147
Renewing all (or some) of a patron's checkouts 147
How to renew a single copy or stack of copies 149
Troubleshooting 150
Chapter 10 Checking in items 151
How to check in a copy 151
Handling items on hold or reserve
Reshelving items 152
Troubleshooting 152
152
Chapter 11 Dealing with fines and lost copies 155
Crime and punishment: the types of fines 155
Tracking fine payments 156
Recording payment against the fine balance 157
Recording payment for a single fine 158
Creating fines 158
Editing fines 160
Giving refunds 161
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Marking a patron's checkout lost 161
Charging a fine for the lost copy 163
Troubleshooting 164
Chapter 12 Managing holds 165
A brief introduction to holds 165
A brief introduction to reserves 166
Readying reserves 166
Circulating reserves 166
Getting around the Holds/Reserves window 167
Placing a hold or reserve for a patron 168
Managing holds 169
Extending the life of a hold 169
Changing the priority of a hold 170
Interpreting the Daily Holds Processing exception report
Troubleshooting 174
171
Chapter 13 Circulating items with a PHD 175
Why use a PHD to circulate your collection 175
Before recording transactions with a PHD 176
Recording transactions with a PHD 176
Processing remote circulation transactions 176
Interpreting the Remote Circulation Processing exception report
Troubleshooting 182
Patrons 183
Chapter 14 Patron Maintenance basics 183
About Patron Maintenance 183
Using Patron Maintenance 183
Searching for patron records 184
How to search for a patron record 185
What happens if the patron isn't found 186
Chapter 15 Maintaining individual patron records 187
About maintaining individual patron records
187
179
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How to add or edit a patron record 187
How to add, edit, and delete addresses 188
How to add or edit an important message or a note 189
How to add, replace, or remove a patron picture 189
How to delete individual patron records 190
Chapter 16 Maintaining patron records in batches 191
About global maintenance 191
Globally updating batches of patrons 191
Updating information for a few individual patrons
Updating patron records using a PHD 193
Globally deleting patrons 195
Deleting patrons with a PHD 196
Interpreting the exception report 198
192
Chapter 17 Importing patron information 199
About importing patron records 199
Formatting information for the librarian's technical personnel 199
Follett's patron import data file formats 199
Importing patron records 202
Interpreting the exception report 203
Importing patron pictures 204
Interpreting the exception report 206
Chapter 18 Exporting patron records 207
About exporting patron records 207
How to export patron records 208
Inventory 209
Chapter 19 Inventory basics 209
Overview of an inventory 209
Preparing for inventory 210
How will Inventory affect circulation?
After inventory 212
Inventory Checklist 213
210
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Starting and getting around in Inventory 215
Chapter 20 Taking inventory of your collection 217
Beginning an inventory 217
Entering copies into Inventory 218
Entering copies directly into the Inventory main window 219
Using a PHD to inventory your collection 221
Using a portable computer to inventory your collection 223
Interpreting the Remote Inventory exception report 228
Finalizing an inventory 230
Printing reports of your Missing items 231
Resetting Missing copies 231
Marking items Missing outside an inventory 232
Deleting Missing items 232
Cataloging 233
Chapter 21 Cataloging basics 233
Cataloging 101 233
Using MARC bibliographic and authority record formats
Permanent or temporary? 234
Starting Cataloging 235
Customizing the toolbar 236
Cataloging Security 238
Finding MARC records in your collection 240
Using Limiters on your local database 241
Accelerated Reader search 242
Lexile search 243
Reading Counts search 244
Find-It-All Collection 245
Searching Alliance Plus Online or Alliance Plus CDs 245
Scanning an ISBN 247
Searching your DX union catalog 247
Using your search results 248
TitlePeek 250
Adding, saving, copying, and editing MARC records 251
Deleting a MARC record 252
Printing MARC records 253
233
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Chapter 22 Using the Easy Editor 255
When to use the Easy Editor 255
Working with bibliographic records 255
Brief MARC Record tab 256
Added Description tab 257
Providing access through subjects 259
Providing additional entries 260
Using the Find Headings feature 261
What's next? 262
Chapter 23 Using the MARC Editor 263
Working with bibliographic records 263
Adding new bibliographic records 264
The MARC Editor: an overview 265
What is a good" bibliographic record? 265
Tags: the backbone of a MARC record 266
Bibliographic fixed-length tags 268
Variable-length tags 273
What's next? 277
Working with authority records 278
Creating crossreferences 278
Getting started 278
Adding new authority records 279
How are authority records different? 280
What's next? 284
Chapter 24 Working with copies 285
Adding and editing copies 285
Deleting a copy 288
Chapter 25 Importing MARC records 289
Importing bibliographic records 289
Importing MARC 21/852 Holdings data 291
Importing MARC 21/852 Holdings Format Data by Barcode 295
Importing MARC 21/852 Holdings Format by Control Number 296
For Winnebago records: Reconstructing your barcodes and more 297
Importing authority records 307
Interpreting the exception report 308
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Chapter 26 Exporting MARC records 311
Getting ready to export 311
Exporting bibliographic records 312
Exporting authority records 318
Splitting a collection 318
Using a PHD 318
Using categories 319
Interpreting the exception report 321
Chapter 27 Maintaining your collection 323
Using reports to analyze your collection 323
Updating bibliographic headings globally 324
Updating copy information globally 326
Adding funding sources or vendors to their tables 327
Updating individual copies 330
Deleting lost or missing copies globally 330
Deleting subject headings by source globally 332
DX-enabled union catalogs and members 333
Deleting tags globally 334
Deleting titles without copies globally 335
Using a scanner to delete copies 337
Using your PHD for mass updates 338
Updating categories, circulation types, or copy status with a PHD 338
Removing categories from copies with a PHD 340
Deleting copies with a PHD 342
Viewing the Weeding log 344
Updating keywords 345
Rebuilding crossreferences 346
Enhancing your records with the Book Cart 346
Adding titles to the Book Cart 346
Reconning titles in the Book Cart 347
Editing titles from the Book Cart 348
Transferring your records to and from MARC Magician 348
Printing the contents of the Book Cart 349
Merging copies onto one title record 351
Chapter 28 Cataloging tips 353
Audiovisual equipment 353
Vertical file material 353
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Videorecordings 354
Electronic resources 355
Tag 856 Electronic Location and Access 355
System notes and considerations 357
Related materials 358
eBooks 360
Websites 366
Computer files 367
For further information 369
Chapter 29 Acquisitions 371
The lifecycle of an order 371
Adding or editing an order 372
Filling out an order 372
Finding an order 375
Editing vendor information 376
Editing funding source information 377
Updating address information 378
Printing your order form 379
Alliance Plus 381
Chapter 30 Alliance Plus basics 381
About Alliance Plus 381
Starting Alliance Plus 381
Choosing Alliance Plus Online or an Alliance Plus CD 382
Using Alliance Plus 383
Chapter 31 Autorecon and Reading Program Recon 385
About the Autorecon process 385
Bibliographic record modifications 386
Preparing for an Autorecon 387
Running an Autorecon 387
About the Reading Program Recon process 390
Preparing for a Reading Program Recon 391
Running a Reading Program Recon 391
Chapter 32 Process Misses 395
About Process Misses 395
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Running Process Misses 396
Search Stations 403
Chapter 33 Setting up your search stations 403
Accessing Setup 403
General Setup tab 404
Choosing the OPAC interface 405
Controlling user access 406
Providing access to other applications 408
Setting up passwords 409
What's next? 409
Text OPAC Setup tab 410
Choosing search options 410
Modifying the record display 412
Selecting limiter options 412
What's next? 414
Visual OPAC Setup tab 415
Choosing display options 415
Selecting Bookbag options 416
Saving your settings 416
Importing the default buttons 416
Default button sets 416
What's next? 418
Adding and editing action buttons 418
Identifying the button 420
Associating an image with the button 421
Choosing the Action of the button 422
Saving buttons 427
Deleting buttons 427
Putting it all together 428
After saving your setup 429
Setting up multiple search stations 429
Chapter 34 Setting up WebCollection Plus 431
Running WebCollection Plus 431
Shutting down a connection to the FairCom Server 431
Accessing WebCollection Plus 432
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Constructing the URL for the main page 432
Constructing the URL for the Setup Information page 432
Changing the setup password 432
A note about browser settings 433
The Setup Information page 434
Customizing the appearance of the pages 436
Changing the text on the main page 436
Changing the graphics 437
Providing tools and services for your patrons 438
Configuring the toolbar 438
Enabling the Bookbag 439
Setting up hold and interlibrary loan request options 440
Setting up WebCollection Plus for State Standards 443
Setting up WebCollection Plus for Keyword/Power and Browse searches
Checking a copy's status from WebCollection Plus for Union 445
Enabling Patron Empowerment 445
Setting up Visual WebCollection Plus 447
Providing more information access for your patrons 448
Accessing TitlePeek 448
Setting up QuickLinks 448
Modifying the record display 449
Viewing Follett eBooks 449
Enabling optional tabs 450
Customizing your pages 450
Information page 450
Web Links page 451
Testing your setup 452
WebCollection Plus for English/French or English/Spanish 454
Troubleshooting 456
Chapter 35 Using your OPAC 457
Choosing the interface 457
Searching your library in the text interface 458
What is a Power search? 459
Accelerated Reader search 461
Lexile search 461
Reading Counts! search 462
Find-It-All Collection searches 463
Using the search results 463
Electronic Location and Access the 856 tag in action 466
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eBooks 467
TitlePeek button 469
Printing search results 470
Searching tools 470
Customizing the limiters 470
Repeating a search 472
Patron Empowerment 472
Accessing other applications 474
Using the Bookbag 475
Viewing events 476
Resetting the search station 476
Clearing the current search 476
Searching your library in the visual interface 477
Getting around in Visual OPAC 477
Tracing your steps 479
Using the Type In Search 480
Using the search results 481
Viewing the record 482
Using the Bookbag 484
Clearing the search station 484
Reports 485
Chapter 36 Reports basics 485
About Reports 485
Creating custom reports 486
Starting Reports 487
Generating a report 489
Selecting a report 489
Setting the report options 489
Changing the date used to run reports
Printing the report 495
Chapter 37 Cataloging reports 499
Cataloging reports overview 499
Generating a Bibliography Report 502
Generating a Brief Records Report 503
Generating a Code Table List 504
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Generating a Copies Added Report 506
Generating a Copies by Funding Source or Vendor Report 507
Generating a Copies With Different Call Numbers Report 511
Generating a Copies With Other Call Numbers Report 512
Generating a Copies Without Call Numbers Report 513
Printing Copy Barcode Labels 514
Generating a Copy List by Circulation Type 516
Generating a Headings Without Authorities Report 517
Generating a Lexile Report 520
Generating a Shelf List 521
Generating Spine/Pocket Labels 522
Generating a Title List 525
Generating a Titles Added/Updated Report 529
Generating a Titles by Category Report 530
Generating a Titles With Duplicate Standard Numbers Report 531
Generating a Titles Without Copies Report 533
Generating a Titles Without Standard Numbers Report 534
Generating a Used or Unused Copy Barcodes Report 535
Chapter 38 Circulation reports 537
Circulation reports overview 537
Generating a Category Statistics Report 539
Generating a Checkouts/Fines Transactions Report 540
Generating a Circulation Statistics Report 542
Generating a Collection Age by Call Number Report 545
Generating a Collection Age by Subject Report 547
Generating a Collection Statistics Report 548
Generating a Collection Value Report 550
Generating a Copy List by Status 551
Generating Date Slips 552
Generating Hold Notices 553
Generating a Hold Statistics Report 556
Generating a Hold Transaction List 557
Generating an Inventory List by Call Number 558
Generating an Inventory List by Title 559
Generating Overdue/Bill Notices 561
Generating an Overdue List 566
Printing Patron Barcode Labels 567
Generating a Patron Barcode List 570
Generating Patron Cards 572
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23
Generating a Patron Name List 575
Generating a Patron Statistics Report 577
Generating a Used or Unused Patron Barcodes Report 579
Chapter 39 System reports 581
Generating your system circulation statistics 582
Generating a System Information Report 582
More information for union catalogs and members 584
Chapter 40 Extracting data 585
About extracting data 585
How to extract data 585
Using extracted data 586
Utilities 591
Chapter 41 Database maintenance utilities 591
About Utilities 591
When should I run a utility? 591
What if a utility is interrupted? 592
Backing up your library database 592
Starting Utilities 592
About the Maintenance utilities 593
Check Database Integrity 594
Rebuild Keywords 595
Rebuild MARC Headings 596
Rebuild File Indexes 597
About the Advanced utilities 598
Rebuild Database 599
Reload File 600
Remove Patron History 601
Empty Database 602
Enable/Disable Data Exchange 602
Viewing your registered products 603
Interpreting the Utilities exception report 603
Chapter 42 Backing up your database 605
Develop a backup strategy
605
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How do I back up my database? 605
Media rotation 606
Backup tips 606
Using Follett Software's Backup and Restore 607
Backing up your database 608
Restoring your database 609
Using another vendor's backup software 610
Singleuser sites 610
Multiuser sites 611
Restoring from backup 612
Appendices 613
Appendix A Glossary 613
Appendix B Bibliographic and authority tags 627
Bibliographic tags 627
Tags in the Easy Editor 632
Reading and interest levels and the 521 tag 634
Reading programs and the 526 tag 635
Searchable tags 637
Tags displayed in online public access catalogs 638
Authority tags 639
Appendix C Bibliographic and authority templates 643
Selecting a template 643
Editing the leader, 007, and 008 tags 645
Editing an existing tag in a template 645
Inserting a tag into a template 646
Appendix D Barcode symbologies 647
What does a barcode contain? 647
Barcode terminology 648
What are your barcode options? 649
Defining the barcode symbology 650
Assigning barcodes 652
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25
Appendix E Using a PHD+, PHD+ II, or PHD Laser+ 653
PHD+, PHD+ II, and PHD Laser+: the Telxon models 653
Supported barcodes 654
Connecting a PHD to your computer 655
Downloading the application 655
Using a Telxon PHD 656
The Telxon PHD main menu 657
Keys used most often 658
How to change key functions 658
PHD features 659
PHD task commands 659
Mastering barcode scanning 660
PHD scanning sounds 661
Recording remote circulations 661
Starting circulation mode and setting the date 662
Checking out and renewing items 662
Checking in items 663
Collecting inventory, copy, or patron data 663
Erasing data from a PHD 664
Troubleshooting 664
Rebooting your Telxon PHD 667
Maintenance information 668
Storing your PHD 668
Cleaning your PHD 668
Charging and recharging batteries 668
Backup power 669
Disposing of old batteries 670
Appendix F Using a PHD Dolphin+ 671
Getting started 671
Loading the PHD application for the first time 671
PHD Dolphin+ basics 672
Navigating the PHD Dolphin+ 672
Entering alpha and special characters 672
Supported barcodes 673
Scan and battery capacity 673
Collecting circulation information 674
Checking in items 674
Checking out and renewing items 675
Collecting inventory scans 676
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Collecting patron barcodes 676
Collecting copy barcodes 677
Examining barcode scans 678
Reviewing or deleting individual scans 678
Viewing scan counts 678
Erasing scans 679
Troubleshooting 679
PHD Dolphin+ Quick Reference Guide 682
Important Keys 682
PHD Dolphin+ Main Menu 683
Procedures 683
Appendix G The Bar Tender 693
Setting up The Bar Tender 693
Specifying the label stock layout 693
Editing the barcode label contents 693
Printing sequential barcode labels 695
Saving sequential barcode setup 695
Printing patron barcode labels 695
Barcodes in The Bar Tender 696
Appendix H Configuring scanners 699
Uses 699
Selecting a scanner 699
ScanTeam 3400 CCD 700
Getting ready 700
Programming codes for ScanTeam 3400 CCD scanner 701
ScanTeam 5400 Laser 701
Getting ready 701
Programming codes for ScanTeam 5400 Laser scanner 702
27
Welcome
Welcome to Follett Software Company's suite of library automation solutions.
This guide includes information about many of our integrated products, even
though you may not have purchased all of them.
Circulation Plus is a complete library collection and patron management system.
It circulates your collection and tracks circulation and patron statistics, fines,
holds, reserves, and your library schedule. Once you set up your policies, you
can use Circulation Plus to add patron, MARC, and copy records to your
database; circulate materials; print reports; and take an inventory. Circulation
Plus includes the basic shared modules (System Setup, Reports, Cataloging,
Utilities, and Backup and Restore) and the circulation modules (Circulation Desk,
Inventory, and Patron Maintenance).
Catalog Plus offers flexible searching capabilities to help you and your patrons
easily locate the materials you want. Once you've set up your site and built your
database, you can search your entire collection. Catalog Plus includes the basic
shared modules (System Setup, Reports, Cataloging, Utilities, and Backup and
Restore) plus an OPAC (Online Public Access Catalog) for your patrons. An
OPAC for your crossplatform search stations is also available.
Union Catalog Plus allows you to create a districtwide database from all the
MARC records of the member sites. Follett Data Exchange Server instantly
updates the union and the member databases with cataloging changes made at
any of the sites. These changes are shared, or not, according to the participation
preferences of each member. The search results in the OPAC show all copies of a
title and their locations.
Alliance Plus lets you add or enhance library bibliographic records with
information from an online database with over 5 million titles and a suite of
CDROMs. This User's Guide includes information for integrating Alliance Plus
into your collection maintenance tasks. Alliance Plus is also available for unions.
WebCollection Plus and the Z39.50 Server expand access to your collection.
WebCollection Plus gives your patrons access to your collection over the Internet.
Z39.50 Server makes your library database accessible to Z39.50 clients
worldwide. Follett Software Company also offers BookWhere? 2000, a Z39.50
client that lets users search multiple Z39.50 databases at the same time.
WebCollection Plus and Z39.50 Server are also available for unions.
Find-It-All Collection provides one-stop searching of multiple online resources
with Find-It-All One Search, and access to over 160,000 safe, high-quality K-12
Web sites aligned to state and national standards with Find-It-All Knowledge
Links. Students can access Find-It-All Collection from Follett's OPAC,
WebCollection Plus, or their Internet browser. Find-It-All Collection gives your
students access to the best information in the least amount of time.
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A PHD (Portable Handheld Device) is a portable scanner that collects, stores, and
transmits data. A PHD lets you expedite your circulation, cataloging, inventory,
and reporting activities. Circulation Plus and Catalog Plus currently support four
PHD models: PHD+, PHD+ II, PHD Laser+, and the PHD Dolphin+.
If you are interested in learning more about any of the Follett Software products
and services mentioned here or elsewhere in this guide, please refer to
Contacting Follett Software Company" on page 29.
Getting started
We know you're eager to get started. This User's Guide is designed to help you get
the information you need when you need it. The first section covers the setup
tasks you need to complete. The remainder of the guide provides information on
a modulebymodule basis. Be sure to take a look at the end of the guide for the
Glossary and information on MARC tags, the PHDs, and The Bar Tender.
Many of Follett Software Company's applications have been developed for both
the Windows and Macintosh operating systems. This guide provides instructions
for using the applications on either platform. All differences between platforms
are noted in the text.
This guide assumes you have a basic understanding of your operating system. If
you need help with OSspecific tasks, such as changing your screen resolution,
associating a program with a particular file type, assigning sounds to events, or
creating shortcuts/aliases, please see your operating system's help.
Throughout this guide, when instructing you to select several menu commands
in sequence, this guide uses a vertical line to indicate a division between menus
and submenus (for example: Edit | Global Update | Headings).
You'll notice blocks of information in this guide that are preceded by a boldface
word. The boldfaced word indicates the information's importance:
Note:
Provides additional information
Important:
Indicates information crucial for optimal performance
See also:
Directs you to another source of information for a given topic
Warning:
Warns that a particular function may change or delete data
Viewing the online User's Guide
By default, this guide is installed in an electronic format wherever you installed
Circulation Plus, Catalog Plus, or Union Catalog Plus. This lets you access the
guide wherever and whenever you need it. With the online guide, you can
quickly search for a specific word or phrase and print pages of the guide.
Note: To use the online User's Guide, you'll need Adobe Acrobat Reader v5.x
or higher. The current version of Adobe Acrobat Reader can be installed
from the Adobe Acrobat Web site.
04/04
Welcome
To open the online guide, from the computer desktop, open the Follett
Applications folder and doubleclick the User's Guide icon. You can also access
the Follett Applications menu from the Windows Start | Programs menu or from
the Mac OS Apple menu.
Getting help
In addition to the information contained in this guide, all the Follett applications
come with extensive help topics. These help topics are designed to provide you
with quick access to important information about the module you're using.
To get help with a specific window or dialog, simply click the Help button. You
can also select Help from the menu bar at the top of the module's window. From
the Help menu, you can access the help topic for the current window, a
description of the menus displayed in the current module, product information,
and counts for the current number of patrons, titles, and copies in the system.
About our customized training
Follett Software Company offers several options for interactive training with a
Follett representative. Visit our Web site at www.fsc.follett.com or call
1-800-323-3397 for details.
Contacting Follett Software Company
For information about our products, or if you need assistance, please contact us
using any of the following methods:
Follett's tollfree number
Use the following number and enter the extension or number key to contact the
departments listed below:
(800) 323-3397
7:00 A.M. to 7:00 P.M. central time
Customer Service
(order placement and status, returns,
training and workshop information)
Press 1
To order product literature
Press 2
Upcoming events
Press 3
FSC's mailing address, additional numbers
Press *
Accounts Receivable
Ext. 7201 or 7415
Customer Service Fax
1-800-807-3623
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Visit our Web site
Follett Software Company's home page is located at http://www.fsc.follett.com.
From our home page, you'll discover:
What's new at Follett Software Company
How to integrate information literacy solutions with technology
How to solve some of the technology challenges your district is facing
Information on automating Englishspeaking libraries worldwide
How to make your library more efficient and your resources more accessible
Contacting Technical Support
If you need technical support for one of our products and have a support
agreement for that product, you may call, fax, or email your questions to us free
of charge. Be sure to include your customer number and as much detail as
possible (e.g., the contents of critical error messages, what you were doing when
an error occurred, etc.).
Phone:
(800) 722-7424
7:00 A.M. to 6:00 P.M. central time
Fax:
(815) 578-5196
Email:
techsupport@fsc.follett.com
Support Web page
http://www.fsc.follett.com/support/
Important: If your support agreement has expired and you need service, call
Customer Service at (800) 323-3397.
What's folletttalk?
As a Follett Software customer, you are entitled to subscribe to folletttalk, an
Internet mailing list. This electronic discussion group lets you share your
experiences with our software products and services, ask questions, and receive
responses from other Follett Software customers. Anything related to Follett
Software is welcome on this mailing list.
To join folletttalk, fill out the subscription form on our Web site or send an email
message to: imailsrv@fsc.follett.com. In the body (not the subject line) of your
message, include: subscribe follett-talk firstname lastname (e.g. subscribe
folletttalk John Smith).
Enhancement requests
We welcome your ideas and comments. If you have ideas for enhancing our
products, guides, or services, please copy the form at the back of this guide, fill it
out, and mail it to us; or you can submit your suggestion online at
http://www.fsc.follett.com/contact/suggest_feature.cfm.
31
System Setup
Chapter 1 System Setup basics
Once you've completed installation, you're ready to set up the Circulation
Plus/Catalog Plus applications. Check the details in the following sections before
you start.
Note: If you're setting up Union Catalog Plus, please see Chapter 6, Building
your union."
About the setup chapters
The tasks in the setup chapters are presented in sequential order. You should
complete all of the setup tasks in a chapter before proceeding to the next chapter.
If you did not purchase both Circulation Plus and Catalog Plus, the following
table explains which setup chapters you are required to complete before using
the software:
If you purchased only Circulation Plus, complete
the tasks in these chapters:
If you purchased only Catalog Plus, complete
the tasks in these chapters:
Chapter 2, Setting up your site"
Chapter 2, Setting up your site"
Chapter 3, Preparing to catalog your collection"
Chapter 3, Preparing to catalog your collection"
Chapter 4, Setting up Acquisitions
Chapter 4, Setting up Acquisitions
Chapter 5, Preparing to circulate your collection" Chapter 33, Setting up your search stations"
In addition to the setup tasks described in the chapters above, you might also
want to customize your MARC bibliographic and authority templates. This
procedure is described in Appendix C, Bibliographic and authority templates."
This function is not available on Mac OS.
Note: The instructions in the setup chapters assume that you've already
barcoded your collection and your patron library cards. If you haven't
done this, you'll need to do so before you can circulate your collection
using Circulation Desk or before using OPAC. If Follett Software has
converted your patron and library material data for you, complete the
setup chapters first, and then import your data.
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System Setup
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What you'll need
To aid you in setting up Circulation Plus/Catalog Plus quickly and accurately, we
recommend that you gather the following information before you start:
The official name of your site as you would like it to appear on reports, and
your MARC Organization Code (formerly known as holdings code), if
applicable.
Information about your barcode symbologies. If you purchased your
barcodes from Follett, this information appears on the packing slip that
arrived with your barcodes. If you're using another vendor, or aren't sure
what kind of barcodes you're using, please read Appendix D, Barcode
symbologies," before beginning to set up your software.
A list of the call number prefixes you use in your library, if any.
A list of circulation descriptions based on the types of books you have in
your collection. For example: 2week checkout" (fiction, biographies, etc.),
1hour checkout" (encyclopedias, dictionaries, maps), and Overnight
checkout" (general reference books).
If you want to use the Acquisitions feature, pertinent vendor and funding
source information.
In addition, if you purchased Circulation Plus, you'll want to gather together the
following:
A list of your patron groupings. For example: elementary school, middle
school, high school, parents or volunteers, staff, etc.
A copy of your library policy handbook, or a list of your circulation policies.
A copy of your school's or site's calendar that lists all of the closed days and
holidays for the current and upcoming year.
04/04
Chapter 1 System Setup basics
Getting around in System Setup
To begin setting up your software, from the computer desktop, open the Follett
Applications folder and doubleclick the System Setup icon. You can also access
the Follett Applications menu from the Windows Start | Programs menu or from
the Mac OS Apple menu.
Important: When you launch System Setup for the first time, it creates files that
are used by all the other Follett applications. This process may take
several minutes.
The Site Setup password dialog appears:
Enter the default password, MAKEITSO, or your own previously defined one,
and click OK. The Site tabs appear with the Identification tab open:
Menu bar
To open a group of setup tabs
To customize your MARC
bibliographic and authority
templates (not available on
Mac OS)
The menu bar in the System Setup module contains the following menus:
File menu Contains the Exit/Quit command used to close System Setup.
Setup menu Contains the options for accessing the various setup tabs. For
example, to access the Site tabs, choose Site from the Setup menu. The setup
tasks associated with the items on this menu are described in Chapters 2
through 5.
Templates menu (Not available on Mac OS) Contains options for modifying
the MARC bibliographic or authority templates. The tasks associated with
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34
System Setup
04/04
these options are described in Appendix C, Bibliographic and authority
templates."
Help menu Contains options for finding help pertaining to System Setup.
From the About dialog you can see product information for the application,
the current number of patrons, titles, and copies in the system, and run the
System Circulation Statistics and System Information Reports (see Chapter
39, System reports").
You should begin setting up Circulation Plus/Catalog Plus by entering your site
information in the System Setup - Site tabs. Proceed to Chapter 2, Setting up
your site," for the instructions.
35
Chapter 2 Setting up your site
In this chapter, you'll do the following setup tasks: identify your library; identify
your country and the first month in your statistical year; set up your barcode
symbologies; protect your Follett applications with passwords; transfer the PHD
application to your PHD, if you have one; and maintain events for OPAC.
Identifying your library
System Setup allows you to store the most relevant information about your site,
such as your site's name and MARC Organization Code, in a place that's
accessible to all Follett applications.
Note: For nonUS sites, complete the tasks in the next section, Identifying your
country and first month of statistical year," before identifying your library.
1.
After launching System Setup, a password dialog for Site Setup appears. The
default password for Site Setup is MAKEITSO. Type the password and
choose OK. The Site tabs appear with the Identification tab open:
Your site's name
(appears on reports
and notices)
To obtain a MARC
Organization Code,
see page 36.
To cancel changes
before saving
The person to whom library
mailings are directed
Your site's mailing
address appears as
the return address on
Hold, Overdue, and
Bill Notices.
Voice phone number for the
library's contact person
(e.g., the head librarian)
Note: Field names
vary based on your
address format (e.g.,
State vs. Province).
This number assigned to
you when you purchased
this software is required
by Follett's online services
(e.g., Alliance Plus Online,
WebPath Express, and
Find-It-All Collection).
If you purchased
netLibrary eBooks,
this number is
required to allow
checkouts.
Your site's federal or state tax
exemption number
2.
In the text boxes, enter your official site information. When you're finished,
choose Save. The only information that is required here is your site's name
and your Follett customer number, unless you are a member of a union.
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System Setup
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For Union Catalog Plus members: If you are a member of a union catalog,
you must also enter a short site name and a MARC Organization Code. The
short site name is limited to 10 characters and should be a meaningful
abbreviation of the full site name. In Union Catalog Plus, the short site name
appears with the copy information in Cataloging, OPAC, and WebCollection
Plus for Union. If you do not have a MARC Organization Code, see the
instructions below.
Obtaining a MARC Organization Code
To obtain a MARC Organization Code, fill out the online request form at
http://lcweb.loc.gov/marc/organizations/ or contact the Library of Congress
directly (fax or email requests are preferred and can speed up processing):
Library of Congress
Network Development and MARC Standards Office
101 Independence Ave, SE
Washington, DC 20540-4402
Fax: (202) 707-0115
Canadian organizations should contact the National Library of Canada at
illser@knoll-bnc.ca to obtain a library symbol.
Your MARC Organization Code must be unique among the sites with whom you
may share records.
Identifying your country and first month of statistical year
System Setup allows you to choose from three address formats: US, Canadian,
and Other Countries. Changing your address format changes the address format
of the Identification tab and modifies the template you use to add patrons. To
ensure accurate statistical reports, System Setup requires that you define the first
month in your statistical year.
04/04
Chapter 2 Setting up your site
1.
From the Site tabs, select the Information tab:
Country where your site is
located. This determines
the address format.
To cancel changes
before saving
The first month in your site's
statistical year. The Follett
applications use this month
when generating circulation
statistics and reports.
Note: The Follett applications track circulation statistics automatically. If you
are familiar with our earlier products, this means that you no longer
need to reset counters.
2.
Select your address format and the first month in your statistical year from
the list. When you're finished, click Save.
See also: For information about running statistical reports on your
collection's circulations, see the Collection Statistics (page 548), Patron
Statistics (page 577), and System Circulation Statistics (page 582) reports.
Setting up your barcode symbologies
Before you can start scanning barcodes for library items or patrons or before you
start importing copies, you must inform Circulation Plus/Catalog Plus which
symbology you are using, or plan to use. There are three preparative steps:
Select the barcode symbology you are using for patrons and library items.
Define the barcode symbologies if other than Follett Classic.
Test the barcode symbologies.
You don't need to define Follett Classic as your symbology. Follett Classic is
always recognized, and any barcode with seven digits or fewer is recognized as
Follett Classic. A barcode symbology with eight or more digits must be defined.
Note: Circulation Plus/Catalog Plus let you automatically assign the next highest
available barcode number to an item or a patron. For more information, see
Assigning barcodes" on page 652.
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System Setup
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Selecting a barcode symbology
Circulation Plus and Catalog Plus can recognize the following barcode
symbologies:
Follett Classic symbologies
Generic Codabar
Codabar Mod 10
Generic Code 39
Code 39 Mod 10
Code 39 Mod 11
Code 39 Mod 43
Generic Interleaved 2 of 5
Interleaved 2 of 5 A
Generic LabelCode 5
Follett Software applications recognize the industrystandard 14character
barcode symbologies and the Follett Classic barcode symbologies.
See also: For more information about using the above barcode symbologies,
refer to Appendix D, Barcode symbologies."
PHD supported barcodes
You can use a PHD to simplify certain circulation, cataloging, inventory, patron
maintenance, and reporting activities. Currently Follett Software supports four
PHD models. For information about the barcodes supported by the PHD+, PHD+
II, or PHD Laser+, see page 654. If you're using a PHD Dolphin+, see page 673.
Important: To use a PHD, your barcodes must include a Type Identifier
regardless of the symbology you choose. Follett Classic symbologies
assume a P" for patron barcodes and a T" for library materials.
Can symbologies be mixed?
Circulation Plus/Catalog Plus allow you to use the same symbology for both
your patron and your library item barcodes, or you can use different
symbologies. For each type of barcode (patron and library item), you can use a
Follett Classic symbology and an additional 8to14 digit symbology.
If you are already using a Follett Classic barcode symbology for your patrons or
library items, you can still continue to use these barcodes. Even if you choose
another symbology, say, Code 39 Mod 10 for your new patron barcodes,
Circulation Plus will always recognize and accept those barcodes that are of a
Follett Classic symbology.
If you choose to use a symbology other than Follett Classic, you can only use one
additional 8- to 14-digit symbology for each type of barcode (patron or library
item). For example, you could use Code 39 Mod 10 for patron barcodes and Code
39 Mod 43 for library items. However, you cannot use both Code 39 Mod 10 and
Code 39 Mod 43 symbologies for patron barcodes because these symbologies use
a different check digit algorithm.
04/04
Chapter 2 Setting up your site
How to select and define barcode symbologies
1.
From the Site tabs in System Setup, select the Barcodes tab:
To cancel changes
before saving
Note: If your site only uses Follett Classic symbologies for patrons and
library materials, you're finished. Go on to the next section, How to
test a barcode."
2.
From the Symbology dropdown lists, select the name of the symbology you
are using for your patron and library item barcodes. If you are changing from
one symbology to another, a message appears, warning you that some of
your barcodes may become invalid, which might require you to rebarcode
part of your collection. Choose Yes. Another message appears, explaining in
detail the consequences of changing your symbology. Choose Yes.
If you use Follett Classic and a nonFollett Classic symbology, you only need
to specify the nonFollett Classic symbology. Circulation Plus/Catalog Plus
always recognize and accept the Follett Classic symbologies.
If you ordered your barcodes from Follett Software, all of the information
required to fill in the Barcodes tab is listed on the packing slip you received
with your barcodes. If you didn't purchase your barcodes from Follett
Software, and you're not sure how your barcode symbology is configured,
contact your vendor.
If either of the following conditions apply to you, you may also want to refer
to Appendix D, Barcode symbologies," for more detailed information about
filling out the Barcodes tab:
You are converting from another software package that uses its own
barcode symbology.
You have printed, or are thinking about printing, your own barcodes. For
more information, see Appendix G, The Bar Tender."
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System Setup
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3.
Fill in the text boxes as appropriate for your symbology, and then test your
barcodes using the instructions in the next section. When you're finished,
click Save.
Important: You must fill in all fields that are enabled. If you don't know the
information, contact your barcode vendor.
How to test a barcode
1.
In the Barcodes tab, choose Test. The Test Barcode dialog appears:
2.
In the Barcode text box, scan the barcode or type it, and then choose Test.
When the validation process is finished, a message appears notifying you if
the barcode passed or failed. If the test failed, contact your barcode vendor or
Follett Software's Technical Support to ensure your symbology is set up
properly in the Barcodes tab.
Protecting your Follett applications with passwords
For security purposes, Circulation Plus/Catalog Plus allow you to change the
passwords you use to access the Circulation Plus/Catalog Plus applications such
as Cataloging and Circulation Desk. This ensures that only those users who know
the passwords can access the applications.
The Cataloging and Patron Maintenance tabs in System Setup are protected using
the password for the corresponding application. For example, to access the
Cataloging tabs in System Setup, you must enter the password for the Cataloging
application. The Circulation tabs and the Site tabs have their own passwords,
called the Circulation Setup and Site Setup passwords.
In addition to these passwords, you can also specify a password for overriding
block conditions that occur during transactions in Circulation Desk. A block
condition occurs when a patron violates a circulation policy, such as exceeding
the maximum number of checkouts. In order to proceed with the transaction, you
must enter the Circulation Desk Override password.
To use the security options in Circulation Desk, you must define a password for
Circulation Desk. To use the security options in Cataloging, you need only define
one on the Limit Cataloging Access dialog; you do not need to define a
Cataloging password.
Note: If you don't want to use passwords, you may delete any or all of them.
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Chapter 2 Setting up your site
How to change an application password
1.
From the Site tabs, select the Passwords tab:
To cancel changes
before saving
Tip: To remove password protection from your Follett applications, select the
hidden text (*s), and then press DELETE.
2.
In the Password column text boxes, type a password composed of up to ten
alphanumeric characters. (See the following table for a list of the default
passwords.) In the Verification column text boxes, type the same password
again, and then choose Save.
Module
Password
Alliance Plus
Same as the password for Cataloging
Backup and Restore
Same as the password for Utilities
Cataloging
MODTITLE
Circulation Desk
CHECKITOUT
Circulation Desk Override
LETITGO
Circulation Setup
SOBEIT
Inventory
Same as the password for Circulation Desk
Patron Maintenance
MODPATRON
Reports
PRINTIT
Site Setup
MAKEITSO
Utilities
FIXDATA
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Transferring the PHD application to a PHD
Follett Software's PHD application allows your PHD to recognize your library's
barcode symbologies and to work with Circulation Plus/Catalog Plus. Use the
following steps to load the current version of the PHD application onto each
PHD your library uses before you use it.
Once the application is loaded, you'll only need to repeat the process if:
The PHD screen displays the message, Ready to Update?"
You upgrade to a new version of Circulation Plus/Catalog Plus.
Your barcode symbologies change.
You share your PHD with other libraries that use different symbologies.
You're using a PHD+, PHD+ II, or PHD Laser+, and you've replaced the
PHD's memory or batteries.
1.
Make certain your PHD is connected to your computer. To protect your
equipment, turn off the PHD and computer before connecting or
disconnecting your PHD.
2.
From the Site tabs in System Setup, select the PHD tab:
Select the PHD model
you're using.
If the default port and speed
aren't correct, click Edit and
make the desired changes.
For instructions, see How to
change the PHD settings"
(page 43).
These instructions
change based on the
PHD you choose.
3.
Once you've selected the correct PHD model and adjusted the PHD settings
as desired, simply follow the instructions displayed on the screen.
Note: If you're loading the PHD application to a PHD Dolphin+ for the first
time, see the instructions on page 671.
A progress dialog appears while the application is transferred to your PHD.
When the process is complete, click Close to return to Site Setup.
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Chapter 2 Setting up your site
How to change the PHD settings
If the default port and speed aren't correct for your PHD, from the PHD tab,
choose Edit under PHD Settings. The PHD Settings dialog appears:
Select the port you use to attach your
PHD to your computer, and then...
...select the highest speed available for
that port. The PHD Dolphin+ only com
municates at a speed of 9600 baud.
After selecting the port and speed for your PHD, click Save.
Note: The port and speed settings are saved as the defaults for this workstation
only. You can change a workstation's default settings through any of the
PHD features in the Circulation Plus/Circulation Plus applications.
Maintaining events for Catalog Plus
Entering event notes for specific days throughout the year is like keeping an
event log or notebook of upcoming activities for the library, school, or
community. If you have Catalog Plus, your library patrons can view the events
you maintain in OPAC (see page 410) and with WebCollection Plus (see page
450). However, even if Catalog Plus is not installed, you can still maintain a list of
events for yourself in System Setup.
1.
If you want events
deleted after they have
expired, check this box.
Note: This option isn't
available if you have not
installed Circulation Plus.
The number of days an expired
event remains in the system
before being deleted
From the Site tabs in System Setup, select Events.
To delete an event,
select the event
and click Delete. At
the message, click
Yes to proceed.
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2.
To add an event, click New. To edit an event, select the event under Event
List, and click Edit. The dialog appears:
To erase the note
for this event
3.
Add or make changes under Event Information. Type the time and date that
the event you are scheduling begins and ends.
Example: If the event is scheduled to begin at noon, type 12 p. If the event
starts at 9:30 in the morning, type 09:30 a.
Type a brief description of the event. Adding a note for each event is
optional. If you want to add or edit a note for a scheduled activity, put the
cursor in the Event Note text box and type the note. When finished making
changes under Event Information and Event Note, click Save. The Events List
window reappears, displaying all events in chronological order.
After setting up your site
Whether you purchased Circulation Plus, Catalog Plus, or both, you're now
ready to prepare to catalog your collection. Proceed to Chapter 3, Preparing to
catalog your collection."
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Chapter 3 Preparing to catalog your collection
The Cataloging setup tasks you'll need to perform include the following:
grouping your collection according to lending period; identifying probable call
number locations in your MARC records; setting up your call number prefixes;
increasing access to your collection with categories you define; defining the tag
range for your brief MARC records; and making it easier to add copies to your
collection.
Throughout this chapter there are references to MARC 21 (formerly known as
USMARC), MARC records, and the MARC 21 standard. If you are not familiar
with MARC, please find an appropriate reference guide before beginning, such as
the MARC Bibliographic Format Guide, published by the Follett Software Company,
or MARC 21 Format for Bibliographic Data, published by the Library of Congress.
See also: For more information about MARC, visit the Library of Congress Web
site at http://lcweb.loc.gov/marc.
Grouping your collection according to lending period
As you already know, when a patron checks out a book, the circulation period
(length of time he/she is allowed to keep the book) is based on the patron type
(age or classification of the patron) and the circulation type (type of book). For
example, libraries may only allow students to check out new books for half of the
normal checkout period. To help you maintain the various lending periods based
on the type of book, Circulation Plus/Catalog Plus allow you to create and assign
circulation types to the copies in your collection.
Example: Let's suppose you want to limit the loan period of a new book to one
week. You would create a circulation type such as 1week checkout," or New
books," depending on how you want to group your collection, and then establish
a corresponding loan period for this circulation type for each of your patron
types in your circulation policies.
You assign a circulation type to a copy when you add a new copy to a title in
Cataloging. You can change the circulation type of a copy by editing the copy.
Circulation types are, however, only descriptions of the loan periods for items in
your collection. You establish the actual loan periods when you create your
circulation policies for your patrons.
See also: For more information about how circulation types relate to loan
periods, see Circulation policies: who can have what and for how long" on
page 76.
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System Setup
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Circulation Plus/Catalog Plus have three default circulation types:
Suggested use for default circulation types
Circulation type
Suggested use
Regular
Use the Regular circulation type for library materials that can be checked
out for the standard loan period set by your library.
R
Noncirculating eBook
*NC
Temporary
TEM
Use the *NC circulation type for electronic library materials, such as
eBooks, that are not checked out through Circulation Desk. Copies with
this circulation type cannot be circulated or have a hold or fine placed on
them. Any block condition generated when trying to do so cannot be
overridden. The inventory status is always Marked. NetLibrary eBook
copies" have this circulation type.
Use the Temporary circulation type for library materials that are not a
part of your permanent collection and that can be checked out only on a
temporary basis. This is typically used for magazines and newspapers.
You can only assign the Temporary circulation type when you add a title
during a checkout. Temporary titles are automatically deleted when the
item is checked in.
See also: For more information about temporary items, see Adding a
title during a checkout" on page 139.
You can also use circulation types as a limiter when you generate the following
reports: Overdue/Bill Notices and Checkouts/Fines Transaction Reports.
To access your circulation types, select Cataloging from the Setup menu in
System Setup. If you have defined a password for Cataloging, a password dialog
appears. The default password for Cataloging is MODTITLE. Type the password
and choose OK. The Cataloging tabs appear with the Circ Types tab open:
To delete the
highlighted
circulation type
The number of copies
attributed to each circulation
type increments as copies
are added in Cataloging
and Circulation Desk.
To define the
highlighted
circulation
type as the
default for all
new copies
From this tab you can add, edit, or delete circulation types. You cannot, however,
delete or edit the Regular (R), Noncirculating eBook (*NC), or Temporary (TEM)
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Chapter 3 Preparing to catalog your collection
circulation types. Circulation Desk automatically assigns the Temporary
circulation type to temporary copies created during a checkout. You can also
define any one of the Circ Types as the default. Cataloging then automatically
assigns the default circulation type when adding or importing new copies to the
collection that do not have a circulation type defined in the import file.
Note: You cannot delete a circulation type if it has copies assigned to it. To do
this, you must first change the circulation type of the affected copies. If you
have a PHD, you can do this by using Update Copies via PHD. For
information about updating copies with a PHD, see Using your PHD for
mass updates," page 338.
How to add or edit circulation types
1.
To add a circulation type, choose New in the Circ Types tab. To edit a
circulation type, select one from the list, and then choose Edit. The desired
dialog appears:
Note: Once a circulation type is saved, you cannot edit its code.
2.
Type a code and description that easily identifies the circulation type. When
you finish adding or editing a circulation type, choose Save.
Identifying call number locations in your MARC records
When you create a copy record, unless you replicate an existing copy, Cataloging
automatically retrieves the call number from the 900 tag in the copy's MARC
bibliographic record. This saves you time because you don't need to retype the
call number each time you create a new copy record.
System Setup allows you to customize Cataloging so that it looks for call
numbers in up to three tags and in up to five different subfields for each tag. You
will want to add other locations for the call numbers if the vendor of your MARC
records puts the call number in a tag other than the 900, or if you are doing your
own original cataloging and choose to put call numbers in another tag.
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To set up the default call number locations, follow these steps:
1.
From the Cataloging tabs in System Setup, select the Call Numbers tab:
To cancel changes before saving
Default value is 900a.
One of the five subfields must
be filled in. The subfield must
be valid for the tag based on
current MARC 21 standards.
2.
In the Tag and Subfields text boxes, type the most probable locations for the
call number in your MARC bibliographic records, and then choose Save.
Important: Enter the tag and subfield values in order of probability that a call
number will be located in those locations.
Setting up your call number prefixes
Call number prefixes are meaningful abbreviations typically used to help identify
the location of a book in the library according to general content. Examples of
common call number prefixes are BIO (Biography), E or EZ (Easy Reading), REF
(Reference), and FIC (Fiction).
Circulation Plus/Catalog Plus use call numbers to collect circulation statistics
and sort copy lists during searches and in reports (Bibliography Report,
Inventory List by Call Number, and Shelf List). By creating specific call number
prefixes in System Setup, you control how the library automation system collects
statistics and sorts copy lists. For records with call number prefixes not defined in
System Setup, Circulation Plus/Catalog Plus place the statistics under the OTH
(Other) call number prefix. The system automatically tracks statistics for items
using standard Dewey call numbers without prefixes.
You can also use the call number prefixes to sort copies. Using the custom sorting
option (see Sorting your call numbers" on page 51), you can adjust your sort
order to match the bookshelves or to control reports of copies listed by call
numbers. The default sort order is numbers followed by symbols and alphabetic
characters.
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Chapter 3 Preparing to catalog your collection
If you want to use your call number prefixes to organize your collection by
subject matter, we recommend you run the Copies With Other Call Numbers
Report (see page 512) and address any copies in the report (change the prefixes
used by the copies or add them to the prefix list maintained in System Setup).
To access your call number prefixes, select the Call Num Prefixes tab from the
Cataloging tabs:
List of currently specified
call number prefixes
Deletes the selected call number prefix. If you delete a call number prefix, System Setup compares the
deleted item to the remaining prefixes. If it finds a prefix consisting exclusively of the first, or first and
second characters of the deleted prefix, it moves the circulation statistics to that prefix. Otherwise,
System Setup moves the circulation statistics relating to the deleted prefix to the OTH (Other) prefix.
Important: Prefixes included in the Custom sorting list (see page 51) can't be deleted.
System Setup assigns the following default prefix codes automatically:
OTH (Other) used to track circulation statistics for copies that have a call
number prefix that is not defined in the Call Num Prefixes tab.
TEM (Temporary) used to track circulation statistics for temporary copies
that are created during checkout.
Note: You can neither edit nor delete the OTH and TEM call number
prefixes. You can only edit the description of a call number prefix you
have created.
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How to add or edit call number prefixes
1.
To add a call number prefix, choose New. The Add Call Number Prefix
dialog appears. To edit the description of an existing call number prefix,
select one from the list, and then choose Edit. The Edit Call Number Prefix
dialog appears:
Note: Once a call number prefix is saved, you can edit the description, but
you cannot edit the prefix. If a prefix is incorrect, delete the call
number prefix and create a new one.
2.
If you are adding a call number prefix, type up to three characters in the
Prefix text box. A prefix can consist of any three characters with the exception
of Dewey numbers (000-999), periods, and leading or embedded blank
spaces. Whether you are creating or editing a call number prefix, type a
description in the Description text box, and then choose Save.
Note: As you add each call number prefix, System Setup checks for any
copies using the new prefix and moves any circulation statistics
associated with those copies to the new prefix.
Important: In the interest of accurate statistics and reporting, you may want
to define all the nonDewey prefixes used in your collection. If
you're a DXenabled union member, your defined call number
prefixes can also impact what data is exchanged.
If you define a prefix that consists exclusively of the first or first
and second characters of undefined prefixes in your collection,
the copies with the undefined prefixes will be grouped with the
defined prefix. For example, defined prefix B" would include
undefined prefixes BI" and BIO."
See also: If you notice that some copies in your collection are using
variations of your defined call number prefixes (e.g., [Fic] vs. FIC), you can
easily change them. See Updating copy information globally" on page 326
for instructions.
If you're using the custom sorting option to organize your call numbers by
prefix, any new call number prefixes are added to the Statistics only list. To
place the new prefix in the desired sorting order, continue with Sorting your
call numbers" below.
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Chapter 3 Preparing to catalog your collection
Sorting your call numbers
1.
To change your call number sorting order, from the Call Num Prefixes tab,
click Sorting. The Sort Call Numbers dialog appears.
Note: If a partial inventory is in progress, System Setup will not allow you to
change your call number sort order.
The order defined in the Custom sorting group box represents the order
used to organize copy lists by call number in searches and reports.
Any call number prefixes displayed in the Statistics only list are limited to collecting circulation statistics. They have no impact on
sorting order. Circulation Plus/Catalog Plus incorporate copies using these prefixes into the sort order by comparing them to the
prefixes in the Custom sorting list. If it finds a prefix consisting exclusively of the first or first and second characters used by the
prefix in the Statistics only list, Circulation Plus/Catalog Plus sort those copies with that prefix. Otherwise, the copies are sorted
with the OTH (Other) prefix titles.
2.
If you want to use a customized call number sort order, the Enable custom
sorting of call numbers check box must be selected. Highlight the desired call
number prefix, and then use the Add, Remove, Move Up, and Move Down
buttons to modify the sorting order.
Important: You'll need exclusive access to the library database if you want to
save changes to the sort order. This means that no other Follett
applications or services may be open on any workstation or
search station. Rebuilding the call number headings may take a
long time and cannot be interrupted.
3.
When you have finished rearranging the call number prefix order, click OK.
If you have modified the call number prefix sorting order, a message appears,
informing you that System Setup must rebuild the call number index to use
the updated sorting order.
4.
Click Yes to proceed. The Rebuilding Call Number Headings progress dialog
appears while the index is updated. When the process is finished, click Close.
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Increasing access to your collection with categories
Circulation Plus/Catalog Plus let you create categories for your collection. You
assign your categories to copies in your collection in Cataloging. Categories are
most commonly used for report generation and curriculum support.
As an example of a reportbased category, let's imagine that you wanted to see a
list of books you purchased using money from an Olin Foundation grant. You
would create a category, Olin Foundation grant," and then assign that category
to those copies as you purchased them. You would then generate a Titles by
Category Report.
For an example of a curriculumbased category, let's look at a teacher's reading
list. If you create a category for the books on Mr. Smith's biology class reading
list, the Titles by Category Report you generate can then be distributed to Mr.
Smith's students. Since copy call numbers are listed on the Titles by Category
Report, students can go to the shelves to find the books on their reading list.
Another example of a curriculumbased category might be Books about
presidents." You can selectively assign this category to books that contain
presidential biographies. When students are searching for report topics, your
Titles by Category Report will save them time when finding the books they need.
The following is a list of additional reports, other than the Titles by Category
Report, that you can generate according to category or limit by category:
Bibliography, Inventory List by Title, and Circulation Statistics.
See also: For more information about the reports listed above, please see
Chapter 37, Cataloging reports," and Chapter 38, Circulation reports."
In addition to reports, you can use categories for collection maintenance tasks. In
Cataloging, you can specify a category or a range of categories when exporting
MARC records or when adding them to the Book Cart for further processing.
If you have OPAC installed, you can quicken the search process by selecting
Category as one of the search options available at a search station. For
information about enabling category searches in OPAC, see Choosing search
options," page 410.
Except for selfgenerated categories created by Cataloging during MARC 21
import and the Temporary category, there are no default or builtin categories. If
you import a MARC 21 record into Cataloging that contains a category code that
doesn't already exists in System Setup, Cataloging creates a category with the
description ," where the code would be the
category code number from the imported record. After the MARC records are
imported, you can change this description to something meaningful to your
collection. The Temporary category is automatically assigned to temporary items
that are created in Circulation Desk during a checkout.
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Chapter 3 Preparing to catalog your collection
To access your categories, select Categories from the Cataloging tabs:
You can have up to 2,000
categories.
From this window you can add, edit, or delete a category. You cannot, however,
delete or edit the Temporary category.
How to add or edit categories
1.
To add a new category, choose New in the Categories tab. To edit a category,
select one from the list, and then choose Edit. The desired dialog appears:
The category code can be a
number ranging from 2 to 2000.
Once a category is saved,
you cannot edit its code.
2.
When you finish creating or editing a category, choose Save. The code and
description appear in the Categories tab.
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How to delete categories
1.
On the Categories tab, select the desired category, and then choose Delete. A
warning message appears, asking if you are sure you want to delete the
category. Choose Yes. You will be asked if you want to continue. Choose Yes
again. The Deleting Categories progress dialog appears.
When a category is deleted, the category is first removed from all of the
copies to which it has been assigned. After the category is removed from all
of its copies, the category itself is deleted. If you interrupt the deletion
process by choosing Cancel in the progress dialog, System Setup does not go
back and reassign that category to the copies from which it has already been
removed. You will have to reassign the category to its copies based on your
Titles by Category Report.
2.
When processing is complete, choose Close in the Deleting Categories
progress dialog.
Defining the tag range for your brief MARC records
System Setup allows you to set starting and ending tag numbers to determine if a
record is brief or full. A brief record contains no information in the tags within
the specified range. A full record does contain information in one or more tags in
the specified range.
If you purchase Alliance Plus, changing the brief record range affects which titles
are updated during an Autorecon. For more information about the Autorecon
process using Alliance Plus, see Chapter 31, Autorecon and Reading Program
Recon."
You can also generate a Brief Records Report that lists brief records in your
collection according to title. For more information about the Brief Records Report,
see Generating a Brief Records Report" on page 503.
Important: When redefining your brief record tag range, you must have exclusive
access to the database. This means that no other Follett applications
may be open at any workstation except for search modules, such as
OPAC or WebCollection Plus. Redefining your brief record tag range
may also take a long time. Once started, this process cannot be
interrupted.
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Chapter 3 Preparing to catalog your collection
To change the tag range for a brief record, follow these steps:
1.
From the Cataloging tabs, select the Brief Records tab:
To cancel changes
before saving
To reset the brief record range to
the defaults: 305 through 899
The current values for the starting and ending tag numbers appear in the two
text boxes.
2.
In the first text box, type the first tag number for the range of tags to exclude
from a brief record. In the second text box, type the last tag number for the
range to exclude from brief records.
3.
When you're finished, choose Save. An alert box appears, warning you that
redefining your brief record tag range may take a long time. Choose Yes. The
Brief Record Definition progress dialog appears.
4.
When System Setup finishes processing, choose Close in the progress dialog.
Setting up miscellaneous Cataloging options
The options on the last Cataloging tab let you control a number of timesaving
and searchenhancing features. You can choose the following:
Have keywords and crossreferences created automatically.
Include the series information cataloged in 490 tags in an index.
Enable WebPath Express (formerly 856Express) entries or your own virtual"
856 tags.
Delete a MARC record automatically when its last copy is deleted.
Enable the TitlePeek button in Cataloging and OPAC.
Sort categories by either title or call number.
Choose the MARC Editor or the Easy Editor as the default when adding or
editing records.
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Choose either authority or bibliographic headings as the default for the Find
Headings list.
Determine how the applications handle leading articles (for example, A, An,
The) during searches.
Enter your proxy server information for Alliance Plus Online and TitlePeek.
You can set up all of these options on the Misc tab.
To set up any, or all, of these options, follow these steps:
1.
From the Cataloging tabs, select the Misc tab. Select the options that meet
your library's needs. For a description and important information for each
option, see the following table.
To cancel changes
before saving
Option
Description
Create Cross
References...
Lets you build crossreferences as you save or import authority records.
Create Keyword
Entries...
Lets you update your keywords as you save or import bibliographic records.
Index 490 tags
Lets you find information in the 490 tag during series searches.
If you don't choose this option, you can always use the Rebuild
CrossReferences feature in Cataloging (see page 346).
If you don't choose this option, you'll need to update the keyword index
before new records can be found by a keyword search (see page 345).
Note: If you change this option, you must rebuild the Series MARC headings
through Utilities before the change will appear (see page 596).
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Chapter 3 Preparing to catalog your collection
Option
Description
Show Authority
856 tags...
Lets you display virtual" Elec. Access hyperlinks in the OPACs,
WebCollection Plus, and Cataloging (OPAC Display only). These virtual
hyperlinks are created from information in the 856 tags of related authority
records.
If you subscribe to WebPath Express (formerly 856Express), you must select
this option to make the WebPath Express hyperlinks appear. For information
about adding 856 tags to your own authority records, see Using `virtual'
856 tags" on page 358.
Important: If you have WebCollection Plus, you must stop and restart the
WebCollection Plus service after selecting this option.
Note: Whenever you click Save after turning off this option, you have the
opportunity to delete any WebPath Express bibliographic records that may
be in your database. Follett Software provides these records to WebPath
Express subscribers to ensure at least one access point for each WebPath
Express subject. They have little value without the virtual hyperlinks and
can be easily reimported if needed. If you choose not to delete these records
(or cancel during processing) and later change your mind, simply enable this
feature, click Save, and then disable it again.
Delete Title
When Last Copy
is Deleted
Automatically deletes a MARC record when the last copy attached to it is
deleted. This occurs whether the copy is deleted manually or by a
Cataloging feature such as Delete Copies via PHD. To globally delete
existing titles without copies, see page 335.
Note: In the MARC View window, before the actual deletion occurs, a
confirmation message appears. This prevents unintentional deletions while
you are cataloging.
For Union Catalog Plus: Selecting this feature at the union has no effect on
member databases; selecting it at the member has no effect on the union.
Enable
TitlePeek
If you subscribe to TitlePeek, selecting this checkbox enables the TitlePeek
button in Cataloging, the OPACs, and WebCollection Plus.
For more information about accessing TitlePeek information, see page 250
for Cataloging and page 469 for the OPACs.
Note: If you select Disable access to other applications" on the General
Setup tab in OPAC, the TitlePeek button does not appear in the OPACs.
Sort Category
Index...
Lets you determine how category search results and the Titles by Category
Report are sorted.
Note: If you change this option, System Setup must reindex your categories.
This means that no other Follett applications may be open except for search
modules such as OPAC or WebCollection Plus. This process may take a long
time and cannot be interrupted.
Default Editor
Lets you determine which editor appears when you click the +Title or Edit
buttons in Cataloging.
No matter which editor you choose as the default, both are available from
Cataloging's File menu. For more information about each, see Chapter 23,
Using the MARC Editor," and Chapter 22, Using the Easy Editor."
Find Headings
2.
Lets you determine the default list for the Find Headings feature.
Set it to Bibliographic or Authority.
By default, the Follett Software applications recognize the English articles
(e.g., a, an, the) and ignore them if they are at the beginning of search terms.
If you want to change how your applications handle articles, click the
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Articles button on the Misc tab. Select the language options that meet your
library's needs.
Select the language(s) whose
articles you wish to recognize.
Note: If you change the language
selection, System Setup must
rebuild your keywords, which may
take a long time.
For a list of each
language's articles,
select Help.
Select this to ignore all
recognized leading articles
when searching for a title.
Important: If the Remove leading articles option is selected, you must set the
indicator for any nonfiling leading characters when you catalog
titles (see Editing indicators" on page 274). If you don't, you will
have difficulty finding titles with leading articles.
3.
After making your changes to your Articles setup, click Save. If you changed
your language selection, System Setup will ask if you want to rebuild your
keywords. To start the process, click Yes. When the process is complete, close
the Update Keywords progress dialog.
4.
If you cannot access Alliance Plus Online or TitlePeek even though you have
a subscription to one or both services, you may need to enter your proxy
configuration here. This information redirects the Alliance Plus Online or
TitlePeek requests from your Windows workstations to your proxy server.
Please consult your technical coordinator before making this configuration.
Make sure, also, that you have write" access to the system folder. For more
information about connection requirements, see Chapter 6, Setting up online
services," in the Installation Guide.
Click the Proxies button on the Misc tab.
Enter the address of your proxy
server and its port number for
these services.
Under TitlePeek, enter the IP address of your proxy server and either accept
the default TCP port number of 80 or enter your custom port number. If your
patrons also need access to TitlePeek, you need to enter this information in
OPAC Setup (see page 405) at each Windows search station.
Note: On Macintosh computers, Cataloging and OPAC use the proxy settings
in the Macintosh Internet Control Panel or in the Web browser when
accessing TitlePeek. If the workstation or search station has access to
the Internet, no additional configuration is necessary for TitlePeek.
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Under Alliance Plus, enter the IP address of your proxy server again and
accept the default TCP port number of 5151. If you have multiple cataloging
workstations, at each one, you'll need to open System Setup and enter this
information.
Important: If you can currently access Alliance Plus Online and TitlePeek,
you do not need to change this proxy configuration.
Click Save to close the dialog box.
5.
To save any changes you made to the Misc tab, click Save. If you made
changes that require additional processing (see the previous table for details),
System Setup prompts you to complete the processing. Once a process is
complete, close the progress dialog.
Note: If you changed the Sort Category Index option, remember that the
reindex process requires you to close all other Follett applications
(with the exception of search modules, such as OPAC ).
After preparing for cataloging
After completing the tasks in this chapter, you are ready to start creating (see
page 263) or importing (see page 289) MARC records.
Note: If you are importing MARC authority as well as bibliographic records, and
you've chosen to generate crossreferences automatically, you should
import your bibliographic records first.
Before creating new MARC records, you should consider the following tasks:
Customize your MARC bibliographic and authority templates (not available
for Mac OS). For more information about customizing your templates, see
Appendix C, Bibliographic and authority templates."
Provide a copy of the Code Table List (see page 504) to the individuals doing
the actual cataloging. This report shows a listing of all the codes and
descriptions for the circulation types, categories, and call number prefixes
you defined in this chapter.
If you purchased Circulation Plus, you still need to complete the tasks in Chapter
5, Preparing to circulate your collection."
If you purchased Catalog Plus, you also need to complete the tasks in Chapter 4,
Setting up Acquisitions," and Chapter 33, Setting up your search stations."
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Notes
61
Chapter 4 Setting up Acquisitions
The Acquisitions setup tasks you need to perform are relatively easy. Because the
Acquisitions feature allows you to create book orders and track orders and
funding sources, it is helpful if you have all information pertinent to particular
vendors and funding sources. This information includes names, addresses, phone
numbers, Tax ID numbers, and allocated funding source amounts.
Setting up a list of vendors and funding sources in Acquisitions allows you to
create new orders, accurately track existing orders, and maintain all pertinent
acquisitions information in one place. Once set up, Acquisitions is available from
the menu of your Cataloging module.
Adding vendors
The first tab in Acquisitions setup is the Vendors tab. Here you establish and
maintain a list of vendors. By default, your Circulation Plus/Catalog Plus
modules come with Follett Library Resources listed as a vendor.
Note: If you are upgrading, existing vendors defined in your copy records are
not automatically added.
1.
To add a vendor to the list, click New.
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2.
Enter a vendor description.
3.
Enter a onetothree character alphanumeric code.
4.
Federal Tax ID information is available from the vendor.
Note: Currently, there is no capability to delete vendors. Use the Status switch to
make a vendor you no longer use Inactive.
5.
Account Number is a previouslyestablished account number that you have
with a specific vendor. This is not your Follett Customer Number.
6.
Clicking Address opens a new window where you enter the vendor's
address.
7.
After entering vendor address information, click OK.
8.
Click Save on the Add Vendor dialog.
Note: We recommend that you click Save at each stage (tab) when adding a
vendor. If you decide to cancel an addition at any point, NONE of the
changes are saved.
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Contact tab
There are three extra informational tabs available for Add/Edit Vendors: Contact,
Notes, and Purchases. The Contact tab is where you enter information for the
person with whom you communicate.
Notes tab
Clicking on the Notes tab on your Vendor window opens a freeform text entry
box where you can type in any notes you want to store about that vendor.
Purchases tab
Clicking on the Purchases tab displays monetary amounts associated with orders
with that vendor. These amount fields are read-only and display the following
information:
Open Orders a total amount of all orders with a status of Open
Issued Orders a total amount of all orders with a status of Issued
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Closed Orders a total of all orders with a status of Closed
Total Issued or Closed the combined total of all Issued and all Closed
orders for that vendor
Click Save to save your changes.
Note: We recommend that you click Save at each stage when adding a vendor. If
you cancel an addition at any point, none of the changes are saved.
Clicking the Recompute button updates the figures in the previouslymentioned
fields to display any changes. These new recalculated figures are read-only and
are not saved by the system.
Adding funding sources
Clicking the Funding Sources tab opens a window for adding funding sources to
a list. Funding source information on this window includes the source
description and associated code, the status, and total funding allotment.
Note: If you use yeartoyear funding source data, you may want to describe
your funding source as funding source 2002," for example, to distinguish
fiscal year changes in this information.
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To add funding source information, click New from the Funding Sources tab.
1.
Add your funding source description (name).
2.
Enter a code specific to that funding source (13 alphanumeric characters).
3.
If you have a funding source that you are no longer using, set the Status to
Inactive. (Currently, there is no capability to delete funding sources.)
Amount tab
The Amount tab allows you to add or update funding source monies. The
add/edit amount fields are defined as follows:
Allocated: The total amount allocated to this source (may be set to zero).
Committed: The total of the orders for this funding source with a status of
Open, Issued, or both. Represented in both dollars and percentage. Resets to
zero each time you click Edit in the Funding Source window.
Spent: The total amount of orders for this funding source with a status of
Closed. Represented in both dollars and percentage.
Remaining: The total amount allocated minus the committed amount.
Note: We recommend that you click Save at each stage of an addition. If you
decide to cancel an addition at any point, none of the changes are saved.
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Notes tab
Use the Funding Source Notes tab to capture any notes you want to store for a
particular funding source. This is a freeform text entry field.
Note: We recommend that you click Save at each stage of a funding source add. If
you decide to cancel an add at any point, none of the changes are saved.
Setting the default information
The Acquisitions Defaults tab is where you enter any shipto/billto information
you want to use for ordering. This information includes the information a vendor
would need to contact your school or library. By default, contact person name
and school address established in Site Setup populate this tab, but this
information is editable.
1.
Enter the name of the person at your school or library who the vendor would
contact concerning an order.
2.
Enter the contact person's telephone number.
3.
Enter the contact's Fax number.
4.
Enter the contact's email address.
5.
Click Bill To to enter address information in a freeform text box.
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Chapter 4 Setting up Acquisitions
6.
If the billto address is the same as the shipto address, check the Same As
Bill To Address check box. If not, click Ship To and enter the shipto address.
7.
Click Save.
Note: We recommend that you click Save at each stage of a Defaults add. If you
decide to cancel an update at any point, none of the changes are saved.
Once you have established vendor and funding information in System Setup, that
information is available from Cataloging to help you create book orders. You can
update this information from Cataloging as well. Changing default information
will only affect new orders.
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Notes
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Chapter 5 Preparing to circulate your collection
The setup features discussed in this chapter include ways to do the following:
group your patrons for circulation purposes; make it easier to create new patrons;
set up your circulation policies; set time limits for items on hold and on reserve;
activate automatic fine calculation and refunds; customize your overdue, bill, and
hold notices; set up your library's hours and current calendar; and set up alert
sounds for your circulation desk.
Important: You must set up the alert sounds at the workstation where you will be
using Circulation Desk.
Grouping your patrons by type
As you already know, the checkout period for a book or other library item is
partially determined by who is trying to check out the item. Circulation Plus lets
you create as many groups of patrons as you need to describe the various types
of patrons who use your library. These groups are called patron types.
See also: For more information about how patron types relate to checkout
periods, see Circulation policies: who can have what and for how long" on
page 76.
The patron types you create are also important for statistical reasons. The
Checkouts/Fines Transactions Report, Patron Cards, and the Overdue/Bill and
Hold Notices can all be limited according to patron type. You can also limit the
Patron Name List according to patron type.
You assign a patron type to a patron when you add a patron record. You can then
use patron types for global editing and updating of patron records. For more
information about globally editing patron records, see Chapter 16, Maintaining
patron records in batches."
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To access your patron types, select Patron Maintenance from the Setup menu in
the System Setup module. If you have defined a password for Patron
Maintenance, a password dialog appears. The default password for Patron
Maintenance is MODPATRON. Type the password in the text box, and then
choose OK. The Patron Maintenance tabs appear with the Patron Types tab open:
To delete the
highlighted
patron type
From this window you can add, edit, or delete a patron type. You cannot delete
the Student (S) or Faculty (F) patron types or the patron type that has been
defined as the default on the Patron Defaults tab. However, you can change the
description of the Student (S) or Faculty (F) patron types. When you add or edit a
patron type, you can also create or edit the salutation that appears on all notices
you send to patrons of this type.
You cannot delete a patron type if there are patrons assigned to it. To do this, you
must first assign the patrons to a different patron type using global editing in
Patron Maintenance.
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How to add or edit a patron type
1.
To create a patron type, choose New in the Patron Types tab. To edit a patron
type, select the patron type from the list, and then choose Edit. The desired
dialog appears:
This text appears at the top of all notices
before the patron name. If this text box is
empty, only the patron name appears at
the top of the notice. According to this
example, Dear Jane Doe:" appears on
the notice. If no salutation is defined, only
Jane Doe:" appears.
Note: Once a new patron type is saved, you cannot edit its code.
2.
When you finish creating or editing a patron type, choose Save.
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Making it easier to create new patrons
There are a few options in System Setup that enable you to create new patrons
faster and make it easier to find patrons when searching for them.
To set up these options, follow these steps:
1.
These prompts apply to
all patron types and
appear in the Edit
Patron and Patron
Information dialogs.
Location 1 appears in
the patron information
box of the Circulation
Desk windows.
From the Patron Maintenance tabs, select the Patron Defaults tab:
To cancel changes
before saving
Select the unique
identifier for your
patrons. When you
create or import new
patrons, either the
barcode, the ID, or both
are required before you
can save the patron
record.
Select the check box to
give your patrons access
to the login features in
OPAC.
Choose the password
they must enter along
with the barcode or ID
required above.
Select to allow your patrons
to view their own information
and/or place holds in OPAC.
Select the patron type
representing your most
frequent library visitors.
2.
In the UserDefined Patron Field Names box, position the cursor in a text box
and type a prompt that is appropriate for all your patrons. These appear in
Circulation Desk, Patron Maintenance, OPAC, and on some reports.
The UserDefined Patron Field Names are indexed in your patron database
so that you can use them to search for patrons in Circulation Desk. You can
generate the following circulation reports sorted by the UserDefined Patron
Field Names: Checkouts/Fines Transactions, Hold Notices, Overdue/Bill
Notices, Patron Barcode List, Patron Cards, and Patron Name List.
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Chapter 5 Preparing to circulate your collection
The Location and User Field prompts you enter in the Patron Defaults tab
appear in the Edit Patron dialog in Patron Maintenance:
Location prompts
User Field prompts
When you retrieve a patron in Circulation Desk, the Location 1 prompt
appears in the patron information box:
Patron information box
Location 1 prompt, here
defined as Homeroom
3.
In the Required Patron Field(s) box, select the way you want to identify your
patrons: barcode, ID, or both. Your selection here determines what
information is required in order to save a patron record and could impact the
way you retrieve patrons in Circulation Desk. It also determines one of the
fields that the patron must enter when logging on at a search station.
Regardless of which field you require when saving a patron record, you can
retrieve a patron in Circulation Desk by either his barcode or ID. However, in
order to retrieve a patron by his ID, you must precede the ID by a forward
slash, /". If you print your patron IDs as barcodes so that you can scan
them, you must precede the ID by a forward slash. This could impact the
symbology you choose. For more information about retrieving patrons in
Circulation Desk, see Transactions 101" on page 122.
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4.
From the Default Patron Type list, select your most common patron type.
Whenever you add a patron, Patron Maintenance automatically assigns this
type to the new patron record. When you import patron records that don't
have patron types, this patron type is assigned to those records.
Empowering your patrons
You can allow your patrons to log on at the search stations. You can choose to
allow them to view their checkouts, fines, and holds, and to place actual holds
and reserves. Just choose the applications where logging on is allowed, set up the
password field, and choose the allowable activities.
To set up this option, follow these steps:
1.
In the Patron Empowerment box, choose whether to allow your patrons to
log on to the OPAC or to WebCollection Plus or both.
2.
Choose the Password field. To log on, the patron must enter the barcode or
ID that you specified in the Required Patron Field(s) box, above, (if your
Required Patron Fields are Barcode and ID, you can choose either), plus the
password field you select from the dropdown list: Last Name, First Name,
Location 1 or 2, User Field 1 or 2, or Birth Date.
3.
Select one or both check boxes to allow patrons to view their own
information checkouts, fines, holds, and reserves or to place actual holds
and reserves.
When you choose to allow patrons to view their information, patrons have
access to the Patron Information dialog after logging on. They can view,
however, only three of the seven tabs on that dialog: Checkouts, Fines, and
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Chapter 5 Preparing to circulate your collection
Holds. They cannot view any other tab or any fine notes you have created. In
WebCollection Plus, the tabs appear as one page.
If you choose to allow patrons to place holds and reserves, Hold/Reserve
buttons appear on the OPAC's selection list and on the record display
window. In WebCollection Plus, a Place Hold/Reserve button appears on the
Title Information page. Clicking a button brings up the New Hold/Reserve
dialog.
Please note that patrons can place actual holds and reserves, not requests for
holds and reserves. For more information on using Patron Empowerment,
see page 472.
Enabling Patron Empowerment here automatically adds the My Info and Log
Out toolbar buttons in the OPACs and in WebCollection Plus, and options in
the OPAC's Tools menu.
Please note that this feature does not affect the Hold and ILL request options
in WebCollection Plus.
When you are finished selecting your Patron Defaults, choose Save.
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Circulation policies: who can have what and for how long
Now that you've completed setting up your circulation types and your patron
types, you're ready to take your existing circulation policies and define them in
System Setup. The circulation policies you establish in System Setup are used by
Circulation Desk to automatically monitor and control checkouts, renewals, fine
calculations, refunds, holds, and reserves.
To give you an overview, you determine a set of circulation policies based on the
patron types you created at the beginning of this chapter. For each patron type,
you assign maximum numbers for checkouts, overdues, holds/reserves, and
unpaid fines.
When a patron reaches one of the limits for his type, a block condition occurs
during the next transaction. Circulation Desk alerts you with a message. You
must address the block condition or override it with the Circulation Desk
Override password before continuing with the transaction. For more information,
see Handling block conditions during a transaction" on page 127.
You will also be creating loan periods for each patron type based on the type of
item the patron is checking out. If you did not create your circulation types in
Chapter 3, do so before establishing your circulation policies.
The following table shows an example of how patron types and circulation types
work together when you create your circulation policies:
Loan policy creation example
Patron type
Circulation type
Your loan periods
Faculty
Regular
Fixed the last day of the current semester or school year
New Books
40 days
Reference
12 hours
Regular
20 days
New Books
10 days
Reference
2 hours
Student
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To access your circulation policies, from System Setup, select Setup | Circulation.
If you defined a password for Circulation Setup, a password dialog appears. The
default password for Circulation Setup is SOBEIT. Type the password in the text
box, and then choose OK. The Circulation tabs appear with the Policies tab open:
To view the policies for
a patron type, select
the patron type from
this dropdown list.
To set up the
circulation limits
for the selected
patron type
You cannot edit the loan period
for noncirculating eBooks.
To set up the loan
periods for the
selected patron
type/circulation
type combination
From this tab you create or edit your circulation limits and your circulation
periods for your patron types.
How to set circulation limits for patron types
1.
From the Policies tab, select the patron type for which you want to establish
limits from the Patron Type list. In the Limits box, choose Edit. The Edit
Patron Limits dialog appears:
The maximum number of checkouts
for this patron type
The maximum amount of unpaid fines
that a patron of this type can accumulate
The maximum number of overdue
items for this patron type
The maximum number
of items that patrons of
this type can have on
hold or on reserve
To use a specific date for check
outs of items belonging to a
circulation type, enter that date
here. Then set the loan period of
that circulation type to Fixed in the
Edit Loan Period dialog (see the
next section).
Make sure to change this date
each year. Circulation Desk does
not do so automatically.
The ceiling date overrides the due date calculated by the system if this date is earlier
than the calculated due date. A commonly used ceiling date is the last day of school
so that all items are due the last day of school, no matter what their calculated due
date would be. Make sure to change this date each year. Circulation Desk increments
the year if needed, but the date may not be correct for your school year.
2.
3.
The default priority for holds
placed by patrons of this
type. The lower the priority
value, the higher the hold is
in the queue. Enter a
number between 1 and 99.
In the text boxes, type the circulation limits that you want applied to patrons
of this type, and then choose Save to return to the Policies tab.
Go back to step 1 and repeat this process for the remaining patron types.
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How to limit loan periods
1.
In the Policies tab, select the patron type you want to establish loan periods
for from the Patron Type list. All of the circulation types appear in the Loan
Periods box. Select the circulation type for which you want to define loan
periods, and then choose Edit in the Loan Periods box. The Edit Loan Period
dialog appears:
The length of checkout (days,
hours, or fixed). If you choose fixed,
all items of this circulation type will
be due on the fixed due date you
established in the patron type limits
for this patron type.
The number of days, or hours, a patron
has to return an overdue without
incurring a fine
Maximum number of renewals
for this circulation type
for this patron type
The maximum fine amount a patron of
this type can be charged for a single
item of this circulation type
The amount charged per day, or
hour, for overdues
Maximum number of checkouts for this circulation type. The number
cannot exceed the maximum checkout limit for this patron type.
Note: The amount you type in the Fine Increment text box should not exceed
the amount you type in the Fine Limit text box.
2.
3.
When you finish establishing the loan period limits for this circulation type
for the selected patron type, choose Save. The Policies tab appears showing
the modified information.
To set up another circulation type for this patron type, select the circulation
type from the Loan Periods box and repeat filling out the Edit Loan Period
dialog. Repeat this process until you have established loan periods for all
circulation types for each patron type.
Note: You cannot set up loan periods for the Noncirculating eBook (*NC)
circulation type. *NC is intended for eBooks, or other electronic resources,
that are noncirculating, noninventoried, and nonholdable.
Setting time limits for items on hold
When a patron places a hold or reserve on an item, it is entered in the
holds/reserves queue.
A hold is ready if the item is available. If it is not, the hold is pending.
A reserve is inactive until the prereserve processing date. When that date
arrives, the reserve is ready if the item is available, pending if it is not.
A pending hold or reserve becomes ready when the item becomes available.
A hold expires according to the time limits you set on this tab.
A reserve automatically expires the day after the end of the reserve period.
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To keep the hold queue from building up with holds that are not retrieved or
fulfilled, System Setup allows you to set time limits on them.
Expiring holds
After the assigned number of days, Circulation Desk expires a hold. By expiring a
ready hold that has not been picked up by the patron, Circulation Desk can make
the next pending hold ready, giving the next patron in the queue the opportunity
to check the item out. By expiring a pending hold, Circulation Desk assumes that,
since a lengthy time has elapsed, the patron no longer wants the item.
You can revive expired holds - that is, make them pending again; Circulation
Desk has not yet deleted them. If you do so, Circulation Desk makes them ready
if and when the item becomes available. You cannot, however, revive reserves.
Deleting holds
To keep expired holds from building up in the queues, System Setup allows you
to assign a time frame for automatically deleting expired holds.
Expired holds are deleted from the system when Circulation Desk is started at
the beginning of each day. Any holds that are deleted are listed on an exception
report. For information about the Daily Holds Processing exception report, see
Interpreting the Daily Holds Processing exception report" on page 171.
Please note:
You can revive expired holds; you cannot revive deleted holds.
You can edit the expiration date of a hold, either before or after it expires.
You can edit the priority of a hold.
Setting up reserves
A reserve is slightly different from a hold. A patron places a hold when he would
like to have the item as soon as possible. For a reserve, a patron specifies a future
date when he would like to have the copy.
The copy's status is unaffected by the reserve until the prereserve processing
date arrives. On that date, when processing reserves, the Daily Holds Processing
initially changes the reserve status to pending. When processing holds, it changes
the reserve status to ready and the copy status to On Hold, if the item is available.
If the item is unavailable, the reserve status remains pending until it is available.
System Setup allows you to set the number of prereserve processing days. This
allows you time to locate the reserved copies, place them on the hold shelf, and
remind the patron to retrieve them.
Example: If you enter 2, the Daily Holds Processing exception report alerts you
to an upcoming reserve 2 days before the reserve date. Because the copy status of
an available item becomes On Hold that day, any attempted transaction on the
reserved item causes Circulation Desk to display an alert message.
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A reserve has a reserve period equal to its loan period. For example, if a patron
reserves an item for March 18th, and the loan period is 10 days (2 weeks) for that
circulation type, the reserve period is March 18-April 1. A reserve automatically
expires a day after the end of the reserve period. For more information about
reserves, see A brief introduction to reserves" on page 166.
Entering the time limits
To set up the time limits for items on hold and the number of processing days
needed for preparing reserves, follow these steps:
1.
From the Circulation tabs in System Setup, select the Holds tab:
The number of days a hold
remains pending before expiring
The number of days a hold
remains ready before expiring
To cancel
changes before
saving
The number of processing days
you need to prepare a reserve
To activate automatic deletion
of expired holds and reserves
The number of days the
expired holds and reserves
remain in the queue before
being deleted
2.
In the Holds tab, set up your time limits for pending and ready holds, and
decide if and when you want Circulation Desk to delete expired holds and
reserves automatically.
3.
Select the number of prereserve processing days that you need to make a
reserve ready for retrieval by the patron. On that day, the Daily Holds
Processing changes the copy status to On Hold and the exception report lists
the upcoming reserve.
4.
When you're finished, choose Save.
See also: For more information about deleting holds manually, extending hold
expiration dates, and processing reserves, see Chapter 12, Managing holds."
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Activating automatic fine calculation and refunds
System Setup lets you decide whether you want to charge fines, and if so, how
they're calculated. Depending on library policy, you may not want all fine
options active.
You can create additional fine types as needed. Unlike the default fine types of
Damaged, Lost, Overdue, and Refund, userdefined fine types are not associated
with copy information.
To set up the fines options, follow these steps:
1.
From the Circulation tabs in System Setup, select the Fines tab:
To activate automatic
calculation of overdue fines
To increment overdue fines,
even on grace days
To increment overdue
fines, even if the library is
closed
To cancel changes
before saving
To generate a refund
whenever a partially paid
fine (overdue, damaged,
lost, or useddefined) is
deleted in Circulation Desk
To use the Fine
Limit, specified in
the Edit Loan
Period dialog, as
the replacement
cost for lost
copies that do not
have a price
recorded in their
copy records
To add a new fine type to the
list, click New. Highlight an ex
isting fine type and click Edit to
change the fine type description
(no duplicates). You cannot edit
default fine types or codes for
userdefined fine types. To edit
a userdefined code, delete the
fine type and create a new fine
type and code.
2.
Select the fine options that correspond to your current policies, and then click
Save. For more information about fine options, see the following table.
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Option
Selected
Cleared
Include grace
days in fine
calculation
Example: A copy is due on Monday,
but not returned until Thursday.
There is a twoday grace period and
a $0.10 fine increment for this
patron type. The patron is charged
$0.30 for the overdue copy.
Example: A copy is due on Monday,
but not returned until Thursday.
There is a twoday grace period and a
$0.10 fine increment for this patron
type. The patron is charged $0.10 for
the overdue copy.
Include closed
days in fine
calculation
Example: You are closed for the
weekend. A copy is due on Friday,
but not returned until Monday. If
there are zero grace days for this
transaction situation, then the
patron is charged $0.30. If there is a
oneday grace period in effect, and
grace days are not included in fines,
the patron is charged $0.20.
Example: You are closed for the
weekend. A copy is due on Friday,
but not returned until Monday. If
there are zero grace days for this
transaction situation, then the
patron is charged $0.10. If there is a
oneday grace period in effect, and
grace days are not included in fines,
there is no charge.
Use fine limit if
the copy price
has not been
entered
The fine limit is the most money a
patron can be charged for a single
copy. If this is selected, and you
choose to show the copy price on
Notices, then the fine limit also
appears on Notices if no copy price
is specified.
No predetermined fine is charged for
a lost copy. You type the amount you
want charged at the time the lost copy
fine is created.
In addition, if this is selected, the
fine limit is used when you create a
lost copy fine if there is no price.
Note: Currency format changes are defined in Windows from the Control Panel |
Regional Settings Properties | Currency tab. On Mac OS, you change the
currency format through the Numbers Control Panel.
Customizing your overdue, bill, and ready hold notices
When you print out a notice, the message at the top of the notice states the reason
you are sending the notice and the urgency with which the recipient should treat
it. Circulation Plus allows you to customize the message. For example, you might
want your overdue notices to include a special message before the summer break
to make sure that all of your overdue items are returned before the break begins.
When Reports creates a notice, it takes the wording that appears at the top of the
notice from a notice template. Circulation Plus comes with three standard
templates. To create your own notice templates and to edit those templates when
needed, use the following instructions.
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To access your templates, select the Notices tab from Circulation in System Setup:
To delete the
highlighted
template
This text appears at the top of a
notice when the highlighted
template is assigned to a notice.
This box shows you which
template is used as the default
when generating a notice. You
can always select a different
template when generating
a notice.
The following table lists the wording of each of the standard notice templates:
Template
Wording
Standard Bill Notice
The following items are long overdue and assumed to be lost.
Please pay the amount listed below as soon as possible.
Standard Overdue Notice
The following items are overdue. Please return them as soon as
possible.
Standard Ready Hold Notice
The items you requested are now available in the library. Please
bring this notice to the library as soon as possible.
You cannot delete or edit any of the standard notice templates. If you want to edit
a standard template, choose Duplicate, and then create a new template based on
the existing wording.
How to change the wording on a notice
1.
Decide how you want to go about changing the wording on a notice:
If you want to change the Default Template assignment, skip to step 3.
If you want to change the wording of a listed template, other than the
standard templates, highlight the template, and then choose Edit. The
Edit Template dialog appears.
If you want to create a new template based on the wording of a listed
template, such as one of the standard templates, highlight the template,
and then choose Duplicate. The Add Template dialog appears.
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If you want to create a new template with completely new wording,
choose New. The Add Template dialog appears.
There is room for approximately
285 words (2000 characters) at
the top of a notice.
2.
After you type in the new wording and name the template, choose Save.
3.
From the list under Template, highlight the name of the template that you
want to assign as the default, and then choose Set Default. The Set Default
Template dialog appears:
4.
In the Set Default Template dialog, select the notice you want to assign your
template to, and then choose Save.
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Chapter 5 Preparing to circulate your collection
Setting your library's hours
Setting up your library hours in System Setup is important because Circulation
Desk uses this information when calculating due dates and fines for hourly
checkouts. Be sure to define opening and closing times for each day of the week
you are open, even if you are only open once a month on that day.
To set up the opening and closing times for your library, follow these steps:
1. From Circulation in System Setup, select the Hours tab.
To cancel changes
before saving
2.
In the Sunday through Saturday text boxes, enter the default opening and
closing times for your library. Remember to add am or pm. When you're
finished, click Save.
Setting up your library's current calendar
You record your library's closed days in the calendar in System Setup.
Circulation Desk uses this calendar to determine due dates, calculate overdues,
and monitor grace periods.
Important: Any changes you make to your calendar take effect when you reopen
Circulation Desk. These changes, however, are not applied
retroactively to checkout due dates. For example, if you close a day
that lies less than two weeks in the future assuming your maximum
circulation period is two weeks copies already checked out that
come due on that day are still due on that day. If a copy is checked in
late because the library was closed on the due date, a fine is still
calculated and assessed based on the settings in the Fines tab.
Make sure that you have hours of operation defined in the Hours tab for each
day you are open. Circulation Desk treats days without defined hours of
operation as if they were closed.
System Setup uses the default annual calendar as a template when you create a
calendar for the new year. You are not required to change any of the settings in
the default annual calendar.
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Circulation Desk also uses the default annual calendar to automatically create a
new calendar year for you when the due date for a checkout extends into the
coming year for which no calendar has been created.
To set up or change your current calendar, follow these steps:
1.
From the Circulation tabs, select the Calendar tab. If a calendar exists for the
current year, the Calendar tab appears. Skip to step 4. If a message appears
informing you that the system was not able to locate the current calendar,
you must set up your default annual calendar. In the warning message,
choose Yes. The Edit New Annual Calendar Defaults dialog appears:
To add a closed day
Weekday check boxes
To remove a closed day
from the default annual
calendar
Closed day selection
list
Note: If you already created a calendar for the current year and then change
the default annual calendar, these changes won't take effect until you
create a calendar for the next year.
2.
Select the weekday check boxes for the days you want to close for the entire
year. Make sure that you do not leave any days open for which you have not
defined Open and Close times in the Hours tab. Circulation Desk treats days
without defined hours of operation as if they were closed.
If there are certain dates on which you know the library will always be
closed such as January 1 or December 25 you can mark them as closed on
the default calendar by closing the individual day. If you want to close an
individual day, choose New. The New Closed Day dialog appears:
3.
From the Closed On dropdown lists, select the month and the day of the
month. Choose OK to add that date to the list of closed days and return to the
Edit New Annual Calendar Defaults dialog. To add another closed day, click
New in the Edit New Annual Calendar Default dialog, and repeat this step.
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When you're finished, choose Save on the Edit New Annual Calendar
Defaults dialog. The Calendar tab appears:
Use the scrolling buttons to move from month
to month or from year to year.
Use the Year forward scroll button to create a calendar for
the coming year based on the default annual calendar.
To edit the default
annual calendar,
choose Defaults
and go back to
step 2.
To open or close a day of the
week for every week of the year,
click on the weekday button.
System Setup uses the first day of
the month as its reference.
For example, if you choose the
Tuesday button, and the first
Tuesday in the month you're
viewing is closed, then all of the
Tuesdays for the entire year are
opened, regardless of the
previous open/closed status.
To open or close a
single day, click on
the date. If the day
was marked closed,
it will now be
cleared, meaning
that it's open.
Warning: You cannot undo your mistakes in the Calendar tab. For example, if
you open the first Saturday of every month, and then accidentally
click the Saturday weekday button, all the Saturdays for the entire
year are closed. You must now reopen those first Saturdays
individually for each month of the year.
4.
Open and close the days in the current month to match your calendar. If you
try to open a day for which no library hours are defined, a message appears.
Use the scroll buttons to move from month to month or year to year.
If you scroll past December and there is no calendar defined for the coming
year, a message appears informing you that the system was not able to locate
the current calendar. You have two options:
If you want to use the current default calendar to set up next year's
calendar, choose Yes in the warning message. Next year's calendar is
created based on the current default calendar.
If you want to edit your default calendar, choose No in the warning
message, and then choose Defaults on the Calendar tab. The Edit New
Annual Calendar Defaults dialog appears. Go back to step 2 to edit your
calendar defaults.
When you're finished, go on to the next setup task, Setting up alert sounds (and
more) for your circulation desk."
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Setting up alert sounds (and more) for your circulation desk
System Setup lets you set up sounds for certain Circulation Desk events
(including block conditions). From the Misc tab, you also set your default
circulation type and, if you want, set an inactivity timeout period for Circulation
Desk. If necessary, you can also adjust your system date from the Misc tab.
Important: The sounds, today's date, and inactivity timeout options are specific
to the current workstation. You must set up these options at each
workstation where you will be using Circulation Desk.
To set up these options, select the Misc tab from the Circulation tabs in System
Setup. Please note that while the options on the Misc tab are identical on Mac OS
and Windows workstations, the way you set up certain options varies:
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89
The sounds you choose will play whenever the
associated event occurs.
Select your most common circulation type.
To clear all the Circulation Desk fields automatically
after a period of inactivity, select this option.
On Mac OS, to select a sound, click the popup button.
To test a sound, click Play.
On Windows, to select a sound, click Edit. From the
Windows Sounds Properties dialog, locate the
Circulation Desk event you want to change, and then
locate and select the sound you want to use.
To include patron information when extracting data, check
this box. For more information, see Extracting Data" on
page 585.
When this check box is checked, patrons will be associated to
transactions recorded in the statistics records. When this check
box is not checked, there will not be a link between statistic
records and patrons.
If today's date isn't correct, click Change. On Windows, the Date/Time Properties dialog appears automatically. On Mac OS, a message appears telling you to go to the Date &
Time Control Panel. After making your changes, click OK to return to the Misc tab.
Important: Changing the date/time changes the operating system date/time, not just the date/time used by the Follett applications.
When you're finished setting up the rest of the options, choose Save.
Important: Windows workstations need a sound card for you to set up sounds for
Circulation Desk. If your workstation doesn't have a sound card,
Circulation Desk plays a beep through the computer speaker each
time one of the specific events occurs.
Important: Changing the Collect Patron Transaction Histories check box will only
affect future statistics records. Statistics currently in the database will
remain the same until you perform Remove Patron History in
Utilities.
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Additional sounds are available on your Follett Software Installation CD. To use
them at your workstation, insert the CD into the CD drive. From the CD, locate
the EXTRAS\SOUNDS folder, and open the folder that matches your
workstation's operating system:
On Windows, drag the sounds you want from the CD to your
FOLLETT\CC40\WMEDIA folder (by default located in C:\PROGRAM
FILES). To set up the new sounds, follow the instructions on page 88.
On Mac OS, locate but don't open your hard drive's System Folder. Drag the
sounds you want from the CD to the System Folder and click OK on the
message that appears. The next time you start System Setup, the new sounds
will be available from the popup buttons (see page 88).
See also: For more information about the Sound Properties, Date/Time
Properties dialogs, or Date & Time Control Panel, please refer to your operating
system's help or documentation. For more information about block conditions,
see Handling block conditions during a transaction" on page 127.
After preparing for circulation
After completing all of the setup tasks in this chapter, you are ready to add
patrons to your database. For instructions, see Chapter 15, Maintaining
individual patron records," and Chapter 17, Importing patron information."
If you purchased Catalog Plus, you also need to complete Chapter 33, Setting up
your search stations."
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Chapter 6 Building your union
A union catalog can mean something very different from one district to the next.
While one district might process and distribute all records from a central location,
the next may rely on catalogers at each member site. No matter what your
situation, this version of Follett's Union Catalog Plus with or without Follett
Data Exchange Server is the most flexible district solution ever. The instructions
in this chapter assume that you have already decided on the type of union
catalog your district needs.
Who should read this?
Building a union catalog is a cooperative effort. No matter what type of union
catalog you're setting up, you'll need to be familiar with the members in your
district. For sites that won't be using Data Exchange (DX, for short), you'll need a
general idea of the quality of each member's MARC records so you can import
the highest quality records first. Setting up DX members not only requires
knowledge of your members' cataloging practices you'll also need to know
their participation preferences. DX members also require some additional, rather
technical, setup tasks, which are explained in the Follett Data Exchange Guide
(fscdx.pdf).
Important: We strongly recommend that you enlist the aid of your technology
coordinator or arrange to have Follett Software Company help you set
up the Follett Data Exchange Server.
Where do we begin?
To help you build your union catalog, we have included the following checklist
to guide you through the process:
Steps for building your union catalog
1. Before you begin, make sure you have all the information you'll need:
If you'll be doing original cataloging at the union catalog, you'll want a list of the
nonDewey call number prefixes used in your district.
If you'll be setting up any nonDX members, make sure you have the current setup
information for each, including the barcode symbology they use for library materials
and any circulation types or categories they use. If you haven't already, this would
also be a good time to request that they export their collections (MARC 21/852 hold
ings format) and send you the files for import. See page 112 for more information.
If you'll be setting up any DX members, make certain each has installed and set up
Circulation Plus/Catalog Plus. The Union Catalog Plus, Follett Data Exchange Server,
and member applications must all be the same version for a new union/DX
installation (currently, v5.0). Determine each member's level of participation (see page
93), and any material types, categories, call number prefixes, or circulation types the
member wants to exclude from the union catalog database (see page 94).
Important: It is critical that all sites (member and union catalog, DX or not) have a full and
short version of their site name and a unique MARC Organization Code.
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Steps for building your union catalog
2. Enter your union catalog's site and cataloging information through the union catalog's
System Setup. For instructions, see page 95.
3. If your union catalog will be using data exchange, the union catalog database and DX
member databases must be linked to a Follett Data Exchange Server before you can add
the DX members to the union catalog. For more information and instructions, see the
Follett Data Exchange Guide (fscdx.pdf). After completing all the steps outlined in the
checklist, continue with the following steps.
4. Enter the site and cataloging information for your nonDX members through the union
catalog's System Setup. For instructions, see page 101.
5. Configure your DX members through the union catalog's System Setup. Instructions be
gin on page 101, with DX member-specific information starting on page 106. Also see the
Follett Data Exchange Guide (fscdx.pdf).
6. To finish building your union catalog, see What's next?" on page 112.
What is data exchange?
The Follett Data Exchange Server lets you make the most of the union catalog's
best cataloging practices. Data Exchange (DX for short) is a behindthescenes
way to transfer collection data between members and the union catalog. Follett
Data Exchange Server's setup options let you customize the flow of data.
By setting participation levels and filtering rules, the union catalog can control
how and what data is exchanged with its member sites. Once these rules are set,
the Follett Data Exchange Server updates district and member data automatically.
Selected Database Sources in Cataloging lets DX members search the union
catalog database for MARC records, even if they choose not to share their data
with the union catalog.
Rather than the union catalog and all members sharing the same static records,
Follett Data Exchange Server lets each member send and receive MARC records
appropriate to its own quality needs automatically. For example, a member site
with an expert cataloger would not have to receive records from other members,
or even the union catalog. With seven levels of participation, union catalogs and
members can share at the level appropriate for each site.
Behindthescenes rules for merge, match, survival, and bounceback determine
which record will be added to a database. Typically, the record with the most
complete information is the one that is saved to the union catalog database and
then transmitted to members. For example, a brief MARC record is sent to the
union catalog, where it encounters a better record. A merged record is created
and that better record of merged" data is bounced back to the sending member
site.
Note: Data exchange transfers bibliographic and copy records. However, within
these records certain tags are not exchanged: 59x (local notes) tags, 9xx tags
(except for the 940 tags), and any WebPath Express bibliographic tags you
may have in your collection.
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Chapter 6 Building your union
Participation levels
Follett Data Exchange Server's seven levels of participation let you explicitly
define the relationship between the union catalog and each member. The
participation levels determine how information moves between the union catalog
and the member. Before setting this option, you need to know how much
partnering of records each member wants to have. Each level is described below.
Level 1 - In this scenario, no data is shared between the union catalog and the
member. This option is intended for sites that want to manually maintain a
central repository of MARC data, but do not want to have that data automatically
transferred between a site and the union catalog. This option requires that data
either be manually entered or imported at the union catalog. It is not
recommended that data for a specific member be exported from the union catalog
and imported into the member since the member will usually have the most
recent record. Importing data does not ensure that the most robust MARC record
survives.
Level 2 - In this scenario, the member sends all of its data to the union catalog,
but the union catalog sends no data to this member. This option ensures that this
member's data is never replaced by MARC or copy updates or additions at the
union catalog. Level 2 might be applied across an entire union catalog in those
situations where the union catalog database acts solely as a resource for union
catalog OPAC search stations. The downside to this option is that more robust
MARC records at the union catalog never find their way down to the member.
For example, if your district were sharing electronic hyperlinks (856 tags) or
curriculum objectives, these tags would not be transferred to the members.
Level 3 - In this scenario, the member sends no data to the union catalog, but the
union catalog sends all of its data to this member. This option would be ideal for
districts that do all cataloging and distribution at the union catalog. This
environment is commonly referred to as central processing. Items are cataloged
and barcoded at the district level and distributed to member sites.
Level 4 - In this scenario, the member sends added MARC records and all copies
to the union catalog. The union catalog, in turn, sends all data to this member.
The union catalog is protected from having MARC data replaced by updated
records from this member. This option is for member sites who have bad data or
who rely on a parttime or volunteer cataloger. It would be appropriate for sites
that do little or no original cataloging but are in charge of managing their own
acquisitions. Level 4 allows the site to create a MARC record and, if a better
record reaches the union catalog later, that record will be sent back down to the
member due to its holdings.
Level 5 - In this scenario, the member sends all data to the union catalog. The
union catalog sends added MARC and copy records to this member. This
member is protected from having its data replaced with records from the union
catalog. It accepts no changes from the district cataloger. This option could be
used in environments where very little original cataloging takes place at the
union catalog, but the member and the union catalog share acquisition
responsibilities. In this situation, the member would be responsible for original
cataloging (if any) and would be charged with managing its own acquisitions.
This option protects the member from any MARC changes from the union
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catalog, but it also prevents better" records from another level 5 member
replacing its own records. For example, if your district were sharing electronic
hyperlinks (856 tags) or curriculum objectives, these tags would not be
transferred to the Level 5 members.
Level 6 - In this scenario, the member sends all data to the union catalog. The
union catalog only sends changes made by the district cataloger. This could be a
member with an expert cataloger who wants to send records to the union catalog
where there is another expert cataloger for the district. This member does not
want to get records from other member sites, however. If a member participates
at Level 6, it receives all of the benefits of Level 7, but does not receive MARC
changes that originate at any other point in the district other than at the union
catalog database. This option might either be appropriate in a district where most
cataloging is done at the union catalog or at a Level 6 member.
Level 7 - In this scenario, all data is shared equally between the union catalog
and this member. This option is recommended for sites that share cataloging and
acquisition responsibilities with the union cataloger. This option is ideal for
districts that want to share all of their MARC information, including data such as
electronic hyperlinks and curriculum objectives.
Levels 3, 4, 6, and 7 assume that there is a professional cataloger at the union
catalog who performs some central processing. Certain types of MARC changes
should be performed at the union catalog if any members participate at these
levels. If, say, an 856 tag changed on a record already in the union catalog
database and a Level 7 member removed that tag and sent the new record to the
union catalog, because the tag wasn't removed at the union catalog, it would be
put back when the record merged with the existing data. Basically, members
participating at these levels agree to accept changes from the union catalog.
Note: Regardless of the participation level chosen, every DX member running
Catalog Plus on Windows has access to the union catalog database through
the Selected Database Sources (on-demand data sharing) feature (see page
247). This feature is not available on Mac OS.
Filtering rules
You also have control over which part of each member collection is shared with
the union catalog. This is done through filtering rules set for each member site.
These filters apply only for membertounion catalog data and are configured on
a memberbymember basis. These filters are MARCspecific: Material Types; and
copyspecific: Categories, Circulation Types, and Call Number Prefixes. The
copyspecific filters for Categories, Circulation Types, and Call Number Prefixes
filter out information a member would not want to share with the union catalog.
If you catalog a record or copy at the union catalog, however, no filters are
applied; all records will go to the member sites if the participation level allows it.
Sharing MARC records depends on MARCspecific and copyspecific filters. A
MARC record is sent to the union catalog if it passes the MARC filters and there
is at least one qualifying (nonfiltered) copy record attached. A record need only
fulfill one filter criterion before it is stopped from being transferred to the union
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Chapter 6 Building your union
catalog. For example, the MARCspecific filter for Material Types could keep a
member's cataloged AV equipment from being transferred to the union catalog.
A copy record is sent if it passes the copyspecific filters and if its associated
MARC record passes the MARCspecific filters. Copy records at the union
catalog are only sent to the member who owns the copy. A scenario for
copyspecific filtering might be a private source of funding cataloged locally as a
Category if the private funding specified that the funds were to purchase
materials to be used only at the site. By filtering this category, the records for
these items could be excluded from the union catalog. Likewise, you may not
want items with a circulation type of Temporary to go up to the union catalog.
How are the best" records created?
Once a record is transferred to the union catalog, some nonconfigurable filters
are used to create the best possible record.
Matching rules determine whether a remote site already contains a record. If no
match is found, the record is added to the destination database. If a match is
found, the rules are applied and a replacement attempt is made. Further rules
determine if replacing the existing record or merging the two records would
produce the best results. This helps ensure that the best record is in the database.
Bounceback rules help the better union catalog record go back to the member. If
the incoming record loses, the winning record is sent back to the sending
database (if allowed by participation and filter rules). If the incoming record
wins, the record is redistributed to other members based on holdings information
and participation rules.
Setting up your union
The first step in building your union catalog is entering your union catalog's site
and cataloging information in System Setup. To help set up your union catalog
quickly and accurately, we recommend that you gather the following information
before starting:
The official name of your union catalog as you would like it to appear on
reports and your union catalog's MARC Organization Code.
A list of the nonDewey call number prefixes you need when cataloging at
the union catalog.
To start System Setup, open the Follett Applications folder on the computer
desktop, and doubleclick the Union System Setup icon. The System Setup
window appears (see page 33).
Note: You can also access the Follett Applications menu from the Windows
Start | Programs menu or from the Mac OS Apple menu.
Important: The first time you launch System Setup, it creates files that are used by
all the other Follett applications. This process may take a few minutes.
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Entering union catalog site information
1.
To enter your union catalog's site information, from the union catalog's
System Setup menu bar, select Setup. If Union is checked, select Site; if it
isn't, select Union, and then select Setup | Site.
If you're using a Site Setup password, a password dialog appears. Enter the
Site Setup password (by default, MAKEITSO) and click OK. The Site tabs
appear with the Identification tab open. Only the tabs you need are enabled:
Your union
catalog's name
These three fields are required.
If you need to obtain a MARC
Organization Code, see page 36
for instructions.
To cancel changes
before saving
The person to whom all union
catalog mailings are directed
Your union catalog's
mailing address.
Some field names
depend on your ad
dress format (e.g.,
State/Province).
Voice phone number for your
contact person (district librarian,
for example)
The number assigned to
you when you purchased
your software
If your union
catalog owns
netLibrary
eBooks, enter
the account
number to
enable previews
and checkouts.
Your union catalog's federal or
state tax exemption number
Important: For nonUS union catalogs, see step 2 before entering your
information.
Enter your information: the Full and Short Union Names and MARC
Organization Code are required. When you're finished, click Save.
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2.
By default, the Identification tab uses the address format for the United
States. To choose a different address format, select the Information tab:
Country where your union
catalog is located. This will
determine the address format
on the Identification tab for
the union catalog and all
members.
To cancel changes
before saving
After selecting your address format, click Save.
3.
For security purposes, Union Catalog Plus lets you change the passwords
you use to access the applications. To change the application passwords,
select the Passwords tab:
To cancel changes
before saving
The System Setup Cataloging
tabs use the Cataloging password.
See also: For a list of the default
application passwords, see
page 41.
You can change any passwords you like. If you don't want to use passwords,
you may delete any or all of them. After making your changes, click Save.
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4.
Through the union catalog's System Setup, you can enter events for patrons
to view in the union catalog OPAC (see page 410) or with WebCollection Plus
for Union (see page 450). To add or maintain events for the district, select the
Events tab:
To add or edit an event,
see the instructions on
page 44.
To delete an event, select
the event and click Delete.
At the message, click Yes
to proceed.
Events entered at the
union catalog cannot be
deleted automatically.
The events you enter here are not shared (exchanged) with members. After
making your changes, click Save.
Entering union cataloging information
1.
To enter your union catalog's cataloging information, from the union
catalog's System Setup menu bar, select Setup. If Union is checked, select
Cataloging; if it isn't, select Union, and then select Setup | Cataloging.
If you are using the Cataloging password option, a password dialog appears.
Enter the Cataloging password (by default MODTITLE) and click OK. The
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Cataloging tabs appear with the Call Numbers tab open. Only the tabs you
need are enabled:
To cancel changes before saving
To save you time when you add
a new copy record, Cataloging
looks in the locations you define
here for a default call number for
the copy record.
This information is also used by
several reports. For more
information, see page 47.
In the Tag and Subfields text boxes, type the most probable locations for the
call number in your MARC bibliographic records, and then choose Save.
2.
To define the call number prefixes for the union catalog, select Call Num
Prefixes:
To add or edit a call number
prefix, see the instructions
on page 50.
Currently defined
call number prefixes
By default, numeric call
numbers are followed by
symbols and alphabetic
prefixes. To control how call
numbers are sorted, see
page 51.
Deletes the selected call
number prefix. Prefixes that
are included in the Custom
sorting list (see page 51)
can't be deleted.
A prefix can contain any three characters except for Dewey numbers
(000-999), periods, and leading or embedded blank spaces. For additional
information on call number prefixes, see page 50.
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3.
System Setup lets you set starting and ending tag numbers to determine if a
record is brief or full from the Brief Records tab:
A brief record has no information
in the specified tag range. For
more information, see page 54.
To cancel changes
before saving
Resets the brief record range to
the defaults: 305 through 899
After making any desired modifications, click Save.
4.
A number of settings are controlled from the Misc tab. For information about
these options, see the table of miscellaneous Cataloging options on page 56:
To cancel changes
before saving
To ignore leading
articles in selected
languages, see
page 57.
To arrange your
member databases
in groups
Make certain to save the changes you made to the Misc tab.
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From the Misc tab, you can also arrange your member databases into groups.
In WebCollection Plus for Union, users can limit their searches to these
groups.
Important: You must set up your members before you can create groups. See
Setting up your members" below for more information.
To group your member databases, click the Group button on the Misc tab.
From the Groups dialog, you can add, edit, or delete groups.
To add a new group, click New. To update
an existing group, select it from the list,
and then click Edit.
Shows the members you can assign
to this group. To assign a member,
highlight it and click Add.
Shows the members assigned to this group. To remove a
member from a group, highlight it and click Remove.
Each group should have a meaningful description. For example, a group
name like Elementary school libraries" would be more meaningful to a
patron than Bob's library group." After assigning (or removing) the
appropriate members, click Save to retain your changes.
If you need to delete a group, just select the description from the Groups list
and click Delete.
After entering your union catalog information, see the following section, Setting
up your members."
Setting up your members
Once your union catalog is set up, you're ready to begin incorporating your
members.
Important: If you're creating a union catalog that will use data exchange, before
you can add any DXenabled members, the union catalog database
and DX member databases must be linked to a Follett Data Exchange
Server. For more information, see the Follett Data Exchange Guide
(fscdx.pdf). After configuring the Follett Data Exchange Server(s), use
the following sections to finish setting up your members.
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You add and maintain members through System Setup. To start System Setup,
from the computer desktop, open the Follett Applications folder and doubleclick
the Union System Setup icon. The System Setup window appears (see page 33).
Note: You can also access the Follett Applications menu from the Windows
Start | Programs menu or from the Mac OS Apple menu.
To add or modify a member, from the System Setup menu bar, select Setup |
Member. The Members dialog appears:
Lets you access a member's site
and cataloging setup. Please
note that you cannot modify this
information for a DX member at
the union catalog.
Removes the selected member,
their copies, and their setup
information. See page 112 for
important information.
This list identifies your defined
members and whether they are
participating in data exchange
(DX) or not (NonDX).
These options only apply to DX
members. For more information,
see Updating DX member
information" on page 112.
From this dialog you can add, update, or remove both DX and nonDX members.
You'll find the instructions for setting up your nonDX members in the following
section, Defining your nonDX members." Instructions for setting up your DX
members begin on page 106.
Important: For information about deleting members, see page 112.
Defining your nonDX members
To add nonDX members to your union catalog, you must enter each member's
site and cataloging information in the union catalog's System Setup. To help set
up your members quickly and accurately, gather the following information
before you start:
Each member's official name, as it should appear on reports, and a short but
recognizable version of their name, which will identify their holdings in the
union catalog's Cataloging, OPAC, and WebCollection Plus applications.
Member contact information.
Each member's MARC Organization Code.
The barcode symbology each member uses for library materials.
A list of each member's circulation types the codes and descriptions they
use to identify their different lending periods (e.g., overnight, oneweek, etc.).
A list of each member's categories the codes and descriptions they use to
group related items in their collections (e.g., new items, reading lists, etc.).
Important: The setup information you enter for the member must match the
setup information at the member's site. If there are differences, you
may encounter problems when you import the member's data.
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Entering member site information
1.
To add a new nonDX member, from the Members dialog (see page 102), click
New. A message appears, asking if this member will participate in automated
data exchange. Click No.
Note: To update the setup information for a nonDX member, select the
member and click Edit.
If you're using a Site Setup password (see page 97), a password dialog
appears. Enter the Site Setup password (by default MAKEITSO) and click
OK. The Site tabs appear with the Identification tab open. Only the tabs you
need are enabled:
Member's name
These three fields are required.
If the member needs to obtain a
MARC Organization Code, see
page 36 for instructions.
The person to whom all
mailings are directed
Voice phone number for your
contact person (head librarian,
for example)
The member's federal or state
tax exemption number
To cancel changes
before saving
The member's
mailing address.
The field names
use the address
format of the union
catalog (see page
97).
If the member
owns netLibrary
eBooks, enter the
account number
to enable
previews and
checkouts.
Enter the member's information: Full and Short Site Names and MARC
Organization Code are required. When you're finished, click Save.
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2.
To define the barcode symbology the member uses for their library materials,
select the Barcodes tab:
Select the symbology
the member uses
for library materials.
To cancel changes
before saving
Only the text boxes that are
appropriate for the selected
symbology are enabled.
To test the symbology,
see page 40.
Each member can use a Follett Classic symbology plus one additional 8 to
14-digit symbology for their library materials. If they do use Follett Classic
and a nonFollett Classic symbology, you only need to specify the nonFollett
Classic symbology. After making and testing your changes, click Save.
See also: For more information, see Setting up your barcode symbologies"
on page 37 and Appendix D, Barcode symbologies."
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Entering member cataloging information
1.
To enter the nonDX member's cataloging information, from the System
Setup menu bar, select Setup | Cataloging.
Note: If you don't already have the member selected, from the Members
dialog (see page 102), select the member and click Edit. When the
member is open, select Setup | Cataloging.
If you are using the Cataloging password option, a password dialog appears.
Enter the Cataloging password (by default MODTITLE) and click OK. The
Cataloging tabs appear with the Circ Types tab open. Only the tabs you need
are enabled:
To add or edit circulation
types, see page 47.
Deletes the selected
circulation type
The number of copies
attributed to each
circulation type
Sets the selected
circulation types as the
default for all new copies
Circulation types are descriptions of the loan periods for items in the
member's collection. From this tab you can add, edit, or delete circulation
types and define one of them as the default. Cataloging automatically assigns
the default when new copies are added or imported to the collection.
Note: You cannot delete or edit the Regular (R), Noncirculating eBook
(*NC), or Temporary (TEM) circulation types. You cannot assign the
Temporary circulation type to a copy through the union catalog
applications.
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2.
If the member uses categories to group related items in their collection, select
the Categories tab:
To add or edit
categories,
see page 53.
Deletes the selected
category
Each member can have
up to 2,000 categories.
From this tab you can add, edit, or delete categories for the member. For
more information about categories, see page 52.
Note: You cannot delete or edit the Temporary category. You cannot assign
the Temporary category to a copy through the union catalog
applications.
If you're building your union catalog, repeat these steps for each nonDX
member in your union catalog. If you need to add any DX members, see the
following section, Defining your DX members." After you add all your
members to the union catalog, see What's next?" on page 112.
Defining your DX members
To add DX members to your union catalog, you must connect the Follett Data
Exchange Server(s) supporting the union catalog's database and each member's
database and set up certain data exchange rules for each member in the union
catalog's System Setup.
Important: Before you can add any DXenabled members, the union catalog
database and each DX member database must be linked to a Follett
Data Exchange Server. For more information, see the Follett Data
Exchange Guide (fscdx.pdf).
Setting up DX members requires knowledge of your members' cataloging
practices and preferences as well as some technical information. To help set up
your members quickly and accurately, we recommend that you gather the
following information before you start:
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Connection information for the Follett Data Exchange Server(s) supporting
the union catalog's database and each member's database, including IP
addresses and any user IDs or passwords that may be required.
Each member's level of participation (see page 93).
Any material types, categories, call number prefixes, or circulation types the
member wants to exclude from the union catalog database (see page 94).
The location where you want to monitor any errors that might occur.
Connecting the Data Exchange Servers
1.
To add a new DX member, from the Members dialog (see page 102), click
New. A message appears, asking if this member will participate in automated
data exchange. Click Yes. Once you confirm that you want to proceed with
the connection, the first Data Exchange Connection Builder dialog for the
union catalog appears:
Enter the IP address of the union
catalog's Data Exchange Server.
Select this option if you want the
application to remember this information
for the next DX member you add.
Enter the IP address of the union catalog's Data Exchange Server, and click
Connect.
2.
The Data Exchange Connection Builder dialog for the member appears:
Enter the IP address of the member's
Data Exchange Server.
Note: If one Follett Data Exchange
Server supports both the union catalog
and the member, the IP address will be
the same for both.
Enter the IP address of the member's Data Exchange Server, and click
Connect.
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3.
If more than one member database is supported by the Data Exchange Server
you specified in step 2, a list of the supported member databases appears:
This list shows all the member
databases linked to this Follett
Data Exchange Server.
Choose the member you want to add to the union catalog and click Select.
The Data Exchange Properties dialog for the selected member appears. To
define how this member participates in the union catalog, see the following
section, Setting the data exchange rules."
Setting the data exchange rules
From the member's Data Exchange Properties dialog, you specify exactly how
the member participates in the union catalog.
Important: To avoid unnecessary network traffic, we recommend that you click
Save only after all of your setup options have been selected.
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1.
To define the relationship between the member and the union catalog, select
one of the options on the Level of Participation tab. This selection determines
what information moves between the member and union catalog databases:
2.
If there are any material types, categories, call number prefixes, or circulation
types the member wants to exclude from the union catalog database, select
them from the Filter Rules tab:
When you select an option, a brief
explanation appears on the dialog.
For a complete explanation of the
levels of participation, see page 93.
Highlighted items will not be sent to the
union catalog database. If necessary,
you can select multiple items from
each list.
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Note: Since filter rules prevent records from being sent to the union catalog,
reports run at the union catalog may not exactly reflect the member's
collection.
3.
From the Error Logging tab, you specify the types of errors that should be
logged and where to log them. Where you choose to log the errors depends
on the availability and location of your district's technical personnel:
If communications fail, any pending transactions
will simply wait until communications resume.
Error messages usually indicate a transaction
that couldn't be completed (e.g., the record was
in use by the partnering database).
Data Exchange will automatically attempt to
resend these transactions in the next batch of
updates.
Errors are logged at the specified Follett Data
Exchange Server in the Windows NT/2000 Event
Viewer's Application Log (see the Follett Data
Exchange Guide (fscdx.pdf)).
Note: If one Follett Data Exchange Server
supports both the union catalog and the member,
select only one location.
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4.
From the Connection tab, you specify the member's connection type:
Currently, a fulltime connection to the union
catalog (i.e., a LAN or a WAN) is the only
supported connection type.
5.
To save your settings, click Save. A message appears, asking if you want to
reload the data from the member. If you've just added the member, click Yes.
Note: If you're editing a member's connection, we recommend reloading the
data if you changed the participation level or filters.
Once the DX member's information has loaded, you can view (but not edit) their
site and cataloging information. From the Members dialog (see page 102), select
the DX member, and click View. Any changes the member makes to this
information will be reflected at the union catalog. For information on the site and
cataloging information, see page 103.
To obtain a brief summary of the DX information, generate a System Information
Report at the union. For the union catalog, it lists the number of DX records in the
transfer queue, the database ID, the retry time, and the IP address of the union
catalog's Data Exchange Server. In the Member Information section are the full
site name, MOC, member ID, the member's Data Exchange Server IP address,
participation levels, and filters of each DX member. The information for each
non-DX member is limited to the full site name, MOC, and member ID. For more
information about this report, see page 581.
If you're building your union catalog, repeat these steps (starting with
Connecting the Data Exchange servers" on page 107) for each DX member in
your union catalog. Once all your members have been added to the union
catalog, see What's next?" on page 112.
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Updating DX member information
At some point, you may need or want to update a DX member's information:
To change a member's participation level or filtering rules, from the
Members dialog (see page 102), select the member and click Connect. The
member's Data Exchange Properties dialog appears. See Setting the Data
Exchange rules," starting on page 108.
If a DX member needed to restore their database from a backup, you'll want
to reload the member's data so that the union catalog database remains
accurate. To reload the member's data, from the Members dialog (see page
102), select the member and click Reload.
When you reload a member, the member's holdings are deleted from the union
catalog database and then reloaded using their current participation level and
filters.
Important: Reloading a member's data, either by selecting Reload or after making
changes to their connection information, happens automatically, but
the process may take several hours to complete.
Deleting a member
You can remove a member from the union catalog database through System
Setup. However, while deleting a member will remove the member's holdings, it
won't affect the title record. After deleting a member, you may find titles in the
union catalog database without any copies. To delete these records, run the
Global Delete Titles Without Copies feature in Cataloging (see page 335), or,
before you delete the member, export their holdings (see page 317) and select the
Delete Titles/Copies After Export option. Only titles that aren't held by another
member are deleted.
To delete a member, from the Members dialog (see page 102), select the member
and click Delete. A message asking you to confirm your choice appears. To
proceed, click Yes.
Warning: Deleting a member removes all of that member's holdings and their
setup information from the union catalog database. This process may
take a long time. Once confirmed, the process cannot be stopped.
Important: To completely remove a DX member from the union catalog, after you
delete them in System Setup, the link between their database and
their Follett Data Exchange Server must also be deleted. For
instructions, see the Follett Data Exchange Guide (fscdx.pdf).
What's next?
Now that you've finished setting up your union catalog and all your members,
there are still a few tasks to complete:
Import the records from your nonDX sites. To ensure that your union catalog
contains the best MARC records possible, you'll need to import all of your
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nonDX members' full records before importing any brief records. You also
need a general idea of the quality of each member's MARC records and
attempt to import the highest quality records first:
1.
Have your nonDX members export all their full records and then export
all their brief records. Make certain they include copies with both and
indicate which export file is which.
2.
Once you have the records from all your members and have decided
which files to import first, you can import them into your union catalog
database through Cataloging. For instructions, see page 295. Make
certain to select the options to skip existing MARC records and barcodes,
unless you want the imported records to overwrite records in the union
catalog database. If you're not certain that your nonDX members set up
a MARC Organization Code before exporting, choose the option to
Assign copies to member," and then click Select member to choose the
appropriate member.
If you have search stations for the union catalog OPAC, there are many
features you can customize. For details, see Chapter 33, Setting up your
search stations."
Prior to v4.x of the Follett applications, vendors were identified by a code. As
of v4.x, each vendor can be identified by a 30character description instead.
If you want to replace vendor codes with descriptions, use Cataloging's
Global Update Copy. For instructions, see page 326.
Considerations for nonDX members and unions
If your union catalog isn't using data exchange for some or all of your members,
you'll periodically need to update their holdings if you want to maintain an
accurate union catalog. Either of the following options requires some extra effort
and cooperation on the part of both the union catalog and the nonDX members:
Have your nonDX members export their records (with copies) by Title Date
Added/Updated on a regular basis and send you the file to import.
However, importing this file won't reflect any copies that have been removed
from the member's collection. Ask your nonDX members to track and report
any copies they delete. Cataloging does generate an exception report with a
barcode whenever a copy is deleted; you could suggest that your members
save these reports and send them to you with the import file. You could then
delete these holdings from the union catalog database.
Have your nonDX members periodically export all their records (with
copies) and send you the file. You could then export all their holdings,
selecting the Delete Titles/Copies After Export option (see page 317), and
repeat the build process (see the bullets on page 112). If you choose this
option, remember that you want to import the highest quality records first.
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Notes
115
Circulation Desk
Chapter 7 Circulation Desk basics
The basic features of Circulation Desk discussed in this chapter include the
following: starting Circulation Desk; limiting access for Circulation Desk
workstations; configuring your Receipt Printer (Transaction Tracker); displaying
patron pictures; basic Circulation Desk transactions typing or scanning
barcodes, selecting patrons or copies with the Find Patron and Find Title buttons;
handling block conditions; viewing and printing patron information; viewing the
status of a copy; and designating items as at the bindery or on interlibrary loan.
What is Circulation Desk?
The Circulation Desk is a software equivalent of your library or media center
circulation desk. From the Circulation Desk application, you perform all the same
functions by computer as you would manually from your physical circulation
desk. Checking out copies, renewing, checking in, placing copies on hold or
reserve, managing patrons, and assessing fines are all done from the Circulation
Desk windows.
Note: Before you begin using Circulation Desk, you must complete all of the
tasks in Chapter 2, Setting up your site," Chapter 3, Preparing to catalog
your collection," and Chapter 5, Preparing to circulate your collection."
These chapters contain instructions for setting up your site information,
patron types, and circulation types and policies. You must also create or
import all of your patron records and MARC bibliographic records and
copies. See the Patrons and Cataloging units for more information.
Starting Circulation Desk
To start Circulation Desk, from the computer desktop, open the Follett
Applications folder and doubleclick the Circulation Desk icon. If you defined a
password for Circulation Desk in System Setup, a password dialog appears. The
default password for Circulation Desk is CHECKITOUT. Type the password in
the text box and choose OK.
Note: You can also access the Follett Applications menu from the Windows
Start | Programs menu or from the Mac OS Apple menu.
If this is the first time you've started Circulation Desk on the current date, a
message appears asking you to confirm the system date and time. If you're
running Circulation Desk on:
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Windows: To accept the date and time stated in the message, click No. To
change the system date or time, click Yes and the Windows Date/Time
Properties dialog appears. After you make your changes, the date/time
confirmation message displays the new settings. You can change the system
date/time again, if necessary. Otherwise, choose No to continue.
Mac OS: To accept the date and time stated in the message, click OK. To
change the date or time, from the Mac OS Apple menu, select Control Panels
| Date & Time. After making your changes, click OK to close the message.
Important: Changing the date/time changes the operating system date/time,
not just the date/time used by Circulation Desk.
When you start Circulation Desk for the first time each day, Circulation Desk
does a few housekeeping tasks. If there are any events in the system and you
specified automatic deletion for expired events (see page 43), the system checks
the date of all events. Any deleted events are indicated on the Daily Events
Processing progress dialog.
If there are any holds or reserves in the system, the Daily Holds Processing
progress dialog appears after Circulation Desk processes the events. If
Circulation Desk takes any action on a hold, such as readying or deleting a hold,
this information is sent to the Daily Holds Processing exception report. If the
pre-reserve processing date for a reserve has arrived, information about the
items you need to retrieve is included in the Daily Holds Processing exception
report. For more information about the Daily Holds Processing exception report,
see page 171.
After you respond to all the startup messages, Circulation Desk opens at the
Check Out window. The following shows the Check Out window after a
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successful checkout and describes the basic elements of many of the Circulation
Desk windows:
Menu bar
Find Patron and Find Title buttons
Circulation Desk toolbar
(the depressed button, which
is darker, indicates the active
window)
To get help on the current window
The Special Due
Date is active if a
date appears here.
The barcode you type
or scan appears here.
The patron information box
appears here in the Check
Out, Holds/Reserves, Fines,
and Lost Copies windows.
When File | Show
Patron Picture is
selected, the
Patron Picture
window displays
the photo attached
to the patron's
record.
Your library's
name
Current patron statistics, including number of checkouts, number of overdue items,
number of holds and reserves ready, and cumulative fine amount, not including refunds.
The Renew button is enabled
when the patron has copies checked out.
To print receipts for patron transactions
if you have the Transaction Tracker installed.
To view or print detailed patron information.
To access the Edit Patron dialog.
Brief patron information, including Name, Barcode, Patron ID, and Location 1.
The prompt for Location 1 can be customized in System Setup.
From the menu bar, you can access the following submenus and help:
File Contains the commands for setting up receipt printing, showing or
hiding patron pictures, and limiting or restoring access to Circulation Desk.
Use the Exit/Quit command to close Circulation Desk. On Mac OS, it also
contains a Page Setup command.
Circulation Use these commands to switch between the Circulation Desk
windows, find a patron or title, add or edit a patron, preview due dates, or
set a special due date.
Help Contains the commands used to access the help topic, menus, and
glossary. From the About dialog you can see product information, the current
number of patrons, titles, and copies in the system, and run the System
Circulation Statistics and System Information Reports (see Chapter 39,
System reports").
To switch between the Circulation Desk windows, select the toolbar button that
corresponds to the activity you want to perform, or select it from the Circulation
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menu on the menu bar. You can also switch between windows by using the key
combinations on the Circulation menu. When you switch windows, Circulation
Desk retains the current patron. Because it does so, if you discover during a
renewal that the patron owes a fine, you can switch to the Fines window and
record a payment without scanning or entering the patron barcode again.
Pressing ESC clears the current patron.
To switch between circulation functions without using a mouse or keyboard, you
can use the laminated Circulation Desk Command Sheet. Scan the barcode of the
function you would like to perform and then continue with the operation.
Important: Scanning command barcodes works only when you are in the Check
Out, Check In, Holds/Reserves, Fines, Renewals, Lost Copies, or
Copy Status windows.
Circulation Desk security
Circulation Desk provides several ways of ensuring security:
There are three passwords that you define in System Setup for protecting
Circulation Desk: a password for starting Circulation Desk, a password for
overriding block conditions, and a password for changing the Circulation
setup options (see page 40).
Pressing the ESC key clears all patron and title information from any
Circulation Desk window. You can also set up an inactivity timeout option in
System Setup to automatically clear all patron and title information from a
Circulation Desk window after a specified period of time (see page 88). You
can use both of these features to protect patron information.
If you want to limit the access that student helpers or aides have to your
system, you can configure the individual Circulation Desk workstations for
limited operation. You can limit access to Check Out, Check In, or both. You
can also limit the ability to search for a patron or title. For more information,
see the next section, Limiting and restoring access to Circulation Desk."
Limiting and restoring access to Circulation Desk
When you want to limit the access that your student helpers or aides have in
Circulation Desk, you can configure the individual workstations they use by
doing the following:
1.
From the File menu, select File | Limit Circulation Desk Access. To set up
limited access, you must define a password for Circulation Desk in System
Setup. Type the password in the text box and choose OK.
Important: You cannot continue with this feature until you set up a
Circulation Desk password in System Setup.
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2.
Once you enter the password, the Limit Circulation Desk Access dialog
appears:
Starts the Limited Access
mode. Once access has
been limited, the Circulation
Desk password will be
required to restore full
access.
Select one or both circulation operations.
If neither is selected, a message appears.
Check these boxes when you want patrons
to be able to search for patrons or titles.
When these boxes are unchecked, patrons
must use a barcode to find a patron or title.
Lets user view, edit, or delete important
messages.
Displays any circulation note
entered in the copy editor.
Lets user print a receipt for circulation
transactions (only available if
Transaction Tracker is installed).
Note: Since the Limited Access options are applied to the individual
workstations, you must set up each workstation separately.
Limiting access to Circulation Desk affects certain features:
Special Due Date If you wish to use a Special Due Date for your check out
transactions, the date must be set before entering Limited Access mode. The
Special Due Date button is disabled in Limited Access mode.
Renewals When you enter the Limited Access mode, the Renewals button is
disabled. However, you can renew items by simply checking them out again.
Record InLibrary Usage During checkin, if you want to record the inhouse
usage of books not checked out, make sure that Record InLibrary Usage is
selected on the Check In window before you enter the Limited Access mode.
For more information, see Reshelving items"on page 152.
Block Conditions To stop workstation users from clearing all block
conditions, even in Limited Access mode, you must set up the Circulation
Desk Override password in System Setup (see page 40).
Add/Edit Patron The Add and Edit Patron funtions are disabled while in
Limited Access Mode.
Patron Pictures To show or hide patron pictures, the File menu choice must
be made before entering Limited Access mode.
Patron Information Patron information such as address, fine history, and
holds, is never available from the Limited Access mode.
When you want to restore the workstation to full operation, do the following:
1.
From the File menu, select File | Restore Full Access. In the password dialog,
type the password you defined for Circulation Desk in System Setup and
then choose OK.
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Important: You cannot continue with this process until the correct password
is entered.
2.
Once you enter the password, full access to Circulation Desk is restored.
Receipt Printer (Transaction Tracker) setup and printing
If your library prints receipts for patrons, you can customize the information
printed on the receipts. These options are only available if you have purchased
and installed the Transaction Tracker for Circulation Plus. You also need to install
a printer driver. For Mac OS workstations, there isn't a driver to install; however,
the Transaction Tracker must be connected directly to the computer.
Note: Since the Transaction Tracker setup options are applied to the individual
workstations, you must set up each workstation separately.
See also: For more information about how to install the Receipt Printer
(Transaction Tracker) software and driver, see the Installation Guide.
From the Circulation Desk File menu, choose Receipt Printer Setup.
Saves the Transaction
Tracker settings
Select the items you wish to
appear on the printed receipt.
When these items are
selected, they will not be
printed on the receipt.
Prints at the top of
each receipt
Prints at the bottom
of each receipt
When this option is selected,
the site information prints on
the receipt.
Select the printer that has
been set up to print receipts
On Mac OS, select the port
to which the printer is
attached.
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Receipts can be printed from several areas of the Circulation Desk, including
Check Out, Holds/Reserves, Fines, and Lost Copies. Each receipt will be printed
based on the setup defined. The following graphic is an example of a receipt:
Follett High School
55 North Street
McHenry, Illinois 99999
03/29/2002 @ 12:01pm
Reading is Fun!
Adams, Michael
P 2135430
Today’s Check Outs
––––––––––––––––––––––––––––––––
Tom Sawyer
Barcode: T 100029
Due Date: 04/12/2002
Overdue
––––––––––––––––––––––––––––––––
Huckleberry Finn
Barcode: T 100031
Due Date: 03/25/2002
Pending Fine: $0.40
Note: Pending fines are calculated as of
the report date, and reflect fines that
may be charged if overdue items were
returned on this date.
Outstanding Fines
––––––––––––––––––––––––––––––––
Ten little circus mice
Barcode: T 102347
Fine Type: DAMAGED
Fined On: 03/04/2002
Amount Due: $1.25
Total Fines Due: $1.25
Holds/Reserves
––––––––––––––––––––––––––––––––
The bears’ Christmas
Placed On: T 100004
Expires: 04/30/2002
Status: Pending
A B Cedar : an alphabet of trees
Placed On: T 4939
Expires: 06/15/2002
Status: Reserved 05/15/2002–05/29/2002
Remember – all library books are due by
7/1/2002.
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Showing and hiding patron pictures
If your library has patron pictures for patron records, you will have the option to
show those pictures.
See also: For information on attaching pictures to patron records, see page 189.
From the Circulation Desk File menu, choose Show Patron Picture.
The patron's picture appears in the lower right corner of the Circulation Desk.
The Patron Picture window can be moved to a different location on the desktop.
Note: If no patron picture is available when Show Patron Pictures is selected, the
patron picture window will display the message, No picture available."
To stop displaying patron pictures on the Circulation Desk, choose Hide Patron
Picture from the Circulation Desk File menu.
Transactions 101
The basic transactions you can perform using Circulation Desk include: checking
out and checking in copies, renewing copies, creating fines and collecting fine
payment, marking copies lost, and placing holds and reserves for patrons.
To perform any transaction, you need to retrieve a patron, a copy, or both. There
are three ways to retrieve the patron or title you want:
Scan a barcode label in the Type or Scan a Barcode text box.
Select the patron or title using the Find Patron and Find Title buttons to the
right of the Type or Scan a Barcode text box.
Type a barcode in the Type or Scan a Barcode text box. To look up a patron by
their ID number, type a /" followed by the patron's ID.
To ensure that you retrieve all of your patrons and copies quickly and accurately,
we recommend you use a scanner.
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Chapter 7 Circulation Desk basics
Typing or scanning barcodes
When you successfully scan a barcode, it immediately appears in the Type or
Scan a Barcode text box.
Note: If you type your barcodes and are using a Follett Classic barcode
symbology for both patrons and copies, we recommend that you type the
preceding P" or T" (the type identifier). If you do not, there could be
confusion between patron and library material barcodes.
If the barcode matches the symbology defined in System Setup, but doesn't
match a patron or a copy in your database, a message appears asking if you want
to add the title or patron, depending on the situation.
While in the Check Out window, if you have already scanned a patron
successfully, and then scan a barcode that Circulation Desk cannot identify as
either a patron or a copy, the Unrecognized Barcode message box appears:
To add a new title or patron
Select what you want to add.
See also: For information about adding titles from Circulation Desk, see
Adding a title during a checkout" on page 139. To add patrons from Circulation
Desk, see Adding or editing a patron" on page 139.
Finding patrons or copies
If a barcode is damaged, or not present, you can still search for patrons or library
materials using the Find Patron and Find Title buttons.
Circulation Desk allows you to search for patrons by name, barcode, patron ID
number, and by a phonetic equivalent of the last name (name sounds like).
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From the Circulation Desk window, select the Find Patron button. The Find
Patron dialog appears:
From the Whose drop
down list, select the type of
search you want to
perform. If searching by
name, type the name as
Last, First. If searching by
Name sounds like, type in
the closest phonetic
equivalent of the patron's
last name.
If you have trouble finding a
patron one way, try another
type of search.
You can use the up and down
arrow keys to navigate through
the list of patrons. The HOME
key takes you to the top of the
list, and the END key takes
you to the end of the list.
To initiate the
search
Type the search
string here.
To select the
highlighted patron
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Chapter 7 Circulation Desk basics
From the Circulation Desk window, select the Find Title button. The Find Title
dialog appears:
From the Whose list, select the type of search you want to perform.
If you have trouble finding a title one way, try another type of search.
Type the search string in the text box
and choose Find.
To initiate the
search
You can use the up
and down arrow keys
to navigate through
the list of titles and
copies.
The HOME key
takes you to the top
of the list, and the
END key takes you
to the end of the list.
From the list of
titles, highlight the
desired title and
choose Select.
The list of titles
changes to show
a list of copies for
the title.
Highlight the
desired copy
and choose
Select.
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Important messages for patrons
Once a patron is selected by scanning, typing, or using the Find Patron dialog, if
an important message exists for the patron, this message is displayed. An
important message must be created for the patron in Patron Maintenance or from
the Edit Patron button in Circulation Desk (see How to add or edit an important
message or a note," page 189).
To close the Important
Message and return to
the Circulation Desk
window, click OK.
To remove the Important
Message from the
patron's record, click
Delete. If a password
has been defined for
Patron Maintenance,
enter the password.
To edit the Important
Message, click Edit. If
a password has been
defined for Patron
Maintenance, enter
the password. Edit the
message, and then
click Save.
To remove the message from
the patron's record, click Clear
and then click Save.
Sounds
The following table describes the reasons that sounds might occur when you scan
or type a barcode in Circulation Desk. These sound events are defined in System
Setup and are intended to help you monitor transactions without having to keep
your eyes constantly focused on your computer screen. More than one of these
sounds can occur when you scan a barcode. For information about setting up
sounds for Circulation Desk, see Setting up alert sounds (and more) for your
circulation desk" on page 88.
Note: If your Circulation Desk workstation does not have a sound card, you
cannot define sounds for these events. However, even if you do not have a
sound card, there are default sounds associated with these events that are
emitted by your system speaker.
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Chapter 7 Circulation Desk basics
Circulation Desk barcode scanning sounds
Circulation Desk sound event
Cause for sound
Successful Barcode Entry
Each time you scan a valid barcode, and successfully
retrieve the patron or copy, you hear this sound. If you
are scanning barcodes, this sound plays in addition to
the beep from the scanner.
Block Condition
If you try to perform a transaction that violates the
circulation policies you define in System Setup, you
hear this sound.
Checkout of NonStandard Circ Type
If you check out a copy with a circulation type that is
different than the Standard Circ Type defined in System
Setup (see page 88), you hear this sound.
Patron has Fines or Overdues
If this sound is defined, when you scan a patron's
barcode, you hear this sound if the patron has any
overdue copies or any fines.
Checkin Readies Hold/Reserve
If this sound is defined, when you scan a copy's
barcode, you hear this sound if the copy readies
a hold or reserve.
Checkin Creates Fine
If this sound is defined, when you scan a copy's
barcode, you hear this sound if the copy generates
a fine.
Checkin for In-Library Usage
If this sound is defined, when you scan a copy's
barcode, you hear this sound if the copy checked in
is In-Library Usage.
Checkin of Non-Standard Copy Status
If this sound is defined, when you scan a copy's
barcode, you hear this sound if the copy has a
non-standard copy status.
Checkin of Temporary Item
If this sound is defined, when you scan a copy's
barcode, you hear this sound if the copy is a
temporary item.
Note: A checkin of an item with a non-standard copy status includes an item that
has a status of At The Bindery," Loaned Out," Missing," Lost," or
Refund Due." It also includes the checkin of an item that is not checked
out when In-Library Usage is turned off.
Handling block conditions during a transaction
The circulation policies you define in System Setup regulate transactions in
Circulation Desk with the help of block conditions. Whenever a patron violates a
policy, a message appears listing the policy or policies that the patron has
violated. The following table describes the block messages:
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Transaction block conditions
Message
Cause
Checkout limit reached
The patron is attempting to exceed the maximum number of
copies allowed to this patron type.
The Checkout limit may be set to 0". You can change it in
System Setup.
Checkout limit reached for this
circ type. Proceeding with the
transaction will override the max
imum limit for ALL circ types.
The patron is attempting to exceed the maximum number of
copies allowed to the circulation type set up for this patron
type.
Expired library card
The patron's library card has expired.
Fine threshold reached
The patron's accumulated fines have reached the fine thresh
old defined for this patron type.
The Fine threshold may be set to 0". You can change it in
System Setup.
Holds limit reached
The patron has attempted to place more holds than is allowed
by this patron type definition.
The Holds limit may be set to 0". You can change it in Sys
tem Setup.
Inactive or restricted patron
This patron has a status of inactive or restricted. This usually
means that you have restricted or suspended the patron's
borrowing privileges.
Overdue limit reached
The patron is trying to check out or renew more copies after
reaching the patron type limit for number of overdue copies.
The Overdue limit may be set to 0". You can change it in
System Setup.
Renewal limit reached
The patron is trying to renew a copy that has already been
renewed before and has reached the renewal limit. The
Renewal limit may be set to 0". Change it in System Setup.
Special due date now obsolete
The special due date is in the past. If you override this block,
anything you check out or renew for this patron is automati
cally overdue.
(barcode: <barcode>) is a
Non-circulating copy
Non-circulating eBook (*NC) is a special Circulation Type.
You cannot circulate this circulation type nor override the
block condition message. If you wish to check out this copy,
you must first change its circulation type in Cataloging.
If a block condition exists for a patron, a block condition informational message
will appear each time you attempt to perform a transaction for that patron. In
order to complete the transaction, you need to override the block condition. Once
the block condition has been overridden, the block condition message will not
appear again during the current checkout session. If you perform transactions for
other patrons, returning to the patron with block conditions will begin a new
session, and the block condition messages will again appear until overridden.
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Chapter 7 Circulation Desk basics
If you prefer greater control over the ability to override block conditions, then
you may want to define the Circulation Desk Override password. Once you have
defined the Circulation Desk Override password in System Setup, you must enter
the password to complete the transaction.
Note: You cannot override the block condition, <Title> (barcode: . . . ) is a
Noncirculating copy."
See also: For more information about setting up the block condition password,
see Protecting your Follett applications with passwords" on page 40.
If block conditions appear too frequently while checking out or renewing copies,
you might want to reevaluate and update your circulation policies in System
Setup. For information about setting your circulation policies, see Circulation
policies: who can have what and for how long" on page 76.
Adding or editing a patron record
You can add a new patron from the Checkouts, Holds/Reserves, Fines, or Lost
Copies window by selecting Add Patron from the Circulation menu and defining
the patron information exactly the same way you would when adding a patron in
Patron Maintenance. If a scanned patron barcode is not associated with a patron
in your patron list, Circulation Desk prompts you to add the patron and opens
the Add Patron dialog if you choose to do so. For information about adding
patrons, see How to add or edit a patron record" on page 187.
To edit a patron you must first select a patron from the Find Patron dialog, or by
scanning a patron barcode, then select Edit Patron from the Circulation menu or
click the Edit Patron button to the right of the Patron Group Box. You are
presented with the Edit Patron dialog where you can make your changes.
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Viewing and printing patron information
You can view the following information about a patron from either Circulation
Desk or Patron Maintenance: current checkouts; transaction statistics including
current and accumulated counts; personal information including addresses, and
location and user fields; current and pending fines; current holds and reserves;
and any patron note or important message that has been entered for the patron.
You can print the following information about a patron from either Circulation
Desk or Patron Maintenance: current checkouts, overdues, holds, and reserves;
pending fines, assessed fines; and circulation statistics.
To view or print detailed patron information from a Circulation Desk window,
select a patron and choose Patron Info in the patron information box. The Patron
Information dialog appears with the Checkouts tab open:
Basic patron identification
always appears at the top.
To view the various types of
patron information, select the
corresponding tab.
The Checkouts tab shows a list
of the patron's current checkouts
sorted by due date.
To print
checkouts,
overdues,
holds,
reserves, and
fines
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Chapter 7 Circulation Desk basics
Each tab shows detailed information about the patron:
The Stats tab shows the current transaction counts, the circulation limits
defined in System Setup, and some cumulative circulation statistics.
This column shows the limits defined for
patrons of this patron type. These limits are
defined in the Policies tab in System Setup.
Click to view or print circulation statistics for the
selected patron. For information about the Patron
Circulation Statistics dialog, see page 133.
The Personal tab shows detailed personal
information, including primary and
secondary addresses and phone numbers.
The Fines tab shows a list of the
patron's current assessed fines,
including the balance due for each
fine. If the fine has a note,
doubleclick on the fine to display the
note.
If you chose to automatically
calculate overdue fines in System
Setup and the patron has overdue
items, a note at the bottom of this tab
contains the current pending fine
amount for those overdue items.
The Holds tab shows a list of the
patron's current holds and reserves,
including the current status; when it
expires; and whether it is on the first
available copy or a specific copy.
The Message tab displays any important
message you created in Patron Maintenance.
This message displays each time a patron is
selected in Circulation Desk.
The Note tab
displays any note
you created in
Patron Maintenance
for this patron. This
is the only place this
patron note displays
in Circulation Desk.
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Note: If the Collect Patron Transaction Histories check box in System Setup is
unchecked and you have removed patron history in Utilities, no statistical
information will be displayed on the Stats tab.
To take action on any checkouts, fines, holds, or reserves, switch to the
appropriate Circulation Desk window.
To print patron information from one of the tabs, choose Print on the Patron
Information dialog. The Print Patron Information dialog appears:
The patron's name and barcode
appear at the top of the printout.
Select what information you
want to show on the printout.
If you select this check box, the patron's phone
number does not appear on the printout.
If you select this check box, no
titles appear on the printout.
The following sample shows what the printout might look like:
Springtree Montessori
10/14/2002 @ 03:21 pm
Patron Information
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Name: Mulder, Dana
Barcode: P 20
CHECKED OUT
Barcode
Due Date
Call #
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Artificial intelligence, fulfilling the dream.
T 21054
10/21/2002
VIS 006.3
Everyday life in Bible times.
T 88008
10/28/2002
REF 220.9
Semantics: studies in the science of meaning,
T 21103
10/28/2002
412
OVERDUE
Barcode
Due Date
Est. Fine
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Patron does not have overdue items.
FINES OWED
Barcode
Fined On
Amount
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Area handbook for Japan.
T 21081
09/16/2002
10.00
Artificial intelligence : opposing viewpoints
T 21056
09/27/2002
2.00
Semantics: studies in the science of meaning,
T 21103
09/18/2002
10.00CR
HOLDS/RESERVES
Placed On
Expires
Status
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Metaphor and meaning.
T 21127
10/21/2002
Pending
Poetry, language, thought.
T 20531
09/10/2002
Expired
The key.
T 8053
10/20/2002
Reserved
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Chapter 7 Circulation Desk basics
To view the number of circulation and holds transactions recorded for the
selected patron during a given time period, select the Details button on the Stats
tab. The Patron Circulation Statistics dialog appears:
List includes hours,
days, months, and
years.
Enter a number
from 1 to 90.
Updates the
current data with
the patron's
circulation
statistics for the
selected period.
Prints the patron's
circulation
statistics.
Note: If the Collect Patron Transaction Histories check box in System Setup is
unchecked and you have removed patron history in Utilities, no statistical
information will be displayed in this dialog.
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Viewing the current status of a copy
From the Copy Status window you can retrieve the status of any copy in your
collection by scanning its barcode or by selecting it using the Find Title button.
This feature enables you to find out quickly when a copy is due. The Copy Status
window appears as follows:
You can access and manage the hold queue from the Copy Status window by
choosing the Holds/Reserves button in the Copy Status window. For more
information about the hold queue, see page 165.
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Chapter 7 Circulation Desk basics
To view the recent checkouts of a copy, choose Checkouts in the Copy Status
window. The Checkouts dialog appears:
To view circulation and hold statistics for the selected copy, choose Copy Details.
To view circulation and hold statistics for the title, choose Title Details.
List includes hours, days,
months, and years.
Updates the current data
with the system's
circulation statistics for the
selected period.
Prints the circulation
statistics for the title
or copy selected.
Sending items to the bindery or on interlibrary loan
Circulation Desk does not track items that you loan to other libraries or items that
you send to a bindery for repairs. You must create your own manual tracking
system for these situations. However, you can change the copy status of an item
in Cataloging to At the Bindery or On Loan to indicate the location of the item.
When the items return, you can check them in in Circulation Desk to change the
copy status back to Available. Items that have a copy status of At the Bindery or
On Loan will have a status of OUT in the OPAC.
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Troubleshooting
This table lists some problems that may occur while using Circulation Desk:
Basic troubleshooting for Circulation Desk
Problem
Suggestion
Copy barcode won't scan
Patron barcode won't scan
If a barcode won't scan properly, try cleaning your scanner
head, then consult the documentation that came with your
scanner, or see the Appendix.
If you receive a message stating that the barcode is invalid,
test the patron or copy barcode in System Setup | Setup |
Site | Barcodes to verify that the symbology is valid for your
system.
Can't find the patron
If you're searching for a patron and you've only tried
searching by Name, try searching by barcode and typing the
barcode that appears on the patron's library card. If that fails,
try searching by Patron ID. You can also try searching by the
phonetic equivalent of the last name (Name sounds like).
Can't find the title
If you can't find the title from Circulation Desk using the
Find Title button, which allows you to search by title, author,
subject and series, try switching to Cataloging and using a
different search method, such as by call number.
The following table lists some error messages that might appear while starting
Circulation Desk or while searching for a copy.
Circulation Desk startup and Find Title error messages
Message
Cause
The end of the year is
approaching. Be sure to create a
calendar for ...
You need to create a calendar for the coming year in System
Setup. See also: Setting up your library's current calendar"
on page 85.
There are no copies for this title.
This message appears in the Find Title dialog when you are
attempting to select a title for which there are no copies.
There are no loan periods
defined. You will not be able to
circulate until loan periods have
been defined in System Setup |
Setup | Circulation | Policies.
In order to perform any checkouts or renewals, you must
start System Setup from Start | Programs | Follett
Applications and define your loan periods for all of your
patron types for each of your circulation types.
See also: For information about setting up your loan policies,
see Circulation policies: who can have what and for how
long" on page 76.
Unable to locate ... calendar.
Circulation Desk was not able to locate the calendar for the
Create a calendar in System Setup current year during startup. Exit Circulation Desk before
| Setup | Circulation | Calendar. creating a calendar in System Setup. You should not try to
perform any checkouts or renewals until you set up your
calendar.
See also: For information about creating a calendar, see
Setting up your library's current calendar" on page 85.
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Chapter 8 Checking out items
This chapter provides instructions for checking out copies, adding or editing
patrons during a checkout, adding titles during a checkout, handling
noncirculating items, showing due dates, and setting special due dates for
checkouts and renewals.
Important: It is very important to set up your calendar in System Setup for the
coming year before you check out items in Circulation Desk that will
be due after year's end. If you don't have a calendar defined,
Circulation Desk creates a new calendar for you based on your
default annual calendar. For more information about defining a
calendar, see Setting up your library's current calendar" on page 85.
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How to check out a copy
The basic checkout procedure involves entering two barcodes: the patron barcode
and the copy barcode:
Type or scan the patron barcode. If the patron
barcode is missing or damaged, use the Find
Patron button.
When Circulation Desk retrieves the patron
successfully, the Important Message dialog
displays (if there is a message) and brief
patron information appears in the patron
information box.
To know more about important messages, see
Important messages for patrons," page 126.
Next, scan the copy barcode. If the copy
barcode is damaged or missing, use the
Find Title Button.
Block messages appear if the patron has
violated any circulation policies. If the
Circulation Desk Override password is
defined in System Setup, you must enter
that password to complete the transaction.
To see the current patron's fines or holds and
reserves, select the appropriate toolbar
button.
To get information about a copy's previous
checkouts, choose Copy Status. See View
ing the current status of a copy," page 134.
Before checking out or renewing copies,
check to see if a special due date is active.
To print a receipt for the patron's current
transaction
See Receipt Printing setup and printing on
page 120 for more information.
To view and print detailed information about
the current patron
To access the Edit Patron dialog
When Show Patron Picture is selected from
the File menu, a picture displays if a photo
is attached to the patron's record.
If the checkout is successful, relevant copy
information appears in the title information box.
If no special due date is active, the due date for the checkout is determined by the
circulation policies defined in System Setup (see page 77). If a ceiling date was used to
determine the due date, Ceiling Date Used appears next to the Due Date.
If the copy you are checking out requires special attention, a circulation note may
appear. Circulation notes are attached to the copy record in Cataloging. For more
information about circulation notes, see Chapter 24, Working with copies."
If Circulation Desk cannot find the patron or the title in your database, you can
add them during a checkout. For more information, see Adding or editing a
patron" and Adding a title during a checkout," both on page 139.
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Chapter 8 Checking out items
If the loan period for the copy is defined as zero, a message appears stating that
the copy is noncirculating. For more information about noncirculating copies,
see Handling noncirculating copies" on page 141.
If you try to check out or renew a copy that has a pending or ready hold or
reserve on it for another patron, a message appears asking you to confirm this
action. Since this message does not require a password to override it, you may
want to communicate your policy regarding holds and reserves to your staff.
If you try to check out a copy that has a future reserve on it, and the normal
circulation period would overlap the reserve period, Circulation Desk alerts you
with a message. It also automatically shortens the loan period so that the item is
due on the day before the pre-reserve processing date.
If the reserving patron retrieves the item before the reserve period, you need to
delete the reserve before checking out the item. This avoids any loan-period
shortening intended to protect the reserve.
See also: For more information about searching for patrons or copies, see
Finding patrons or copies" on page 123.
See also: For more information about block conditions, see Handling block
conditions during a transaction" on page 127.
Adding or editing a patron
You can add a new patron from the Circulation Desk main window by selecting
Add Patron from the Circulation menu and defining the patron information
exactly the same way you would when adding a patron in Patron Maintenance.
You return to the Check Out window upon saving the patron record. You can also
add a patron from the Holds/Reserves, Fines, and Lost Copies windows.
Additionally, if a scanned patron barcode is not associated with a patron
currently in your patron list, you are prompted to add the patron and taken to the
Add Patron dialog if you choose to do so. For information about adding patrons,
see How to add or edit a patron record" on page 187.
To edit a patron you must first select a patron from the Find Patron dialog, or by
scanning a patron barcode, then select Edit Patron from the Circulation menu or
click the Edit Patron button to the right of the Patron Group Box. You are
presented with the Edit Patron dialog where you can make your changes. As
when adding a patron, you return to the Check Out window upon saving the
patron record.
Note: You can turn off the ability to add or edit patrons during checkout by using
the Limit Circulation Desk Access function. See Limiting and restoring
access to Circulation Desk" on page 118 for more information. You must
still use Patron Maintenance to delete patrons.
Adding a title during a checkout
When adding titles during checkout, Circulation Desk gives you the option of
creating temporary or permanent records. Whether you add a temporary or a
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permanent record, Circulation Desk assigns a material type of Book (Monograph)
to all titles created during a checkout.
A temporary title record is for titles that change frequently or have short
circulation periods. For example, you might use temporary title records to
circulate paperbacks and unbound magazines. Note, however, that you cannot
change temporary records to permanent records later.
When you create a temporary title, Circulation Desk automatically assigns the
Temporary category and circulation type and the TEM call number prefix to it.
Circulation Desk does this so that you can collect circulation statistics on
temporary copies. In addition, Circulation Desk does not create keywords for
temporary titles when you save the record, and temporary titles cannot be
exported or enhanced with Alliance Plus.
The temporary title and its copy are deleted when the copy is checked in. If,
however, there are any fines or holds on the temporary copy, the temporary title
and copy are not deleted until all pending transactions have been addressed.
Tip: If you intend to add temporary titles from Circulation Desk, you may want
to keep a stack of cards with unused barcodes at the circulation desk. When
you check out a temporary copy, you paperclip the card to the temporary
item. When the item is checked in again, and Circulation Desk deletes the
temporary title and its copy, you can put the card back into the stack so that
it can be reused with the next temporary item.
The option to add permanent title records allows you to quickly create a brief title
record without leaving Circulation Desk and disrupting the checkout procedure.
Note, however, that when you create a permanent title record during a checkout,
Circulation Desk checks to see if the bibliographic record you are adding is a
duplicate if you enter an LCCN, ISBN, or ISSN. If you enter one of these
numbers, Circulation Desk only checks for duplicate titles by looking for records
that contain an identical title and identical LCCN, ISBN, or ISSN. While it is
convenient to add brief records from Circulation Desk, this feature is probably
best used for temporary records. If you do catalog permanent title records from
Circulation Desk, we recommend that you periodically run a Brief Records
Report and enhance your brief records in Cataloging. For more information about
the Brief Records Report, please refer to Chapter 37, Cataloging reports."
Tip: Instead of adding brief records during a checkout, if you use the multiuser
Follett applications and have Cataloging available from your Circulation
Desk workstation, you can open Cataloging to create a full record. If
Cataloging has already been started, you can press ALT + TAB to switch to it.
See also: For more information about cataloging brief and full records, see
Chapter 23, Using the MARC Editor."
Note: You can turn off the ability to add titles during checkout by using the Limit
Circulation Desk Access function. See Limiting and restoring access to
Circulation Desk" on page 118 for more information.
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Chapter 8 Checking out items
1.
In the Type or Scan a Barcode text box, type or scan an unassigned barcode. If
your patron and copy barcodes are distinct, a message appears asking you if
you want to add a title. If Circulation Desk cannot distinguish your patron
from your copy barcodes, a message box appears, giving you the option of
creating a patron or a title record. In either case, if you choose to add a title,
the Add Title dialog appears:
To save the MARC
bibliographic and copy
record.
Select what type of record
to create.
To change the barcode to the
next highest available
barcode. For more
information, see Assigning
barcodes" on page 652.
The unassigned barcode you
scanned appears here.
Only a barcode and a title are
required to create a temporary
title and copy.
If you enter an LCCN, ISBN, or ISSN, Circulation Desk checks
for duplicate MARC records based on the number and the title.
Duplicates are determined by an exact match of the title and
LCCN/ISBN/ISSN. If you do not enter one of these numbers,
Circulation Desk cannot check for duplicates.
Note: With a properly configured scanner, you can scan the
ISBN barcode. For more information, see Appendix H,
Configuring scanners."
2.
When you finish defining the title/copy information, select Save.
If Circulation Desk determines that you may be adding a duplicate MARC
record when you are adding a permanent title, a message appears giving you
the option of either adding a copy to the existing title or adding a new title
and copy to your collection. Choose the appropriate option and select Save to
save the record or Cancel to return to the Add Title dialog.
Handling noncirculating copies
When defining your circulation policies in System Setup, you may decide that
certain materials in your collection, such as reference books, bound periodicals,
or eBooks, should not circulate. There are two ways to handle these items:
You can create a circulation type (in System Setup/Cataloging/Circ Types) and
then edit its loan period (in System Setup/Circulation/Policies), entering 0 (zero)
days. Assuming that there is no special due date in effect, whenever a patron tries
to check out a copy that has a loan period of zero, a message appears, asking you
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if you want to check out the noncirculating copy. If you choose Yes, the
NonCirculating Due Date dialog appears:
To proceed with the checkout
Enter the date and time on
which you want the
noncirculating item to return.
The date and time default to
the current date and time.
If you proceed with the checkout, the noncirculating due date you defined
appears in the title information box on the Check Out window as the due date of
the copy.
Note: Since there is no option to define a password for checking out or renewing
noncirculating copies, you may want to communicate your library policy
regarding noncirculating copies to your library staff.
The second method for handling non-circulating items is to use the
Non-circulating eBook (*NC) circulation type. *NC is a default circulation type
intended for, but not limited to, electronic resources. Its loan period is fixed at 0
(zero) days. Assigning this circulation type to a copy has several effects:
You cannot circulate the copy. When scanning its barcode in the Checkout
window, a block condition message appears. You cannot override the
message, nor enter a non-circulating due date as shown above.
You cannot place a hold, reserve, or fine on the copy. When attempting to do
so, a non-overridable message appears.
You do not inventory the copy. Its inventory status is always Marked.
See also: For information about electronic resource copies, see page 365.
See also: For information about setting up loan policies, see Circulation
policies: who can have what and for how long" on page 76.
Showing due dates
If you want to check the length of time a patron type can check out an item, you
can do so by using the Show Date Window option. This allows you to view the
loan policies set up for your patron types.
See also: For more information about setting up your default patron type,
circulation types, and patron loan periods, see Chapter 5, Preparing to circulate
your collection."
04/04
Chapter 8 Checking out items
From the Circulation menu, select the Show Date Window option. The Date
Window displays:
Select the patron type from list.
Non-circulating eBooks
cannot be checked out.
These dates are based on
the corresponding loan
policies you set up for the
selected patron type.
Note: If a Ceiling Date is being used, the Grace Date is based on the Ceiling Date.
Special Due Dates do not affect the Due Dates shown for a given
Circulation Type.
Special due dates for checkouts and renewals
If you want to override all loan periods (except that for Non-circulating eBooks)
defined in the Policies tab in System Setup, you can do so by using a special due
date. For example, you might want to check out a collection of reference materials
to a teacher for the entire semester for him/her to have in the classroom.
Important: Once activated, the special due date applies to every copy checked out
or renewed afterwards. Be sure to turn it off when you finish checking
out and renewing copies with the special due date.
When a special due date is in effect, a date appears in red in the text box
underneath the Help button on the Circulation Desk toolbar:
Special due date
Be sure to glance at this text box before checking out or renewing copies.
From the Check Out or Renewals windows, select the Special Due Date button.
The Special Due Date dialog appears:
To activate the Special Due
Date, select the check box, and
then type the due date and time
below. The date and time default
to the current date and time.
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Important: If you try to save a special due date that has already passed, an alert
box appears giving you the option of correcting it.
To turn off the special due date, clear the Use Special Due Date check box, and
choose Save.
Troubleshooting
The following table lists some of the error messages you might see in Check Out:
Check Out error messages
Message
Cause
A copy that was at the bindery
According to Circulation Desk, the copy the patron is attempt
must be checked in before it can ing to check out is at the bindery. You must check in the copy
circulate.
before you can check it out. If you keep any records on items
that you send to the bindery, you should update them now.
A copy that was loaned out
According to Circulation Desk, the copy the patron is
must be checked in before it can attempting to check out is loaned out to another institution.
circulate.
You must check in the copy before you can check it out. If you
keep any records on items that you lend to other institutions,
you should update them now.
Deleted temporary ... Barcode
... can now be reused.
This message only appears when you create a temporary copy,
but the transaction was not completed, for example, because
you decided to discontinue a transaction in response to a block
condition. Since the transaction fails, there is no reason for
Circulation Desk to create the temporary title and copy.
Fine threshold reached.
The total net amount of the patron's fines (not including
refunds) is greater than the amount you selected in System
Setup | Setup | Circulation | Policies | Fines Threshold.
Hourly due date is beyond
today. Allow?
The patron is checking out a copy that has an hourly circulation
period, and the calculated due time extends beyond the
library's open hours for today. If you choose Yes, Circulation
Desk continues calculating the due time beginning with the
opening time on the library's next open day. If you choose No,
the closing time on the current date becomes the due time.
<title> <barcode> is a
non-circulating copy.
Check it out anyway?
The copy is non-circulating because the loan period for the
circulation type/patron type combination is 0 (zero).
See also: For information about setting up your circulation
policies, see page 76.
<title> <barcode> is a *NC
non-circulating copy.
The copy is non-circulation because its circulation type is *NC.
To check out this copy, you must first change the circ type.
No loan period set up for patron
type ..., circulation type ...
This copy cannot be checked
out until the loan period is
defined in System Setup |
Setup | Circulation | Policies.
This message indicates that not all of your circulation policies
have been defined in System Setup. The transaction cannot
proceed.
See also: For information about setting up your circulation
policies, see Circulation policies: who can have what and for
how long" on page 76.
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Chapter 8 Checking out items
Check Out error messages (Cont.)
Message
Cause
There are pending holds on ...
Are you sure you want to check
it out to ... instead?
The copy the patron is renewing could satisfy a pending hold.
If you continue with the renewal, the hold remains pending
and could possibly expire before it becomes ready. If you do not
continue, check the copy in to ready the hold.
There is no fixed due date
defined for patron type ...
This message indicates that the patron is checking out a copy
that has a loan period type of fixed. However, there is no fixed
due date defined for the patron type in System Setup. The
transaction cannot proceed.
This copy has been missing
since ...
The copy the patron is checking out was not accounted for
during the inventory for the specified year. After you
acknowledge the message, the checkout proceeds.
When you check out a copy that was missing, the copy status
changes from missing to checked out and the inventory status
changes from missing to marked.
See also: For more information, see Chapter 19, Inventory
basics."
This copy is checked out to ...
Proceed?
The copy the patron is checking out is currently checked out to
someone else. This could indicate that the item was reshelved
before it was checked in. It could also indicate that the barcode
was entered improperly. Make sure the correct barcode has
been entered.
If you allow the checkout, Circulation Desk checks in the copy
and checks it out to the current patron. If you do not allow the
checkout, the copy remains checked out to the previous patron.
This copy is on hold for ... If
you override the hold and
proceed with the checkout, the
hold status will revert to
pending" and will become
ready" again at a later date.
Proceed with the checkout?
The copy this patron is attempting to check out is intended for
the patron who placed a hold on it. If you proceed with the
checkout, the status of the hold changes from ready back to
pending. When the patron who placed the hold comes to
retrieve the copy, you must explain that the hold will be ready
again when a copy returns.
This copy is on reserve for
<reserve date> by <patron> and
must be returned by <duedate>.
Due date has been adjusted.
Proceed with checkout?
The copy this patron is attempting to check out has had a
reserve for a future date placed on it. If you proceed with the
checkout, the loan period is automatically shortened to
accommodate the reserve.
This copy was lost.
The copy the patron is checking out or renewing had a copy
status of lost. This means that someone reported the copy lost
and was most likely assessed a lost copy fine. If so, and if the
patron has paid all or part of the fine, Circulation Desk
generates a refund. If the patron has not made payment on the
fine, then Circulation Desk deletes the fine.
Unable to locate default
calendar. Create a calendar in
System Setup | Setup |
Circulation | Calendar.
This message appears if you have not set up a calendar in
System Setup | Setup | Circulation | Calendar.
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Notes
147
Chapter 9 Renewing items
In Circulation Desk, you can renew some or all of a patron's checkouts from the
Check Out window. You can also renew stacks of copies quickly from the
Renewals window, even if they're checked out to different patrons. This chapter
provides instructions for both renewal procedures.
Renewing all (or some) of a patron's checkouts
The most common way to renew copies is from the Check Out window. After
retrieving a patron, if the patron has any checkouts, the Renew button in the
patron information box is activated:
Check to see if a
special due date
is in effect before
renewing.
Patron information box
To renew all, or
some, of the
current patron's
checkouts
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When you choose Renew, the Renew dialog appears:
To renew all or just
the selected copies
Choose Renew Selected Copies
if only renewing some copies.
If Overdue or Renewal Limit
icons appear here, block
conditions appear if you try to
renew these copies. If the Hold
Pending icon appears here, a
message appears asking you
to confirm that you want to
renew this checkout.
List of patron's current checkouts.
If only renewing some copies,
highlight them on this list.
When you choose Renew in the Renew dialog, the Checkout Renewal progress
dialog appears. If Circulation Desk encounters any block conditions during the
renewal process, a block message appears. When renewal processing is complete,
you can review the new due dates in the Renew dialog. To return to the Check
Out window, choose Cancel in the Renew dialog.
If overdue fines are generated during renewal processing, a message appears
when processing is complete showing the total of the new fines. You can record
payment for those fines by switching to the Fines window. For information about
recording fine payments, see Chapter 11, Dealing with fines and lost copies."
If you try to renew a copy that has a hold pending on it, a message appears
asking you to confirm this action. Since there is no option to define a password
for overriding holds, you may want to communicate your policy regarding holds
to your library staff.
If you try to renew a copy that has a reserve on it, and the normal circulation
period would overlap the reserve date, Circulation Desk automatically shortens
the loan period so that the renewal is due the day before the pre-reserve
processing date. If the processing date has passed and the reserve is pending, a
message appears asking you to confirm the renewal.
See also: For more information about block conditions, see Handling block
conditions during a transaction" on page 127.
04/04
Chapter 9 Renewing items
How to renew a single copy or stack of copies
If a patron, such as a teacher, brings a stack of items to the circulation desk and
wants to renew them, you can renew them quickly without retrieving the patron
information for each item. To do this, switch to the Renewals window and scan
the copy barcode:
Scan or type the copy barcode
here.
Brief copy information appears in
the title information box.
Check to see if a
special due date
is in effect before
renewing.
Brief patron information appears
in the patron information box.
If any block conditions apply to the patron who is trying to renew the item, a
block message appears. For more information about block conditions, see
Handling block conditions during a transaction" on page 127.
If the copy you're renewing requires special attention, a circulation note may
appear. Circulation notes are attached to the copy record in Cataloging. For more
information about circulation notes, see Chapter 24, Working with copies."
If the copy you are renewing is overdue, and if a fine is generated, a message
appears. You can record a fine payment by switching to the Fines window. For
information about recording fine payments, see Chapter 11, Dealing with fines
and lost copies."
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Troubleshooting
The following table lists some messages that might appear while renewing copies
from the Renewals window. For other messages that appear while renewing
copies, see Troubleshooting at the end of Chapter 8, Checking out items."
Renewal error messages
Message
Cause
This copy is at the bindery and
cannot be renewed. Please
check it in.
According to Circulation Desk, the patron is attempting to re
new a copy that is at the bindery. This might indicate the item
was not checked in when it came back from the bindery. To
proceed, check the copy in. A message similar to this one ap
pears. Make a note that the copy has returned from the bindery.
You can now check the copy out to the patron.
This copy is lost and cannot be
renewed. Please check it in.
This message might indicate the patron has found a copy that
he has previously reported lost and is trying to renew it. To
proceed with the transaction, check it in. A message similar to
this one appears. You can now check the copy out to the patron.
Note: When you check in the copy, if the patron has paid all or
part of the lost copy fine, Circulation Desk generates a refund
for the amount paid. If the patron has not made payment on
the fine, then Circulation Desk deletes the lost copy fine.
This copy is missing and cannot
be renewed. Please check it in.
The patron is attempting to renew a copy that was not ac
counted for during a previous inventory. To proceed, check the
copy in, then switch to the Check Out window, and check the
copy out to the patron.
This copy is not checked out
and cannot be renewed.
According to Circulation Desk, the patron is attempting to re
new a copy that hasn't been checked out. This could indicate
that the barcode didn't scan properly. Try scanning the barcode
again.
This copy is on hold for ...
Since the copy is not checked
out, it cannot be renewed.
According to Circulation Desk, the copy should have been on
the hold shelf. If you want to allow the transaction, switch to
the Check Out window and check the copy out to the patron.
This copy is on loan and cannot
be renewed. Please check it in.
According to Circulation Desk, someone is trying to renew a
copy that is loaned out. If you want to allow this transaction,
check the copy in and then check it out to the patron. Be sure to
inform the borrowing library that the item has returned, and
update your records.
Recirculating temporary
material. Proceed?
The copy the patron is renewing is a temporary copy, meaning
that you intended this copy to have a limited circulation life. If
you renew this copy for the patron, the temporary title and
copy will remain in the system until the copy is checked in.
See also: For information about temporary copies, see Adding
a title during a checkout" on page 139.
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Chapter 10 Checking in items
This chapter provides instructions for checking in copies and handling items on
hold or on reserve.
How to check in a copy
Circulation Desk prompts you for the copy barcode at the start of a checkin:
When you scan or type the copy barcode, it appears here.
If the copy's barcode is missing or damaged, try searching for the copy by
title. For information about the Find Title dialog, see page 125.
This records circulation
statistics for items used in
the library even though
they were not checked
out.
See Reshelving items"
on page 152 for more
information.
When the copy
checks in, brief copy
information appears
in the title
information box.
Brief information
about the patron who
had the copy
checked out appears
in the patron
information box.
If Circulation Desk
assesses an overdue fine
for the copy, a message
appears after the Due Date,
displaying the amount.
To view or print more
detailed patron
information
To edit the patron record
If the copy you are checking in requires special attention, a circulation note may
appear. Circulation notes are attached to the copy record in Cataloging. For more
information about circulation notes, see Chapter 24, Working with copies."
If Circulation Desk creates a refund for a copy that had been marked lost, or if the
copy you just checked in satisfies a hold or reserve, a message appears.
If you check in an overdue copy, a message appears after the Due Date in the title
information box. If the patron is at the circulation desk and wants to pay the fine,
you can record fine payment by switching to the Fines window.
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If you want to be alerted by sound when a copy that was checked in readies a
hold or reserve, creates a fine, represents In-Library Usage, has a non-standard
copy status, or was a temporary item, see the section on setting up alert sounds
on page 88.
See also: For information about recording a fine payment, see Chapter 11,
Dealing with fines and lost copies."
See also: For information about recording items scanned with a PHD for
reshelving, see Chapter 13, Circulating items with a PHD."
Handling items on hold or reserve
When a patron returns a copy, Circulation Desk checks the hold/reserve queue
for any pending holds or reserves on the copy or the title. If it finds either, the
copy status for the copy just checked in changes to On Hold and a message
appears stating that the hold (or reserve) is ready for the requesting patron. Place
the copy on the hold shelf and notify the waiting patron. You can print Ready
Hold Notices in Reports.
If you want to be alerted by sound when a copy that was checked in readies a
hold or reserve, see the section on setting up alert sounds on page 88.
If you check out, to another patron, a copy that has a hold on it, a message
appears, asking you to confirm the checkout. If you do so, the hold status of that
item changes back to pending.
If you check out, to another patron, a copy that has a reserve on it, and the
normal circulation period would overlap the reserve date, Circulation Desk
automatically shortens the loan period so that the item is due on the day before
the pre-reserve processing date. If the processing date has passed and the reserve
is pending, a message appears asking you to confirm the checkout. If you do so,
the reserve status of that item changes back to pending.
See also: For more information about holds and reserves, see Chapter 12,
Managing holds."
Reshelving items
Record InLibrary Usage lets you track items that have been used in your library
but not checked out before you reshelve them. The usage statistics are
incremented for each item that is scanned to show that the item was used, even
though it was not checked out.
If you want to be alerted by sound when a copy that was checked in represents
In-Library Usage, see the section on setting up alert sounds on page 88.
If you deselect the Record InLibrary Usage check box, you cannot check in an
item that has not been checked out. A message appears when you try to check in
such an item, stating that the item has not been checked out.
Troubleshooting
The following table lists some other messages that can appear during a checkin.
04/04
Chapter 10 Checking in items
Message
Cause
The copy cannot be checked
in. It has not been checked
out.
This message might appear if you are checking in copies that had
not been checked out. You do not need to check these copies in
before reshelving them.
Note: You do not receive this message if Record InLibrary Usage
check box is selected.
Fine threshold reached.
The total net amount of the patron's fines (not including
refunds) is greater than the amount you selected in System Setup
| Setup | Circulation | Policies | Fines Threshold.
... paid a fine for the lost
book and will be credited
with a refund of $ ...
If a patron pays a fine for a lost copy, and the copy is later
checked in, Circulation Desk generates a refund for the amount
paid when the item is checked in. If this message appears during
checkin, and if the patron is there to collect the refund, you can
pay the refund by switching to the Fines window.
See also: For more information about paying refunds, see
Giving refunds" on page 161.
Temporary ... cannot be de
leted because there is a fine on
it, or there is a hold. Do not re
use barcode ...
The copy you checked in is a temporary copy. Since there are
fines or holds pending on this copy, Circulation Desk cannot
delete the temporary title or its copy. The temporary title and
copy will be deleted when the fine or hold has been addressed.
See also: For more information about temporary titles and their
copies, see Adding a title during a checkout" on page 139.
Temporary ... deleted. You
can now reuse barcode ...
The copy you checked in is a temporary copy. Since there are no
fines or holds pending on this copy, Circulation Desk deletes the
temporary title and its copy.
See also: For more information about temporary titles and their
copies, see Adding a title during a checkout" on page 139.
This copy has been missing
since ...
The copy being checked in was not accounted for during the
inventory for the specified year. The copy status changes from
Missing to Available and the inventory status changes from
Missing to Marked.
This copy is on hold and
should be placed on the hold
shelf.
This message appears when you try to check in a copy that is not
checked out and has a copy status of On Hold. To find out who is
waiting to retrieve the hold, you can switch to the Copy Status
window and check the hold queue.
See also: For more information about viewing the hold queue
from the Copy Status window, see Viewing the current status of
a copy" on page 134.
This copy of ... is on hold for:
... (Barcode: ...)
This message appears when you check in a copy that fulfills a
hold. You should place the copy on the hold shelf and send the
patron a Hold Notice as soon as possible.
See also: For more information about generating a Hold Notice,
see Generating Hold Notices" on page 553.
This copy was at the bindery.
The copy being checked in was at the bindery. Since you
probably keep track of copies you send to the bindery, you
should update your paperwork before you check in these copies.
The copy status changes from At The Bindery to Available.
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Message
Cause
This copy was loaned out.
Please update your records.
The copy being checked in was loaned out to another library.
Since you probably keep track of copies you loan to other
libraries, you should update your paperwork before you check in
these copies. The copy status changes from Loaned Out to
Available.
This copy was lost.
The copy being checked in was reported lost by a patron. The
patron was probably charged a lost copy fine. A message may
appear if a refund is generated. The copy status changes from
Lost to Available.
155
Chapter 11 Dealing with fines and lost copies
This chapter contains a brief explanation of the kinds of fines you can create in
Circulation Desk and instructions for the following: recording payment for a
single fine or for the total current fine balance; creating fines for damaged and
overdue copies; editing fines; giving refunds; marking checked out copies lost
and generating a fine for a lost copy.
Crime and punishment: the types of fines
Circulation Desk lets you create fines for your four default fine types as well as
any userdefined fine types you have set up:
Overdue fines are the most common and can be automatically generated
during a checkin. When you set up your Follett applications, you can decide
whether or not to have Circulation Desk automatically calculate overdue
fines. Even if you don't enable automatic overdue fine calculation, you can
still create damaged, lost, and overdue fines manually.
Note: The way overdue fines are calculated depends on how you selected
your options in the Fines tab in System Setup. For more information
about the fines option in System Setup, see Activating automatic fine
calculation and refunds" on page 81.
Lost copy fines can be charged when a patron reports losing a copy. You must
first mark the copy lost, then charge the patron for the copy. For more
information about lost copy fines, see Marking a patron's checkout lost" on
page 161.
Damaged copy fines can be charged when a returned copy shows signs of
careless handling by the patron.
Refunds can be tracked from the circulation desk. Refunds can be paid on a
lost copy that has been found after the fine has been paid, for instance. For
more information about lost copy fines, see Marking a patron's checkout
lost" on page 161.
Note: Userdefined fine types are not associated to copy information.
You can switch to the Fines window from any other window at any time to take
action on a patron's fines. If you have a sound card at your circulation desk, you
can define a sound event in System Setup to alert you when you retrieve a patron
who has fines or overdues.
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The following shows the Fines window and describes its features:
Scan or type the patron barcode.
An important message may
appear. See Important mes
sages for patrons" on page 126.
If enabled, the patron's picture
displays.
To print a receipt for the patron,
choose Print Receipt.
See Receipt Printer (Transaction
Tracker) setup and printing" on
page 120 for more information.
Brief patron information
appears in the patron
information box.
To create a damaged, overdue,
or userdefined fine
All of the patron's current
fines and refunds appear
in the fines list.
Userdefined fine types
will display a description
instead of a title.
Use the legend to identify
the type of fine charged to
the patron and whether the
fine contains a note.
Userdefined fines display
no icon.
To edit the amount owed for
the highlighted fine
To delete the highlighted fine
To record payment against
the highlighted fine
To record payment against the
balance of all fines, excluding
refunds
A CR" after the amount due also indicates that the patron is owed a refund.
Tracking fine payments
Except in the case of lost copy fines, Circulation Desk does not keep a history of a
fine after it has been paid in full or deleted. Information about a lost copy fine is
retained in the event that the copy returns. To keep a history of a patron's paid
fines, you'll need to track fines some other way.
Whenever you create, edit, or apply payment to a fine or the fine balance,
Circulation Desk lets you print a receipt with the patron's fine, payment, and
balance to your workstation's default printer. Each 8.5" x 11" page contains two
copies of the receipt, one for the patron and one for your records. The following
shows a patron's receipt after applying payment to a fine balance (see page 157):
Sky View School Library
Receipt for paid fines (patron copy)
10/13/2001 @ 3:10pm
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Receipt to John Arnold for the following:
BARCODE
TITLE
PREV BAL AMT PAID WAIVED NEW BAL
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
T 11971
100 greatest basketball players
$10.95
$8.00
$2.95
<paid>
T 7845
Barefoot book of giants, ghosts
$5.00
$1.00
$0.00
$4.00
T 1302
The glorious flight: across the
$0.80
$0.80
$0.00
<paid>
Band uniform rental
$10.00
$0.00
$0.00
$10.00
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
TOTAL:
$26.75
$9.80
$2.95
$14.00
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Chapter 11 Dealing with fines and lost copies
For more information on printing fine receipts, see the following sections.
See also: For an example of a refund receipt, see page 161. For information about
printing a patron's current fines, see page 130.
Recording payment against the fine balance
Tip: Since Circulation Desk doesn't deduct refunds from the total fine amount,
apply any refunds to the individual fines before accepting payment on the
remaining balance. For more information on applying refunds, see page 161.
If a patron wants to pay some or all of his/her fines, you can apply payment by
choosing Balance in the Fines window. The Pay Balance dialog appears:
Type the amount of payment here. Do not
enter an amount greater than the Amt Due.
Type the amount you want to waive, if any,
here. Make sure that the total of the
Payment and Waive amounts is not greater
than the Amt Due.
To print a receipt for paid fines, select this option. When you click Save,
the receipt prints at this workstation's default printer.
When you click Save, the Applying Payment progress dialog appears. Since you
do not have to pay the entire balance, Circulation Desk applies payment to the
oldest fines first and continues applying payments to each fine until the entire
payment is used. When Circulation Desk finishes applying payment, you return
to the Fines window. When a fine is paid in full, Circulation Desk deletes it from
the patron's record. Any note associated with the fine is also deleted.
If you selected the Print Fine Receipt Upon Save option, a receipt prints to your
workstation's default printer. Each 8.5" x 11" page contains two copies of the
receipt, one for the patron and one for your records. For a sample of the patron's
receipt, see page 156.
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Recording payment for a single fine
To record payment for a single fine, select the fine the patron wants to pay from
the list of fines in the Fines window and choose Pay. The Pay Fine dialog appears:
To print a receipt for the paid fine,
select this option. When you click
Save, the receipt prints at this
workstation's default printer.
Type the amount of payment
here. Do not enter an amount
greater than the Amt Due.
Type the amount you want to
waive, if any, here. Make sure
that the total of the Payment
and Waive amounts is not
greater than the Amt Due.
Choose Save to update the patron's record. If the fine is paid in full, Circulation
Desk deletes it from the patron's record. Any associated note is also deleted.
If the Print Fine Receipt Upon Save option is selected, a receipt prints to your
workstation's default printer. Each 8.5" x 11" page contains two copies of the
receipt, one for the patron and one for your records. For a sample of the patron's
receipt, see page 156.
Creating fines
Circulation Desk allows you to create several types of fines manually from the
Fines window. You can create new fines for the defaulted fine types of Overdue
and Damaged. You can create fines for any userdefined fine types you have
added from System Setup as well, but these fines types will not be associated
with copy information. Remember, Circulation Desk can automatically generate
overdue fines for you.
If you want to be alerted by sound when a copy that was checked in creates a
fine, see the section on setting up alert sounds on page 88.
For information about creating lost copy fines, see the section titled Marking a
patron's checkout lost" later in this chapter. For information about changing your
fines options, see Activating automatic fine calculation and refunds" on page 81.
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Chapter 11 Dealing with fines and lost copies
To create fines manually, choose New from the Fines window. The New Fine
dialog appears:
To print a receipt for the fine, select this option. When you click Save, the
receipt prints at this workstation's default printer.
Select the type of fine you want
to create. Choose from the list.
Type the amount you
want to charge here.
Scan or type the barcode of
the copy for which you want to
create the fine. If you cannot
scan the barcode, click Find to
search for the copy.
If you want to apply
payment or waive part
of the fine at this time,
enter the amounts here.
If you are creating an overdue
fine and want to record when
the copy was due and when it
was returned, enter the dates
and times here. This
information is not required.
A fully editable text box for
any finespecific notes
When you finish creating the fine, choose Save. If the Print Fine Receipt Upon
Save option is selected, a receipt prints to your workstation's default printer.
Each 8.5" x 11" page contains two copies of the receipt, one for the patron and
one for your records. For a sample of the patron's receipt, see page 156.
Note: If you are creating an overdue fine, you cannot create the fine for more
than the Fine Limit amount defined in the Policies tab in System Setup.
You can exceed the Fine Limit for a damaged fine, but you must confirm
that you want to do so. For information about setting the Fine Limit, see
How to limit loan periods" on page 78.
Note: You cannot create a fine for a copy with the Circulation Type of
Noncirculating eBook (*NC).
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Editing fines
After creating a fine, you can change the amount of the fine, the amount paid, or
the amount waived.
To edit a fine, highlight the fine you want to edit from the list of fines in the Fines
window and choose Edit. The Edit Fine dialog appears:
To print a receipt for the fine, select this option. When you click Save,
the receipt prints at this workstation's default printer.
Type the corrected amounts
in the Amount, Paid, or
Waived text boxes.
The Amt Due is updated
automatically.
When you finish editing the fine, choose Save. If the Amt Due is reduced to zero,
Circulation Desk deletes the fine from the patron's record. If the Print Fine
Receipt Upon Save option is selected, a receipt prints to your workstation's
default printer. Each 8.5" x 11" page contains two copies of the receipt, one for the
patron and one for your records. A sample of the patron's receipt is on page 156.
Note: If you are editing an overdue fine, you cannot charge a fine that is greater
than the Fine Limit amount defined in the Policies tab in System Setup.
You can exceed the Fine Limit for a damaged or lost fine, but you must
confirm that you want to do so. For information about setting the Fine
Limit, see How to limit loan periods" on page 78.
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Chapter 11 Dealing with fines and lost copies
Giving refunds
Circulation Desk only generates refunds in two situations:
If a patron has reported a lost copy and has made payment on the lost copy
fine, Circulation Desk generates a refund equaling the amount paid if the
copy is checked in.
If the Generate a refund when a partially paid fine is deleted check box on
the Fines tab in System Setup is selected, Circulation Desk generates a refund
for the amount already paid on a fine if it is deleted.
Before you give a patron a refund, however, check to see if the patron owes any
fines. Refunds are not deducted from the total current fine amount. Therefore, if
you are giving a patron a refund and if the patron has any outstanding fines, you
should delete the refund and apply the refund amount as payment toward
individual fines before giving the patron any money.
To give a patron a refund, highlight the refund, marked CR in the Fines window,
and then choose Pay. Circulation Desk asks you to confirm this refund. If you
choose Yes, the refund is deleted from the patron record. Refund is also available
as a fine type from the Pay Fine and New Fine windows.
When you issue a refund, you're given the option to print a refund receipt. Click
Yes to print a receipt to the workstation's default printer. Each 8.5" x 11" page
contains two copies of the receipt, one for the patron and one for your records.
Sunnydale Junior High Library
Receipt for refund (patron copy)
10/13/2000 @ 3:10pm
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Receipt to Adam Albers for the following:
BARCODE
TITLE
AMOUNT
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
T 1077
Cats from away
$12.56
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
TOTAL: $12.56
Marking a patron's checkout lost
When a patron reports losing one of the items he/she has checked out, you can
mark the copy lost, and then decide whether or not to charge the patron for the
copy. If you mark a copy lost, please note the following:
If you mark a patron's checkout lost, Circulation Desk changes the copy
status from Checked Out to Lost. However, the inventory status of a lost
copy remains Marked because the copy is still checked out. Circulation Desk
does not consider the copy to be missing because you know who had the
copy checked out, and the item might return in the future. Lost copies,
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therefore, do not show up as missing on an inventory report. For more
information about copy status and inventory status, see Overview of an
Inventory" on page 209.
If you mark a patron's checkout Lost, and the copy is checked in later,
Circulation Desk automatically generates a refund for the amount paid for
the lost copy fine. A message appears when the copy is checked in alerting
you that Circulation Desk is generating a refund for a lost copy. If the patron
has not made any payment on the lost copy fine, then the fine is just deleted.
The copy status changes to Available.
Note: You cannot mark a copy Lost without knowing who has checked it out. If a
copy shows up as available in the system but cannot be found in your
library, you can change the inventory status to Missing in Cataloging. Once
this change is saved, the copy status will change to Missing.
To mark a patron's checkout Lost, select Lost Copies from the toolbar:
Marks the highlighted
checkout lost
This list shows the patron's
current checkouts.
When you choose Mark as Lost, a message appears asking you to confirm that
you want to mark the copy Lost. Choose Yes. Another message appears asking
you if you want to create a fine for the patron who lost the copy. If you choose
No, you return to the Lost Copies window. If you choose Yes, continue with the
next section, Charging a fine for the lost copy."
See also: For more information about printing a list of lost copies, see
Generating a Copy List by Status on page 551.
To globally delete lost copies from your database, see page 330.
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Chapter 11 Dealing with fines and lost copies
Charging a fine for the lost copy
While marking a copy lost, if you choose to create a fine for a lost copy, the New
Fine dialog appears:
To print a receipt for the fine, select this option. When you click Save,
the receipt prints at this workstation's default printer.
The amount in the Amount
text box normally comes from
the copy information or the
Fine Limit. See the following
note for more information.
If you want to apply payment
or waive part of the fine at this
time, enter the amounts here.
The Amt Due is updated
automatically.
Note: The amount in the Amount text box normally comes from the copy
information. The Fine Limit defined in the Policies tab in System
Setup appears in the Amount text box if: 1) there is no price defined for
the copy in the copy information, and 2) the Use Fine Limit if the copy
price has not been entered check box in the Fines tab in System Setup is
selected. If both the copy price and the Fine Limit are undefined, you must
manually enter the amount of the lost copy fine.
When you finish creating the lost copy fine, choose Save. If the Print Fine Receipt
Upon Save option is selected, a receipt prints to your workstation's default
printer. Each 8.5" x 11" page contains two copies of the receipt, one for the patron
and one for your records. For a sample of the patron's receipt, see page 156.
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Troubleshooting
If you want to disable the automatic fine calculation, or change the way fines are
calculated, see Activating automatic fine calculation and refunds" on page 81.
The following table lists some error messages that might appear while creating,
editing, or paying fines:
Error messages associated with fines
Message
Cause
Amounts waived and/or paid
This message appears if the total of the Waived and Paid text
cannot exceed the amount of the boxes exceeds the Amount text box. Even if the patron gives
fine.
you more money than the Amount, you cannot enter that value
here because Circulation Desk does not keep track of change
due.
The fine amount cannot be zero. You cannot create a fine of $0.00. To cancel creation of a fine,
choose Cancel.
The fines for this patron have
been altered since you began
applying payment. Please re
view this patron's fines and try
again.
This message might appear while applying payment toward a
patron's fine balance and indicates that the patron's fines have
changed since you began applying payment. This can only
happen in a multiuser environment when the patron is being
edited at two different Circulation Desk workstations.
Temporary ... deleted. You can
now reuse barcode ...
This message appears if a fine on a temporary copy is paid in
full or deleted. The temporary title and its copy are deleted
from your collection.
165
Chapter 12 Managing holds
This chapter contains instructions for placing holds and reserves, managing and
editing holds and reserves, and interpreting the Daily Holds Processing
exception report. Circulation Desk allows you to place holds and reserves for
patrons; OPAC allows patrons to place holds and reserves for themselves.
See also: For more information on allowing patrons to place their own holds and
reserves, see page 74 to set up Patron Empowerment and page 472 to use it.
A brief introduction to holds
Circulation Desk allows you to place a hold for a patron on any copy or a specific
copy. The following scenarios provide examples for the use of a hold:
A patron wants a certain copy and goes to the OPAC only to discover that the
copy isn't available. His library has enabled Patron Empowerment so he logs
on and places a hold for the copy he wants. During his next library period, he
logs on and checks his Patron Information to see if his hold has become
ready.
Another patron calls or sends an email message about a particular title. A
copy is available, but the patron can't get to the library until tomorrow
afternoon. To ensure that the patron gets the item he wants, you create a hold
for him. The next day, the patron retrieves the copy.
Placing a hold on a copy that is checked out, at the bindery, or loaned out, results
in a pending hold. Placing a hold on an available copy results in a ready hold.
You cannot place a hold, however, on copies that are already checked out or on
hold to that patron, or that are missing or lost, or have a circulation type of *NC.
When you check in a copy with a pending hold, the hold status changes to ready
and Circulation Desk alerts you about the hold. This allows you to place the copy
on the hold shelf so that it won't be reshelved. You can then tell the patron that
the hold is ready. You can print Ready Hold Notices in the Reports module.
If you want to be alerted by sound when a copy that was checked in readies a
hold or reserve, see the section on setting up alert sounds on page 88.
Holds can also become ready during the Daily Holds Processing when you start
Circulation Desk at the beginning of the day. When this happens, a message on
the Daily Holds Processing exception report informs you that the hold is ready.
If the patron does not retrieve the copy in the time allotted, the ready hold
expires. If a certain item is popular, a pending hold can expire before a copy
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04/04
becomes available. Circulation Desk allows you to extend the expiration date of a
hold at any time.
A brief introduction to reserves
Circulation Desk allows you to place a reserve for a patron. A reserve is basically
a hold for a specific copy for a specific future date. The following scenarios
provide examples for the use of a reserve:
A student wants to have a certain book for a class presentation two weeks
from now. Her library has enabled Patron Empowerment so she logs on to
her OPAC, locates the item, and places a reserve for the copy she wants. Two
weeks later, she returns to pick up the copy.
Another patron, a faculty member, would like you to set aside several books
he needs for his lesson plan in two months. To ensure that the teacher gets
the items he wants, you create reserves for him. Two months later, the teacher
retrieves the copies that have circulated in the interim.
You can place a reserve on copies that are available, on hold, checked out, at the
bindery, or loaned out. You cannot place a reserve on copies that are missing, lost
or temporary, or have a circulation type of *NC. You can place a reserve for any
date in the future that the library is open.
When reserving an item, you specify a copy and the date that the patron wants
the item. The copy is then reserved for the length of the loan period. Note that the
shortest reserve period is one day; items with an hourly loan period would use
this minimum reserve period.
Example: If a patron reserves an item for March 18th, and the loan period is 10
days (2 weeks), the reserve period is March 18-April 1.
Readying reserves
To ensure that the reserved item is ready for pickup, you select, in System Setup
| Setup | Circulation | Holds, the number of pre-reserve processing days that
you need. If you set it to, say 2, then two days before a reserve date, Circulation
Desk performs the following actions:
The Daily Holds Processing changes the hold status of the reserved item to
Pending. After further processing, if the item is available, the hold status
changes to Ready and its copy status becomes On Hold.
The Daily Holds Processing exception report lists the reserved items that are
processed each day. You have those two days to locate the copies, place them
on the hold shelf, and remind the patrons to pick them up. For more
information, see Interpreting the Daily Holds Processing exception report"
on page 171.
Circulating reserves
Because the copy status of a reserved item does not change until the processing
date, it is available for circulation until then. If another patron checks out a
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Chapter 12 Managing holds
reserved item, and the normal loan period would overlap the reserve period,
Circulation Desk automatically shortens the loan period so that the item is due
the day before the processing date. In addition, Circulation Desk does not allow
another patron to place a reserve on the same item for a date that is within the
existing reserve period. These measures help to ensure that the reserving patron
receives their copy when needed.
If the reserving patron retrieves the item before the processing date, you need to
delete the reserve before checking out the item. This avoids any loan-period
shortening intended to protect the reserve.
If the patron does not retrieve the reserved copy in the time allotted, the reserve
automatically expires the day after the end of the reserve period. Circulation
Desk does not allow you to revive a reserve. Because the reserve is for a specific
date, and that date has passed, Circulation Desk assumes the patron no longer
needs the item.
Additionally, you cannot change the priority of a reserve. In the queue, a reserve
always has priority over a hold.
See also: Define the number of pre-reserve processing days that you need in
System Setup | Setup | Circulation | Holds. For more information, see page 79.
Generate a pick list for upcoming reserves with the Hold Transactions Report
sorted by call number ( see page 557).
Getting around the Holds/Reserves window
The Holds/Reserves window shows a list of the current patron's holds and
reserves. The following shows an example of the Holds/Reserves window for a
patron who has a reserve, a ready hold, a pending hold, and an expired hold:
The number of ready holds
and reserves waiting to be
picked up appears in the
patron information box each
time you retrieve the patron.
The patron
information box
To place a hold or reserve
for the current patron
The patron's current
holds and reserves,
arranged
alphabetically by title
To edit the expiration date
or priority of a hold or
to view a reserve
To delete the highlighted
hold or reserve
To view the Hold Queue
A hold can be placed on the first available copy (Any) or on a
specific copy (Copy). A reserve is for a specific copy only.
The expiration date
The current status
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Circulation Desk
04/04
You can view the status of a hold or reserve from the Holds/Reserves window or
the Hold Queue. The queue lists all the patrons waiting to receive a copy of an
item. You can get to the Hold Queue from either the Holds/Reserves window or
the Copy Status window (see page 134) by clicking Holds/Reserves.
Placing a hold or reserve for a patron
To place a hold or reserve for a patron, follow these steps:
1.
In the Holds/Reserves window, click New. The New Hold/Reserve dialog
appears:
The Specific Copy box is
disabled until you select a title.
2.
To select the type of hold or reserve, click the appropriate radio button. For a
reserve, enter the date that the patron needs the item.
3.
To select the title on which to place the hold, click the Select button under
Title. The Find Title dialog appears:
Type the search
string here.
4.
Click Find to start the search.
After locating the title, highlight it and click Select. If you are placing a hold
on the first available (any) copy, click Save on the New Hold/Reserve dialog.
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Chapter 12 Managing holds
5.
To place a hold on a specific copy or to reserve it for a future date, click the
Select button under Specific Copy. The Select Copy dialog appears. Highlight
the desired copy, and click Select.
Highlight the desired copy
and click Select.
6.
To create the hold or reserve, click Save. A message appears informing you of
the hold or reserve's expiration date. For a hold, the message includes its
position in the queue. A reserve is always at the top of the queue.
When a copy that fulfills a pending hold is checked in, Circulation Desk alerts
you to place the copy on the hold shelf. When the processing date for a reserve
arrives, the Daily Holds Processing exception report lists the reserved items so
that you can retrieve them and place them on the hold shelf.
See also: For information about placing holds and reserves in OPAC, see page
473.
Managing holds
Circulation Desk allows you to edit the expiration date of a hold. You can also
move a hold up or down in the queue by changing its priority.
Circulation Desk does not allow you to revive a reserve by editing its expiration
date. Because the reserve is for a specific date, and that date has passed,
Circulation Desk assumes that the patron no longer needs the item. In addition,
Circulation Desk does not allow you to change the priority of a reserve. Once the
pre-reserve processing date arrives, a reserve has priority over any hold. You
can, of course, delete a reserve and create a new one.
Extending the life of a hold
The most common reason to extend the expiration date of a hold is that the hold
has expired and you want to make it pending again.
When an expired hold becomes pending again, Circulation Desk assigns it a new
position in the Hold Queue. The new position is based upon the hold's priority at
the time it expired and the date that the hold was placed originally, not the date
that the hold becomes pending again.
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To extend the expiration date of a hold, from the Holds/Reserves window (see
page 167), highlight the hold and click View/Edit. The Edit Hold dialog appears:
Enter the new expiration
date, and click Save.
Note: If the hold expired
and copies are now
available, a message
appears asking you to
confirm that you want to
revive the hold.
The priority helps control placement of a hold in the hold queue.
Even if the copy is available when an expired hold is made pending, the hold will
not become ready until you start Circulation Desk the next day. The holds that
have been made ready will be listed on the Daily Holds Processing exception
report. For more information, see Interpreting the Daily Holds Processing
exception report" on page 171.
See also: Define your hold expiration settings for each patron type in System
Setup | Setup | Circulation | Holds. For more information, see Setting time
limits for items on hold" on page 78.
Changing the priority of a hold
The Hold Queue lists all the patrons waiting to receive a copy of a specified title.
You can open the queue from either the Holds/Reserves or Copy Status window.
From the Holds/Reserves window (see page 167), highlight the desired title and
click the Holds/Reserves button. From the Copy Status window (see page 134),
scan or select the copy, and click the Holds/Reserves button. The Hold Queue
dialog appears:
The lower the number, the higher the position in the queue. Reserves are always at the top.
To edit the priority or
expiration date of a hold,
or to view a reserve,
click View/Edit.
The date range of a
reserve is the normal
loan period for that item.
A hold can be placed on any available
copy or on a specific copy.
A reserve must be on a specific copy.
The expiration
date
The current status: reserved,
expired, ready, or pending
The queue is sorted as follows: Reserves are always at the top, in order of reserve
date. Below reserves are the holds, sorted by status: expired holds first, ready
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Chapter 12 Managing holds
holds second, and pending holds last. Holds with the same status are sorted in
ascending order according to priority and the date placed. The lower the priority
value, the higher the hold's position is in the queue.
To change the priority of a patron's hold, highlight the hold that you want to edit
and click View/Edit. The Edit Hold dialog appears:
Type the new priority value, and
click Save.
A message appears informing you of
the hold's new position in the queue.
If you move a hold to the top of the pending holds by changing its priority, it will
be the next hold made ready. However, you cannot change a hold's status.
Circulation Desk changes the status from pending to ready when a copy becomes
available. To change an expired hold's status to pending, you must edit its
expiration date. See Extending the life of a hold" on page 169.
See also: Define the default priority for each patron type in System Setup |
Setup | Circulation | Policies. For more information, see How to set circulation
limits for patron types" on page 77.
Interpreting the Daily Holds Processing exception report
Circulation Desk processes holds and reserves the first time you start Circulation
Desk on a given date if there are any holds or reserves in the system. As
Circulation Desk processes them, it sends information about any actions it takes
to the Daily Holds Processing exception report. This report is available by
opening the Exception Report folder within your Follett folder. Although most
hold situations are addressed as they occur throughout the day, Circulation Desk
processes holds and reserves on a daily basis for the following reasons:
When the prereserve processing date arrives for a reserve, Circulation Desk
must notify you so that you can retrieve the reserved item and place it on the
hold shelf.
If you chose, in System Setup, to delete expired holds and reserves
automatically, Circulation Desk does so during the Daily Holds Processing.
When copies are added or imported, they may fulfill a pending anycopy
hold. Circulation Desk looks at all copies in your collection during the Daily
Holds Processing to see if there are any new copies that might have become
available to fulfill a pending hold. This might also happen if a Missing or
Lost copy is returned.
In the rare event that all the copies for a title were deleted, Circulation Desk
must delete any holds or reserves for that item during the Daily Holds
Processing. If there are no copies, Circulation Desk cannot fulfill a hold.
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The Daily Holds Processing exception report will help you maintain your ready
hold shelf and keep patrons informed of the status of their holds.
Note: If you are unfamiliar with the terms Ready," Pending," and Expired,"
please refer to the first sections in this chapter, starting on page 165.
The following is an example of the Daily Holds Processing exception report:
Daily Holds Processing
10/13/2001 @ 10:09am
Reserves Processed:
–––––––––––––––––––
PENDING:
A reserve for Lee Ancrum, Barcode # 43, on “Babe Ruth”,
barcode # T 564472, has been processed. A hold for the
item has been created and should be readied in the
“Pending Holds Readied:” section below.
Pending Holds Expired:
––––––––––––––––––––––
EXPIRE:
The pending hold for Eric Michael Ramus, barcode # P 6, on
“Arabic”, has expired.
Ready Holds Expired:
––––––––––––––––––––
EXPIRE:
The ready hold for Gwynneth Fraser, barcode # P 7, on
“Coyote : a trickster tale from the American Southwest”,
barcode # T 915234, has expired.
EXPIRE:
The ready hold for Robert Adam Green, barcode # P 5, on
“Karate”, barcode # T 22779, has expired.
Pending Holds Readied:
––––––––––––––––––––––
READY
The pending hold for Lee Ancrum, Barcode # 43, on “Babe
Ruth”, barcode # T 564472, has been readied. Please notify
the patron.
Daily holds processing has completed. To generate a more complete
listing of your holds or reserves, open the Circulation Reports tab in
the Reports module and highlight Hold Transactions. You can specify
holds and/or reserves, and limit it to those that are reserved,
pending, ready, or expired.
Reserves Processed:
Illegal Holds Deleted:
Pending Holds Expired:
Ready Holds Expired:
Expired Holds Deleted:
Pending Holds Readied:
Failures:
Total Holds:
1
0
1
2
0
1
0
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Chapter 12 Managing holds
The exception report is divided into sections that show what action Circulation
Desk has taken on the holds and reserves. The following table describes the cause
of each message and gives recommended actions:
Followup for the Daily Holds Processing exception report
Holds processing section
Cause
Illegal Holds Deleted
Circulation Desk rarely encounters illegal hold situations. As an
example, if you place a hold and then delete all of the copies of an
item, Circulation Desk can never fulfill the hold. This can also occur if
all of the copies of a title are marked Lost or Missing after a hold is
placed.
Reserves Processed
Circulation Desk processes a reserve on the pre-reserve processing
date (selected in System Setup). It temporarily sets the hold status to
pending. If the copy is available, the report also lists the copy under
Pending Holds Readied (see below).
Pending Holds Expired
Circulation Desk expires a pending hold or reserve if the current date
is beyond its expiration.
Since an expired hold is never made ready, you can extend the
expiration date, making it pending again. You cannot extend the
expiration date of a reserve. If expired holds and reserves are not
automatically deleted, you need to delete them manually.
Ready Holds Expired
Circulation Desk expires a ready hold or reserve if the current date is
beyond its expiration date.
Since the patron did not retrieve the ready hold, you can extend the
expiration date, making it ready again. You cannot extend the
expiration date of a reserve. If expired holds and reserves are not
automatically deleted, you need to delete them manually.
Expired Holds Deleted
If you chose, in System Setup, to delete expired holds and reserves
automatically, Circulation Desk does so, after the specified number of
days, during the Daily Holds Processing. If you chose not to delete
them automatically, they remain in the system until you manually
delete them.
See also: For more information about deleting expired holds and
reserves automatically, see Setting time limits for items on hold" on
page 78.
Pending Holds Readied
If a copy becomes available to fulfill a pending hold, Circulation Desk
makes the hold ready and changes the copy status to On Hold.
If a reserved copy is available, and the processing date is today,
Circulation Desk makes the reserve ready and changes the copy status
to On Hold.
When a hold or reserve is readied, inform the patron as soon as
possible so that the hold (or reserve) does not expire before the patron
retrieves it. You may also need to retrieve the copy that fulfills the hold
or reserve from your shelves.
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Troubleshooting
The following table lists messages that might appear while creating, editing,
deleting, or managing your holds and reserves:
Hold and reserve error messages
Message
Cause
All copies are lost, missing, or are
Non-circulating eBooks a hold cannot
be placed.
There are no holdable copies available. For a copy to be
holdable, the copy status must be Available, Checked out,
At The Bindery, Loaned out, or On Hold. Copies with a
circulation type of Non-circulating eBook (*NC) are not
holdable.
There are no holdable copies available to
this patron.
Holds/reserves limit reached.
The patron's number of pending holds, ready holds, and
reserves is greater than or equal to the value you defined
in System Setup | Setup | Circulation | Policies | Max
Holds/Reserves.
Patron has a copy checked out
hold cannot be placed.
A patron is not allowed to place a hold on an item if he
already has a copy of the same title checked out.
Patron already has a copy hold
hold cannot be placed.
In all of these cases, the patron cannot place the hold
because she already has a hold on the same item or one of
its copies. A patron is only allowed one hold per title.
Patron already has a hold on this copy
hold cannot be placed.
Patron already has a hold on this title
hold cannot be placed.
There are no holdable copies available to
this patron.
Temporary ... deleted. You can now reuse
barcode # ...
If you delete a hold that was on a temporary copy, this
message appears if no other transactions are pending on
the copy. The temporary title and its copy are deleted from
your collection.
Temporary ... cannot be deleted because
there is a fine on it, or there is a hold. Do
not reuse barcode # ...
If you delete a hold that was on a temporary copy, this
message appears if there are transactions pending on the
copy. You are advised not to reuse the barcode. When the
pending transactions have been addressed, a message
appears informing you that you can reuse the barcode.
There are no copies available for the
reservation period.
You have attempted to reserve a copy that is checked out
and has a due date later than the selected reserve date, or
the selected reserve date conflicts with an existing reserve
on the copy, or the copy is a temporary copy.
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Chapter 13 Circulating items with a PHD
This chapter starts with a brief explanation of why you would want to use a PHD
to circulate your collection and some suggestions regarding what to do before
you start. After that you'll find instructions for processing your remote
circulation data and for interpreting the resulting exception report.
Note: The term PHD" is a generic term for all of the portable handheld devices
sold by the Follett Software Company: the PHD+, PHD+II, PHD Laser+,
and the PHD Dolphin+.
Why use a PHD to circulate your collection
In addition to being a valuable tool during an inventory, you can also use a PHD
to circulate your collection. This is called remote circulation because you can
record checkins, checkouts, and renewals outside your library or resource center
using a PHD.
When you use a PHD to circulate, you do not see any block conditions or error
messages as you would when circulating using Circulation Desk. Since your
PHD does not contain your patron records or your circulation policies, it won't
warn you when a patron is violating a circulation policy.
For this reason, we recommend that you transfer the transaction data you collect
with your PHD as soon as you return to your Circulation Desk workstation.
Circulation Desk generates an exception report that alerts you to any situations
where a patron has violated your library's circulation policies.
Here are some suggested situations for using a PHD to circulate copies:
If you have a bookmobile, take a PHD with you on your rounds.
Take part of your collection on a book cart to a classroom.
Use a PHD to record transactions in the event that Circulation Desk is
unavailable.
Use a PHD to record the inlibrary usage of items not checked out before you
reshelve them.
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Before recording transactions with a PHD
Because your PHD does not store information about your patrons, if you use it to
circulate your collection, transactions that would normally produce block
conditions continue as if the patron had violated none of your loan policies. You
can help reduce the size of the Remote Circulation exception report by printing
the following reports from Reports and using them to monitor transactions
before you record them with your PHD:
Patron Name List You should print two of these: one that shows patrons
that have a status of restricted, and one that shows patrons that have
graduated or are inactive. You probably do not want to check out or renew
any copies to restricted patrons. It is also unlikely that you want to circulate
items to patrons who have graduated. For more information, see page 575.
Checkouts/Fines Transactions This report is sorted according to patron
name and shows every overdue and fine each patron currently has. Using
this report to monitor patrons as they check out and renew copies is the
equivalent of the block conditions that would normally appear in Circulation
Desk during a transaction. For more information, see page 540.
Recording transactions with a PHD
Follett Software currently supports four PHD models. For instructions on
recording transactions with the PHD+, PHD+ II, or PHD Laser+, see Recording
remote circulations" on page 661. To record transactions with a PHD Dolphin+,
see Collecting circulation information" on page 674. When you finish collecting
transactions, connect your PHD to your computer.
See also: For more information about using your PHD, please see the
manufacturer's user documentation as well as Appendix E, Using a PHD+,
PHD+ II, or PHD Laser+," or Appendix F, Using a PHD Dolphin+."
Processing remote circulation transactions
Before Circulation Desk can process your scans, you must decide how to process
problematic transactions.
An example of a problematic transaction would be a checkout where either the
patron barcode or the copy barcode does not exist in your database. Anytime
Circulation Desk encounters a problem while processing the remote circulation
data, it sends a message to the exception report. The above example would also
cause the transaction to fail.
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Chapter 13 Circulating items with a PHD
To make sure that the scans you collect with your PHD are processed the way
you want, follow these steps:
1.
From the toolbar in the Circulation Desk window, select Remote Circ. The
Remote Circulation window appears:
Records the use of
items that weren't
checked out
These instructions
change based on
the PHD you choose.
Select the PHD model
you're using.
To change the transfer
settings, see step 6.
2.
Select the Record InLibrary Usage option to include the use of any items not
checked out but not on the shelves in your circulation statistics.
See also: You can also collect circulation statistics for all the items in your
library that get used, even if they aren't checked out, when you check them in
from the Check In window. See Reshelving items" on page 152.
3.
The circulation type/patron type combinations represent the circulation
policies defined in System Setup. For each patron type, you define a loan
period for each circulation type. If you have many patron types and many
circulation types, you might not have defined all of the combinations. In
cases where Circulation Desk cannot find a defined loan period, it uses the
number of days you enter in the Remote Circulation window as the loan
period. To avoid this situation, check your policies in System Setup to make
sure that all loan periods are defined for each patron type before transferring
the scans. For information about setting up your loan periods, see
Circulation policies: who can have what and for how long" on page 76.
Important: If an undefined patron type/circulation type combination is
encountered during processing, Circulation Desk defines the
policies for this combination. It sets the fine limit at $25.00 and the
fine increment at $0.10 for this patron type/circulation type
combination. It sets all other maximum limits to zero.
4.
Under If Copy Does Not Exist, choose how you want to handle nonexistent
copies:
To fail all transactions involving copies not found in the database, choose
Fail the transaction.
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To create a temporary title record and copy for each copy not found in
the database during processing, choose Create a temporary copy.
Note: All temporary title records created during remote circulation data
processing have the title: Temporary created by Remote Circ on
MM/DD/YYYY," where the date is the date on which you transfer
the data from your PHD to a workstation. Each time a copy cannot
be found, a temporary title and copy are created with identical title
information. For more information about temporary copies, see
Adding a title during a checkout" on page 139.
5.
6.
Under Report Options, choose an option for presenting the remote circulation
data in the exception report.
If you want the exception report to contain only those transactions that
produced exceptions, or caused problems during processing and require
followup, choose Print exceptions only.
If you want the exception report to contain every transaction that
occurred, choose Print all transactions.
Select the PHD model you're using. If you do not want to change the transfer
settings, skip to step 7. Otherwise, choose Edit. The PHD Settings dialog
appears:
Select the port you use to attach your
PHD to your computer, and then...
...select the highest speed available for
that port. The PHD Dolphin+ only com
municates at a speed of 9600 baud.
Set the port and speed for your PHD, and click Save. You return to the
Remote Circulation window.
7.
Once you've selected the correct PHD model and adjusted the PHD settings
as desired, simply follow the instructions displayed on the dialog.
Once the scans are transferred, the Remote Circulation Processing progress
dialog appears. When processing is complete, click Close. A message appears
asking if you want to view the exception report. Choose Yes. A report viewer
window appears containing the Remote Circulation Processing exception
report. Make sure you save or print the exception report. When you are
finished, select File | Exit. The Remote Circulation window reappears. After
you are finished processing the remote circulation data, you can erase the
scans.
See also: For instructions on erasing scans from a PHD+, PHD+ II, or PHD
Laser+, see page 664. To erase them from a PHD Dolphin+, see page 679.
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Chapter 13 Circulating items with a PHD
Interpreting the Remote Circulation Processing exception report
If there were any exceptions encountered during processing, the Remote
Circulation Processing exception report appears in the report viewer. The
following shows how the beginning of this exception report might appear:
Remote Circulation Processing
10/13/2000 @ 3:20pm
Patron information always
appears above transac
tion information.
Alicia Hicks (Barcode: P 12), performed the following transactions:
SUCCESSFUL: “Charlotte’s web”, Barcode # T 34523 was renewed for the
patron.
This copy was overdue. A fine of $2.00 was assessed.
SUCCESSFUL: “Debussy; musician of France”, Barcode # T 43297 was checked
out to the patron.
Patron checkout limit was exceeded.
SUCCESSFUL: “The magician’s nephew”, Barcode # T 62659 was checked out to
the patron.
Patron checkout limit was exceeded.
A block condition message
can appear after each
transaction after a policy
has been violated.
This copy was not checked out – No patron information:
FAILED: “Mozart”, barcode # T 9170 could not be checked in.
This copy cannot be checked in. It has not been checked out.
Each transaction is classified
as either SUCCESSFUL or
FAILED.
Dana Mulder (Barcode: P 20), performed the following transactions:
SUCCESSFUL: “Matilda”, barcode # T 887769, was checked in for the
patron.
This copy was overdue. A fine of $3.00 was assessed.
This copy is now on hold for Danelle White (Barcode: P 35)
The Remote Circulation exception report always ends with a summary, such as
the following:
================================================================================
Remote Circulation Summary
================================================================================
Total transactions...... 6
Titles
Titles
Titles
Failed
checked out....
checked in.....
renewed........
transactions...
Holds made ready........ 1
Fines assessed........
Total fines...........
Refunds created.......
Total refunds.........
2
1
1
2
2
5.00
0
0.00
The transaction information on the exception report is always presented in the
same way: patron information followed by any conditions that apply to the
patron, then transaction information, including its success or failure, followed by
any conditions that apply to the transaction.
This exception report resides in the Exception Report folder within your Follett
Applications folder.
The word FAILED or SUCCESSFUL appears to the left of the transaction
information. A successful transaction is just that: a checkout, renewal, or check-in
for which both the copy barcode and the patron barcode are found in your
database. A transaction fails if either or both of these are unknown.
The following table lists the remote circulation exception messages that may
require followup:
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Message
Cause
Ceiling date used (MM/DD/YY).
The ceiling date was used to determine the due date for
this copy.
Circulation type checkout limit
reached.
The patron checked out an item when their number of
checkouts for a specific Circ Type is already at the
maximum limit set in System Setup.
Copy barcode is invalid.
The symbology of the copy barcode you scanned does
not match the symbology defined for your library
materials in System Setup.
If you are certain that the patron barcode scanned is
valid, try contacting the patron to ask what she checked
out or checked in.
Copy barcode was not found.
The symbology of the copy barcode you scanned
matches the symbology you defined for your library
materials in System Setup, but the barcode does not
correspond to a copy in your database.
This message only appears if you selected the Fail the
transaction" option in Remote Circulation window (see
page 177). It appears after the failed checkin or a checkout. Review the transactions that precede or follow this
transaction and try to verify that the copy exists in your
collection.
This copy is now on hold for ...
The copy that was checked in satisfies a pending hold
or reserve. The copy status changes from checked out to
on hold. Put the copy on the hold shelf and send the
patron a Hold Notice.
See also: For information about Hold Notices, see
Generating Hold Notices" on page 553.
This copy is on hold and should be
placed on the hold shelf.
The copy being checked in is already a ready hold for
someone else. Nothing is done with the circulation
counts.
This copy is on reserve for <reserve
date> by <patron>. The due date is past
the requested reserve date.
The copy that was checked out had a reserve placed on
it for a date within the current checkout's circulation
period. You may want to retrieve the copy or notify the
reserving patron of its unavailability.
This copy was at the bindery.
A copy that was at the bindery has been checked in.
The copy status changes from at the bindery to
available. If you keep records on copies that you have
sent to the bindery, make sure to update them.
The copy was loaned out. Please update
your records.
A copy that was on loan to another library has been
checked in. The copy status changes from on loan to
available. If you keep records on copies loaned out to
other institutions, make sure you update them.
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Chapter 13 Circulating items with a PHD
Message
Cause
This copy was on hold for ... The hold
status has been changed to pending"
and will become ready" again at a lat
er date.
The copy that was checked out was a pending hold for
another patron. You might want to extend the
expiration date of the hold to make sure that it does not
expire before becoming ready.
See also: For more information about extending holds,
see Extending the life of a hold" on page 169.
This copy was overdue. A fine of $ ...
was assessed.
The patron that checked in or renewed this copy now
owes a fine for an overdue copy. Be sure to generate an
Overdue/Bill Notice.
See also: For information about the Overdue/Bill
Notices Report, see Generating Overdue/Bill Notices"
on page 561.
Library hours are not set up; cannot cal
culate due date.
This message indicates that there are no hours of
operation defined in the Hours tab in System Setup.
Since Circulation Desk cannot calculate due dates for
checkouts and renewals unless the library hours are
defined, items will be due at the beginning of the next
open day.
Be sure to set up your hours in the Hours tab in System
Setup before circulating with your PHD again.
See also: For information about setting up library
hours, see Setting your library's hours" on page 85.
No copies for this patron.
This message usually indicates that two patron
barcodes were scanned consecutively during a
checkout, or that a patron barcode was scanned and
then your PHD was switched to Check-in. Followup
isn't required unless you know the patron checked out
a copy.
Patron barcode/ID was not found
items will be marked Missing.
The symbology of the patron barcode matches your
barcode setup, but the barcode does not correspond to a
patron in your database. Circulation Desk changes the
copy and inventory statuses of the copies checked out
to this patron to Missing.
Keep a list of the copy barcodes, and if possible, try to
follow up as soon as possible with the patron to see if
there is a problem with the barcode on her library card.
Patron barcode was invalid items will
be marked Missing.
The symbology of the patron barcode you scanned with
your PHD does not match the symbology defined for
your patrons in System Setup. Circulation Desk
changes the copy and inventory statuses of the copies
checked out to this patron to Missing.
Keep a list of the copy barcodes, and if possible, try to
follow up as soon as possible with the patron to see if
there is a problem with the barcode on her library card.
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Message
Cause
This patron is restricted.
This patron has a restricted status. This usually
indicates that you do not want to check out or renew
any copies to this patron.
To prevent this message from appearing, print out a list
of restricted patrons from Reports before circulating
with your PHD. Use this list to monitor transactions.
See also: For more information about printing patron
lists, see Generating a Patron Name List" on page 575.
This patron's card has expired.
The patron has not renewed his library card. This
usually indicates that this patron would normally not
be allowed to checkout or renew any copies.
To prevent this message from appearing, print out a list
of patrons with expired library cards from Reports be
fore circulating with your PHD. Use the list to monitor
transactions.
See also: For more information about printing patron
lists, see Generating a Patron Name List" on page 575.
The temporary copy cannot be deleted
because there is a fine on it, or there is a
hold. Do not reuse the barcode.
A temporary copy has been checked in. Since there are
fines or holds pending on this copy, Circulation Desk
cannot delete the temporary title or its copy. The
temporary title and copy will be deleted when the fine
or hold has been addressed.
If you reuse your barcodes for temporary items, make
sure that you do not reuse this barcode until the fines or
holds have been addressed.
See also: For more information about temporary titles
and their copies, see Adding a title during a checkout"
on page 139.
There are pending holds on this copy.
The copy that was checked out or renewed had
pending holds associated with it. You may want to
extend the expiration date of these holds to make sure
that they do not expire before becoming ready.
See also: For more information about extending holds,
see How to extend the life of a hold" on page 169.
There is no loan period defined ...
This message indicates that there is no loan period
defined for this transaction type in the Policies tab in
System Setup. Circulation Desk will use the loan period
defined in the Remote Circulation window.
Be sure to set up your circulation policies in the Policies
tab in System Setup before circulating with your PHD
again.
See also: For information about setting up loan periods,
see How to limit loan periods" on page 78.
Troubleshooting
The most common problems encountered with the PHD involve battery or
scanner tip problems. If you have problems using the PHD, please see the
manufacturer's user documentation as well as Appendix E, Using a PHD+,
PHD+ II, or PHD Laser+," or Appendix F, Using a PHD Dolphin+."
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Patrons
Chapter 14 Patron Maintenance basics
This chapter contains general information and instructions for using Patron
Maintenance, including searching for patron records.
See also: For information about how to prepare for Patron Maintenance by
setting the default patron type or changing the prompts in userdefined fields,
see Making it easier to create new patrons" on page 72.
About Patron Maintenance
Patron Maintenance provides librarians and library staff with an easy way to
maintain the patron database. With Patron Maintenance, you can add new patron
records by creating or importing them. You can update or delete patron records
individually or in groups. You can also import patron pictures. From Patron
Maintenance and Circulation Desk, you can view, add, or edit patrons and print a
summary of information about your patron's checkouts, transaction statistics,
holds, fines, and personal information.
See also: For more information about viewing and printing patron information
from within Circulation Desk and Patron Maintenance, see Viewing and
printing patron information" on page 130.
Using Patron Maintenance
From the computer desktop, open the Follett Applications folder and
doubleclick the Patron Maintenance icon.
Note: You can also access the Follett Applications menu from the Windows Start
| Programs menu or from the Mac OS Apple menu.
If you are using the password protection option in the System Setup module to
limit access to the Patron Maintenance module, a password dialog appears. Type
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the password and click OK. The Patron Maintenance default password is
MODPATRON. The Patron Maintenance main window appears:
Menu bar
From the Patron Maintenance main window, you can choose to search for a
record, create a record, edit or delete existing records once they are found, or
access the menu bar. From the menu bar, you can access each of the following
submenus, as well as the online help features:
File Menu Contains the commands to import and export patron
information and to close Patron Maintenance.
Edit menu Contains five options for maintaining patrons globally,
individually, and with a PHD.
Search menu Contains four options for finding patron records.
Help menu Contains options for finding the help pertaining to Patron
Maintenance, and the About dialog. From the About dialog, you can see
product information for the application, the current number of patrons, titles,
and copies in the system, and run the System Circulation Statistics and
System Information Reports (see Chapter 39, System reports").
Searching for patron records
Although you can search for patron records at any time, you'll need to search for
a patron record before you can edit or delete it. Both the toolbar and the Search
menu provide quick access to search strategies. The Patron search options table
describes the search strategy associated with each search button on the Patron
Maintenance toolbar and gives examples of the data needed for each search.
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Chapter 14 Patron Maintenance basics
Patron search options
Button
Description
Search using the patron's last name.
Example: Schmidt, Betty or Schmidt
When you're not sure of the spelling, start the search with a name that sounds like
the patron's last name. Type at least the first two letters for a truncated search.
Example: To search for a patron named Nowles, type
No or Noles
Search using the patron's barcode.
Example: 70900934532110
Search using the patron's ID number, which is often the social security number or
student number.
Example: If you are using social security numbers for the ID, type 630-98-1823
How to search for a patron record
1.
On the Patron Maintenance toolbar, click one of the search buttons or select a
search option, such as by Name, from the Search menu. A Patron Search
dialog appears, similar to the following example:
It's okay to enter partial
names, but numbers must
be exact.
2.
In the text box, depending upon which method you chose, type the last
name, barcode number, ID number, or the soundslike" version of the name,
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and then click Search. Patron Maintenance displays a list of patrons in the
Patron Maintenance main window, with the patron's name highlighted:
Use the arrow keys to move
up or down the list. Use the
HOME key to go to the top
of the list, or the END key to
go to the bottom.
What happens if the patron isn't found
When a search doesn't result in an exact match, Patron Maintenance displays one
of the following:
A list of patrons with the closest matching patron name highlighted for name
or soundslike" searches. If one of the displayed names isn't correct, try
another search entry.
A message informing you that the number you entered is not valid for the
barcode or alternate ID searches. Click OK to close the box and try again.
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Chapter 15 Maintaining individual patron records
This chapter contains general information about maintaining individual patron
records and specific instructions for the following maintenance tasks: adding and
editing a patron record; adding, editing, and deleting addresses; adding and
editing an important message or a note; adding, replacing, and removing patron
pictures; and deleting individual patron records.
About maintaining individual patron records
Depending on your settings in System Setup, each patron record requires a last
name and barcode or identification number. All other fields are optional. You can
add patrons, edit and delete the primary or secondary address information, and
delete patrons in Patron Maintenance. You can also add or edit patron records
from Circulation Desk (see Adding or editing a patron" on page 139).
See also: For information about the global maintenance of records, see Chapter
16, Maintaining patron records in batches."
How to add or edit a patron record
1.
To add a patron record in Patron Maintenance, click New on the Patron
Maintenance main window. To edit an existing patron record, first find the
patron's record by using any search method. Select the appropriate patron in
the list, and click Edit. The desired dialog appears:
These are required fields. Use the barcode,
ID, or both, as specified in System Setup.
Click to assign the next barcode
number available.
To add, edit, and delete
addresses (see page
188)
To add a new message or
note for the current patron
(see page 189)
Only available on Edit Pa
tron dialog, Info opens the
Patron Information tabs.
To add, replace, or
remove a patron's photo
to the currently displayed
record (see page 189)
Prompt names are based on your settings in System Setup.
2.
Only available on Edit Patron dialog
Fill in the new or updated information. To save the record, click Save. If you
are adding patrons, the dialog clears so you can add more patrons.
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How to add, edit, and delete addresses
Patrons can have up to two addresses in their records. You can add addresses
when you are creating a patron record or later when you are editing the record.
When there is more than one address, the address identified as the patron's
primary address will be used for patron notices. You can also edit the address or
delete one or both of the addresses.
1.
By default, the first address
entered is the primary address.
To select the other address,
select it and click Select as
Primary Address.
On the Add Patron or Edit Patron dialog, click Addresses. The Addresses
dialog appears:
Deletes the
selected
address
2.
Click New to add a new address or Edit to change the highlighted address.
The Add Address or Edit Address dialog appears:
3.
In the dialog, add or edit the necessary information. A complete address for
one location can include two lines of street address (such as street number
and name on the first line and the rural route or postal box number on the
second line) and two phone numbers. When you're finished, click OK. The
Addresses dialog reappears, displaying the address information you entered.
Click OK to return to the Add or Edit Patron dialog, and then click Save.
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Chapter 15 Maintaining individual patron records
How to add or edit an important message or a note
To display miscellaneous information about a patron when his or her record is
accessed, Patron Maintenance lets you attach important messages and notes to
patron records.
An important message appears automatically when anyone accesses the patron's
record in Circulation Desk and Patron Maintenance (see Important messages for
patrons," page 126). Use an important message to alert library staff to special
issues regarding individual patrons, such as having a large fine or a change in
borrowing privileges.
A note appears only when the Note tab is selected from the Patron Information
dialog (see Viewing and printing patron information," page 130). Use a note to
inform the staff of noncritical information about a patron, such as a reminder
that the patron is looking for literature about organized bicycle rides in Iowa.
1.
From the Add or Edit Patron dialog, click Message or Note. The appropriate
dialog appears:
To delete an important mes
sage or note, select Clear. At
the message, click Yes.
The text field is fully
editable for a message
and note.
2.
When you finish adding, editing, or clearing the information, click Save.
Once the Add or Edit Patron dialog reappears, click Save.
How to add, replace, or remove a patron picture
Once a patron's picture is added to a record, any time the patron's information
displays in a window, the patron picture will also appear in a floating window
that the user can move around. In Circulation Desk, the picture displays when
the patron's record is accessed for Checkouts, Checkins, Ready Holds, Fines
attached, Renewals, Copy Status, and Lost Copies.
Note: A Show Patron Picture/Hide Patron Picture toggle is available from the
File menu in Circulation Desk (see page 122).
See also: For information about importing patron pictures, see page 204.
1.
To add a patron picture, from the Add or Edit Patron dialog, click Picture.
The Add Patron Picture dialog appears. Select the file that contains the
patron's photograph and click Open. The image is added to the Patron
Picture window. If the image can't be loaded, a message appears. Make sure
your pictures meet the format, color, and size requirements outlined in the
table on page 190. To save the image in the patron database, click Save on the
Add or Edit Patron dialog.
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Patron picture format requirements
Picture Property
Valid specifications
Windows file formats
JPEG File Interchange Format (*.jpg), Windows Bitmap (*.bmp), Tagged
Image File Format (*.tif), and PC Paintbrush (*.pcx).
Mac file formats
Windows (.bmp), Graphics Interchange (.gif), JPEG/JFIF compliant (.jif,
.jpg, .jpeg), MacPaint painting (.mac), Photoshop (R) file (.psd), PICT
(.pct), Portable Network Graphics (.png), QuickDraw GX image, Quick
Time image file (.qti), Silicon graphics image (.sgi), TIFF, Targa (.tga).
Colors
Only 8-bit (256 color) or 24-bit pictures are allowed (no 1bit or 4bit).
Size
No greater than 100K. We do not support LZW compression.
2.
To replace an existing patron picture, open the patron's record from the Add
or Edit Patron dialog and follow the instructions in step 1. To remove the
patron's picture from the database, open the patron's record from the Add or
Edit Patron dialog and click Clear.
How to delete individual patron records
Use any search method to locate the desired patron. The patron list appears in the
Patron Maintenance window:
Highlight the patron
you want to delete.
Click Delete. A warning
message appears, asking
you to verify that you've
selected the correct pa
tron. Click Yes to pro
ceed.
Warning: Once you
confirm the deletion,
you cannot stop or
undo the process.
Highlight the patron, and click Delete. A confirmation message appears. If
overdues, holds, fines, or checkouts still exist for the patron, the message displays
the totals for the checkouts, fines, and refunds. To continue with the deletion,
click Yes. The patron's record is then completely deleted from the database.
Important: The copy status of any copy currently checked out to the deleted
patron is changed from Checked Out to Lost. Any holds placed on
lost copies are deleted during the next morning's daily startup.
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Chapter 16 Maintaining patron records in batches
This chapter provides general information about globally editing patron records.
It also provides instructions for making sequential and global updates, making
updates using a PHD, making global deletes, and deleting patrons with a PHD.
The chapter also contains explanations for the exception reports that may result
when the system processes the data stored in a PHD.
About global maintenance
Global maintenance lets you make the same changes to a group of patron records.
The patron records in the group are selected either by a common element, such as
patron type or homeroom, or from a PHD file of barcode scans. The contents of
certain fields in the patron records can then be changed, or the records
themselves deleted. In addition, individual records can be updated sequentially.
Global maintenance functions include: Global Update; Update via PHD; Global
Delete; Delete via PHD; and Individual Update.
Global Update is a search and replace feature you can apply to a group of patron
records. You first select the patron records to update (e.g., all seniors, or all
patrons with a certain Location 2). You then select which field in the record to
update. You can use Update via PHD to update patrons whose barcodes are
stored in your PHD.
You can use Global Delete to delete all patrons whose library cards expired or
who graduated in a certain year or who have a certain status or patron type. You
can use Delete Patrons via PHD to delete all patrons whose barcodes are
currently stored in your PHD.
Individual Update lets you update multiple fields at once for individual patrons.
The individual patrons are identified by typing or scanning the patron barcodes.
This saves you the time you'd otherwise spend editing each individual record.
Globally updating batches of patrons
Editing a group of patron records at one time is a twopart procedure. First,
identify the group of patron records to update. You can use the following patron
record fields as the basis for a global change: Status, Patron Type, Location 1 or 2,
or User Field 1 or 2. Then, select the field that you want changed and what you
want the contents of that field to be. Patron Maintenance will find every record in
the group and update the contents of the field selected.
Warning: All changes are immediate. You cannot undo them by canceling the
process.
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1.
On the Patron Maintenance main window, open the Edit menu and select
Global Update. The Global Update dialog appears.
2.
From the Whose and Is lists, select the name and contents of the patron field
that you want to use as a basis for the change. This selection determines
which records will be updated. (The prompt names of the location and user
fields are based on what you entered in System Setup.)
The selections in this field are:
Status, Patron Type, Location
1, Location 2, User Field 1,
and User Field 2.
3.
From the Change list, select the name of the field that you want to change in
the patron records. In the To combo box, select or type the new contents.
4.
When you finish making your selections, click Update. A confirmation
message appears next. To start the update, click Yes. The Global Update
progress dialog appears. When the process is complete, Cancel changes to
Close. Select Close, then Cancel to exit to the Global Update dialog.
Example: You want to change the name of one of the 2nd period teachers.
You've entered teacher names in the User Field 1 (and changed the prompt to
2nd Period") of the patron records, and you want to update them all at once.
From the Whose list, select 2nd Period." From the Is list, select Miss Blake."
From the Change list, select 2nd Period." In the To combo box, type Mrs.
White. Click Update. Patron Maintenance will find all patron records with
Miss Blake" in the 2nd Period" field, and change the 2nd Period" field to
contain Mrs. White."
Updating information for a few individual patrons
When you want to update one or more fields in a few individual patron records,
use Individual Update. Again, let's say you want to change the classroom
assignments for part of one grade to Room 204.
Warning: All changes are immediate and can only be reversed manually.
1.
On the Patron Maintenance main window, open the Edit menu and select
Edit | Individual Update. The Individual Update dialog appears.
2.
In the left column, select Change, Do Not Change, or Clear from the list box
for the fields that apply to these patrons. If you select Change, a list box
appears to the right. In this box, select or type the new contents of the field.
You can select and change any or all of the fields listed at the same time.
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Chapter 16 Maintaining patron records in batches
Scan or type the patron's
barcode number after
making the choices below.
Selecting Change
displays and
activates these
To list boxes.
Do Not Change is the
default.
If you select Change, a
list of possible values for
that field appears.
These prompts
depend on the
entry made in
System Setup.
Clear deletes any data
in the field.
3.
Click in the Barcode text box. Scan or type a patron's barcode number, and
then select Update. As the record is processed, the patron's name, ID number,
and barcode number appear under Last Patron Processed.
4.
Scan or type the remaining barcodes to change and update the information as
needed.
Example: For Homeroom (Location 1), select Change and type 204 in the To
combo box. Click in the Barcode text box. Type P 962 and click Update.
Continue entering individual barcodes. For every barcode you scan, the
Homeroom of that patron changes to 204.
Updating patron records using a PHD
You can quickly change Patron Status, Patron Type, User Field 1 or 2, or Location
1 or 2 for a group of patrons scanned into your PHD. Only one field can be
updated at a time. If you want to change several different fields, process the data
once for each field you want to change.
Warning: All changes are immediate. You cannot undo them by canceling the
process. Remember to erase any previous scans in your PHD so that
no patron record is unintentionally updated. To erase scans from a
PHD+, PHD+ II, or PHD Laser+, see page 664. For a PHD Dolphin+,
see page 679.
Example: A class moves to a new homeroom and you need to update the patron
records with the new Location 1. Using your PHD, you could scan the barcodes
on all of the students' cards, select the information you want changed, and then
update the selected patron information for all students in the classroom at once.
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1.
With your PHD, scan the barcodes of the patrons you want to update. For
instructions on collecting patron scans with the PHD+, PHD+ II, or PHD
Laser+, see Collecting inventory, copy, or patron data" on page 663. To
collect patron scans with a PHD Dolphin+, see page 676.
When you finish collecting scans, connect your PHD to your computer. See
the manufacturer's documentation or Appendix E, Using a PHD+, PHD+ II,
or PHD Laser+," or Appendix F, Using a PHD Dolphin+," for instructions.
Note: To make sure you have scanned the correct barcodes, generate a list of
the patron names stored in your PHD before updating their records.
(See Generating a Patron Name List" on page 575.)
2.
From the Patron Maintenance main window, select Edit | Update via PHD.
The Update Patrons via PHD dialog appears. From the Change list, select the
name of the field you want to update. Then select or type the new contents
for that field in the To combo box.
The field choices are: Status,
Patron Type, Location 1,
Location 2, User Field 1,
and User Field 2.
Select the PHD model you're
using.
To change the transfer set
tings, click Edit.
These instructions change based on the PHD you choose.
Warning: To protect your equipment, make sure you turn off your PHD
and computer before connecting or disconnecting the PHD.
3.
Select the PHD model you're using. If you don't need to change the transfer
settings, go to step 4. Otherwise, click Edit. The PHD Settings dialog appears:
Select the port you use to attach your
PHD to your computer, and then...
...select the highest speed available for
that port. The PHD Dolphin+ only com
municates at a speed of 9600 baud.
Set the port and speed for your PHD, and click Save.
4.
Once you've selected the correct PHD model and adjusted the PHD settings
as desired, simply follow the instructions displayed on the screen.
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Chapter 16 Maintaining patron records in batches
When you click Update, a confirmation message appears. To continue, click
Yes. Once the data transfer process begins, a progress dialog appears. If any
problems occurred during the patron update process, an exception report is
generated. Carefully check the report. It is located in the Exception Reports
folder within your Follett folder.
Globally deleting patrons
With Global Delete, you can delete multiple patron records at one time. This is
especially useful when a large number of patrons are no longer associated with
your library. You can delete patrons based on their Graduation Year, Card
Expiration Date, Patron Status, or Patron Type. You can also choose whether or
not to delete those patrons with outstanding checkouts, fines, refunds, or holds. If
you choose to do so, any copies checked out to them are marked as lost, and any
fines, refunds, or holds are deleted.
Warning: All deletions are immediate. You cannot undo them by canceling the
process. The data cannot be recovered.
1.
On the Patron Maintenance main window, open the Edit menu and select
Edit | Global Delete. The dialog appears. Select the field (Graduation Year,
Card Expiration Date, Status, or Patron Type) on which you want to base the
deletions, and then specify your criteria:
To delete patrons based on their
Graduation Year, select the year and
the patron type.
To delete patrons based on their Card Expiration
Date, type the starting and ending dates and select
the patron type.
To delete patrons based on their
Status or Patron Type, select the
appropriate setting from the list.
If you want to keep patrons that have active check
outs, holds, fines, or refunds due, clear this option.
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2.
After you make your selections, click Delete. A confirmation message
appears. Click OK. While deleting the selected patrons, Patron Maintenance
displays a progress dialog. When the delete process ends, Patron
Maintenance produces an exception report that lists, for each patron meeting
the criteria, the patron name, barcode number, ID number, and whether the
patron was deleted or skipped (and the reason). If you chose to delete
patrons with active transactions, any copies that were checked out are
marked as lost, and any fines, refunds, or holds are deleted.
Deleting patrons with a PHD
This feature lets you delete multiple patron records based on barcode data that is
stored in a PHD. You can also determine whether you are going to delete patrons
with outstanding checkouts, fines, refunds, or holds.
Warning: All deletions are immediate. You cannot undo them by canceling the
process. The data cannot be recovered. Remember to erase any
previous scans in your PHD so that no patron records are
unintentionally deleted. To erase scans from a PHD+, PHD+ II, or
PHD Laser+, see page 664. For a PHD Dolphin+, see page 679.
1.
With your PHD, scan the barcodes of the patrons you want to delete. For
instructions on collecting patron scans with the PHD+, PHD+ II, or PHD
Laser+, see Collecting inventory, copy, or patron data" on page 663. To
collect patron barcodes with a PHD Dolphin+, see page 676.
When you finish collecting scans, connect your PHD to your computer. See
the manufacturer's documentation or Appendix E, Using a PHD+, PHD+ II,
or PHD Laser+," or Appendix F, Using a PHD Dolphin+," for instructions.
Note: To make sure you have scanned the correct barcodes, generate a list of
the patron names stored in your PHD before deleting their records.
(See Generating a Patron Name List" on page 575.)
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Chapter 16 Maintaining patron records in batches
2.
From the Patron Maintenance main window, select Edit | Delete Patrons via
PHD. The following dialog appears:
If you want to keep patrons
that have active checkouts,
holds, fines, or refunds due,
clear this option.
Select the PHD model you're
using.
To change the transfer set
tings, click Edit.
These instructions change based on the PHD you choose.
Warning: To protect your equipment, make sure you turn off your PHD
and computer before connecting or disconnecting the PHD.
3.
Decide if you want to delete patrons with active transactions, and then select
the PHD model you're using. If you don't need to change the transfer
settings, go to step 4. Otherwise, click Edit. The PHD Settings dialog appears:
Select the port you use to attach your
PHD to your computer, and then...
...select the highest speed available for
that port. The PHD Dolphin+ only com
municates at a speed of 9600 baud.
Set the port and speed for your PHD, and click Save.
4.
Once you've selected the correct PHD model and adjusted the PHD settings
as desired, simply follow the instructions displayed on the screen.
When you click Delete, a confirmation message appears. Click OK. While
deleting the selected patrons, Patron Maintenance displays a progress dialog.
When the delete process ends, Patron Maintenance produces an exception
report that lists, for each patron barcode scanned, the patron name, barcode
number, ID number, and whether the patron was deleted or skipped (and the
reason). If you chose to delete patrons with active transactions, any copies
that were checked out are marked as lost, and any fines, refunds, or holds are
deleted.
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Interpreting the exception report
The following table lists messages that may be generated when the system checks
your patron barcodes during the processing of your PHD data:
Patron Maintenance exception messages
Exception message
Meaning
Barcode <patron barcode>
not found
Patron barcode transferred from your PHD for processing cannot be
found in system database.
Invalid barcode
Patron barcode does not follow the symbology defined in Barcode
Setup for patrons.
Verify Barcode Setup is valid for symbology used.
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Chapter 17 Importing patron information
This chapter contains general information about importing patron records and
patron pictures, formatting information, getting ready to import, importing
patron records, importing patron pictures, and interpreting the exception report.
About importing patron records
If your administration sends you disks containing new patron records, you can
decrease the amount of time required for annual updating. You can use the
Import Patrons option on the Patron Maintenance File menu to add new patron
records or to update existing records.
To be imported successfully, the source file must be in the correct format. If the
patron information you want to import was exported from a preUnison database
or from another vendor, you can either use the Patron Conversion Utility or
create your own import file with a text editor. For instructions on using the
Patron Conversion Utility, see the Patron Conversion Guide. If you prefer to create
your own import file, the following section explains the formatting for a patron
import file.
If you already have a properly formatted file and are ready to import, skip the
following section and go to Importing patron records" on page 202.
Formatting information for the librarian's technical personnel
The following patron file format information is provided to help you or your
technical personnel prepare a patron file for import into Patron Maintenance. If
you don't have experience creating or editing commadelimited text files, you
may want to seek additional assistance.
Follett's patron import data file formats
This type of file can be created with any text editor, such as the Windows
Notepad application. You can also export patron records using the Export
Patrons function, modify the data in a text editor, and then reimport the data
(choosing to replace existing records).
The import file format is flat ASCII text, commadelimited. Each patron record
takes up one line of the file. Each line in the file must end with a carriage return.
String fields in the record are surrounded by quotes (e.g., Smith"). Numbers,
including dates, are the actual numeric value. Each field is separated from the
one after it by a comma. Empty fields contain no characters.
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Header portion of the file
The first line in the import file must be a header line. The third field, Patron file
format version, must contain 4.00 if the file is in the 31field format described in
Patron record portion of the file." Do not enter the current application version
that you are running. Although it is not required that the other header fields
contain data, each field, listed in the following table, must exist in the header.
Field
Format
Maximum length
Example
School name
String
30
Anytown Elementary"
Program name
String
20
Patron Maintenance"
Patron file
format version
String
10
4.00"
Date created
Num, YYYYMMDD
8 (exactly)
19990901
Patron count
Num
4 (exactly, zeropadded)
0009
Disk number
Num
2 (exactly, zeropadded)
01
Final disk?
String, Y or N
1
Y"
The following example of a file header indicates that patrons from Anytown
Elementary were exported by Patron Maintenance module version 4.00 on Sept.
1, 1999 (19990901). There are 9 (0009) patron records. This is the first disk (01) in
the series and is also the last disk (Y") in the series.
“Anytown Elementary”,“Patron Maintenance”,“4.00”,19990901,0009,01,“Y”
Patron record portion of the file
The remaining lines in the import file are patron records. Each record must
contain all of the 31 fields, whether or not they contain data. String fields must be
surrounded by quotation marks, and all fields are separated (delimited) by
commas. Each record must end with a hard return; there must not be any trailing
space after the last field.
The Last Name field must contain data. In addition, the Barcode and/or
Alternate ID field(s) must contain data. This second requirement depends on
your preference. Refer to your System Setup | Patron Maintenance | Patron
Defaults for your required patron field(s).
The following table contains the specific information for each field:
Patron fields
Field
Format
Maximum length
Example
Barcode
String
14
P 52"
Alternate ID
String
20
241661234"
Last name
String
20
Sellers"
First name
String
20
Patty"
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Chapter 17 Importing patron information
Patron fields (Cont.)
Field
Format
Maximum length
Example
Middle name
String
10
Jo"
Card expiration date
Num
YYYYMMDD
8 (exactly)
20050630
Graduation year
Num, YYYY
4 (exactly)
2005
Birth date
Num
YYYYMMDD
8 (exactly)
19880214
Gender
String
1 (M, F, U, or blank)
F"
Patron Type
String
3 (all caps)
S"
Patron status
String
1 (A, I, or R)
A"
Location 1
String
15
Johnson"
Location 2
String
15
Gymnasium"
User field 1
String
15
4th Period"
User field 2
String
15
ESL"
Address 1 Line 1
String
32
19 Ridge St"
Address 1 Line 2
String
32
Route 3"
Address 1 Line 3 / City
String
32
Sycamore"
Address 1 Line 4
State/Province
String
32
Illinois"
Address 1 Zip/Postal Code
String
20
60987"
Address 1 Email
String
32
pjo@aol.com"
Address 1 Phone 1
String
28
815-828-9598"
Address 1 Phone 2
String
28
(895) 982-8518"
Address 2 Line 1
String
32
1037 Tame Rd"
Address 2 Line 2
String
32
P O Box 1972"
Address 2 Line 3 / City
String
32
McHenry"
Address 2 Line 4
State/Province
String
32
Wisconsin"
Address 2 Zip/Postal Code
String
20
70998"
Address 2 Email
String
32
red@school.org"
Address 2 Phone 1
String
28
(724) 737-8487"
Address 2 Phone 2
String
28
724-887-3754"
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The patron in the following example is Patty Sellers, whose record data is the
same as that shown in the above table. In the export file, this record would
appear as a single line terminated by a hard return. Please note that there are no
trailing spaces at the end of the record.
P52",241661234",Sellers",Patty",Jo",20050630,2005,19880214,F",S",A",Johnson",Gymnasium",4th Period",ESL",
19 Ridge St",Route 3",Sycamore",Illinois",60987",pjo@aol.com",815-828-9598",(895) 982-8518",1037 Tame Rd",P
O Box 1972",McHenry",Wisconsin",70998",red@school.org",(724) 737-8487",724-887-3754",
Note: The paragraph symbol ( ) in the previous example is being used to show
the hard return at the end of the record. It would not normally be visible.
Error checking in importing
Import checks the maximum length of each field. Any field larger than the
maximum length is truncated when imported.
Any trailing spaces in string fields are deleted. Leading spaces are not.
Barcodes may not be longer than 14 characters.
All date fields are stored as numbers, YYYYMMDD. Standard month/day
checking is applied. Years must be between 1900 and 2037.
Any record that is invalid generates a line in the exception report listing the
patron name (if possible) and a brief error message.
Importing patron records
Before you start, it is very important to check four factors that impact the
importing of your data. If they are not correctly set up, your records will not be
imported successfully.
Check the barcodes used in the records being imported. They must match the
barcode symbology set up for patrons in System Setup | Site | Barcodes,
including the Type Identifier character(s).
Check the default patron type in System Setup | Patron Maintenance. If you
are importing patron records that don't have patron types, Patron
Maintenance assigns this default patron type to the records being imported.
Check the required patron fields in System Setup | Patron Maintenance. If
the records in the import file do not contain the field(s) specified, the import
will fail.
Check the file format used for the records. Make sure that the records were
sent to you in the Follett patron file format. If they're not in the Follett format,
Patron Maintenance will not import them into your database. For
information on creating a file in the correct format, see the previous sections.
1.
On the Patron Maintenance main window, open the File menu and select
Import Patrons. The Import Patrons dialog appears. Select a basis for
detecting duplicates, and then select the subsequent action, either Skip,
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Chapter 17 Importing patron information
Merge, or Replace, that Patron Maintenance executes when a duplicate
record is found.
Select barcode or ID as specified in
System Setup for identifying your
patrons. Barcode is the default.
Typically used when adding new
patron records. Skips incoming
records if they exist in database.
Typically used when updating
existing records. All nonblank
fields from the incoming record
replace the corresponding fields in
the existing record.
Other fields remain as is.
Recommended when importing
records that contain new area
codes or other specific data.
Typically used when updating
existing records. Recommended
only when importing records that
contain complete patron
information. Replaces all existing
fields with incoming fields.
2.
If you are importing patrons from a floppy disk, insert the disk into the
floppy drive of your computer. On the Import Patrons dialog, click Import.
The Open dialog of your operating system appears.
3.
Select the patron file you want to import from the disk, and click Open. The
system begins to import the records, displaying the progress of the import in
the Patron Import progress window. To interrupt the import at any time, click
Cancel on the progress window.
4.
When the import is complete, a message appears asking if you want to
import another file. When you are finished importing, click Close. The
application generates an exception report with the number of patron records
processed and a description of any errors encountered.
Interpreting the exception report
Any errors encountered during the import patron process are entered into an
exception report. The exception report resides within the Follett folder in
Exception Reports. This table lists the possible errors and their meanings.
Patron Maintenance errors during a patron import
Error message
Meaning
Barcode <number> is not a
valid patron barcode.
Patron barcode does not follow the symbology defined for patrons in
System Setup. Verify that the barcode setup is valid for the
symbology used.
Birth date field invalid:
Defaulted to blank.
Invalid birth dates are set to 0.
Card expiration date field
invalid: Defaulted to
blank.
Invalid card expiration dates are set to 0.
Duplicate <Barcode or
ID>: <value> exists.
A duplicate record was found and since duplicates are to be
skipped, this record is so noted. Verify duplicates.
<Field name> field too
long. Truncated.
One of the fields is longer than the maximum length allowed. The
data is truncated to the maximum length during import. Check
Follett's patron import data file formats, starting on page 199.
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Patron Maintenance errors during a patron import (Cont.)
Error message
Meaning
Graduation year field in
valid: Defaulted to blank.
All blank and invalid dates are set to (blank).
Graduation year field two
digit year adjusted to <four
digit year>.
If only 2 digits are provided for the graduation year, it is converted
to a 4digit date: 19 is prefixed to 38-99, 20 is prefixed to 00-37.
The import record does not
contain the proper number
of fields.
Patron record does not contain the proper number of fields. Check
Follett's patron import data file formats, starting on page 199.
Invalid patron gender:
Set to (U) unknown.
The patron's gender is not M" (male), F" (female), U"
(unknown), or blank. If none exists or entry is incorrect, the gender
is set to U." Verify patron's gender.
Invalid patron status:
Set to Inactive.
The valid patron status types are: Active (A), Inactive (I), and
Restricted (R). If none exists, the status is set as Inactive during
import. Verify the patron's status.
<Last name, Barcode, or
ID> may not be blank.
Patron record does not contain a last name, barcode, or ID as
defined for patrons in System Setup.
Verify the name field and your patron type defaults as described in
Making it easier to create new patrons" on page 72.
<Zip Code/Postal Code> is
invalid: Defaulted to
blank.
The library Address Format is set as United States, Canada, or Other
Countries, and the Zip Code/Postal Code field does not match the
format defined in System Setup. The field is left blank during
import. Verify zip/postal code.
Importing patron pictures
When you want to import a file of patron pictures into your existing patron
records, use Import Patron Pictures. You can import a group of patron photos
that were compiled into a database file by another company, such as Lifetouch
National School Studios or Herff Jones.
Important: Before you start, make sure the import file is formatted correctly. Each
patron picture takes up one line of the file. Each line of the file must
contain: <barcode or ID>" , <picture file name>" (the quotes are
optional). Each line in the file must end with a carriage return. There
is no header line.
The following is an example of a patron picture import file:
639465",00002.JPG"
688692",00003.JPG"
859228",00004.JPG"
971657",00005.JPG"
752899",00006.JPG"
See also: For information about the valid formats for the actual patron pictures,
see the table of Patron picture format requirements" on page 190.
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Chapter 17 Importing patron information
1.
On the Patron Maintenance main window, select File | Import Patron
Pictures from the menu. The Import Patron Pictures dialog appears. Select
the locations of the import file and the patron photos you want to import,
and choose how the system should handle duplicates.
Patron Maintenance automatically checks your CC40\TEMP folder for an import file from Lifetouch National School Studios.
If found, the path to the file appears in the Import File text box. If you use another vendor, click the Browse buttons to select
the proper locations.
Import File Points to the text file that associates each picture file with each patron barcode/ID.
Picture Folder Points to the folder that contains all the picture files.
Select how incoming photos
should be handled for patron
records with existing photos.
Exceptions are written for any
records that are skipped.
If you are using a Herff Jones CD, place the disc into your CD drive. Click the
Import File Browse button; select your CD drive (it should display
Herff_jones"); highlight the file Pref_jpg.txt" and click Open. Back on the
Import Patron Pictures dialog, click the Picture Folder Browse button; again
navigate to the Herff Jones CD; highlight the folder Jpegs and click OK.
If you are using a Lifetouch CD, you must export the pictures first. To do so,
launch your Lifetouch Administrator's CD v4.0. In the first window, select
Follett Software Company from the list and click OK. On the next window,
select your CD drive and click OK. The Student List Selection dialog appears.
For Student Records, click All. For Export, click Images. The Export Images
dialog appears.
If the path to the Image File Folder is incorrect, click Change Location. Select
your CC40\TEMP folder or another existing folder. Select the same folder for
the data linking file (that we call the Import File) named IDLINK.TXT. When
both locations are correct, record the path, click Export, and click Yes to the
warning message. After the export, select File | Quit. Use these same two
location paths on the Import Patron Pictures dialog.
2.
When you finish making your selections, click the Import button on the
Import Patron Pictures dialog. The system begins to import the patron
pictures, displaying its progress in the Import Patron Pictures progress
window. To interrupt the import, click Cancel on the progress window.
3.
When the import process is complete, Patron Maintenance generates an
exception report with the number of patron pictures processed and a
description of any errors encountered. If you chose to skip incoming pictures,
the exception report also identifies the patron records that were skipped. This
report resides within your Follett folder in an Exception Reports folder.
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Interpreting the exception report
Any errors encountered during the import patron pictures process are entered
into an exception report. This table lists the possible errors and their meanings:
Patron Maintenance errors during a patron picture import
Error message
Meaning
Error occurred finding
Patron <Barcode/ID>.
Could not find patron barcode/ID. Verify that the patron's record
exists and the barcode is correct in Patron Maintenance. Verify that
the barcode in the patron record and in the import file are the same.
An error occurred loading
Patron <Barcode/ID>'s
picture.
Patron's picture failed to load from the database. The file may be
invalid. Retry or obtain another copy of the image.
An error occurred saving
Patron <Barcode/ID>'s
picture.
Failed to save picture. The file may be invalid. Retry or obtain
another copy of the image.
Failed to load Patron <Bar
code/ID>'s file <filename>.
Error: file was not found.
Unable to load patron barcode/ID, filename (bad file, invalid file).
Verify that the patron's record exists and the barcode is correct in
Patron Maintenance.
Patron <Barcode/ID>
cannot be found.
Failed to find patron barcode/ID. Verify that the patron's record
exists and the barcode is correct in Patron Maintenance. Verify that
the barcode in the patron record and in the import file are the same.
Patron <Barcode/ID> was
skipped.
Patron already has a picture, and the user chose the Skip option.
Unable to display Patron
<Barcode/ID>'s file <file
name>.
Unable to display picture for patron. The file may be invalid. Retry
or import another copy of the image.
207
Chapter 18 Exporting patron records
This chapter contains general information about exporting patron records,
discusses what you'll need to get ready, and provides instructions on how to
export patron records.
About exporting patron records
The Export Patrons option allows you to clean up" your patron database at the end
of a school year, send patron records to another school within a district, or allow
districtwide access to patron records. Schools within a district can then share patron
records, even those exported from different platforms (such as Windows, Macintosh,
or DOS). By using the search and replace" option of a text editor, you can globally
update your exported files and reimport them into your database, allowing global
updates not found in the Patron Maintenance Global Update functions.
Note: Bar Tender can read exported patron files, allowing you to print your own
barcodes using Bar Tender. See Appendix G, The Bar Tender," for
additional information on using Bar Tender with Circulation Plus and
Catalog Plus.
Before you begin exporting records, decide whether you want to export your
data to your hard drive or to floppy disk.
Make sure you have enough floppies to handle your exported patron records.
The actual amount of space required for patron records can vary, based on how
much patron data you actually record in the records. A 3.5" disk should hold
approximately 4,000 patron records.
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How to export patron records
On the Patron Maintenance main window, select File | Export Patrons. In the
dialog, select the criteria you want to use to define your export records and check
the destination path displayed in the File Name text box. What appears in your
Select By and Patron Types dropdown lists will depend on what you defined in
System Setup.
Identify how you want to select patron records to export. The available options include Name, ID,
Barcode, Location 1 or 2, and User Field 1 or 2.
Note: The Location and User Fields are customizable patron record prompts. For additional
information on changing these prompts, see Making it easier to create new patrons" on page 72.
Select the range of patrons you
want to include in the export.
For instructions on selecting the
starting and ending records, see
Defining a range" on page 489.
Click to begin exporting.
Select patron status to export.
To limit the patron types included
in the export, click Patron Types
(see page 493).
To limit the export to certain
graduation years or library card
expiration dates, select the Only
Patrons With check box, choose
Graduation Year or Card Expiration
Date, and enter the desired years.
To choose another file destination
or to specify a different filename,
click Browse.
When you click Export, a progress window appears. The scrolling display shows
the names and types of patrons being exported. When the export is complete, a
message appears at the end of the scrolling display list, and the Cancel button
changes to Close.
You can interrupt this process by clicking the Cancel button. If interrupted, the
records exported before canceling are saved in the specified file. If you restart the
export process with the same selection criteria, a message appears asking
whether you want to replace this file.
209
Inventory
Chapter 19 Inventory basics
After circulating your collection, you may notice that some items just aren't
where they're supposed to be. Inventorying your collection lets you know exactly
what you have and what is missing or just misshelved. Once you know what's in
your collection, you'll also be in a better position to make acquisition decisions.
With Follett Software's Inventory application, you can choose to take stock of
your entire collection or inspect one section at a time. This chapter includes an
overview of the inventory process, detailed planning instructions, a checklist to
help you during inventory, and instructions for starting and getting around
Inventory.
Overview of an inventory
Inventory works with Circulation Desk and Cataloging. This means you can
continue to circulate your collection and add new titles and copies while an
inventory is in progress. When you finish an inventory, you can print reports by
title or call number that list all of the items that are missing from your collection.
Monday: 001-399
Tuesday: 400-699
Wednesday: 700-999
Whether you plan to run a full inven
tory or several partial inventories,
set up a schedule before you start.
This will help you keep track of what
you've done and what areas still
need to be inventoried.
Finalize
Inventory
Plan
Begin
Inventory
The following diagram gives the big picture" overview of how Inventory works:
Scan
T 625
Not
Inventoried
(Unmarked)
Inventoried
theScan
Item (Marked)
There are three ways to add items to inventory:
Scan them directly into the Inventory main window.
Use a PHD and process the data later.
Create a data file of scanned barcodes and process the data later.
You can use any combination of these methods to take inventory.
Report
Missing:
T 123456
T 13579
T 24680
After finalizing inventory, print the
inventory lists to see what's missing:
Inventory List by Title
Inventory List by Call Number
Before you finalize inventory, print an Inventory List by Call Number for
Unmarked items. This report lists any items you may have missed.
Inventory status is set based on
copy status. For more information,
see the table on page 211.
Inventory and copy statuses of
any remaining Unmarked items
are set to Missing.
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Inventory
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Preparing for inventory
Before you start inventory, there are a few steps you can take to help things run
smoothly:
Create a schedule. At some point during the year, you'll probably want to
inventory your entire collection. Do you want to run a full inventory or run a
series of partial inventories? Please note that each partial inventory must be
finalized before beginning the next one. Perhaps you just want to take a look
at the status of your hightraffic areas. In any case, divide your library into
sections by call number, and record when each section should be inventoried.
This helps ensure that you'll inventory your entire collection. After a day of
scanning items into inventory, you can also print a list of Unmarked items for
that day's range of call numbers to see if any sections or shelves were missed
(see Generating an Inventory List by Call Number" on page 558).
Determine whether or not the items that are marked Missing are really
missing. Print a list of items with a copy status of Missing (see Generating a
Copy List by Status" on page 551). If you find some missing" items, you can
change their copy status to Available by checking them in. This ensures that
all items that are Available start inventory with an inventory status of
Unmarked (see the table on page 211).
Print a list of items without call numbers (see Generating a Copies Without
Call Numbers Report" on page 513) and assign call numbers to them. If you
have imported MARC bibliographic records with copies, you might have
imported them without call numbers. Items without call numbers will not
appear on the Inventory List by Call Number, which you'll print before
finalizing inventory.
Make sure you have a current backup of your database. For information, see
Chapter 42, Backing up your database."
How will Inventory affect circulation?
When you begin an inventory, you specify whether you want to run a full
inventory or just examine a specific range of call numbers. Inventory then sets the
appropriate inventory status for each item included in your inventory. It does this
by examining each item's copy status.
Important: The Begin Inventory processing cannot be canceled and requires
restricted access to the database. This means that no other Follett
applications may be open at any workstation except for the search
modules such as OPAC and WebCollection Plus. Once the Begin
Inventory processing is complete, normal activities can resume.
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Chapter 19 Inventory basics
The following table shows the relationship between an item's copy status and its
beginning inventory status:
Copy status
Beginning inventory status
Available
Unmarked Items with a copy status of Available should theoretically be
somewhere on your library's shelves and need to be accounted for during
your inventory. Inventory initially sets the inventory status of these items
to Unmarked. Items can only have an inventory status of Unmarked
while an inventory is in progress; otherwise, they're Marked or Missing.
On Hold
Marked Inventory marks all items in your collection that are currently
accounted for by the system. For each item that has one of these copy
statuses, you already have information regarding the current location of
the item.
Checked Out
At The Bindery
Lost*
Loaned Out
Copies with a
*NC circulation type
Missing
Missing Any item that was identified as Missing during a previous
inventory, or had its status changed in Cataloging, will remain Missing.
* Lost copies are not considered Missing because the items were checked out before being marked
Lost. The person who checked out the item and lost it is held accountable for the item. For more
information about marking copies Lost, see Marking a patron's checkout lost" on page 161.
Note: If you run a partial inventory, only Available copies within your selected
range will be assigned an inventory status of Unmarked. All copies
outside the range remain Marked or Missing.
Note: Any copies with the circulation type of Non-circulating eBook (*NC)
remain Marked. (*NC is intended for eBooks that are non-circulating,
non-inventoried, and non-holdable.)
After the Begin Inventory processing is complete, your goal is to enter the
barcode of each Unmarked item into inventory. Detailed instructions for the
various methods of entering items into inventory are given in Chapter 20,
Taking inventory of your collection."
Normal library activities, such as adding new items to your collection or
circulating items, can resume without affecting the results of your inventory:
If you check out an Unmarked item during an inventory, Circulation Desk
automatically changes the inventory status to Marked.
If you check in an item during an inventory that was checked out before you
began the inventory, the inventory status remains Marked.
At the Inventory main window, if you scan an item that is checked out,
Inventory checks the item in for you. It does this because it assumes that you
are only inventorying items that you find on your shelves. Since you
shouldn't have an item on your shelves that is checked out, Inventory checks
the item in. However, when Inventory encounters an item that is checked out
while processing remote inventory data, it does not check the item in. For
more details, see Using a PHD to inventory your collection" on page 221.
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Inventory
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If you add an item to your collection at any time, during or outside an
inventory, Cataloging automatically assigns an inventory status of Marked.
After inventory
Before finalizing an inventory, we recommend that you print an Inventory List by
Call Number for the Unmarked items in your collection (see page 558). If you
missed a section or shelf or discover a cart full of items that were not reshelved,
they're still Unmarked. Go back and enter those items into inventory before you
finalize it.
When you finalize your inventory, Inventory changes the inventory and copy
statuses of all Unmarked items to Missing. Inventory also notes the year in which
the item is identified as Missing. You can print a list of these items by generating
an Inventory List by Title for just Missing items (see page 559). This report shows
you which items can no longer be accounted for in your collection.
If you discover that you missed some items or an entire section of your library
after finalizing your inventory, don't worry. Even after you finalize, you can
reopen your last inventory, which resets the Missing items from your last
inventory to Unmarked. If you don't discover your error immediately, you can
always reset the Missing items from a specific year or even reset all the Missing
items in your collection. You can then scan the missed items into Inventory and
finalize your inventory again. For more detailed information about resetting
Missing items, see Resetting Missing copies" on page 231.
Note: When you reopen your last inventory or reset Missing items from a specific
year, Inventory only resets the specified Missing items to Unmarked. It
does not reset items identified as Missing in other years. None of these
options will touch items that have already been Marked.
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Chapter 19 Inventory basics
Inventory Checklist
As you take inventory of your collection, use this checklist to keep track of your
progress. You may copy this page (front and back) for future use. For detailed
information about these ten steps, please consult the Inventory, Reports, and
Backup and Restore chapters and the PHD appendices in the User's Guide.
Before taking inventory for the first time, we recommend that you read the
preceding sections, starting with Preparing for inventory" on page 210, and all
of chapter 20.
Steps for inventory
1. Create an inventory schedule.
Decide whether to run a full inventory or a series of partial inventories.
Divide your library into sections by call number and determine the order in which you will
inventory them.
2. Prepare your collection.
Reshelve items on carts, in classrooms, on display, etc.
Run a Copy List by Status, selecting Missing from the list.
If you find any missing" items, check them in.
Run a Copies Without Call Numbers Report. Assign call numbers to these items.
Items without call numbers do not appear on inventory reports.
3. Prepare your equipment.
Visually inspect your PHD and charge the batteries (or have extra disposables on hand).
Load the PHD application. This will ensure that the correct version is loaded and serve to
verify that a valid connection exists between the PHD and the application.
Erase any pre-existing scans in the PHD.
Prepare remote batch disks and portable computers (if using).
Format floppies for saving downloaded inventory files (if not using the hard drive).
4. Make sure you have a current backup of your database.
5. Run Begin Inventory.
Specify whether you want to run a full or partial inventory.
You cannot have more than one inventory (full or partial) open at a time. You must finalize one
before beginning another.
If you select to perform a partial inventory, only Available copies within the specified call
number range become Unmarked; copies outside the range remain Marked.
Important: The Begin Inventory process cannot be canceled and requires exclusive database
access. No other Follett applications may be open at any workstation except for the search
modules, such as OPAC and WebCollection Plus. Once this unmarking process is complete,
normal circulation and cataloging activities can resume.
6. Review the Inventory Statistics at the bottom of the window.
Copies Marked are those currently checked or loaned out, on hold, at the bindery, lost, or
having a circulation type of *NC.
Copies Unmarked are those that need to be inventoried.
Copies Missing are those that became missing in previous inventories or
changed to missing in Cataloging.
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Inventory
04/04
Steps for inventory
7. Enter all the Unmarked copies in your collection into Inventory. Use the schedule you created in
step 1 as a guide. You can use any combination of the following inventory methods:
Scan copies directly into the Inventory main window.
Scan copies using a PHD.
Use a portable computer to collect inventory scans.
Remember to:
Save the inventory file (scans) when prompted. Use a different file name each time.
Erase the scans from the PHD after they are downloaded, processed, and saved to file.
Charge the PHD every night.
Back up your database every night, especially if you are entering barcodes directly in the
main window where you cannot create an inventory file to save.
Note: Normal library activities, such as adding new items to your collection and circulating
items, can be done while inventory is open.
8. Periodically, run an Inventory List by Call Number for Unmarked items. Select the range of call
numbers you just scanned. Review this report to determine if you have missed any items,
shelves, or sections. Also, right before finalizing your inventory, run this report, selecting your
entire call number range, and review it thoroughly.
9. Run Finalize Inventory. Any unmarked copies will be made missing.
Important: The Finalize Inventory process cannot be canceled and requires exclusive database
access. Please make sure that OPAC or WebCollection Plus are the only Follett Software
programs running on any library workstation.
10. Print an Inventory List that shows your Missing items.
Note: If you discover that you missed a section of your library after finalizing your inventory,
you can open a partial inventory, specifying the skipped range of call numbers. Alternatively,
you can go back and reopen the last inventory. For more information, see Resetting Missing
copies" on page 231.
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Chapter 19 Inventory basics
Starting and getting around in Inventory
From the computer desktop, open the Follett Applications folder and
doubleclick the Inventory icon.
Note: You can also access the Follett Applications menu from the Windows
Start | Programs menu or from the Mac OS Apple menu.
If you are using the password option for Circulation Desk from System Setup's
Site setup (see page 41), a password dialog appears. (Inventory and Circulation
Desk share the same password.) Enter the Circulation Desk password (by default
CHECKITOUT) and click OK.
Note: If you are starting Inventory before Circulation Desk at the beginning of
the day, Inventory must perform the daily housekeeping tasks, which may
generate a Daily Holds Processing exception report. For more information,
see Starting Circulation Desk" on page 115.
When Inventory starts, the main window appears. The following graphic shows
the Inventory main window as it appears before an inventory is begun:
Menu bar
Toolbar
To begin an inventory
To reset Missing items to
Unmarked or reopen the
last inventory
From the menu bar, you can access each of the Inventory functions and help:
File Contains the command used to close Inventory.
Inventory Contains all Inventory commands that appear on the toolbar.
Help Contains the commands used to access the help topics and glossary.
From the About dialog, you can see product information for the application,
the current number of patrons, titles, and copies in the system, and run the
Circulation Statistics and System Information Reports (see Chapter 39,
System reports").
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Inventory
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Notes
217
Chapter 20 Taking inventory of your collection
This chapter provides detailed instructions for the entire inventory process,
including the different methods of entering items into inventory. You'll also learn
what to do if you finalized inventory too soon and how to indicate that an item is
missing without running an inventory.
Note: If you are taking inventory of your collection for the first time, we
recommend that you read Chapter 19, Inventory basics."
Beginning an inventory
Before you start the Begin Inventory process, make certain that you've completed
the necessary preparations (see Preparing for inventory" on page 210).
Important: The Begin Inventory processing cannot be canceled and requires
exclusive access to the database. While it is running, no other Follett
applications may be open at any workstation except for the search
modules, such as OPAC and WebCollection Plus. Once the Begin
Inventory processing is complete, normal activities can resume.
To start an inventory, from the Inventory main window, click Begin or select
Inventory | Begin Inventory. From the Begin Inventory dialog, select whether
you want to run a full or a partial inventory:
To inventory your entire collection,
select this option.
To inventory a particular section of
your library, select this option, and
then click Starting at and Ending at to
specify the call number range you
want to inventory.
After making your selection, click Begin. Once you've confirmed your inventory
choice, the Begin Inventory progress dialog appears. When processing is
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complete, close the progress dialog. The Inventory main window now allows you
to enter barcode scans directly, and enables all of the other Inventory options:
This information only appears when a partial inventory is in progress.
To enter inventory data from a
PHD or data file, see pages
221 and 227, respectively.
Shows the number of copies ac
counted for (Marked), that need
to be accounted for (Unmarked),
and that were Missing when you
began this inventory.
Note: If you're running a partial
inventory, the copies outside the
inventory range are included in
the Copies Marked and Copies
Missing totals.
Entering copies into Inventory
Now that Inventory has assigned the appropriate inventory status to each item in
your collection, your goal is to inventory every Unmarked item. There are three
ways to enter the barcodes into Inventory. You can use any combination of these
three methods to inventory your collection:
Enter copy barcodes directly into the Inventory main window. This method
requires that you bring the books from your shelves to a workstation with
access to the Inventory module. For more information, see Entering copies
directly into the Inventory main window" on page 219.
Scan copy barcodes with a PHD and process the data at a workstation.
Perhaps the fastest and most efficient method is to go straight to the shelves
and scan the copies with a PHD. If you scan the items as you find them on
the shelf, you can generate a list of items that are shelved out of order when
you process the data. For more information, see Using a PHD to inventory
your collection" on page 221.
Enter copy barcodes from a remote inventory data file created on a portable
computer or laptop. The portable computer can be moved throughout the
library to take inventory at the shelves. At the shelves, scan or type the
barcodes into a remote inventory data file using the Remote Batch Disk
utility. Once you complete a section of the library, the data file you have
created and saved to a remote batch disk can be processed at your circulation
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Chapter 20 Taking inventory of your collection
or cataloging workstation. This method lets you use multiple, nonnetworked
computers for taking inventory. If you add items to the data file as you find
them on the shelf, you can generate a list of items that are shelved out of
order when you process the data. For more information, see Using a
portable computer to inventory your collection" on page 223.
Entering copies directly into the Inventory main window
When the Begin Inventory processing is complete, the Inventory main window
allows you to enter items directly into inventory:
Type or scan the barcode of
the items you want to enter
into inventory.
Copy information about each
item you scan appears here.
If the copy was Unmarked,
Inventory changes the
inventory status to Marked.
The number of Copies
Unmarked decreases by one,
and the number of Copies
Marked increases by one.
Note: At the Inventory main window, if a scanned item is checked out, Inventory
checks in the item.
The following table lists the messages that might appear after scanning a barcode
at the Inventory main window:
Inventory messages
Message
Cause
Barcode does not exist.
The symbology of the barcode you scanned matches the symbol
ogy defined in System Setup, but the barcode does not corre
spond to an item in your collection. Also called Inactive.
Barcode . . . is not a valid copy
barcode.
The symbology of the scanned barcode does not match the
symbology defined in System Setup. Also called Invalid.
Copy . . . has been checked in.
It was checked out to . . .
This message appears if the scanned barcode corresponds to an
item that has a copy status of Checked Out. Inventory checks in
the item and the inventory status remains Marked.
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Inventory messages (Cont.)
Message
Cause
... fine has been assessed to ...
This message appears if the scanned barcode corresponds to an
item that has a copy status of Checked Out and is overdue. In
ventory checks in the item and generates a fine. The inventory
status remains Marked.
... paid a fine for the lost
book and will be credited
with a refund of $ ...
If a patron pays a fine for a lost copy, and the copy is later
checked in when you inventory the item, Inventory generates a
refund for the amount paid when the item is checked in.
See also: For more information about paying refunds, see Giv
ing refunds" on page 161.
Temporary ... cannot be de
leted because there is a fine on
it, or there is a hold. Do not re
use barcode ...
The copy you inventoried is a temporary copy. Since there are
fines or holds pending on this copy, Inventory cannot delete the
temporary title or its copy. The temporary title and copy will be
deleted when the fine or hold has been addressed.
See also: For more information about temporary titles and their
copies, see Adding a title during a checkout" on page 139.
Temporary ... deleted. You
can now reuse barcode ...
The copy you inventoried is a temporary copy. Since there are no
fines or holds pending on this copy, Inventory deletes the tempo
rary title and its copy.
See also: For more information about temporary titles and their
copies, see Adding a title during a checkout" on page 139.
This copy has been missing
since ...
The copy being inventoried was not accounted for during the
inventory for the specified year. The copy status changes from
Missing to Available and the inventory status changes from Miss
ing to Marked.
This copy of ... is on hold for:
...
This message appears when you inventory a copy that fulfills a
hold. Since the copy was checked out, Inventory checks it in for
you. You should place the copy on the hold shelf and send the
patron a Hold Notice, or delete the hold if no longer applicable.
See also: For more information about generating a Hold Notice,
see Generating Hold Notices" on page 553.
This copy was at the bindery.
The copy being inventoried was at the bindery. Since you prob
ably keep track of copies you send to the bindery, you should
update your paperwork. The copy status changes from At The
Bindery to Available and the inventory status remains Marked.
This copy was loaned out.
Please update your records.
The copy being inventoried was loaned out to another library.
Since you probably keep track of copies you loan to other li
braries, you should update your paperwork. The copy status
changes from Loaned Out to Available and the inventory status
remains Marked.
This copy was lost.
The copy being inventoried was reported lost by a patron. The
patron was probably charged a lost copy fine. A message may
appear if a refund is generated. The copy status of the item
changes from Lost to Available and the inventory status remains
Marked.
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Chapter 20 Taking inventory of your collection
Using a PHD to inventory your collection
Using a PHD to inventory your collection eliminates the extra work of bringing
the books to a workstation, thereby decreasing your overall inventory time. If
you scan the items in the order you find them on the shelves, Inventory can check
your shelf order when you process the data.
Before you start scanning, make sure to check the batteries in your PHD. We
recommend that you have extra batteries on hand in case the battery charge runs
low while collecting inventory scans:
The PHD+, PHD+ II, and PHD Laser+ will alert you to a low battery charge
with three beeps and a LOW BATTERY message.
A charge symbol (
) in the lower lefthand corner of the PHD Dolphin+
display indicates the charge level of the main battery. The symbol blinks
when the battery is low.
If you have not used your PHD since last year, or if you borrowed your PHD
from another school, be sure to load the PHD application (see page 42) before
scanning barcodes.
Important: We recommend that you process your scans as soon as possible. If you
continue to circulate during an inventory, an item you scanned may
be checked out before you process the remote inventory data from the
PHD. Processing the scans will not check in the items in the PHD file.
It will, however, generate an exception report indicating the items that
already have a marked status. You can use this report to review the
shelves for items that have a status of checked out, loaned out, at the
bindery, on hold, or lost. Re-scan these items directly in the Inventory
main window to correct the copy status.
1.
With your PHD, scan the barcodes of the items you want to enter into
inventory. For instructions on collecting inventory scans with the PHD+,
PHD+ II, or PHD Laser+, see Collecting inventory, copy, or patron data" on
page 663. To collect inventory scans with a PHD Dolphin+, see Collecting
inventory scans" on page 676.
Note: Make sure to erase any existing scans before you begin. To erase scans
from a PHD+, PHD+ II, or PHD Laser+, see page 664. For a PHD
Dolphin+, see page 679. You may need to collect and process inventory
scans several times before your inventory is complete.
When you finish collecting scans, connect your PHD to your computer. See
the manufacturer's documentation or Appendix E, Using a PHD+, PHD+ II,
or PHD Laser+," or Appendix F, Using a PHD Dolphin+," for instructions.
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2.
To transfer the scans from the PHD, from the Inventory main window, click
Remote or select Inventory | Remote Inventory. The Remote Inventory
dialog appears:
Select the PHD model
you're using.
To identify items that are
shelved out of order, set the
Shelf Checking options.
For more information, see
the following table.
To change the transfer
settings, see step 3.
Warning: To protect your equipment, make sure you turn off your
PHD and computer before connecting or disconnecting the PHD.
These instructions change
based on the PHD you choose.
Shelf Checking Option
Description
Check order based on
Select one of these options to make sure that copies on the shelf are
in call number order. You can select how thorough you want the
checking to be: by call number alone; by call number then by au
thor; or by call number, then author, and then title.
Check Dewey differences of Select one of the Dewey differences to discover incorrectly shelved
Dewey range titles. This option also helps you verify that you
didn't skip a shelf when scanning books.
Verify alpha/numeric call
number consistency
Select this check box to make sure that consecutively scanned co
pies have similar call number components. This option alerts you to
those items on the shelf that are not in consistent call number order.
Note: For examples of exception messages that could be generated when you select these options,
please refer to the sample Remote Inventory exception report on page 228.
3.
After selecting your options, select the PHD model you're using. If you don't
need to change the transfer settings, skip to step 4. Otherwise, choose Edit.
The PHD Settings dialog appears:
Select the port you use to attach your
PHD to your computer, and then...
...select the highest speed available for
that port. The PHD Dolphin+ only com
municates at a speed of 9600 baud.
Set the port and speed for your PHD, and click Save.
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Chapter 20 Taking inventory of your collection
4.
Once you've selected the correct PHD model and adjusted the PHD settings
as desired, simply follow the instructions displayed in the window.
After the data is processed, a message appears asking if you want to save the
remote inventory data (barcode scans). We recommend that you always save
your remote inventory data until inventory has been completed.
Choosing No removes the temporary inventory file from your computer but
does not affect your processed data. To save your remote inventory data,
select Yes. On the Save As dialog, enter a file name and use txt as the
extension. The remote inventory data file's default location is in
FOLLETT\CC40\TEMP\.
Note: If you need to, you can reprocess the scans using the instructions
under Processing the remote inventory data file" on page 227.
When you click Close from the Remote Inventory progress dialog, Inventory
generates an exception report to alert you to items that may require
followup (see Interpreting the Remote Inventory exception report" on page
228). We recommend that you use Print Preview to view all of your Remote
Inventory exception reports. After previewing them, you may want to print
or save your exception reports to facilitate following up on the items
indicated on the report.
Important: Before you begin collecting additional scans, remember to erase
the previous scans from your PHD. To erase scans from a PHD+,
PHD+ II, or PHD Laser+, see page 664. For a PHD Dolphin+, see
page 679.
Using a portable computer to inventory your collection
In addition to entering copies directly into the Inventory main window and using
a PHD, it is possible to collect inventory data on almost any portable PC or
Macintosh. After collecting the data and saving it to floppy disk, you can process
it at any Inventory workstation. You can repeatedly collect and process inventory
data with remote batch disks until you have processed your entire collection.
To collect scans with a portable computer, you'll need a PC, Macintosh, or laptop
with a 3 1/2" floppy disk drive, a barcode scanner (if you'll be using one), and a
movable cart for the computer. You'll also need a number of formatted
highdensity diskettes to create remote batch disks or files (see the following
sections for instructions).
Note: If you intend to use a laptop with a scanner, the laptop must have a
keyboard port and an external keyboard. Follow the instructions for the
operating system of the laptop.
The following sections contain procedures for Windows (page 223), Mac OS
(page 225), and DOS (page 226) workstations.
Windows workstations
If the operating system of the computer is Windows 95, 98, NT, or 2000, use the
following instructions for creating remote batch disks and collecting scans.
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To make disks for use on the portable computer, the program files must be copied
onto them. Use the following steps to create as many remote batch disks as you'll
need to inventory your collection. We recommend that you do not exceed 1500
scans on any one remote batch disk.
1.
Insert a blank, formatted, highdensity disk into the floppy drive of a
Circulation Plus workstation. From the Windows Desktop, doubleclick the
My Computer icon. The My Computer dialog appears.
2.
From the My Computer dialog, locate and open the
FOLLETT\CC40\WCIRC folder. (The default location is C:\Program Files.)
3.
Copy the following two files from WCIRC to each floppy disk:
RMTBAT.EXE, RMTBAT.HLP.
4.
Close the My Computer dialog.
Note: Remember to label your remote batch disks.
With the portable computer turned off, move it to the section you'll be scanning
and connect the scanner. Turn the computer on. After it boots up, insert the
floppy disk made with the above directions. From the Windows Desktop,
doubleclick the My Computer icon. Then doubleclick the 3 1/2 Floppy icon,
and then doubleclick RMTBAT.EXE. The Remote Batch Disk utility will start.
Warning: To protect your equipment, turn off your computer before moving it
or connecting or disconnecting the scanner.
Running the Remote Batch Disk utility
The main screen appears:
If you are starting a new remote data file,
or are reusing a disk with previously
transferred data, select Start New File.
If you are adding to an existing file, select
Continue Current File.
From the Barcode Entry screen, type or scan the copy barcode for each item you
want to enter into inventory:
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Chapter 20 Taking inventory of your collection
As you enter items, the number of records
(scans) in the data file increases, as does
the number of bytes.
Note: We recommend that you do not ex
ceed 1500 records on a remote batch disk.
The different values in Records in file"
and Records this session" show that you
are adding to an existing data file.
After scanning the section, press ESC to close the Barcode Entry screen, and press
ESC again to exit the Remote Batch Disk utility. The remote inventory data file is
stored on the remote batch disk in a file named DATA.TXT. Remember to mark
each remote batch disk with the range of call numbers it contains.
Proceed to Processing the remote inventory data file" on page 227 to process the
remote batch disk.
Mac OS workstations
Warning: To protect your equipment, turn off your computer before moving it
or connecting or disconnecting the scanner.
Use the following instructions to create the remote batch files and collect scans on
a Mac OS workstation:
1.
On your Macintosh portable computer, open a word processing application
and create a new file.
2.
The first line of the file must be 5 digits. These digits represent the number of
scans in the file. The number does not need to be exact. It is perfectly
acceptable to enter 00000.
Note: The number entered only affects the status bar in the Remote Inventory
progress window. If you choose a large number, possibly 10000, and
enter only 500 scans, the progress bar may only show 20% completion
although the entire file has been successfully loaded.
3.
The second line of the file must be 7 digits. It is the number of bytes in the
file. Again, it is acceptable to enter 0000000.
4.
The third line must be INVENTORY. It must be uppercase.
5.
The scans begin on the fourth line. They can be entered by scanning or by
typing. If typing, they must be typed as they would appear if scanned.
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Example: A Follett Classic barcode, T 12345, is scanned as T<space>0012345.
If you type in this barcode, you must type in T<space>0012345 and press
the Return key before entering the next barcode.
6.
After you have scanned or typed the barcodes you want to include in this
remote batch file, you must save the file as a TEXT file. Inventory uses ASCII
text only; it cannot read other wordprocessorspecific formats, such as
ClarisWorks or Word. Save the file to a floppy disk that can be inserted in
your Inventory computer for processing.
The following is an example of a remote batch file created with the steps above:
00000
0000000
INVENTORY
T 0012345
T 0012346
T 0012347
T 0012348
T 0012349
Proceed to Processing the remote inventory data file" on page 227 to process the
remote batch disk.
DOS workstations
Use the following steps to create as many bootable remote batch disks as you'll
need to inventory your collection on older computers:
1.
Insert a blank, formatted, highdensity disk into the floppy drive of a
Circulation Plus workstation. From the Windows Desktop, doubleclick the
My Computer icon. The My Computer dialog appears.
2.
Copy the system files to the disk. Select the 3 1/2 Floppy drive (usually A:)
and choose File | Format. From the Format dialog, copy the system files to
the disks you'll be using, and then close the Format dialog.
3.
From the My Computer dialog, locate and open the
FOLLETT\CC40\WCIRC folder. (The default location is C:\Program Files.)
Copy the following files from WCIRC to each floppy disk, and then close the
My Computer dialog:
RMTBAT.EXE
UKREG.COM
RMTBAT.HLP
UKMIC.COM
4.
Create an AUTOEXEC.BAT file on each disk. From the taskbar, select Start |
Programs | MSDOS Prompt. From the DOS prompt, switch to the floppy
drive by typing A:\.
5.
To create the file, type COPY CON AUTOEXEC.BAT. Press ENTER to move
the cursor to the next line. Type CLS and press ENTER. The remainder of the
file depends on the type of scanner you use:
Keyboard interface scanner: Type RMTBAT and press ENTER. To
complete the file, press F6 (which inserts a ^Z) and press ENTER.
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Chapter 20 Taking inventory of your collection
Game card interface scanner: Type either UKMIC (IBM MicroChannel
computers only) or UKREG (any other game card interfaced scanner)
and press ENTER. Type RMTBAT and press ENTER. To complete the file,
press F6 (which inserts a ^Z) and press ENTER.
After all your disks are ready, type EXIT to close the MSDOS window.
With the portable computer turned off, move it to the section you'll be scanning
and connect the scanner. Insert a remote batch disk into the floppy drive and turn
on the PC. The Remote Batch Disk utility starts automatically.
Warning: To protect your equipment, turn off your computer before moving it
or connecting or disconnecting the scanner.
To collect scans in the Remote Batch Disk utility, see Running the Remote Batch
Disk utility" on page 224.
Processing the remote inventory data file
After you collect your remote inventory data (see the preceding sections), you
need to process the data file. These instructions can also be used to process a file
of saved PHD scans (see page 223).
To process the data, from the Inventory main window, click Remote or select
Inventory | Remote Inventory. The Remote Inventory dialog appears:
To process an inventory
data file, select Data File.
Click Browse to locate the
file you want to process.
Select how you want to
identify items that are out
of order on the shelf. For
more information, see the
table on page 222.
After selecting your data file and shelf checking options, click PROCEED. The
Remote Inventory progress dialog appears.
When the data has been processed, Inventory generates an exception report to
alert you to items that may require followup (see the next section, Interpreting
the Remote Inventory exception report"). We recommend that you use Print
Preview to view all of your Remote Inventory exception reports. After
previewing them, you may want to print or save your exception reports until
inventory is complete.
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Interpreting the Remote Inventory exception report
The Remote Inventory exception report alerts you to items that may require some
followup on your part. Only Missing items are checked in and made Available
when you process remote inventory data. Inventory does not change the copy
status of items that are Checked Out, On Loan, At The Bindery, On Hold, or Lost.
The exception report is available from the Exception Reports folder inside of your
Follett folder.
For example, if you scanned the items in your checkin drop box, you would
want to check in those items in Circulation Desk using the barcode listed on the
Remote Inventory exception report. If there is a problem on the exception report
that you are unable to resolve, contact Follett Software's Technical Support
department.
The Remote Inventory exception report always includes the first and last barcode
you scanned and ends with a summary of the copies that were processed. The
following graphic contains a sample Remote Inventory exception report with
several shelf order errors:
The report header includes the shelf checking options you selected.
Remote Inventory
10/13/2000 @ 2:53pm
File Name: C:\Program Files\Follett\CC40\TEMP\PHD00001.TXT
Check order based on: Call number
Check Dewey difference of: 100
Verify call number consistency: Yes
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
First:
428.1
Steckler, Arthu 101 more words
T 21104
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Previous: E SPA
Spanjian, Beth. Baby Brontosaur T 88011
Current: E SPA
Spanjian, Beth. Baby Stegosauru T 88010
Next:
796.9 Lyt
Lyttle, Richard Basic hockey st T 887766
WARNING: Call number of current copy is inconsistent with call number of
next copy.
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Previous: E SPA
Spanjian, Beth. Baby Stegosauru T 88010
Current: 796.9 Lyt
Lyttle, Richard Basic hockey st T 887766
Next:
780 Rac
Rachlin, Ann.
Beethoven
T 48973
WARNING: Shelf is out of order. Current copy has a Call Number that is
greater than the next copy.
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Previous: 796.9 Lyt
Lyttle, Richard Basic hockey st T 887766
Current: 780 Rac
Rachlin, Ann.
Beethoven
T 48973
Next:
973.929 Cwi
Cwiklik, Robert Bill Clinton :
T 2000
WARNING: Difference between call numbers of current and next copy is
greater than the selected difference of 100.
To help you locate the copy on the shelf, the exception report provides you with the call number,
author, title, and barcode for the previous, current, and next copy.
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Chapter 20 Taking inventory of your collection
The following table lists messages that may appear on the Remote Inventory
exception report:
Remote Inventory exception messages
Exception message
What it means
INACTIVE: <barcode number>
Inventory couldn't find a match for the barcode in your data
base. First, try rescanning the barcode. Since the title probably
already exists, you may need to add a new copy for the title.
For more information, see Chapter 24, Working with copies."
INVALID: <barcode number>
Inventory encountered a barcode that does not match your
site's barcode symbology. First, try rescanning the barcode.
You may want to verify that your barcode symbology setup is
valid for the barcodes you are using in your collection. For
more information, see Setting up your barcode symbologies"
on page 37.
WARNING: Call number of cur
rent copy is inconsistent with
call number of next copy.
Based on the selection you made in the Remote Inventory
dialog under Shelf Checking, Inventory determined that the
current item has a call number that is inconsistent with the
next copy.
WARNING: Current copy had
been missing since <year> and
has been set to available.
Inventory marked an item that had a copy status of Missing
and changed the copy status to Available.
WARNING: Current copy is at
the bindery.
Inventory marked an item that has a copy status of At The
Bindery. If you want to change the copy status to Available,
you must scan the item in the Inventory main window.
WARNING: Current copy is
checked out to <patron's name>,
Barcode: <patron's barcode>.
Due Date: <date>.
Inventory marked an item that has a copy status of Checked
Out. This message probably indicates that the item has been
checked out by a patron before you processed the remote in
ventory data. This item should not be checked in unless you
are certain that the item is not currently checked out.
WARNING: Current copy is
loaned out.
Inventory marked an item that has a copy status of Loaned
Out. If you want to change the copy status to Available, you
must scan the item in the main Inventory window.
WARNING: Current copy is lost.
Inventory marked an item that has a copy status of Lost. If you
want to change the copy status to Available, you must scan the
item in the Inventory main window.
WARNING: Current copy is on
hold for <patron's name>, Bar
code: <patron's barcode>, Phone
Number: <number>, <Location
1>, <Location 2>.
Inventory marked an item that has a copy status of On Hold. If
the item is not on the hold shelf, we recommend that you place
it there and send the patron a Hold Notice. For information
about printing Hold Notices, see Generating Hold Notices"
on page 553.
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Remote Inventory exception messages (Cont.)
Exception message
What it means
WARNING: Difference between
call numbers of current and next
copy is greater than selected dif
ference of <Check Dewey op
tion>.
Based on the selection you made in the Remote Inventory
dialog under Shelf Checking, Inventory determined that the
Dewey number span between two consecutive items is greater
than the value you specified.
WARNING: Shelf is out of order.
Current copy has a <Check order
option> that is greater than the
next copy.
Based on the selection you made in the Remote Inventory
dialog under Shelf Checking, Inventory determined that the
indicated item is not shelved in the proper order.
Finalizing an inventory
After you enter a barcode for every Unmarked item that you can locate, you are
ready to finalize your inventory. Make sure to:
Check the Inventory Statistics at the bottom of the Inventory main window.
Print an Inventory List by Call Number to identify any Unmarked items. This
lets you see if any sections or shelves were missed.
See Generating an Inventory List by Call Number" on page 558.
During the Finalize Inventory processing, Inventory changes the inventory status
of each remaining Unmarked item to Missing and records the year. After you
finalize your inventory, the number of items identified as Marked and Missing
will equal the total number of records in your system.
Important: To finalize your inventory, you must have exclusive access to the
database. This means that no other Follett applications may be open
at any workstation except for the search modules, such as OPAC and
WebCollection Plus.
To finalize an inventory, from the Inventory main window, click Finalize or select
Inventory | Finalize Inventory. A message appears asking if you are sure you
want to finalize your inventory. To continue, click Yes. The Finalizing Inventory
progress dialog appears.
When the finalizing process is finished, check the number shown for Copies
Missing and close the Finalize Inventory progress dialog. If you are certain you
inventoried your entire collection, see the next section, Printing reports of your
Missing items." However, if you think you missed a section of your collection,
see Resetting Missing copies" on page 231.
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Chapter 20 Taking inventory of your collection
Printing reports of your Missing items
After you finalize your inventory, print an Inventory List by Title and an
Inventory List by Call Number that show your Missing items. The call number
report will not show items that have a copy status of Lost because they have an
inventory status of Marked. If you also want to see a list of your Lost items, you
can print a Copy List by Status and select Lost as the copy status.
If you finalized too early, you may see a long list of items on the Inventory List by
Call Number for Missing items. To correct your inventory results, see the
following section.
See also: For information about printing the Copy List by Status and Inventory
List, refer to Chapter 38, Circulation reports."
Resetting Missing copies
If you finalize your inventory too soon, don't panic. Even after you finalize, you
can reopen your last inventory, which resets the Missing items from only that
inventory to Unmarked. If you don't discover your error immediately, you can
also reset the Missing items from a specific year or even reset all the Missing
items in your collection. You can then scan all of the items you missed into
Inventory and finalize your inventory again.
Warning: Do not reset Missing items until you have finalized at least one
inventory.
Important: The Reset Missing process cannot be canceled and requires exclusive
access to the database. No other Follett applications may be open at
any workstation except for the search modules, such as OPAC and
WebCollection Plus.
To reset the inventory status of Missing items to Unmarked, from the Inventory
main window, click Reset or select Inventory | Reset Missing. The Reset Missing
Copies dialog appears:
To reset all the items that were marked missing in a
specific year, select this option and enter the year.
To reset every Missing item in your collection,
select this option.
To reopen your last full or partial inventory and reset
the items made missing in the that inventory, select
this option. If an inventory is already in progress, this
option isn't available.
After selecting your option, click Reset. The Resetting Missing Copies progress
dialog appears. Inventory changes the inventory status of qualified items from
Missing to Unmarked. When the process is complete, close the progress dialog.
Inventory is now ready for you to enter the items you missed. Once you enter all
your Unmarked items, refinalize your inventory.
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Inventory
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Marking items Missing outside an inventory
Occasionally there will be items that are missing from the shelf but have a copy
status of Available and an inventory status of Marked. If you're not in the middle
of an inventory, you can still change the inventory status of these items to
Missing in Cataloging.
Changing an item's inventory status from Marked to Missing also changes the
copy status from Available to Missing. For information about changing an item's
inventory or copy status in Cataloging, see Chapter 24, Working with copies."
Note: You can only change the inventory status of items that have a copy status
of Available. To change the copy status of a Lost or At the Bindery item to
Available, you must check in the item in Circulation Desk.
Deleting Missing items
If you are satisfied that your inventory is correct, you can delete the Missing
copies from your database. Or, if you prefer, delete only those copies that have
been missing for, say, three years. For instructions on the Global Delete Missing
Copies process, see page 330.
233
Cataloging
Chapter 21 Cataloging basics
This chapter provides a brief introduction to the Cataloging module and MARC
records. You'll also find instructions for customizing the Cataloging toolbar,
setting up security, searching different databases for the records you want, and
adding, deleting, or printing out MARC records.
Cataloging 101
Cataloging helps you maintain your library materials database. From Cataloging,
you can add and update individual MARC records and access the global and
PHD maintenance features. You also use Cataloging to import and export MARC
records.
Your library database can contain two types of MARC records: bibliographic and
authority. Each type of MARC record has a very specific role.
A bibliographic record represents a physical item in your library's collection. In
addition to the title, author, and subjects, a bibliographic record also describes the
item and contains information about each copy of the item (for example, call
number, price, and acquisition date).
An authority record contains the preferred form of names, uniform titles, series
titles, and subject headings. It may also contain variant, unauthorized, or related
headings, and a list of sources consulted in the process of deciding upon the
authorized heading and its variant and related forms. Cataloging uses authority
records to create crossreferences that help patrons achieve success in searching.
Using MARC bibliographic and authority record formats
Today, many new books come with MARC records that you can import (see
Chapter 25, Importing MARC records"). But that won't work for donated books,
audiovisual equipment, or items that have been on your shelves for years. In the
cases where you have to create your own MARC records, you'll want them to be
usable and contain the needed information.
Cataloging provides you with two options for adding and editing bibliographic
records: the Easy Editor and the MARC Editor.
The Easy Editor lets users with little or no knowledge of the MARC standard
perform routine cataloging tasks. In the Easy Editor, simple prompts identify the
information needed to catalog a title. The MARC Editor lets more advanced users
take full advantage of the detail and flexibility of the MARC standard for both
bibliographic and authority records.
Note: Although you selected a preferred editor in System Setup, both editors are
always available from Cataloging's File menu (see Setting up
miscellaneous Cataloging options" on page 55).
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The details of the MARC standard are beyond the scope of this guide. However,
if you would like additional information about the MARC bibliographic or
authority record standard, we recommend the following publications:
Document
Description
Available from:
MARC Bibliographic
and MARC Authority
Format Guides
Two separate desktop flipcharts. One
contains the more common MARC
bibliographic tags, in numeric order, with
examples. The other covers creating
authority records to build crossreferences.
Follett Software Company
1391 Corporate Drive
McHenry, IL 60050-7041
(800) 323-3397
Understanding MARC
Bibliographic
Discusses what MARC is and why it's
important. Published by the Library of
Congress in conjunction with Follett
Software Company, this free pamphlet
contains a wealth of information.
Follett Software Company
1391 Corporate Drive
McHenry, IL 60050-7041
(800) 323-3397
Or online at:
http://lcweb.loc.gov/marc
MARC 21 Format for
Bibliographic Data
Defines the codes and conventions (tags,
indicators, subfield codes, and coded
values) in MARC bibliographic records.
The Library of Congress
Washington, DC 20540-4020
AngloAmerican
Cataloging Rules,
2nd ed. (AACR2)
Describes how to formulate catalog entries
(titles, notes, author names, and so forth).
Follett Library Resources
1340 Ridgeview Drive
McHenry, IL 60050
(800) 435-6170
catalog number 00-150-M
MARC 21 Format for
Authority Data
Defines the codes and conventions (tags,
indicators, subfield codes, and coded
values) in MARC authority records.
The Library of Congress
Washington, DC 20540-4020
Note: In 1999, the term MARC 21 replaced USMARC. This change is a result of
the harmonization of the U.S. and Canadian formats.
Permanent or temporary?
You can also create new bibliographic records from Circulation Desk during
checkout (see page 139). Circulation Desk gives you the option to create
permanent or temporary records. What does this mean?
Most items should have permanent records, especially if you want patrons to be
able to find them with keyword searches. While you can create permanent
records through Circulation Desk, it's best to create all permanent records in
Cataloging because you'll be able to create a more complete record. (If you're a
multiuser site, you can have both modules running and switch between them.)
Titles that change frequently or have short circulation periods are good
candidates for temporary records (for example, individual issues of periodicals).
When the item is checked back in, the temporary record is deleted. Please note
that temporary records don't generate keywords, so you and your patrons won't
have that point of access. For additional information, see page 139.
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Chapter 21 Cataloging basics
Starting Cataloging
To start Cataloging, from the computer desktop, open the Follett Applications
folder and doubleclick the Cataloging icon. You can also access the Follett
Applications menu from the Windows Start | Programs menu or from the Mac
OS Apple menu.
If you are using the password option from System Setup's Site setup (see page
40), a password dialog appears. Enter the Cataloging password (by default
MODTITLE) and click OK.
If Alliance Plus is installed, you can search the contents of your Alliance Plus
data sources through Cataloging. When you start Cataloging, it automatically
checks your workstation and network for an Alliance Plus Online connection and
any mounted Alliance Plus CDs. (To update your CD selections, select File |
Refresh CDs.)
From the Cataloging main window, you can click one of the toolbar buttons to
search for or add a record and to access windowspecific help:
Menu bar
Click here to select
the database you
want to search
(see page 245).
Search text box
Toolbar
To choose the size and
number of buttons that
appear,
see Customizing the
toolbar," page 236.
Number of titles in the
Book Cart
From the menu bar, you can also access the following submenus and help:
File Contains commands for adding, editing, printing, importing, and
exporting MARC records. To update the Alliance Plus CDs shown in the
database drop-down list after starting Cataloging, select Refresh CDs. You
can also configure the Cataloging toolbar buttons, limit access to the features,
and switch between the MARC Proof Sheet and the OPAC displays. Select
Exit/Quit to close Cataloging.
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Edit Contains commands for editing text and inserting diacritics in MARC
records (see page 276), accessing the global and individual update and delete
features, and several PHD options (see Chapter 27, Maintaining your
collection"). Individual update and PHD options aren't available in Union
Catalog Plus.
Search Contains the commands for all Cataloging's searches (see page 240).
Tag and Subfield Contain the commands for maintaining tags and subfields
in the MARC Editor (see pages 266 and 274, respectively).
Tools Contains the commands for setting limiters and data sources (see
pages 241 and 245), updating keywords, rebuilding crossreferences (see
page 346), managing the Book Cart (see page 346), accessing the Titlewave
and netLibrary Web pages, and launching MARC Magician (if you have it).
Help Contains the commands used to access the help topics and glossary.
From the About dialog you can see product information, the current number
of patrons, titles, and copies in the system, and run the System Circulation
Statistics and System Information Reports (see Chapter 39, System reports").
Customizing the toolbar
Do you prefer large or small buttons? Are there certain searches or features that
you use often? Cataloging lets you easily change the appearance of the toolbar. To
customize your toolbar, select File | Toolbar Configuration:
Use the Add >> and << Remove buttons to include and exclude buttons from the
toolbar. Use the Move Up and Move Down buttons to define the order they should appear.
Any search or
command button in the
Excluded Buttons
group box will not
appear on the toolbar.
Select the button size
you prefer.
The Help button does not appear in this dialog. It is always available on the
toolbar.
For Union Catalog Plus: The Category and MARC Magician buttons are not
available.
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In addition to search buttons, there are several linking buttons:
The Find-It-All button launches your browser and opens the Find-It-All
Collection (if you have purchased a subscription) from Cataloging. From this
Web page, you can search your local collection, subscription databases, and
the Internet, all from the same interface.
TITLEWAVE launches your browser and opens Follett Library Resources'
TITLEWAVE Web site, where you can create collection development lists,
search for individual titles, obtain the printed results to quote requests, and
submit orders.
netLibrary opens netLibrary's Library Resource Center Web site. There, you
can read about their eBooks and services. If you have a netLibrary account,
you can log on to create and edit user accounts, create and manage
categories, set up loan periods, and generate several reports.
MARC Magician launches that program if you have MARC Magician version
2.0 or higher installed on your workstation. In addition to launching it
directly from Cataloging, you can easily transfer records between the Book
Cart and MARC Magician for enhancement. For more information, see page
348. (This option is not available for Mac OS or Union Catalog Plus.)
The number of buttons that fit on the toolbar depends on the monitor's desktop
area and the size of the buttons. The following table shows the maximum number
of buttons that display at each standard monitor resolution.
The buttons do not wrap to a second row. If you select more buttons than can be
displayed, some of your buttons will not be accessible.
Button Size
640 x 480
800 x 600
1024 x 768
1280 x 1024
Large buttons
9
12
15 (14 on Mac OS)
19
Small Buttons
15 (14 on Mac OS)
19
24
25
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Cataloging Security
When you want to limit the access that your student helpers or aides have in
Cataloging, you can configure the individual workstations they use by following
these steps:
1.
From the File menu, select File | Limit Cataloging Access. The Limit
Cataloging Access dialog appears:
Enter a new password. If you
elect to use the default,
MODTITLE, remember that it
appears in the User's Guide.
Click OK to start the
Limited Access mode.
Once you limit access, the
password entered here is
required to restore
full access.
Checking a box allows your staff
to access these functions.
Clearing a box disables that
function, and removes its button,
if any, from the toolbar.
2.
Scroll down to see
additional functions.
To set up limited access, enter a password. The default masked password is
MODTITLE.
Note: Because this default password appears in the User's Guide, we
recommend that you create a new Access password.
3.
Clear the check boxes for the functions that you want to disable. The
following table lists the effects of clearing a check box:
Clearing this check box:
Has this effect ( it also removes any toolbar button ) :
Full MARC Editing
Disables File | Add title | MARC
Disables File | Edit title | MARC
Disables the second through fourth tabs in the Easy Editor
Clicking the Edit button in the MARC Viewer or the Book Cart
launches the Easy Editor, regardless of the default editor selection in
System Setup
Delete Title Records
Disables File | Delete Record
Disables the Delete button in the MARC Viewer
Disables the Delete Titles/Copies After Export check box on any of
the Export MARC 21/852 Holdings Format dialogs
Disables the Delete Title When Last Copy Deleted check box on the
Delete Copies via PHD dialog
Add/Edit Copies
Disables Edit | Update Copies via PHD
Disables Edit | Remove Category via PHD
Disables the Add Copy and Edit Copy buttons in the MARC Viewer
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Clearing this check box:
Has this effect ( it also removes any toolbar button ) :
Delete Copies
Disables Edit | Delete Copies via PHD
Disables Edit | Delete Copies via Scanner
Disables the Delete Copy button in the MARC Viewer
Disables the Delete Titles/Copies After Export check box on any of
the Export MARC 21/852 Holdings Format dialogs
Copy Call Number Editing
Disables the Call number text box on the Edit Copy dialog
Add/Edit/Delete
Authority
Disables File | Add Authority
Disables File | Edit Authority
Disables File | Delete Record
Disables the Edit and Delete buttons in the MARC Viewer
Print
Disables File | Print
Disables Tools | Book Cart | Print Options
Import MARC 21/852
Disables File | Import MARC 21/852 Holdings Format
Disables File | Import MARC 21/852 Holdings Format by Barcode
Disables File | Import MARC 21/852 Holdings Format by Control
Number
Export MARC 21/852
Disables File | Export MARC 21/852 Holdings Format
Import/Export Authority
Disables File | Import MARC 21/852 Authority Format
Disables File | Export MARC 21/852 Authority Format
Toolbar Configuration
Disables File | Toolbar Configuration
MARC Proof Sheet/OPAC
View Toggle
Disables File | MARC Proof Sheet Display or
Global Update Copy
Disables Edit | Global Update | Copy
Global Update Headings
Disables Edit | Global Update | Headings
Individual Update
Disables Edit | Individual Update
Global Delete
Disables Edit | Global Delete | Lost Copies
Disables File | OPAC Display
Disables Edit | Global Delete | Missing Copies
Disables Edit | Global Delete | Subject Headings By Source
Disables Edit | Global Delete | Tag
Disables Edit | Global Delete | Titles Without Copies
Data Source Selection
Disables Tools | Data Sources
Alliance Functionality
Disables File | Refresh CDs
Disables the Alliance Plus check box and drop-down list on the Data
Source Setup dialog
Removes any Alliance Plus CDs from the Search drop-down list
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Clearing this check box:
Has this effect ( it also removes any toolbar button ) :
Update Keywords
Disables Tools | Update Keywords
Rebuild Cross-References
Disables Tools | Rebuild Cross-References
TITLEWAVE
Disables Tools | Go to TITLEWAVE
netLibrary
Disables Tools | Go to netLibrary
Limiters
Disables Tools | Limiters
Book Cart
Disables Tools | Book Cart
Book Cart Recon
Disables Tools | Recon in the Book Cart
Acquisitions
Disables Orders access
Disabling access to a function does not affect the options that you previously set
in those functions.
Example: You previously checked Local Database and Alliance Plus in the Data
Sources Setup dialog. If you clear the Data Source Selection in this dialog, users
still have the ability to search the local and the Alliance Plus databases. They
cannot, however, change those choices.
To limit access, click OK, and Yes to the confirmation message.
To restore the workstation to full operation, select File | Restore Full Access. In
the password dialog, type the password you defined previously, and click OK.
Cataloging saves your password and functionality settings, allowing you to limit
access easily again. Because Cataloging saves the information locally, you can set
up each workstation differently.
Closing and reopening the application does not change its access mode; if you
close Cataloging while access is limited, access is limited when you reopen it.
For Union Catalog Plus: If you run the site application and the union catalog
application on the same workstation, you can set up their Limit Cataloging
Access dialogs differently. The passwords and settings are saved in
separate locations.
Finding MARC records in your collection
Almost every cataloging task starts with a search for a MARC record. Depending
on which Follett applications and products you purchased, you may have several
sources to search for MARC records.
Before you add a new record, it's a good idea to search your library (or union
catalog) database to make certain it doesn't already exist. Duplicate titles can
confuse your patrons, enlarge your database, and skew your statistics. You might
also find an existing record that would require only minor modifications to meet
your needs.
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Try more than one type of search. Start with one of the standard numbers, such as
the LCCN, ISBN, or ISSN to find a specific record. If you don't have one of these
numbers, try searching by the title, author, or subject.
1.
Enter your search term in the search text box. The success of your search can
depend on your search term; enter as much of the search term as you can.
2.
Choose Local Database from the drop-down menu to the right.
3.
Select the appropriate Search menu item or button to start your search.
If your searches are not producing the desired results, make sure that you are
aware of the following:
Keyword and Power searches require a properly maintained keyword index.
See Setting up miscellaneous Cataloging options" on page 55.
For more information on keyword or Power (Boolean) searches, see page 459.
LCCN and barcode searches require an exact match (a message appears if no
exact match is found). Enter the complete number and, for LCCNs, include
the hyphen.
For Union Catalog Plus: When searching by barcode, you must scan or enter
the barcode, and select a member site. The search results, however, list
all the copies in the union catalog database for that title.
ISBN searches of your local database do not require an exact match. For the
fastest results for a book in hand, scan the book's ISBN barcode, usually
found on the back cover. Make sure to select ISBN from the toolbar and not
Barcode.
You may have to configure your scanner first. See Configuring scanners" on
page 699 for a list of configurable scanners, instructions on configuring
yours, and additional uses for this feature.
Searches for titles with leading articles follow your setup choice about
ignoring articles in search terms.
See page 55 for information about the miscellaneous Cataloging settings.
Cataloging searches specific tags when you choose a search button.
For a list of the tags used in different searches, see page 637.
Using Limiters on your local database
Limiters let you make the searches on your local database more specific. If you
just received, say, a shipment of videos, you might want to limit your searches to
the material type Films." When using limiters though, keep in mind that if a
record doesn't contain the required information, Cataloging ignores it. While all
MARC records contain the material type, many do not have reading or interest
levels. For example, in a search limited by interest level, Cataloging skips records
without a 521 tag and without the specified interest level in the 521 tag.
Limiters are only supported when searching your local database. They are,
however, ignored during authority, call number, category, Accelerated Reader,
Reading Counts!, and Lexile searches.
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To set your limiters, select Limiters from the Tools menu or toolbar:
Click to save the
limiters.
Reading levels can range
from 0.1 to 20.0. To enter
a number above 14.9, type
it in the text box.
To limit the search to
one member database available only for Union
Catalog Plus
Note: For the reading and
interest levels limiters to be
effective, your records must
contain information in a 521
tag. For more information on
cataloging reading and inter
est levels, see page 634.
Allows you to select
multiple material types
To limit by publishing year, reading level, or interest level, choose Select and
define the desired range. To limit searches by material type, select or clear the
check boxes so only the material types you want to include are checked.
Remember, the more restrictive you make the limiter options, the longer it takes
to get search results.
For Union Catalog Plus: In addition to using the above limiters, you can choose
to search the entire union catalog database or only the collection of one member
site. By default, the entire union catalog database is searched. To search a single
member's collection, click the Members button on the Limiters dialog, and select
the desired member. When you limit by member, the search results include only
the titles owned by that member, but the Copy Information in the MARC Viewer
shows all the copies attached to the record. To clear the member limitation and
resume searching the entire union catalog database, click Clear and OK on the
Limiters dialog.
Accelerated Reader search
In both Cataloging and OPAC, you can search for items belonging to the
Accelerated Reader program. You can limit the search by reading level, point
value, subject, and/or author.
To retrieve them, you must have either Accelerated Reader" or AR" in subfield
a of the 526 tag in the item's MARC record. To limit by reading level, the reading
level must be in the 526 subfield c. The search does not examine the 521 tag
(Target Audience Note). To learn more about cataloging Accelerated Reader
information in the 526 tag, see page 635.
In OPAC, the full MARC record display in the text interface includes subfields a,
b, c, d, and z (at Union Catalog Plus sites, subfield 5 also appears). The record
display in the visual interface includes subfields a, c, d, and z.
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Chapter 21 Cataloging basics
To begin a search, enter a range of Reading levels between 0.0 and 15.0, or select
All. Each title in the Accelerated Reader program is worth a certain number of
points, ranging from 0.0 to 130.0. To limit your search to titles that are above or
below a certain point value, enter a point value range. If you want to find a title
about a particular subject, or by a certain author, make sure you enter that
information too. When you're ready, click Search.
Click to open the
AR dialog, or use
the Search menu.
To narrow the search,
select the reading level,
and/or the point value.
Any entries
here are also
optional.
Lexile search
Lexile measures refer to numeric ranges from 1 to 2400 of the Lexile Framework
for Reading an educational tool that links text and readers under a common
metric without subjective evaluation.
You must have Lexile information in the 521 tag of your MARC records for this
search to yield results. To learn more about cataloging Lexile information in the
521 tag, see page 634.
To begin a search, enter a Reading level. To limit your search to your reading
level, select 0 in the Search for titles above and below box, or select 50 or 100
above and below for a broader search. If you want to find a title about a
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particular subject, or by a certain author, enter that information too. When you
are ready, click Search.
Click to open the
Lexile dialog, or use
the Search menu.
Enter a Lexile
Measure. The
search can be
narrowed to plus or
minus 0, 50, or 100
Lexiles.
Any entries here
are optional.
In addition to searching for Lexile measures, you can include Beginning Reader
and NonProse Titles. To include titles intended specifically for beginning
readers, select the Include Beginning Reader Titles check box. Selection of the
Include NonProse Titles check box displays items containing at least 50%
nonstandard prose that do not have Lexile measures. Examples of non-prose
materials include poems, plays, songs, and books with incorrect or no
punctuation.
Reading Counts search
The Reading Counts search allows you to search Scholastic Reading Counts!
titles by subject, author, reading level, and/or point values. The resulting list
includes a reading level number and the number of points a student can earn by
reading certain titles.
You must have Reading Counts! information in the 526 tag of your MARC
records for this search to yield results. To limit by reading level, the reading level
must be in the 526 subfield c. The search does not examine the 521 tag (Target
Audience Note). For more about cataloging the 526 tag, see page 635.
In Cataloging and the OPAC, the full MARC record display includes subfields a,
b, c, d, and z (at Union Catalog Plus sites, subfield 5 also appears) in the 526 tag.
The record display in the visual OPAC interface includes subfields a, c, d, and z.
To begin a search, enter a range of Reading levels, or select All. Reading levels
can range from 0.0 to 15.0.
Each title in the Reading Counts program is worth a certain number of points.
Point values can range from 0.0 to 130.0. To limit your search to titles that are
above or below a certain point value, enter a point value range.
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If you want to find a title about a particular subject, or by a certain author, make
sure you enter that information too. Only the first five hundred titles display, so
you are more likely to receive relevant titles if you use specific point values and
keywords. When you're ready, click Search.
Click to open the
RC dialog, or use
the Search menu.
To narrow the search,
select the reading
level,
and/or the point value.
Any entries
here are
optional.
Find-It-All Collection
In both Cataloging and OPAC, you can conduct a search of your local library,
Internet sites, and subscription databases through a Find-It-All One Search
interface. You can access over 160,000 safe, high-quality, K-12 Web sites with
Find-It-All Knowledge Links. When you purchase a subscription, clicking the
Find-It-All button on the toolbar, or the Search menu entry, launches your
browser and opens the Find-It-All One Search or Knowledge Links search page.
Note: When you purchased Find-It-All, the information for setting up and
administering your Find-It-All Collection came as a separate document.
Searching Alliance Plus Online or Alliance Plus CDs
If you've installed Alliance Plus and have access to either Alliance Plus Online or
one or more Alliance Plus CDs, your searching capabilities are greatly increased.
To search Alliance Plus, from the menu, select Tools | Data Sources. The Data
Source Setup dialog appears:
Select the data sources you want
to search.
Click here to select a CD or
Alliance Plus Online.
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1.
Select one or both of the check boxes.
2.
Choose Alliance Plus Online or one of your Alliance Plus CDs in the list.
3.
To close the dialog when you are finished, click Save.
4.
Back in the main window, on Cataloging's toolbar, choose Selected Database
Sources from the database drop-down list.
Your search options vary based on the data source you choose:
Search
Local Database
Alliance Plus CD
Selected Database
Sources
Title
Author
ISBN or ISSN
LCCN
National Bibliographic Number
Subject
Series
Call Number
Category*
Power
Keyword
Accelerated Reader
Lexile
Reading Counts
Barcode
Authority Headings
* Category searches are not available in Union Catalog Plus.
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You may not have access to Alliance Plus Online and are searching only Alliance
Plus CDs. If so, instead of selecting your database on the Data Source Setup
dialog, it's quicker to select the desired CD from the list on the toolbar:
Select the CD
you want to search.
If you've added or switched Alliance Plus CDs since starting Cataloging, select
File | Refresh CDs to update the database drop-down list. To switch Alliance
Plus CDs from a Mac OS workstation, select Local from the database list, eject the
current CD by dragging the current CD to the Trash. Insert the new CD, and
select File | Refresh CDs to update the database list.
See also: If you have a subscription to Alliance Plus Online but cannot connect to
it from Windows workstations, you may need to re-enter and save your Follett
Customer Number in System Setup | Site | Identification, or you (or your
technician) may need to enter your proxy server information on the System Setup
| Cataloging | Misc tab. For more information, see page 58 in Chapter 3,
Preparing to catalog your collection," or for more technical information, see the
Installation Guide.
Scanning an ISBN
The fastest way to find the exact record you need to catalog a book in hand is to
scan its ISBN barcode. When you search Alliance Plus by ISBN or ISSN, you must
enter the number exactly. By scanning it with a properly configured scanner,
you'll eliminate typing errors and speed up searches. Make sure to select the
ISBN button on the toolbar, not the Barcode button.
See Configuring scanners" on page 699 for a list of configurable scanners,
instructions on configuring yours, and additional uses for this feature.
Searching your DX union catalog
If you're a DX-enabled member of a union catalog, you can search your union
catalog at the same time as your local database and/or an Alliance Plus source.
Select the Union Database check box on the Data Source Setup dialog:
Select the data sources you
want to search.
Only appears if you're a DX
member of a union catalog.
Click here to select Alliance Plus Online or an Alliance Plus CD.
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Using your search results
After most search requests, a selection list highlighting the closest match appears.
The selection list identifies the search type and search term used. If your search
required an exact match (e.g., LCCN and barcode searches), the record opens in
the MARC Viewer. If so, skip to page 249.
Note: Keyword and Power searches return a list of the bibliographic records that
meet your keyword criteria. If a keyword can't be found, Cataloging
returns a subject hitlist with the closest match highlighted.
To open any item,
doubleclick on it, or
highlight it and press
the Enter key.
Items with a material
type icon open in the
MARC Viewer.
Items with multiple
entries generate a
secondary
selection list.
Click the column
header to sort a Power
or Keyword Search
selection list.
Shows the number
of entries in a Power
or Keyword Search
selection list
The Add to Book Cart
button is enabled only
when titles that can be
added to the Book
Cart are selected.
Any limiters being
applied to the search
appear in the status bar.
To return to the previous
window, click Close.
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249
If you're searching Selected Database Sources, the selection list shows (from left
to right) the title, the matching entry, and the source of each record. If you're
searching for authority records, the selection list shows the heading, usage, and
the date the record was last updated.
If the selection list doesn't include the item you want, try another type of search.
When you're sure that there isn't even a close match, see Adding, saving,
copying, and editing MARC records" on page 251.
If you think you've found a match, doubleclick on it, or highlight it and press
Enter. The selected record appears in the MARC View window.
The MARC View window gives you two ways to view a record: MARC Proof
Sheet Display and OPAC Display. To switch between the different MARC View
displays, select the appropriate option from the File menu:
In OPAC Display, a bibliographic record appears almost
exactly as your patrons see it in the OPAC, including the
hyperlinks to electronic resources.
This lets you check the record's content and the validity
of any Electronic Access links you've cataloged.
Note: For netLibrary eBooks only, a hyperlink (856 tag)
does not appear in OPAC Display. To view the netLibrary
eBook, click the Preview button in the lower right corner
of the window.
In OPAC Display, authority records display only the
authority heading with the associated 4XX (SEE) and/or
5XX (SEE ALSO) tags.
The MARC Proof Sheet Display shows all
of the record's tags and subfields. This
lets you make certain that you've found
the right record.
If you're searching Alliance Plus or the
union catalog database, make certain you
check the MARC Proof Sheet Display
before you save the record to your
database.
In both views, a bibliographic record
shows the call number, barcode, status,
and description for each copy.
Note: In Union Catalog Plus, Copy
Information shows the member's name,
call number, barcode, and description.
Shows the number of titles in the Book
Cart and any copy circulation status
Return to the
selection list
Access more in
formation about
this title
Available only
with a TitlePeek
subscription
Shows the
material type
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When you display a netLibrary eBook, there is an additional button on the lower
right corner of the window for previewing the item. Click the Preview button to
launch your browser and open the eBook at the netLibrary Web site. In OPAC
Display, the netLibrary hyperlink (856 tag) does not appear.
In some bibliographic records, you might notice certain electronic access (Elec.
Access) hyperlinks (856 tags) appear and print from the OPAC Display but not in
the MARC Proof Sheet Display. You're seeing virtual" 856 tags in action. To edit,
delete, or export a virtual 856 tag, find the authority record that contains the
information; the authority heading matches one of the bibliographic record's
subject headings.
Note: You control whether or not virtual 856 tags display; see the Show
Authority 856 tags in OPAC" option on System Setup's Cataloging Misc
tab (see page 57). For more information on virtual 856 tags, see page 358.
For Union Catalog Plus: Copy Information differs slightly at the union catalog.
Each copy listing shows the short site name of the member that owns it.
Availability (status) does not display. Even if the search was limited to a single
member, Copy Information shows all the copies attached to the record.
TitlePeek
If you have a subscription to TitlePeek, you may see a button on the right (next to
the Save button). Clicking this button launches your browser and displays
additional bibliographic information about the title. This may include: cover
image, table of contents, publisher summary, author notes, and journal reviews.
This service allows you to browse the shelves" without leaving your
workstation and can assist you in collection development, curriculum support,
and the assessment of readability and interest levels. The button appears in the
MARC View window only when the MARC record contains an ISBN and
information is available for the title and you have a subscription to TitlePeek. You
can access this information through MARC records that are in your local
database, your union catalog, or from Alliance Plus Online.
See also: If you have a subscription to TitlePeek but cannot connect to it from
Windows workstations, you (or your technician) may need to enter your proxy
server information on the System Setup | Cataloging | Misc tab. For more
information, see page 58 in Chapter 3, Preparing to catalog your collection," or
for more technical information, see the Installation Guide.
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To access title information,
click the TitlePeek button.
The available information
appears in your browser.
Adding, saving, copying, and editing MARC records
If the record you want doesn't exist in your database, you can create a new record
from scratch, or copy or import it from another source. If you find the record on
Alliance Plus Online, on an Alliance Plus CD, or at your union catalog, you can
copy it into your collection and add your local copy information. If you find a
close but not exact match (an earlier edition, for example), you can copy and
modify it to meet your needs. From either the selection list or the MARC View
window, you can add a new record or duplicate (copy) the selected record:
To copy a bibliographic record from Alliance Plus Online, an Alliance Plus
CD, or your union catalog database, into your local database: In the MARC
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View window, click Save; or, from the selection list, highlight the desired
record, select File | Add Title, and click Yes to the message asking if you
want to duplicate the record. You can then edit it, if needed, and add copies.
To create a bibliographic record from scratch, select File | Add Title, and then
either Easy (Editor) or MARC (Editor). If it appears, click No to the message
asking if you want to duplicate the record. If you choose the MARC Editor,
you'll need to select the appropriate template.
To duplicate one of your own bibliographic records for editing, highlight it
and select File | Add Title and either Easy (Editor) or MARC (Editor). Click
Yes to the message asking if you want to duplicate the record.
To create an authority record, select File | Add Authority or click +
Authority. If it appears, click No to the message asking if you want to
duplicate the record. Select the appropriate template.
To duplicate an authority record for editing, highlight it and select
File | Add Authority. Click Yes to the message asking if you want to
duplicate the record.
To continue, see Chapter 22, Using the Easy Editor," or Chapter 23, Using the
MARC Editor."
Tip: To open your preferred editor, click + Title. To change your preferred editor,
see Setting up miscellaneous Cataloging options" on page 55.
If you have another source of records, use one of Cataloging's import options to
add the records to your database. For more information, see Chapter 25,
Importing MARC records."
From the MARC View window, you can edit the record or work with its copies:
To edit a bibliographic record, select File | Edit Title, and either the Easy
Editor or the MARC Editor, click the Edit button on toolbar, or from the Book
Cart double-click a record or highlight a record and click the Edit button. For
instructions on creating and editing records, go to Chapter 22, Using the
Easy Editor," or Chapter 23, Using the MARC Editor."
To edit an authority record, click Edit. To continue, see Chapter 23, Using
the MARC Editor."
To add, edit, or delete a copy, see Chapter 24, Working with copies."
To run an autorecon on a group of records, or transfer them to MARC Magician,
start by adding them to the Book Cart. For more information, see page 346.
Deleting a MARC record
To delete a MARC record and all its copies, bring up the MARC record in the
MARC View window. Click Delete, or select File | Delete Record.
Warning: Once you verify the deletion, you cannot stop or reverse the process.
If the MARC record has copies that were checked out or have some other
pending transaction, a message appears asking you to confirm the deletion. If an
exception report is generated, you are given an opportunity to view and save it.
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Cataloging can automatically delete a MARC record when its last copy is deleted.
To enable this feature, open the System Setup module, select Setup | Cataloging
| Misc, and select the Delete Title When Last Copy is Deleted check box.
You can also globally delete MARC records that have no copies. See page 335 for
more information about Global Delete Titles Without Copies.
Printing MARC records
Cataloging also lets you print a variety of information. You can print the visible
portion of your selection lists, the title and copy or authority information from
the MARC View window, or a MARC record proof sheet from the MARC Editor.
To print the contents of a window, select File | Print.
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Notes
255
Chapter 22 Using the Easy Editor
This chapter provides information and instructions for adding and editing
bibliographic records in the Easy Editor. Even if you have little or no cataloging
experience, the Easy Editor lets you create solid MARC records and perform
other routine cataloging tasks.
Note: Although identified by descriptive prompts, when you enter information
into the Easy Editor, you are creating a MARC record. To see how the
fields in the Easy Editor correspond to MARC tags and subfields, see
Tags in the Easy Editor" on page 632.
When to use the Easy Editor
Easy Editor is just that. It's ideal for adding uncomplicated records to your
database. If you're cataloging a book, much of the information you'll need can be
found on the title and copyright pages. If you use Alliance Plus to enhance your
records, it's even easier (see Brief MARC Record tab" on page 256).
There may be situations where you may want to use the MARC Editor rather
than the Easy Editor. Since the Easy Editor has a limited number of fields, there
might be information that you want to include that can't be entered through Easy
Editor. Also, if the item you're cataloging doesn't match the default material type
settings, you may need to make changes in the MARC Editor.
When duplicating a record, consider how much of the original record you want
to retain; the Easy Editor discards the information it can't display. If you only
want to duplicate the basic title information, use the Easy Editor. However, if you
only want to change a few fields, use the MARC Editor.
When editing a record with the Easy Editor, if the record contains information
that isn't visible, this message appears at the bottom of the dialog: Title has
additional information that can only be maintained in the MARC Editor. If you
see this message, you may want to edit the record in the MARC Editor instead.
(See Chapter 23, Using the MARC Editor.")
Working with bibliographic records
Before you can update or duplicate an existing bibliographic record, or create a
new one, you'll need to either locate the record or verify that it doesn't already
exist. For searching instructions, see page 240.
To add a new record or to duplicate the selected record, from the selection list
or MARC View window (see pages 248 and 249), choose File | Add Title |
Easy. If the Easy Editor was selected as your preferred editor (see Setting up
miscellaneous Cataloging options" on page 55), just click + Title. A message
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appears, giving you the option to duplicate the selected record. Select Yes to
duplicate the record or No to start from scratch.
To edit a record, from the MARC View window (see page 249), select File |
Edit Title | Easy. If the Easy Editor was selected as your preferred editor (see
Setting up miscellaneous Cataloging options" on page 55), just click Edit.
The Easy Editor opens on the Brief MARC Record tab.
Brief MARC Record tab
The Brief MARC Record tab contains the basic information about the item you're
cataloging: title, standard numbers, material type, author, publication
information, and physical format. Entering information on this one tab creates a
brief record; it contains only tags 000 through 300.
Note: If you plan to recon the records with Alliance Plus, you need to enter just
the title and any standard numbers (LCCN, ISBN, or ISSN) and select the
correct material type. Alliance Plus adds the rest (see Chapter 31,
Autorecon and Reading Program Recon").
Tip: To make this even easier: Enter the title; put the cursor in the ISBN field;
and just scan the ISBN barcode on the back cover of the book. See
Appendix H (page 699) for information on scanning ISBN barcodes.
To enter your information, use the table on page 257. For additional information,
click Help.
You must enter a title
before you can save
the record.
Find Headings
button is
enabled when
you are in the
Author fields.
If you're adding a new
record, select the material
type that most closely
matches the item you're
cataloging (see page 264
for descriptions).
Please note: microfiche
reproductions should use
the material type of the
original; there is also a
selection in the list
specifically for eBooks.
Examples: 149 p.
1 score (16p.)
.
1 sound disc (20 min.)
160 slides
8 reels of 8 (7557 ft.)
Indicate any photos,
illustrations, color
plates, etc.
Item's dimensions
(in cm. or in.)
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Chapter 22 Using the Easy Editor
Group/Field
What it contains
Tips
Title
Main title
Subtitle
Additions to the main title
Responsibility
People who created this title (author, edi
tor, narrator, illustrator, etc.)
Usually only the first word of the main
title and proper nouns are capitalized.
If you're cataloging a book, you can find
most of this information on the title page.
Title
Note: Easy Editor adds the ending
punctuation in these fields.
Note: You must enter uniform titles" (e.g., Bible, Arabian nights, or Beowulf) in the
MARC Editor.
Author
Person primarily responsible for the title
Dates
Any dates associated with the name.
Typically these are the dates of birth and
death (e.g., 1902-1986 or 1968-).
Enter names with the last name first (e.g.,
Canfield, Jack).
Note: Names without dates, should end
in a period. Names with dates should
end in a comma. Dates should end with a
period, unless they end with a dash (e.g.,
Kraft, Jim, 1954-).
Note: The following types of authors must be entered in the MARC Editor:
Personal names with titles or numeration or with the full name in
parenthesis (e.g., John Paul II, Pope, 1920- or Smith, Elizabeth A. (Elizabeth
Ann), 1923-1989.)
Names based on a forename or family name (e.g., Farquar family or
Aristotle)
Corporations (e.g., Ford Motor Company)
Conferences (e.g., World Peace Conference)
Publication
Place
City of publication or distribution
Publisher
Full name of the publisher or distributor
Date
Date of publication or distribution
Physical Format
Extent
Number of pages, volumes, playing time
Other Detail
Other physical details of the item
Size
Item's dimensions
If it isn't a major city, you may also want
to enter the state, province, or country.
Note: Easy Editor adds the ending
punctuation in these fields.
The ending punctuation depends on the
information you enter. If you include a
size, the field before it should end with a
space and semicolon. If you include
Other Details, add a space and a colon to
the end of the Extent information.
To catalog eBooks, select eBook from the Material Type list, enter the URL on the
Added Description tab, and fill in the other fields as applicable. For more
information about cataloging electronic resources, see page 355.
Added Description tab
Use the fields on the Added Description tab to provide your patrons with
information about the title's series and volume, notes, and audience. You can also
add a link to a Web site.
Notes provide your patrons with additional information about a title's contents.
The words in these notes are added to the keyword index, and, thus, provide
better access through keyword searches. Enter a general note, a summary note,
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the interest grade level, or study program information. You can often locate this
information on a book's copyright page.
If your library participates in the Accelerated Reader program, enter either
Accelerated Reader" or AR" in the Study Program text box. If you have
Reading Counts!, enter either Reading Counts" or RC" there. You can, then,
locate the items by using the reading program's search dialog in Cataloging and
in the text OPAC. If you wish to add a reading level, point value, or test number,
please use the Marc Editor.
Lets you provide general
information about the title or
its contents.
Provides a brief description
of the title's plot or content.
Identifies the target audience.
You can search Cataloging and
OPAC or create a Bibliography
Report with this information.
Group/Field
What it contains
Tips
Series
The series title, if any.
Follows the same rules as the title.
Volume
Any information that shows the title's
position in the series (e.g., 124).
Note: If a series has volume number, add
a space and semicolon to the end of the
series title (e.g., Goosebumps ; #4).
Web URL
A Web site's URL
Description
Brief description of the Web site
This information creates a hyperlink to
the Web site in OPAC and the MARC
View window (in OPAC Display).
Electronic Resource
For accuracy, copy and paste it from your
browser's address bar.
Note: For more information about cata
loging electronic resources, see page 355.
Interest level
Interest grade level
Select the appropriate grade level. The
Easy Editor assigns a first indicator of 2.
Note: This field displays only the Interest
grade level, not the Interest age level.
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Chapter 22 Using the Easy Editor
Providing access through subjects
Subjects help your patrons find titles with a common topic. Use the options on
this tab to maintain subjects for this title. To enter a new subject, from the first
dropdown list select the category that matches the subject's primary term. If the
subject needs additional definition, you can select up to three subcategories.
Tip: To maintain consistency if you're not sure of which headings to use, select
the Find Headings button to access a list of existing subject headings.
Note: Subjects based on the name of a corporation or conference, genre, form, or
uniform title must be entered in the MARC Editor. Personal names that
include titles or numeration (e.g., John Paul II, Pope), the full name in
parenthesis, or that are based on a forename (e.g., Aristotle) or family
name must also be entered in the MARC Editor.
To add the subject, click Add.
Find Headings
button is
enabled when
you are in a
Subject field.
Primary term
Subcategories
To delete a subject
from the list, select it
and click Remove.
To enter your information, use the information in the following table. For
additional information, click Help.
Option
What it contains
Tips
Topical
General terms or phrases
Personal
Straightforward personal names
Geographic
Names of locations
Add a period to the end of the last entry
for a subject, unless it ends with a dash
or a closing parenthesis.
Local
Subjects of local design or interest
General
General terms or phrases
Chronological
Specific dates or time periods
Form
Specific genres or material types
Note: Names can also be subjects. If there
are dates associated with the name, the
name should end with a comma. Select
the Chronological option from the
second dropdown list, and enter the
associated dates in the text field.
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Providing additional entries
On the last tab, enter any personal names (other than the main entry author) that
are associated with the title. Add co-authors, illustrators, compilers, or editors, to
provide additional access to the record.
Add any additional personal
names associated with this title:
authors, illustrators, editors.
Option
What it contains
Tips
Name
Coauthors, illustrators, etc.
Dates
Any dates associated with a name.
Enter names with the last name first (e.g.,
Canfield, Jack).
Authors
Typically these are the dates of birth and,
if appropriate, death (e.g., 1902-1986 or
1968-).
Note: Names without dates should end
in a period. Names with dates should
end in a comma. Dates should end with a
period, unless they end with a dash (e.g.,
Kraft, Jim, 1954-).
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Chapter 22 Using the Easy Editor
Using the Find Headings feature
To create consistency in your collection, Find Headings allows you to quickly
retrieve a list of existing author, subject, or series headings from which to select.
The Find Headings button becomes enabled whenever you are in an author,
subject, or series field within the Easy Editor.
Click Select to pull
this heading into the
Easy Editor.
To use Find Headings from the Easy Editor, you must have your cursor in an
Author, Subject, or Series field.
1.
Click the Find Headings button to open the dialog.
2.
If there is already data in the Author, Subject, or Series field, it appears in the
Find Nearest text box. If the Find Nearest text box is empty, enter your search
text to search for an author's name, a subject heading, or a series name, and
press the Find button. A list of headings appears.
3.
Highlight the desired heading in the list. Click Select to copy the heading to
the Easy Editor. Then click Add to enter it into your MARC record. Only the
subfields existing in the Easy Editor appear in the Subjects group box, but all
the subfields in the selected heading are added to the MARC record. Saving
the new record populates any field that existed in the original record.
Important: Selecting a heading overwrites any information in the tag that you
may have entered before selecting the heading.
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What's next?
After making all the necessary changes to a record, click Save. When you save a
bibliographic record, Cataloging checks that you entered the required title
information, formats the standard numbers (LCCN, ISBN, ISSN), and verifies
that you haven't inadvertently duplicated a standard number from another
record. Once the record is saved, Cataloging displays it in the MARC View
window (see page 249):
If you are cataloging a new title, you'll need to add copy information. See
Chapter 24, Working with copies."
If you aren't creating keywords as you save records (see Setting up
miscellaneous Cataloging options," page 55), once you've finished
cataloging, update your keywords. For more information, see page 345.
See also: For information on deleting MARC records, see page 252.
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Chapter 23 Using the MARC Editor
This chapter provides information and instructions for manually adding and
editing bibliographic and authority records in the MARC Editor.
If you are comfortable with the MARC standard, the MARC Editor lets you take
full advantage of its detail and flexibility. Although the details of the MARC
standard are beyond the scope of this guide, if you would like additional
information, we recommend the publications listed on page 234.
You can apply many of the procedures for working with bibliographic records to
authority records. Information specific to authority records begins on page 278.
Working with bibliographic records
Before you can update or duplicate an existing bibliographic record, or create a
new one, you'll either need to locate the record or verify that it doesn't already
exist. For searching instructions, see Finding MARC records in your collection"
on page 240.
To add a bibliographic record from scratch, continue with the following
section, Adding new bibliographic records."
To duplicate the selected bibliographic record, from the selection list or
MARC View window (see pages 248 and 249), select File | Add Title |
MARC. Or if the MARC Editor is selected as your preferred editor, click
+ Title (see Setting up miscellaneous Cataloging options" on page 55). A
message appears, giving you the option to duplicate the selected record.
Select Yes. The record opens in the MARC Editor window. Continue with
The MARC Editor: an overview" on page 265.
To edit a bibliographic record, from the MARC View window (see page 249),
select File | Edit Title | MARC. Or if the MARC Editor is selected as your
preferred editor, click Edit (see Setting up miscellaneous Cataloging
options" on page 55). The record opens in the MARC Editor window.
Continue with The MARC Editor: an overview" on page 265.
See also: Instructions for cataloging some common nonbook materials, from
audiovisual materials to Web sites, are located in Chapter 28, Cataloging tips."
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Adding new bibliographic records
To add a bibliographic record from scratch, you first need to select a template for
the title information.
From the selection list or MARC View window (see pages 248 and 249), choose
File | Add Title | MARC. Or if the MARC Editor is selected as your preferred
editor, click + Title (see Setting up miscellaneous Cataloging options" on page
55). If a message appears giving you the option to duplicate the selected record,
select No. The Bibliographic Material Types dialog appears:
Books, eBooks, Web pages
Multimedia CDROMs, software, numeric data
Videocassettes, projected graphics, DVDs
Nonprojected graphics, posters, flashcards, activity cards, postcards, paintings
Any kit with two or more media types, none of which is dominant
Manuscripts
Maps, globes, atlases
Archival materials
Printed music (sheet music)
Equipment, games, models, puzzles, dioramas
Recorded books, speeches, sound effects on CD, cassette, or vinyl
Magazines, yearbooks, annuals
Music on CD, cassette, or vinyl
To use a template, doubleclick on it,
or highlight it and click Select.
Select the template that most closely matches the item you're cataloging. The
MARC Editor window opens with the template's default information. Continue
with the following section, The MARC Editor: an overview."
See also: For information about customizing templates, see Appendix C,
Bibliographic and authority templates."
See also: If you are cataloging eBooks, please see page 360 for requirements and
instructions.
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Chapter 23 Using the MARC Editor
The MARC Editor: an overview
With the MARC Editor window opened, you're ready to enter or edit the record's
information. The MARC Editor organizes the MARC record into tags and their
subfields:
Insert a new tag or delete the current
tag and its subfields (see page 267).
Insert or delete a single subfield
(see page 274).
Find Headings button (cursor in
Author field)
For help with a specific
tag, put your cursor
anywhere in the tag's
subfield data and click
Help.
MARC Editor has
its own toolbar.
Tag descriptions
Note: Tagspecific help
is not available for the
MARC Editor on Mac
OS.
Tag numbers
Indicator buttons
(see page 274)
Subfield codes
Subfield data
Shows your cursor's position and provides descriptions of the tag and subfield
The following sections provide information for working with the MARC record's
tags, including instructions for adding and deleting tags and subfields, editing
fixed-length tags, modifying indicators, and entering information in the subfields
of variable-length tags.
See also: For more specific information on cataloging nonbook materials such as
audiovisual equipment, vertical file material, videorecordings, and electronic
resources, see Chapter 28, Cataloging tips," starting on page 353.
What is a good" bibliographic record?
When creating a bibliographic record, the amount of information you include
depends on your objectives and the tag range you defined in System Setup (see
Defining the tag range for your brief MARC records," page 54).
If you plan to recon records using Alliance Plus (see Chapter 31), you can enter
the briefest of brief records, consisting of the title tag, at least one standard
number (LCCN, ISBN, or ISSN), and any other required tags.
Note: The template you're using may require entries in certain tags before you
can save the record. (For information on changing a template's required
tags, see Appendix C, Bibliographic and authority templates.")
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Brief records contain enough information to let you circulate the item. However,
they lack detail, which can make them difficult to locate during a search.
Additionally, brief records may not have enough information to prevent them
from being duplicated during Cataloging's import process.
Full records provide a greater level of detail, including the fields for brief records
plus subject headings and notes. You might also consider following the CEMARC
(CurriculumEnhanced MARC) standard. CEMARC records include curriculum
objectives along with grade level and target audience information.
The following table shows the suggested minimums for these three record types:
Information needed
Tag number
Brief
Full
CEMARC
Standard number (LCCN, ISBN, or ISSN)
010, 020, or 022
Title, medium, statement of responsibility
245
Imprint (place, publisher/producer, date)
260
Physical description (units, size)
300
Author (if applicable)
1XX
Variant titles (if applicable)
246
Series (if applicable)
440
Subjectrelated index terms
6XX
Other authors or responsible parties
7XX
Review (if applicable)
520
Target audience
521
Curriculumrelated index terms
658
Cataloging does have the following size limitations for bibliographic records;
however, it's possible that you may never exceed some of them:
Record component
Maximum
Record length
10,240 characters
Tags and subfields per record
256 tags, 1024 subfields
Single tag length
2048 characters
Copies per record
4000 copies
Tags: the backbone of a MARC record
Every MARC record contains fixed-length tags and variable-length tags (usually
just called tags). By choosing the template that matches your material type, you
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Chapter 23 Using the MARC Editor
will find that many of the tags you need are already listed. From that starting
point, you can add tags as you need them. (For a complete listing of the tags
recognized by Cataloging, see Appendix B, Bibliographic and authority tags.")
To insert a tag, position your cursor above the desired insertion point and click
the Insert tag button, or select Tag | Insert Tag. The Insert Tag dialog lists all the
repeatable (R) tags and all of the unused nonrepeatable (NR) tags:
Either type the tag's number
in the text box and click Insert
or doubleclick on the tag.
If you're not sure of
the tag's number,
use the scroll bar
to search for the
tag you want.
Warning: Cataloging supports importing and exporting holdings data in the
852 tag. But don't add 852 tags for your copy information. The copy
editor, accessed from the MARC View window, provides you with a
much easier way to enter the information (see Chapter 24, Working
with copies"). Upon export, Cataloging places that copy information
in 852 tags.
If you inserted a tag in the wrong place, you can always delete it. Likewise, if you
base a new record on an existing one, and it contains information you don't need,
you can delete the data a tag at a time.
Note: If a tag is required, the delete option is unavailable. For example, a 245 tag
is always required in bibliographic records and can't be deleted. (Required
tags are specified in the Template Editor; see Appendix C, Bibliographic
and authority templates.")
Don't bother deleting unused tags. When you save the record, unused tags don't
take up any extra space, and any tags that you added but didn't use are removed.
Besides, if a tag is a default selection for the template, that tag always appears
when you open the record in the MARC Editor.
To delete a tag, place the cursor in any subfield for that tag and click the Delete
tag button, or choose Tag | Delete Tag, and then confirm that you really want to
delete it.
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Bibliographic fixed-length tags
As the name implies, fixed-length tags have a predefined number of spaces.
Each space (or position) in a fixed-length tag has a specific meaning. For
example, positions 35-37 of the 008 tag contain an item's 3-digit language code.
Normally, the fixed-length tags (000-009) won't require much modification. Even
when you add a fixed-length tag to a record, Cataloging uses the record's
template to supply the most common settings for that material type. However,
some templates are used for multiple material types. For instance, if you use the
video template to catalog a filmstrip, you'd have to edit the fixed-length tags
because they are set up for videos. Similarly, the template for maps, globes, and
atlases defaults to maps.
The fixed-length tags you can edit are the Leader, 006, 007, and 008 tags. The 001
(Control Number), 003 (Control Number Identifier), and 005 (Date and Time)
tags generate automatically when you save a record and are display only.
See also: For information about authority fixed-length tags, see page 281.
Leader tag
The Leader contains a record's processing data. Cataloging provides most of this
information automatically. It usually isn't necessary, but you can change the
default codes for record status, record type, bibliographic level, encoding level,
descriptive cataloging form, and type of control.
To change the Leader, doubleclick in the Leader data, or choose Tag | Edit
Leader. The MARC Leader Codes dialog appears:
Select the appropriate values from
the dropdown lists, and click OK.
Changing the material type (and its display icon)
The material type of an item is identified by the entry in position 6, Record type,
in the Leader tag. If you choose the template that matches your material type,
position 6 contains the correct entry, and the correct material type icon displays in
all the Follett applications.
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269
To change the material type and its icon, access the MARC Leader Codes dialog
as instructed above, and select the correct Record type (06) from the list:
Click to display the list of
material types.
To choose the right one, use the following table:
Record
type
code
Material type
Uses
a
language material
monographic textual items: books, eBooks,
Web pages, that are bound, electronic,
or microform
Note: For eBooks, Web pages, and other electronic resources,
also change Form of item, position 23, in the 008 tag to s = electronic form.
Note: For serials (periodicals, newspapers, yearbooks),
also change Bibliographic level, position 7, of the Leader to s = serial.
c
notated music
and
sheet music
d
manuscript notated music
e
printed maps
and
f
manuscript maps
g
projected medium
films, filmstrips, videocassettes, projected
graphics, DVDs
i
nonmusical sound recording
recorded books, speeches, sound effects,
on CD, cassette, or vinyl
maps, globes, atlases, digital maps
Its icon
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Record
type
code
Material type
Uses
j
musical sound recording
music on CD, cassette, or vinyl
k
two-dimensional nonprojected
graphic
activity cards, charts, drawings, flash cards,
paintings, photographs, pictures, postcards,
posters, prints, study prints,
technical drawings
m
computer file
software, numeric data, multimedia, online
systems or services
o
kit
any kit with two or more media types,
none of which is dominant
p
mixed material
materials in two or more forms that are
usually related; archival fonds, manuscript
collections
r
three-dimensional artifact
models, dioramas, games, puzzles,
sculptures, exhibits, equipment, machines,
microscope specimens, clothing, toys
t
manuscript language material
Its icon
monographic textual items that are in
manuscript form.
When you close the MARC Leader Codes dialog, a message may inform you that
you need to modify the 008 tag. The 008 tag is a fixed-length field and has 40
positions. Positions 18 through 34 are different for each material type. Go to page
272 for instructions on editing the 008 tag, and, if you would like further
information on cataloging non-book materials, see page 353.
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Chapter 23 Using the MARC Editor
006 tag
The 006 tag is a repeatable material type tag that lets you identify accompanying
materials or an item with multiple characteristics (for example, an item that is
both a map and a puzzle).
By default, the 006 tag isn't included in any of the bibliographic templates.
To add it, position your cursor above the desired insertion point and click the
Insert tag button, or select Tag | Insert Tag. On the Insert Tag dialog that appears,
enter 006 and click Insert. The Bibliographic Material Types dialog appears (see
page 264). Select the material type you want to use. (If you're editing an existing
006 tag, doubleclick in the 006 data, or with your cursor in the 006 field choose
Tag | Edit 006 tag.) A dialog containing the options for the selected template
appears:
Moves the highlighted
item from the Available
list to the Selected list
Removes the highlighted
item from the Selected list
Make any necessary
changes, and click OK.
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007 tag
The 007 (Physical Description) tag is an optional, repeatable tag. Some
bibliographic records have multiple 007 tags, while some audiovisual material
records have none. The information in the 007 tag must agree with the 008 tag,
and vice versa.
By default, the 007 tag isn't included in any of the bibliographic templates. To
add it, follow the instructions on page 267. (If you're editing an existing 007 tag,
doubleclick in the 007 data, or with your cursor in the 007 field, choose Tag |
Edit 007 tag.) The Fixed Field 007 Tag Editor dialog appears:
The number of editable
positions in the 007 tag
depends on the category
(position 00).
For example, if you
change the category from
videorecording" to mo
tion picture," there are 22
editable positions.
Select the appropriate
value for each position,
and click OK.
The default category is based on the template you're using. You'll only need to
change the category if the template can be used for multiple material types (e.g.,
the video or map template).
008 tag
The 008 (Fixed Data) tag has 40 character positions. Positions 00 through 17, and
35 through 39, contain general information about the item and appear in all
material types. Positions 18 through 34 are materialtype specific and must agree
with the contents of the Leader and the 007 tag.
Important: Cataloging, Reports, and OPAC look for publication dates in the 008
tag. (All records should have a 008.) If the 008 tag has a blank
publication date field, the applications look in subfield _c of the 260
tag. If no date is found in either location, they assume the record does
not have a publication date. Searches that are limited by publishing
year do not find these titles.
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To edit the 008 tag, doubleclick in the 008 data, or with your cursor in the 008
field, choose Tag | Edit 008 tag. The Fixed Field 008 Tag Editor dialog appears:
Edit the common 008
values as necessary.
Click on the middle button to
edit the material-type values.
Click OK to retain the material
specific values, then OK to
retain the common values.
If you are changing the material type of an item and have changed the Record
Type in the Leader, click the <material type> Specific (18-34)" button. Check the
position for Form of item or Type of material and edit as necessary. Also look for
any occurrence of invalid item" and select the entry that applies to the material
you are cataloging. If necessary, set these positions to Not specified" or
Unknown." When you are finished, click OK (twice) and save and close the
record.
Variable-length tags
When you're using the MARC Editor, you'll typically be working with the
variable-length tags (010-9XX): editing indicators, inserting or deleting subfields,
and working with the data in the subfields.
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Editing indicators
Indicator buttons
To edit a tag's indicator, click on the indicator button. (If there are no defined
values for that indicator, a message appears asking if you want to proceed.) The
Edit Indicator dialog appears:
Either type the indicator value
in the text box and click OK
or doubleclick on the value.
Be sure to set the indicator for any nonfiling characters. This ensures that the
application skips the leading article (a, an, the) and indexes the title correctly so
that it is easily found during searches. This is especially important if you selected
to remove articles in search terms (see Setting up miscellaneous Cataloging
options" on page 55).
Common tags that have nonfilingcharacter indicators are the 245, 240, and 440
(2nd indicator), and the 130, 730, and 740 (1st indicator). When entering the
number of nonfiling characters, include the space that follows the leading article.
For example, The Yearling has 4 nonfiling characters (T, H, E, space).
Inserting and deleting subfields
The information in variable-length tags is divided into subfields. The template
you're using includes the most common subfields for each tag. From that starting
point, you can insert subfields as you need them.
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To add a subfield to a tag, position your cursor in the tag and click the Insert
subfield button, or select Subfield | Insert Subfield. The Insert Subfield dialog
lists all of that tag's repeatable (R) subfields and all the unused nonrepeatable
(NR) subfields:
Either type the subfield code
in the text box and click Insert
or doubleclick on the subfield.
If you're not sure of the
subfield code, use the
scroll bar to look for
the subfield you want.
Note: Depending on your cursor's position, you may receive a message asking
you to confirm the placement of the subfield.
If you inserted a subfield in the wrong place, you can always delete it. Likewise,
if the data in a subfield becomes unnecessary, you can delete the subfield.
However, if there is only one subfield left in a tag, the only way to delete it is by
deleting the tag (unless the tag is required; see page 267).
Don't bother deleting unused subfields. When you save the record, unused
subfields don't take up any extra space, and any subfields that you added but
didn't use are removed. Besides, if a subfield is a default selection for the
template, it always appears when you open the record in the MARC Editor.
To delete a subfield, place the cursor in the subfield and click Delete subfield, or
choose Subfield | Delete Subfield, and then confirm your decision.
Working with subfield data
You modify subfield data just as you would the text in any document. Simply
place your cursor in the subfield and type your changes. The MARC Editor
automatically wraps the text within a subfield.
Note: When you edit data, all of the common textediting commands are
available from the Edit menu, including an Undo command for your last
editing action. You can only select the contents of one subfield at a time. If
you try to paste in more text than the tag can hold (see the record size limit
table on page 266), a message appears and the excess is truncated.
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If the you need to, you can also add diacritics and other common symbols to your
subfield data. To insert a diacritic or symbol, place your cursor where you want
the diacritic, then click the Diac's button or select Edit | Insert Diacritic. The
Insert Diacritic dialog appears:
Select the character you
want and click Insert.
Using the Find Headings feature
To create consistency in your collection, Find Headings allows catalogers to
quickly retrieve a list of existing author, subject, or series headings. The Find
Headings button becomes enabled whenever you are in an author, subject, or
series field within the MARC Editor.
Note: Find Headings is not available on Mac OS.
To use Find Headings from the MARC Editor, you must have your cursor on an
Author, Subject, or Series field. If there is already data in the Author, Subject, or
Series field, it appears in the Find nearest text box.
1.
Click the Find Headings button. This populates the list of headings from
which to choose.
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2.
If there is already data in the Author, Subject, or Series field, it appears in the
Find nearest text box.
If the Find nearest text box is empty, enter your search text to search for an
author's name, a subject heading, or series name, and press the Find button.
A list of headings appears.
3.
Highlight the desired heading in the list. Click Select to copy all of the
heading's subfields to your MARC record.
Important: Selecting a heading overwrites any information in the tag that you
may have entered before selecting the heading.
What's next?
After making all the necessary changes to a record, click Save or choose File |
Save Record. When you save a bibliographic record, Cataloging checks for the
008 and 245 tags, and any other required tags. It also verifies that the standard
numbers (LCCN, ISBN, ISSN) are formatted correctly and that you haven't
inadvertently duplicated a standard number from another record.
After saving the record:
If you are cataloging a new title, you'll need to add copy information. See
Chapter 24, Working with copies."
Print a proof sheet of the record from the MARC Editor. A proof sheet shows
all the tag, indicator, and subfield information, which is useful for checking
your own or someone else's work. To print, select Print from the File menu.
If you aren't creating keywords as you save records (see Setting up
miscellaneous Cataloging options," page 55), once you've finished
cataloging, update your keywords. For more information, see page 345.
To leave the MARC Editor window, click Close.
See also: For information on deleting MARC records, see page 252.
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Working with authority records
In everyday conversation and writing, we refer to people, physical objects, and
abstract concepts by different names. For example, cars can be called automobiles
or motorcars. If entries into a library catalog were this random, it would be
nearly impossible to find everything on a given subject or by a certain author.
The solution is the use of authorized headings. One term or form of a name is
selected as preferred," meaning that all related catalog entries should use that
heading. Typically, this decision is made by the national library, or the library
assuming its role, or by private publishers (e.g., Library of Congress or Sears).
Each authority record contains a single authorized heading (1XX tag). It also
contains unauthorized headings (4XX tags), related authorized headings (5XX
tags), and/or electronic resource information (856 tags).
See also: You can use the 856 tags in authority records to create virtual" Elec.
Access hyperlinks in the OPACs, Cataloging (OPAC Display only), and
WebCollection Plus. For information about the 856 tag and virtual electronic
resources, see pages 355 and 358, respectively.
Creating crossreferences
If a bibliographic record uses the authorized heading in an indexed subject,
author, or series heading, Cataloging can use the tracing information in the
authority record's 4xx and 5xx tags to create crossreferences in the OPACs,
WebCollection Plus, and Cataloging.
When a user searches for an unauthorized heading, a SEE" reference to the
authorized heading appears in the selection list. If a user searches for a related
heading, a SEE ALSO" reference to the authorized heading appears.
Example: Suppose your collection contains bibliographic records with the subject
heading Folklore" and the following authority record:
150 _a Folklore
450 _a Folk beliefs
550 _a Mythology
A subject search for Folk beliefs" results in Folk beliefs SEE: Folklore." If your
collection includes at least one bibliographic record with the subject heading
Mythology," a subject search for Mythology" will result in the option to view
that record. However, the results will also include the suggestion Mythology
SEE ALSO: Folklore." In both cases, the crossreferences point to the
bibliographic records that use Folklore" as a subject heading.
See also: For more information on creating crossreferences, see 008 tag" on
page 281 and Fine tuning crossreferences" on page 283.
Getting started
Before you can update or duplicate an existing authority record, or create a new
one, you'll either need to locate the record or verify that it doesn't already exist.
For searching instructions, see Finding MARC records..." on page 240. Or, to
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quickly locate a record, use the Find Headings button in the MARC Editor to
search the existing authority headings for an author, subject, or series.
To add an authority record from scratch, continue with the following section,
Adding new authority records."
To duplicate the selected authority record, from the selection list or MARC
View window (see pages 248 and 249), select File | Add Authority or click +
Authority. A message appears, giving you the option to duplicate the
selected record. Select Yes. The record opens in the MARC Editor window
(see page 265). Continue with How are authority records different?" on
page 280.
To edit an authority record, from the MARC View Window (see page 249),
click Edit, or select File | Edit Authority. The record opens in the MARC
Editor window (see page 265). Continue with How are authority records
different?" on page 280.
Note: If you are running Union Catalog Plus with Data Exchange Server (DX),
please note that DX does not automatically exchange authority records. If
you add or update your authority records and want to share them with
your members, you must manually export and distribute them. For
instructions, see Exporting authority records" on page 318.
Adding new authority records
To add an authority record from scratch, you first need to select a template for the
authority information.
From the selection list or MARC View window (see pages 248 and 249), choose
File | Add Authority or click + Authority. If a message appears giving you the
option to duplicate the selected record, select No. The Authority Record Types
dialog appears:
Each authority template is
based on a single 1XX tag.
Use the following table to
help you choose a template.
To use a template,
doubleclick on it, or high
light it and click Select.
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The following table shows the relationship between the authority templates, their
authority tags, and some of the bibliographic tags they parallel. Some terms can
have multiple applications in bibliographic records. For example, Elizabeth Smith
can be the author or subject of a book. Topical, geographic, and genre terms aren't
usually used as author or uniform title entries.
Authority template
Contains authority tag
Parallels bibliographic tags
Name: Personal
100 Personal Name
100 Main Entry Personal Name
(e.g., Smith, Elizabeth Jones)
600 Subject Heading Personal Name
700 Added Entry Personal Name
800 Series Added Entry Personal Name
Name: Corporate
110 Corporate Name
110 Main Entry Corporate Name
(e.g., Follett Software Company) 610 Subject Heading Corporate Name
710 Added Entry Corporate Name
810 Series Added Entry Corporate Name
Name: Meeting
111 Meeting Name
111 Main Entry Meeting Name
(e.g., Centennial Exhibition)
611 Subject Heading Meeting Name
711 Added Entry Meeting Name
811 Series Added Entry Meeting Name
Uniform Title (Series)
130 Uniform Title
130 Main Entry Uniform Title
(e.g., New York Times)
440 Series Statement Added Entry
490 Series Statement
630 Subject Heading Uniform Title
730 Added Entry Uniform Title
830 Series Added Uniform Title
Subject: Topical
150 Topical heading
650 Subject Heading Topical Form
(e.g., Schools)
Subject: Geographical 151 Geographical name heading
651 Subject Heading Geographic Term
(e.g., Mississippi River)
Genre/Form
155 Genre/Form heading
655 Index TermGenre/Form
(e.g., Cartoons)
See also: For information about customizing templates, see Appendix C,
Bibliographic and authority templates."
When you select a template, the MARC Editor window opens with the template's
default information (see page 265). To enter an authority record, continue with
the following section.
How are authority records different?
Just like bibliographic records, authority records contain both fixed-length and
variable-length tags. By choosing the template that matches your needs, you'll
find most of the tags you need are already listed. From there, you can add tags as
you need them (see Tags: the backbone of a MARC record" on page 266).
The mechanics of entering or editing authority data in the variable-length tags is
virtually identical to working with bibliographic data (see Variable-length tags,"
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Chapter 23 Using the MARC Editor
page 273). However, as described in the following sections, authority records
have a few special considerations when it comes to fixed-length tags and
crossreference creation.
Authority fixed-length tags
These authority fixed-length tags are slightly different than the bibliographic tags
with the same names.
Leader tag
The Leader contains a record's processing data. Cataloging provides most of this
information automatically. It usually isn't necessary, but you can change the
default codes for record status and encoding level.
To change the Leader, doubleclick in the Leader data, or choose Tag | Edit
Leader. The MARC Leader Codes dialog appears:
Select the appropriate
values from the position
lists, and click OK.
008 tag
The 008 tag provides coded information about the entire record and about certain
aspects of the 1XX heading and 4XX/5XX tracing fields. Normally, the 008 tag
won't require any modification. Cataloging uses the record's template to supply
the most common settings.
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To edit the 008 tag, doubleclick in the 008 data, or with your cursor in the 008
field, choose Tag | Edit 008 tag. The Fixed Field 008 Tag Editor dialog appears:
Use the radio buttons to toggle between positions 6-15 and 16-39.
Series heading control
Name heading control
Subject heading control
Part of the 008 tag's function is to determine how the authority record should be
used when creating crossreferences. Code a" in any of positions 14-16 means
that the record is appropriate for the particular use; code b" means it is not.
Example: Consider the following authority record:
100 _a Smith, Elizabeth Jones.
400 _a JonesSmith, Elizabeth.
500 _a Smith, Elizabeth.
If positions 14-16 of the 008 tag are coded aab," a search for the author or
subject JonesSmith, Elizabeth" results in JonesSmith, Elizabeth SEE: Smith,
Elizabeth Jones." Author and subject searches for Smith, Elizabeth," will include
the crossreference Smith, Elizabeth SEE ALSO: Smith, Elizabeth Jones."
On the other hand, if positions 14-16 of the 008 tag are coded abb," the
crossreferences would only appear in searches for the author.
Important: Any changes made to positions 14-16 affect all the crossreferences
generated by a record. To modify a single crossreference in a record,
see Fine tuning crossreferences" on page 283.
Entering authority information
Every authority record must contain information in a 1XX tag (the authorized
heading) and can contain multiple 4XX (SEE) and 5XX (SEE ALSO) tags with
tracing information. (For instructions on working with variable-length tags and
subfield data, see page 273.)
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If a bibliographic record uses the authorized form in an indexed subject, author,
or series heading, Cataloging can use the tracing information in the authority
record to create crossreferences.
Important: Crossreferences are created automatically if you choose to create
them as authority records are saved (see Setting up miscellaneous
Cataloging options," page 55). However, in order to create a
crossreference, the bibliographic record must exist when the
authority record is saved.
Whenever you do significant maintenance to your database, you'll need to
rebuild your crossreferences to ensure that they stay accurate (see Rebuilding
crossreferences," page 346).
See also: For information about authority tags or to see which bibliographic tags
are indexed by Cataloging, see Appendix B, Bibliographic and authority tags."
Fine tuning crossreferences
As explained on page 281, positions 14-16 of the 008 tag define how Cataloging
uses the authority record to create crossreferences. You can create exceptions for
individual 4XX/5XX tags by adding the Control subfield _w to a tag and making
some minor modifications.
Note: Control subfield _w is only available for 4XX/5XX tags.
By default, subfield _w isn't included. To add subfield _w to a 4XX/5XX tag, use
the instructions on page 275. It is accepted cataloging practice to put subfield _w
first in the tag. (To edit an existing subfield _w, doubleclick the subfield data, or
with your cursor anywhere in the tag, choose Subfield| Edit subfield `w'.)
The Subfield `w' Editor dialog appears:
Select the appropriate
values from the drop
down lists, and click OK.
To suppress or enable cross
references for this tag, select
the appropriate code.
To suppress all crossreferences
for this tag, set this code to a."
Note: The four coded positions in subfield _w are filled from the left. If you don't
select codes for the leading positions, the system automatically fills them
with n" (not applicable) when you click OK.
Example: Consider the example on page 282. To limit the SEE ALSO reference to
author searches without affecting the other crossreference, you would add
subfield _w to the 500 tag, and in the Tracing use restriction dropdown list,
select a = Name reference structure only."
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If you wanted to suppress all crossreferences from that tag, from the Reference
display dropdown list you would select a = Reference not displayed." Now the
related heading is recorded in the authority record, but is not crossreferenced in
Cataloging or OPAC.
What's next?
After making all the necessary changes to a record, click the Save button or
choose File | Save Record. When you save an authority record, Cataloging checks
for the 008 and 1XX tags. It also verifies that you haven't inadvertently
duplicated an authority heading from another record.
After saving the record:
Print a proof sheet of the record from the MARC Editor. A proof sheet is
useful for checking your own or someone else's work. It shows all the tag,
indicator, and subfield information. To print, select Print from the File menu.
If you aren't creating crossreferences as you save (see Setting up
miscellaneous Cataloging options" on page 55), once you've finished
cataloging, rebuild your crossreferences. For more information, see page 346.
Verify that your crossreferences are appearing as you intended by searching
the appropriate index (author, subject, or series) for your 4XX/5XX entries.
To leave the MARC Editor window, click Close.
See also: For information on deleting MARC records, see page 252.
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Chapter 24 Working with copies
Each item in the library book or otherwise needs a place to store its unique
information, such as the copy barcode and call number. The Copy Editor
provides you with an easy way to enter and maintain copy information. This
chapter provides instructions for adding, editing, and deleting individual copies.
Note: If you need to modify the same information in several copies, you may
want to use Cataloging's other copy update options, which are described
in Chapter 27, Maintaining your collection."
Adding and editing copies
Whether you're adding the first copy to a new bibliographic record, adding
additional copies to an existing record, or modifying a copy's information, you
start by displaying the bibliographic record for the item in the MARC View
window.
If you just saved a new bibliographic record, you're already there; otherwise, you
must locate the record (see Finding MARC records..." on page 240). From the
MARC View window, you can add, edit, or delete copy information:
To add a new copy from scratch
or by replicating the highlighted
copy, click Add Copy.
For Union Catalog Plus, the Copy
Information window contains a
Member column and omits the
Copy Status column. For more
information see page 250.
To make changes to a copy,
highlight it and click Edit Copy.
To ensure that you have the
right copy, check the call
number and barcode.
To delete the highlighted copy,
click Delete. For more information
see page 288.
Note: You can't add copies to a temporary title. You can only edit the existing
copy. (See Permanent or temporary?" on page 234.)
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If a title already has a copy, you can choose to duplicate (replicate) the
highlighted copy after clicking Add Copy. The duplicate retains most of the
original's information and updates the Inventory Status (to Marked), Copy Status
(to Available), and Acquisition Date (to today's date).
From the Add or Edit Copy dialog you can add or update the copy's information:
You can scan or type a barcode for the copy, or click Assign Barcode. Assign Barcode assigns the next highest available barcode number
(see page 652).
To ensure accurate reports, remember to leave a space between the call number prefix and the call number,
and to define any call number prefixes you use (see page 48).
See also: To create a list of available copy barcodes, see Generating a Used or Unused Copy Barcodes Report" on page 535.
Bibliographic information.
The call number is taken
from the default call num
ber location you selected
in Setup (see page 47).
Type in category numbers
(separated by commas) or
click the button to open the
Copy Categories dialog.
Displays the copy's
recent circulation
history and statistics
(see page 135)
If the copy requires
enumeration (Volume,
Issue, Number, Year,
etc.), select or enter the
descriptions here, and
then enter the number.
Select the one that
defines this copy's
borrowing limits. To
define new circulation
types, see page 45.
Refers to an area in
the library or building
If there is something unique about this particular
copy (e.g., the author signed this copy), enter
that information here. This note only appears in
the Copy Status windows of Circulation Desk.
To alert library staff to special issues regarding this item's circulation
(e.g., a CDROM is included), enter the information here. This note
appears whenever this copy is accessed in Circulation Desk.
Shows the categories assigned to this copy.
Each copy can have 8 categories. To remove
a category, highlight it and click Remove.
Shows categories that can be assigned to this copy. To assign a category,
highlight it and click Add. For more information on categories, see page 52.
Every copy must have a unique barcode and a call number. Use the remainder of
the fields as needed. After entering the appropriate copy information, click Save.
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In addition to the information on the previous page, there are a few things to
keep in mind when adding or editing copies:
For accurate updates and reports, be sure to leave a space between any call
number prefix and the call number.
You can attach Vendor or Funding Source information to a copy by clicking
Select next to each field and choosing from the stored list.
To add vendors or funding sources to the lists, click New. See page 61 for
complete instructions.
Be sure to specify a price if you want to include that information on overdue
and bill notices (see page 561) or to calculate your collection value accurately
(see page 550).
Copy status is disabled if the copy is At the Bindery, Loaned Out, Lost,
Missing, Checked Out, or On Hold. To change the copy status from At the
Bindery, Loaned Out, Missing, or Lost, back to Available, check the item in
through Circulation Desk.
If an inventory is in progress, you cannot make changes to the inventory
status. If an inventory is not in progress, you can change the inventory status
of an Available copy from Marked to Missing.
You can't change the call number, circulation type, or categories of a
temporary copy. You can't export a temporary copy. You also can't change a
temporary copy into a permanent one (see Permanent or temporary?" on
page 234). When the temporary copy is checked in, the temporary record is
deleted. You can then create a permanent record with copies to replace the
temporary record.
You can't change the inventory status if the circulation type is
Non-circulating eBook (*NC). This circulation type is intended for electronic
materials. You must change the circulation type first. For more information,
see Grouping your collection according to lending period" on page 45.
For Union Catalog Plus: There are several differences when adding or editing
copies for the union catalog:
When adding a copy, you must specify the member to which the copy
belongs. After you click Add Copy, highlight the member from the Select
Member dialog that appears, then click Select.
The member's full site name appears in the title bar in both the Add Copy
and the Edit Copy dialogs.
The Assign Barcode button is not available.
Important: If you catalog new copies at both the union catalog and the
member, we recommend that the union catalog and the member
assign barcodes in different ranges. This prevents the possibility
of assigning the same barcode to different copies.
Only the selected member's categories can be assigned to a copy.
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The Checkouts button is not available.
The Description/Enumeration, Vendor, and Funding Source dropdown lists
contain the entries of the union catalog, not those of the members.
The Copy Status dropdown box is not available. The copy status is set to
Available when adding a copy.
The Inventory Status dropdown box is not available. The status is set to
Marked when adding a copy.
The Copy Note and Circulation Note text boxes are not available.
See also: To print new or replacement spine and pocket labels, see Generating
Spine/Pocket Labels on page 522.
Deleting a copy
When a copy is no longer a part of your collection, you can delete its information.
Keep in mind that deleting a copy also deletes its holds, fines, and statistics.
Deleting a copy is an irreversible action. However, if you delete a copy with
pending transactions, the application generates an exception report listing the
copy's barcode, former copy status, and any actions taken on related patron
records, including fine amounts.
To delete an individual copy, first locate the record (see Finding MARC
records..." on page 240). From the MARC View window (see page 285), highlight
the copy you want to delete, and click Delete Copy. At the message, click Yes.
Warning: Once you verify the deletion, the process can not be stopped or
reversed.
See also: If you need to delete several copies at once, and the library has a PHD,
see page 342 for instructions.
To delete several copies at once using a scanner, see page 337.
To globally delete copies with copy status of Lost or an inventory status of
Missing, see page 330.
To automatically delete a title record when its last copy is deleted, open the
System Setup module, select Setup | Cataloging | Misc, and select the Delete
Title When Last Copy is Deleted check box. A title record deletion then occurs
whether the copy is deleted manually or by a Cataloging feature such as Delete
Copies via PHD, Delete Copies via Scanner, Global Delete Lost Copies, or Global
Delete Missing Copies. If you manually delete a copy in the MARC View
window, before the actual title deletion occurs, a confirmation message appears.
This prevents any unintentional deletions while you are cataloging.
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Chapter 25 Importing MARC records
This chapter includes instructions for the different methods of importing
bibliographic and authority records and interpreting the exception report.
Use the import options on the File menu to transfer MARC records in the MARC
21/852 Holdings format or MARC 21 Authority format:
Select this option to import new MARC 21
title and copy records from a vendor or
another library.
Select this also when importing
WebPath Express bibliographic records
(BIB856.001).
Select this option for your existing
records that have been exported for
enhancement or retrospective
conversion
and all of the incoming records have
copy information.
Select this option to import
MARC 21 authority records
to support crossreferences
in OPAC and Cataloging.
Select this option for your existing records
that have been exported for enhancement
or retrospective conversion
if not all of the incoming records have
copy information.
Note: In 1999, the term MARC 21 replaced USMARC. This change is a result of
the harmonization of the U.S. and Canadian formats.
Importing bibliographic records
Cataloging converts your MARC 21/852 Holdings data into bibliographic and
copy records as they are imported. Make sure your data vendor is preparing your
copy information in the 852 tags as indicated in the following table:
Subfields in
the 852 tag
Copy fields
_a
MARC Organization Code (up to 30 characters) entered in System Setup
_b
Sub Location (up to 20 characters)
_k, _h, _i, _m Call Number (up to 30 characters). The subfields are combined in the order shown.
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Subfields in
the 852 tag
Copy fields
_p
Barcode (up to 14 characters)
_t
Copy Number (up to 5 characters)
_9
Price (up to 10 digits total 8 before a decimal point and 2 after). Prices without a
decimal point are considered to have two decimal places (e.g., _9150 would appear
in the copy record as $1.50).
_x
Your data vendor can use subfield _x (a repeatable, nonpublic note) for additional
copy information. Ask your data vendor to use the following formats:
FSC<followed by any or all of the following @ codes>
@a Circulation Type code (up to 3 characters). If not included, your default
circulation type, or the one selected on the Import Options dialog, is used.
Circulation types identify lending periods for copies in the library collection
(see page 45).
@b Category number (up to 4 characters). Number must be between 1 and 2000,
inclusive. Categories are created in the Categories tab (see page 52) under
Cataloging setup in System Setup. Each copy can be assigned as many as 8
categories (e.g., a copy with three categories, @b2@b28@b34).
@c Acquisition Date (8 characters). Date must be in YYYYMMDD format.
@e Volume number (up to 20 characters). Stored in the
Description/Enumeration fields. You can also identify a volume number
using codes @i and @j below.
@f Vendor (up to 30 characters)
@i Enumeration (up to 20 characters). Can be repeated up to 3 times.
@j Description (up to 20 characters). Can be repeated up to 3 times.
Note: Each copy can have up to 3 levels of enumeration, including a volume
number. The Description/Enumeration fields are populated in the order the data
occurs in the record. For example, a copy with @i2@jVolume@i12@jNumber
would show Volume 2, Number 12" in the first and second
Description/Enumeration fields.
FUND: Funding Source (up to 24 characters)
All FSC data should be in one subfield _x and the FUND information in another.
Example: A copy that is part of your summer reading program (category number 2)
was added to your database May 4, 1999. The copy is the first volume of a set and is
available for regular circulation (circulation type code R). It was purchased from
Follett Library Resources with funding from an Olin Foundation grant. The
contents of the 852 tag should include:
_xFSC@aR@b2@c19990504@fFollett Library Resources@i1@jVolume
_xFUND:Olin Foundation
Before you import bibliographic records, check the following:
Does your library have a MARC Organization code? If so, make sure it is
defined in System Setup (see page 35).
Is your barcode symbology set up correctly? See How to select and define
barcode symbologies" on page 39.
If your import records contain vendor information (852_xFSC@f subfield), or
a funding source (852_xFUND subfield), make sure they are entered in the
Vendor or Funding Source tables in System Setup | Setup |Acquisitions.
How are you creating keywords? For information on setting up your
keyword options, see Create Keyword Entries as MARC Records are Saved"
in the table on page 56. If you don't create keyword entries during import,
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the import runs faster, but you then need to run the Update Keywords utility
before you can perform keyword searches (see page 345).
Important: If you need to import records from a Winnebago
database, there are
some additional steps you should take. See page 297 for details.
Importing MARC 21/852 Holdings data
This feature lets you import MARC 21/852 Holdings title/copy records from a
vendor or another library. Use it also for importing WebPath bibliographic
records (BIB856.001).
1.
From the Cataloging menu bar, choose File | Import MARC 21/852 Holdings
Format. The Import MARC 21/852 Holdings Format dialog appears:
Checks for duplicate bibliographic records. If
your records are better than the ones you're
importing, select Skip. If you're updating your
records, select Replace.
Checks for duplicate copy barcodes. If your
copy records are more complete than the ones
you're importing, select Skip. If you want to
update your copy information, select Replace.
You can check your results
before you import.
To see what records might
have problems, click Preview.
Click to assign barcodes,
a circulation type, and add
other information to
incoming copies.
Select this option to add imported titles to the
Book Cart.
To import MARC records exported from
Winnebago CIRC/CAT v6.7 or Spectrum
v3.x or v4.x, select this option. (Not available in
Union Catalog Plus or on Mac OS.)
Select the manner in which the import process handles duplicate records
for both MARC records and copies. Choose Skip to preserve your
existing record; choose Replace to overwrite the existing one with the
incoming record.
The import process determines whether an incoming MARC record is a
duplicate by comparing control numbers, standard numbers, or, if those
are missing, by comparing title, author, and publication information.
The process determines whether an incoming copy is a duplicate by
comparing barcode numbers. All incoming copies must have a barcode,
either existing in the import record, or assigned in the Options dialog
(see Step 2).
To create a list, sorted by call number, author, or title, of the titles
imported, check Add Titles to Book Cart. Because this option adds to the
Book Cart only the titles that were successfully imported, the resulting
printout complements the exception report.
In the Book Cart, you can perform an autorecon on just the imported
records. You can also transfer them to and from MARC Magician, if you
have that program. For more information on the Book Cart, see page 346.
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Important for Winnebago Imports: When you select the Winnebago
Records option, you're alerted that some additional processing may be
necessary. If your database already contains records, you will also be
reminded to run a backup before proceeding (see page 607).
When importing Winnebago records, the Import button is disabled
because you must first preview the results of your import. However,
before you proceed, make certain that you review the information starting
on page 297.
See also: If you're running Union Catalog Plus, see page 295 for instructions
on assigning copies to a member.
2.
To assign barcodes or add other information to your incoming copies, press
the Options button. The Import Options dialog appears:
Choose to preserve the
incoming barcodes,
fill in blank ones, or
assign a new range.
Tip: Use the second or third
choice to fill gaps in your
barcode sequence.
Click to select a Vendor or
Funding Source from your
tables.
Union Catalog Plus users
can enter a name
or click Select.
Enter or select from the list
for your incoming copies.
Your selection here
overrides the Default
Circulation Type you
defined in System Setup,
but does not override any
incoming circ type.
Enter category numbers, separated by commas, hyphens, or slashes,
or click the Categories button to access the Copy Categories dialog.
Note: This feature does not create copies; the incoming MARC records must
have existing 852 tags.
In Assign Barcodes, you can use the incoming barcodes for the copies, assign
new barcodes to those copies without them, or assign new barcodes to all
incoming copies:
Always use incoming barcode" assigns the barcode in the incoming
852_p subfield to the copy. If the incoming copy has no barcode, Import
creates no copy and makes an entry in the exception report.
Use incoming barcode number" assigns the barcode in the incoming
852_p subfield to the copy. If the incoming copy has no barcode, Import
assigns one starting with the number in the If none available, start at text
box. Import does not assign any barcode that already exists in your
database.
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Example: If you enter 1000 in the text box, Import assigns that barcode
number to the first copy record without a barcode, 1001 to the next, and
1002 to the next. If 1003 is already in use by a copy in your database,
Import skips 1003 and assigns 1004 next.
Always assign next available barcode" ignores any barcode in the
incoming 852_p. Import assigns a new barcode to every incoming copy,
starting with the number in the Starting at text box. Import does not
assign any barcode that already exists in your database.
Important: In the text box, if you enter a number larger than 7 digits, it
must be one that agrees with the symbology you defined in
System Setup | Site | Barcodes.
To start the numbering at the highest barcode in your
database, press the Assign Barcode button. To fill gaps in
your barcode sequence, enter the lowest number in your
symbology.
For every barcode assigned, Import makes an entry in the exception report,
listing the title, control number, LCCN, and barcode(s).
In Assign default copy values," you can assign a vendor, funding source,
circulation type, categories, and/or a sub location to incoming copies. Import
adds the values entered here only if the corresponding subfield in the import
record is blank. That is, information in the import file takes precedence over
any values entered in the Assign default copy values group box. If you
choose Replace Existing Barcode (on the Import dialog), this combined
information is entered in the corresponding subfields in the existing copy
record only if those subfields are blank.
To add a vendor to your copies, select one from the list.
Import adds this information to the copy record if the incoming
852_xFSC@f subfield is blank.
To add a funding source to your copies, select a funding source from the
list. Import adds this information to the copy record if the incoming
852_xFUND subfield is blank.
Select a circulation type. Import assigns it to any incoming copy without
one in the incoming 852_xFSC@a.
This selection overrides the Default Circulation Type that you selected in
System Setup | Cataloging | Circ Types.
To add categories to the incoming copies, enter the existing category
codes, separated by commas, hyphens, or slashes. If you prefer to assign
categories by name, click the Categories button to do so.
Cataloging allows a maximum of 8 categories per copy. Import adds any
that are in the incoming copy record first (852_xFSC@b), and if space
permits, adds the ones entered here. If it cannot add all the categories,
Import lists, in the exception report, the ones omitted.
Note: If you import records with categories from another Follett system,
be aware that categories are matched by number, not by name.
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The category names that are defined in your System Setup are used.
If an incoming copy has an undefined category code, a new one is
created and named n Added by Import" (n" is the undefined category
code). You can change this name, or delete the category altogether, in
System Setup (see page 53).
In Cataloging, you can assign additional categories to the copies with a
PHD (see page 338), in the Copy Editor (page 286), or in the Individual
Update dialog (page 330).
To add a sub location, enter up to 20 characters in the last text box.
Import adds this information to the copy record if the incoming 852_b
subfield is blank.
After you choose your copy options, click OK to save them and to return to
the Import MARC 21/852 Holdings Format dialog.
3.
After selecting your options, insert the import file disk (if necessary), and
click Import. Or, if you want to check the results before importing, click
Preview. Preview reads the incoming records, compares them to the existing
records, and generates an exception report, but does not actually import the
records. A standard Open File dialog then appears. Locate and select your
import file, and click Open. A progress dialog appears.
Warning: All changes made to your database are immediate. You cannot
reverse the changes by canceling the import process. (The
Preview process, however, does not alter your data.)
4.
When the process is complete, a message appears asking if you want to
import another file with the same options. If you choose No, the Import
dialog and the Import Options dialog entries revert to the default settings.
When you are finished, click Close. The application generates an exception
report listing any errors that were encountered during the process (see
Interpreting the exception report," page 308). If the Import process assigned
barcodes or skipped any categories entered on the Import Options dialog, the
report lists these also.
If you're previewing an import, look over the exception report and decide
whether your import settings need any adjustments before you do the actual
import.
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For Union Catalog Plus: Assigning copies on import
The import dialog is slightly different if you are importing to Union Catalog Plus.
To assign the copies to a member, select the option which best suits your needs.
After selecting your assignment method, continue with step 2 on page 292.
To assign the copies to the union catalog
member whose MOC is in the MARC
record's 852a tag, select this radio button.
Note: The MOC must be defined in
Member setup.
To assign the copies to a union catalog
member of your choice, select this radio
button and click Select member.
Then from the Select Member dialog that
appears, highlight the member and click
Select. The member's full site name then
appears here and in the title bar of the
progress window.
Important: If you select the Assign to member option, the import process ignores
any MARC Organization Code (MOC) that may be in the 852_a tag
and assigns the copies to the member you specify.
On the Import Options dialog, the Assign Barcode buttons are not available. If
you selected Assign to member based on 852, the Assign Barcodes group box,
Circulation Type, and the Category Codes options are also not available.
Importing MARC 21/852 Holdings Format Data by Barcode
If you recently sent your bibliographic and copy records to Follett Software Data
Services or some other vendor for a retrospective conversion and now want to
import them back into your database, use the Import MARC 21/852 Holdings
Format By Barcode option. This function does not add titles or copies to your
database. This function replaces your bibliographic records with the ones
contained in the import file.
Important: The Import MARC 21/852 Holdings Format by Barcode function
should only be used to update your existing bibliographic records
with enhanced data. Do not use this function to import new
bibliographic records that you received with new materials.
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1.
From the Cataloging main window, choose File | Import MARC 21/852
Holdings Format by Barcode. The dialog appears, warning you that this
option updates your database, and recommending that you back up your
system before proceeding.
Checking Add Titles to Book Cart creates a list of the titles imported that you
can recon, or sort by call number, author, or title, and print. For more
information on Book Cart features, see page 346.
2.
Insert the disk with the import file, and click Import. Or, if you want to check
the results before importing, select Preview. A standard Open File dialog
appears. Locate and select your import file, and click Open. A progress
dialog appears.
Warning: All changes made to your database are immediate. You cannot
reverse changes that have been made by canceling the process.
(Please note that the Preview process does not alter your data.)
3.
When the import is complete, a message appears asking if you want to
import another file. When you are finished importing, click Close. The
application generates an exception report if any errors were encountered
during the import (see Interpreting the exception report," page 308.)
Important: To use Import by Barcode in Union Catalog Plus, the records must
have a MARC Organization Code (MOC) in tag 852_a.
Importing MARC 21/852 Holdings Format by Control Number
Use Import MARC 21/852 Holdings Format By Control Number if you have
exported and updated your bibliographic records and now want to import them
back into your database. Import by control number looks at the control number
in the 001 tag. Cataloging creates this unique identifier for each new record.
This function does not add titles or copies to your database; it replaces your
MARC records with the ones in the import file. Use this function, instead of
Import by Barcode, if the incoming, updated MARC records do not have copies
attached to all records. If the import file does contain copy records, it updates any
copy fields that have changed, with one exception. It does not replace categories.
It adds any categories in the incoming copy record to the existing ones.
1.
From the Cataloging main window, choose File | Import MARC 21/852
Holdings Format by Control Number. A dialog appears, warning you that
this option updates your database, and recommending that you back up your
system before proceeding.
Checking Add Titles to Book Cart creates a list of the titles imported that you
can recon, or sort by call number, author, or title, and print. For more
information on Book Cart features, see page 346.
2.
Insert the disk with the import file, and click Import. Or, if you want to check
the results before importing, click Preview. A standard Open File dialog
appears. Locate and select your import file, and click Open. This begins the
process. A progress dialog appears.
Warning: All changes made to your database are immediate. You cannot
reverse changes that have been made by canceling the process.
(The Preview process does not alter your data.)
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Chapter 25 Importing MARC records
3.
When the import is complete, a message appears asking if you want to
import another file. When you are finished importing, click Close. The
application generates an exception report if any errors were encountered
during the import (see Interpreting the exception report," page 308).
For Winnebago records: Reconstructing your barcodes and more
Not all MARC records are created equal. To import title and copy records from
Winnebago's CIRC/CAT
v6.7 or Spectrum
v3.x or v4.x, some special handling
may be necessary. Before you export your material records from Winnebago, you
need to look at your collection and the information in the Winnebago database.
Use the information in the next few sections to help guide you through the
examination, export, and import processes.
Examining your barcodes
Standard 14character barcodes contain a type identifier, location code, item
number, and possibly a check digit. Typically, only part of the barcode (the item
number) is stored in the Winnebago database. When importing your old records
into your new Follett Software database, the barcodes may need to be
reconstructed. Before that can happen, however, you need to determine how
much of the information on your barcode labels is actually in the database.
Gather a sample of items from your collection, preferably items that were added
at different times (e.g., last week, six months ago, two years ago, etc.). Use your
Winnebago software to look up each item and compare the material/barcode
number that appears in the Winnebago application with the number on the
barcode label.
Note: The Follett applications support barcodes with 14 characters or less. If your
barcodes are longer, please contact Follett Software's Customer Service.
Do the numbers on the barcode labels exactly match the material/barcode
numbers in the application? If they do, see Scenario 1" below for more
information. If they don't, see Scenario 2" on page 298.
Scenario 1: Are the numbers on the barcode labels the same as the numbers in the
application? Make a note of the length of each material number.
In this scenario, material/barcode numbers with seven digits or less
are Follett Classic" barcodes. If you have material/barcode numbers
between eight and fourteen digits long, you must set up a temporary
Generic Code 39 or Generic Codabar barcode symbology for your
library materials (see page 39). Do not select a type identifier or
location code. To ensure that the incoming material is imported as
is," the item number must start in the first position, and its length
must equal the total length of the barcode. After importing, if
necessary, you can change the setup of your barcode symbology to
accurately reflect their contents (e.g., specifying type identifiers).
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Important: Not counting any Follett Classic barcodes (seven digits or
less), in this scenario the rest of the material/barcode
numbers must be the same length (e.g., eight digits long).
If you have numbers of varying lengths, you must choose
the one length (i.e., symbology) you want to use. Before
exporting the rest of the items, you'll need to give them
new barcodes that conform to either Follett Classic
guidelines or to your selected barcode symbology.
Scenario 2: Are some of the numbers on the barcode labels not displayed in the
application? If it isn't displayed in the application, then it cannot be
exported. Make a note of what is displayed in the application and
what isn't. You should start to see a pattern between the barcode label
numbers and the material numbers in the application: an extra digit or
character added before or after the material number, a number or
sequence of numbers that appears on every label, etc.
In this scenario, when you import your records, you'll need to provide
the Barcode Wizard with the missing information (see page 301).
Typically, the item number is the only part of the barcode that is
stored in the Winnebago database. For help dissecting your barcodes,
see What does a barcode contain?" on page 647.
Important: If you notice differences in barcode length or content, your
collection may be using multiple symbologies. If that is the
case, you'll need to decide which symbology you want to
use. Remember that the Follett applications let you use
any Follett Classic" symbology (seven digits or less) plus
one other symbology (see page 39). Before exporting the
rest of the items, you'll need to give them new barcodes
that conform to either Follett Classic guidelines or to your
selected barcode symbology.
Do both scenarios apply to your collection? Based on the item's material/barcode
number (in the Winnebago software), can you determine which items fall into
which scenario? If so, it may be possible to reconstruct your barcodes accurately;
reread both of the scenarios carefully. If you can't tell which items belong to
which scenario, contact Follett Software's Customer Service department.
Exporting your records
When you export your material records from a Winnebago database, there are a
few points you need to remember.
Select the USMARC/852 Holdings Format export option.
If you're exporting from a Spectrum v3.x or v4.x database, you have the
option to include your 961 tags. Among other information, the 961 tag
contains the volume numbers you assigned. If you decide to include the 961
tags, see the following section for details on how the information is handled.
To help ensure that your barcodes are reconstructed accurately, it is critical
that you export (and import) only one symbology at a time. Depending on the
contents of your collection and database, multiple exports may be necessary.
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For example, if your collection contains both Follett Classic barcodes and
Code 39 Mod 10 barcodes, export the Follett Classic barcodes to one file and
the Code 39 Mod 10 barcodes to a second file. Make certain to note what
symbology each file contains.
Note: If your collection contains items that you received from another library,
they may still be using their original barcodes. If they are and have
14digit barcodes, it's likely that their barcodes contain different
location codes. If they do, you must export these items separately.
To limit your export to items that use a certain symbology, you'll need to
define a range of material numbers. How do you know where one
symbology ends and another begins?
If the numbers on the barcode labels exactly match the material/barcode
numbers in the application, the length of the material number is the key
(see Scenario 1" on page 297).
If some of the numbers on the barcode labels are not displayed in the
application (see Scenario 2" on page 298), the actual material number is
the key. An item's material number should be the basis for its barcode.
When you ordered your barcodes, in addition to specifying a symbology,
you probably also provided your vendor with a range of item/material
numbers for the labels. These numbers should match the material
numbers of the items that use that symbology; simply export the items in
that material number range.
Note: If you do not have a record of the barcode item numbers you
purchased, please check with your barcode vendor.
When you look up your barcode information, you must also take note of
the type identifier specified for each order. Even if the symbology is the
same, the type identifier can be different from one order to the next.
Although your symbology can use up to six defined type identifiers (see
page 39), you need to export each type identifier separately.
If you can't limit your export to a single symbology or type identifier, contact
Follett Software's Customer Service department.
See also: Before importing your records, make certain that you have also
checked the preimport criteria listed at the bottom of page 290.
How your records will change
In addition to reconstructing your barcodes, some special handling may be
needed to ensure that your records are compatible with the Follett Software
applications. The following table indicates (with an X) the information in the
Winnebago applications that could be affected and what the change involves.
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Field name
v6.7 v3.x v4.x Changes
Call number
X
X
Call numbers with more than 30 characters are truncated and a
message indicating the affected record is written to the exception
report.
Fund
X
X
Funding source information in tag 852_x is moved to tag
852_xFUND: and truncated to 24 characters. A message
indicating the truncated record is written to the exception report.
X
X
Tag 852_a is reserved for your library's MARC Organization
Code (MOC). If the information in this subfield doesn't match
the MOC defined in System Setup (see page 35), it's moved to
852_b (Sub Location) and truncated at 20 characters. A message
indicating the truncated record is written to the exception report.
X
The Leader (000 tag) is updated to match the material category
indicated in tag 007 of the incoming record: book,
videorecording, or sound recording.
Location
X
Material
category
Note: The Follett Software uses the term material type when
referring to an item's physical category (e.g., book, video, sound
recording). This information provides a visual clue when
searching in Cataloging and the OPACs and a method for
limiting searches. This information is included in many reports.
Records cataloged with the Spectrum v4.x sound template will be
assigned a material type of Sound Recording (Nonmusical) on
import. To change the material type to Sound Recording
(Musical), after import, use the MARC Editor to edit the record
type in the Leader (page 268) and make the necessary changes to
the 008 tag (page 272).
Material type
X
X
X
The contents of tag 961_t are copied to a 590 tag. Please note that
your export/import file contains the material type number not
the description.*
Note: Winnebago's material types are similar to Follett
Software's circulation types, in that our circulation types are used
(with patron types) to set up circulation policies.
For more information about circulation types, see page 45.
Price
X
Volume
number
User defined 1
X
Prices with more than 10 digits are set to zero. A message
indicating the affected record and the original price is written to
the exception report.
X
X
Volume numbers are moved from tag 961_v to tag 852_xFSC
@i<Enumeration>@j<Description> and @e<Volume #>.
X
X
The contents of tag 961_u are copied to a 590 tag. Please note
that your export/import file contains the contents of the field,
not the field name.*
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Field name
User defined 2
v6.7 v3.x v4.x Changes
X
X
The contents of tag 961_u are copied to a 590 tag. Please note
that your export/import file contains the contents of the field,
not the field name.*
* This information was displayed with your copy information in the Winnebago catalog applica
tions. As a rule, the Follett Software OPACs do not display the local information stored in 9xx tags.
However, to ensure that this information would remain visible to your patrons, a 590 tag (Local
Note) is created for each copy (852 tag and its 961 tag) that is added to the title record during import.
The contents of that copy's tag 961_t and _u are then copied to 590_a.
For example, tag 961_t<material type number>_u<user defined 1>_u<user defined 2> will be
converted to tag 590_a[w] <material type number>--<user defined 1>--<user defined 2>. The
[w]" lets you easily identify which 590 tags in your records were created from 961 tags.
Note: The import also adds the 961 tag to the title record for each copy added. After import you can
globally delete these tags (see page 334). If a title record reaches its maximum size during import
(see the record size limit table on page 266), copies will still be added to the record, but neither the
961 tag nor 590 tag will be added. A message indicating the affected record and the contents of the
skipped 590 tag is written to the exception report.
See also: For more information about how Follett Software formats the
information in the 852 tag, see page 289.
The Barcode Wizard
To accurately reconstruct your barcodes, you must provide the Barcode Wizard
with some specific information about your barcodes. Before you start an import,
you'll need the information outlined below.
The barcode format uses the following key to show how long your barcodes
are and what they contain.
I = Type Indicator/Identifier
L = Location Code
B = Item/Material Number
F = Fill Character or Check Digit
For example, a typical 14digit barcode 3123400010001E contains a type
identifier (3), location code (1234), item/material number (00010001), and a
check digit (E). The format for this barcode would be ILLLLBBBBBBBBF.
Important: You should use a B to indicate each digit that is stored in your
Winnebago database as a material/barcode number. What should
you do if, as in the example above, the item/material number has
leading zeros, which may or may not be in your database? You
can either use B (as above), which will automatically pad the
number with leading zeros, or F set to a value of zero (see fill
character" below).
If you're importing from Winnebago's CIRC/CAT v6.7 or Spectrum v4.x, you
can look up the barcode format.
In Spectrum v4.x, from any program window, select Winnebago | Setup
| Location. On the Location Setup dialog, open the Numbers tab and
click the Configurations button.
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In CIRC/CAT v6.7, start from the system's main menu and select
Winnebago CIRC/CAT | Setup/Utilities | System Utilities | Setup
Barcodes.
If you're importing from a Winnebago Spectrum v3.x database, you'll need to
examine your barcodes to determine what they contain. For help, see What
does a barcode contain?" on page 647.
Unless it's Follett Classic," you'll need the name of the barcode symbology
you're importing. For descriptions of the different symbologies, see page 649.
If the barcode format includes a type indicator, you must know the alpha or
numeric character that is used. Please note that even though a symbology can
have up to six type identifiers, you must import only one identifier at a time.
You'll need the fourdigit location code that identifies your library if the
barcode format includes one. If you're importing from Winnebago Spectrum
v3.x or v4.x, the location code is stored with your setup information.
In Spectrum v3.x, from any window, select Winnebago | Setup | System.
The location code appears on the Partition tab.
In Spectrum v4.x from any program window, select Winnebago | Setup |
Location. The location code appears on the General tab.
If you're importing from Winnebago's CIRC/CAT v6.7, you'll need to
examine your barcodes to determine the location code. For help, see What
does a barcode contain?" on page 647.
If your barcode format includes any fill characters not including the check
digit, the last character in the barcode you must know the alpha or numeric
character that is used. Typically, the fill character is a leading zero.
Important: The barcode information you enter in the Barcode Wizard must match
the symbology you defined in System Setup (see page 39).
With this information, the Barcode Wizard can rebuild almost any barcode.
However, to make sure that the reconstructed barcodes are accurate, it is crucial
that you provide the right information. One extra character in the barcode format
can make a difference.
For example, assume that an incoming copy (holding) has the material/barcode
number 25674. The following table shows how the Barcode Wizard will
reconstruct the barcode based on the information you provide:
Barcode format
Type indicator Location code
Fill character
Reconstructed barcode
1. BBBBBBB
(Follett Classic)
T 0025674
(Appears as T 25674. Follett
Classic barcodes do not
display leading zeros.)
2. BBBBBBBB
00025674
3. FFFBBBBBBBB
1
11100025674
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Chapter 25 Importing MARC records
Barcode format
Type indicator Location code
Fill character
Reconstructed barcode
4. BBBBBBBFIF
3
0
002567403R
5. ILLLLFFBBBBBBF
3
1234
1
3123411025674$
6. ILLLLBBBBBBBBF
3
1234
3123400025674.
7. ILLLLBBBBBBBBB
3
1234
31234000025674
8. ILLLLFFBBBBBBB
3
1234
0
31234000025674
9. ILLLLFFBBBBBBB
3
1234
1
31234110025674
Note: The check digits in examples 4-6 were reconstructed using the Code 39 Mod 43 algorithm.
Importing Winnebago records
After gathering the necessary information (as described in the previous section),
select your import options as described on page 291. When importing Winnebago
records, we recommend that you skip duplicate records and copies.
Note: If you have a subscription to Alliance Plus, you may want to select the Add
Titles to Book Cart option so that you can recon them against an Alliance
Plus data source after import.
The Import Options dialog is not available for a Winnebago
import.
1.
After confirming the selection of the Winnebago Records option, click
Preview. A standard Open File dialog appears. Locate and select your import
file, and then click Open. The Barcode Wizard dialog appears.
The first piece of information you need to provide is your barcode format. In
addition to showing your barcodes' length and setup, the barcode format
tells the Barcode Wizard what is missing from the material/barcode numbers
in the import file.
Select or enter the barcode format
for the records you're importing.
Important: The Bs (item number)
in your barcode format must not
be separated by any other letter.
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After entering your barcode format, click Next to proceed.
Important: All the barcode information you enter in the Barcode Wizard must
match the symbology you defined in System Setup (see page 39).
2.
If your barcode format indicates that the barcodes in the import file are intact
and are a Follett Classic symbology (e.g., BBBBBBB), the Barcode Wizard
skips to step 6 (page 306).
If your barcodes need to be reconstructed or are longer than seven characters,
you'll need to supply the name of your barcode symbology.
Select the barcode symbology of
the records you're importing.
After selecting your barcode symbology, click Next to proceed.
3.
If your barcode format doesn't include a type identifier (indicated by an I),
the Barcode Wizard skips to step 4.
If your format does include a type identifier, enter the alpha or numeric
character that is used by this set of barcodes.
Enter the type identifier for the
records you're importing.
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Note: Remember that even though a symbology can have up to six type
identifiers, you must import only one identifier at a time.
After entering the type identifier, click Next to proceed.
4.
If your barcode format doesn't include a location code (indicated by four Ls),
the Barcode Wizard skips to step 5.
If your format does include a location code, enter the fourdigit code that
identifies your library.
Enter the fourdigit location code
for your library.
After entering the location code, click Next to proceed.
5.
If your barcode format doesn't include any fill characters (indicated by an F),
the Barcode Wizard skips to step 6.
Note: Remember to disregard the last character in your barcode format if it's
represented by an F. It's a check digit, not a fill character.
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If your format does include fill character(s), enter the alpha or numeric
character that is used. Typically, the fill character is a leading zero.
Enter the fill character used by
the records you're importing.
After entering the fill character, click Finish.
6.
Once you've entered all the information that the Barcode Wizard needs to
rebuild your barcodes, a message appears informing you that the preview
process is ready to begin. Click OK to continue. A progress dialog appears.
When the preview process is complete, close the progress dialog. If any
errors were encountered, the application generates an exception report and
prompts you to review it. Examine the exception report carefully. If you need
to make modifications to the import file or your barcode format before you
can proceed with the import, we recommend that you print the exception
report and save it when prompted.
Note: There are three types of exception messages: notes, warnings, and
errors. While messages marked Note and Warning" are primarily
informational (e.g., a field was truncated, a duplicate record skipped),
Error" conditions may indicate a more serious problem.
For example, an Error" is created if an incoming copy's material
number is longer than the barcode format's item number. Since the
barcode can't be rebuilt, the copy is skipped. One or two Error"
statements of this sort could mean that you have a few nonconforming
items that need to be rebarcoded. Numerous Error" statements could
mean that your barcode format isn't defined correctly or that your
import file contains more than one barcode symbology.
A message appears, asking if you want to proceed with the import. To import
your records, click Yes. The import progress dialog appears.
Warning: Once you start the actual import, you cannot reverse any changes
that the import process makes to your database. Canceling the
process only prevents additional changes from being made.
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Chapter 25 Importing MARC records
When the import process is complete, close the progress dialog. If any errors
were encountered, the application generates an exception report. The
majority of these errors will be identical to those encountered during the
preview. However, since some errors may require you to make manual
changes to your records, we recommend that you print the exception report
and save it when prompted.
Importing authority records
If you have a MARC 21 file containing authority records that you want to use for
crossreferences, use the Import MARC 21 Authority function. Cataloging lets
you import authority records with the following headings: 100 personal name,
110 corporate, 111 meeting, 130 uniform title, 150 topical, 151 geographical,
and 155 genre/form.
Note: If you want to build crossreferences as authority records are imported,
first select the Create CrossReferences as Authority MARC Records are
Saved option in System Setup (see page 56). Make sure to close and reopen
Cataloging for the change to take effect.
1.
From the Cataloging main window, choose File | Import MARC 21
Authority. The Import MARC 21 Authority dialog appears:
Insert the disk with the import file (if necessary), and verify the path and file
name for the file you want to import, or click Browse to select another location.
To check records before you import
them, click Preview. An exception
report is generated, but no records
are imported.
If you want the authority records in the incoming file to replace any local
duplicate records, select Replace Existing MARC Records. To skip duplicate
records, leave the box unchecked.
Duplicate records are found by comparing control numbers, LCCNs, then
1xx headings. If any of these match, the incoming record is a duplicate.
Note: If you subscribe to WebPath Express, we recommend that you leave
the Replace Existing MARC Records box unchecked whenever you
import WebPath Express authority records. If a duplicate authority
record is found, the import simply adds the WebPath Express tags
from the incoming record to the existing authority record.
Once they've been added to your authority records, you never need to
worry about accidentally replacing your WebPath Express tags in
future imports. The WebPath Express tags always survive the import
process.
2.
After selecting your import options, insert the disk with the import file, and
click Import (or Preview). A standard Open File dialog appears. Locate and
select your import file, and click Open. A progress dialog appears.
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Warning: All changes made to your database are immediate. You cannot
reverse changes that have been made by canceling the process.
(Please note that the Preview process does not alter your data.)
3.
When the import is complete, a message appears asking if you want to
import another file. When you are finished importing, click Close. The
application generates an exception report if any errors were encountered
during the import (see Interpreting the exception report," page 308).
Note: Whenever the import adds a new WebPath Express authority tag,
you're given the opportunity to delete any WebPath Express
bibliographic tags that may be in your collection. To simplify future
maintenance, we recommend that you delete them. If you choose not
to delete your WebPath Express bibliographic tags at this time, you can
always remove them with the Global Delete Tag feature (see page 334
for instructions).
Interpreting the exception report
The import process validates incoming records against MARC standards (which
require certain fields and have some size stipulations). If any problems are
encountered during import, they appear in an exception report. This report
resides in an Exception Reports folder within your Follett folder.
Exception message
What it means
Barcode <number> contained a
MARC Organization Code of <code>
which did not match the one specified
in Site Identification.
The union catalog import encountered a MARC Organiza
tion Code that was not found in any member configura
tion in System Setup|Member|Site Identification. The
record was added if new, but the copy was skipped.
Barcode on copy <barcode number>
does not match symbology defined in
System Setup.
The import encountered a copy with a barcode that was
inconsistent with the symbology chosen in System Setup
under Site setup. The copy was skipped.
Barcode <barcode number> was not
found.
During an import of MARC 21/852 holdings data by
barcode, the import could not locate an incoming barcode
in the database. The copy was skipped.
Call number is too long... Truncated.
The import encountered a copy with a call number of
more than 30 characters. The import shortened the call
number to the proper length.
Category for copy entry <number of
copy> is not between 2 and 2000.
The import encountered a copy with a category code that
falls outside the 2-2000 range. The category was removed
from the copy record before the copy was added to your
database. None of the valid copy fields were affected.
Conversion error <error number>.
The import could not properly convert a MARC record.
The entire record was skipped.
Copies in record exceed 4000.
The import encountered a MARC record with more than
4000 copies attached to it. The first 4000 copies were added
to your database, but the additional copies were skipped.
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Exception message
What it means
Copy entry <number of copy> con
tains no barcode.
The import encountered a copy without a barcode and the
Assign Barcode option was not used. The copy was
skipped.
Copy entry <number of copy> has
more than eight categories.
The import encountered a copy with more than eight
categories. The first eight categories were saved and the
rest discarded. None of the valid copy fields were affected.
Copy not saved <error code>.
The copy record could not be saved due to a database
error. The copy was skipped.
Copy with Barcode <barcode num
ber> already exists.
The import encountered a duplicate barcode record. This
message only appears if you selected to skip duplicate
barcodes during import. The copy was skipped.
Copy with Barcode <barcode num
ber> already exists for another title.
The import encountered a copy barcode that was already
assigned to a copy of a different MARC record. This
message appears even if you selected to replace duplicate
barcodes. The copy was skipped.
Funding is too long... Truncated.
The import encountered a copy with a funding source of
more than 24 characters. The import shortened the fund
ing source to the proper length.
Invalid 008 tag adjusted to a proper
length of 40 bytes.
The import encountered a record with an 008 tag longer
than 40 characters. The import shortened the 008 tag to the
proper length and added the record to your database.
MARC directory too large to process.
The import encountered a MARC record that exceeded the
size limitation. The entire record was skipped.
MARC header not updated -- <error
code>.
The attempt to replace the MARC record failed due to a
database error. The entire record was skipped.
MARC record contains an 003 without
an 001 tag.
The import encountered a MARC record with an 003 tag
but no 001 tag. Since the 003 tag identifies the control
number in the 001 tag, the entire record was skipped.
MARC record contains no 008 tag.
The import encountered a MARC record without an 008
tag. Since a MARC record must have an 008 tag to be
valid, the entire record was skipped.
MARC record contains no title tags.
The import encountered a bibliographic record without
any of the main title tags (130, 240, 245, 246, or 247). Since
a MARC record must have a main title tag to be valid, the
entire record was skipped.
MARC record exceeded 10240.
The import encountered a MARC record longer than
10,240 characters (the maximum length). The length of a
record includes 4 characters per tag, 2 characters per
subfield, and the actual data in each subfield, including
spaces and punctuation. 852 tags are not included in the
total length. The entire record was skipped.
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Exception message
What it means
The MARC record does not contain a
245 tag, Title Statement. 245 tag
created from existing <main title tag>.
The import encountered a MARC record that did not con
tain a 245 tag. Since the Follett Software applications re
quire each bibliographic record to contain a 245 tag (also
recommended by the Library of Congress), one was added
to the record using the contents of another main title tag
(130, 240, 246, or 247) in the record. Since this is an auto
mated process, you should verify that the new 245 tag is
complete and correct.
MARC record is invalid.
The import encountered an unprintable character serving
as an indicator, an invalid (nonalphanumeric ASCII
character) or incomplete subfield marker, or a subfield
without data. The entire record was skipped.
Not a valid MARC record.
The import encountered a MARC record with a MARC
directory that was incorrectly structured or was too short
to be valid. The entire record was skipped.
Price <incoming price>" is too long.
Copy price will be set to zero.
The import encountered a copy with a price that contained
more than 8 digits before a decimal point, more than 2
digits after a decimal, or more than 10 digits total. If the
copy was added to your database, the price was set to
zero.
Price <incoming price>" has been
modified.
The import encountered a copy with a price field that had
more than one price (e.g., $34.95 ($51.95 Canada)"). If the
copy was added to your database, only the first price was
included.
Record exceeded 256 tag maximum.
The import encountered a MARC record with more than
256 tags. The entire record was skipped.
Record less than 40 characters.
The import encountered a MARC record with less than 40
characters. Since the record isn't large enough to contain
an 008 tag, the entire record was skipped.
This file does not appear to be in
MARC 21/852 Holdings Format.
The import file did not contain MARC 21 records.
This file does not appear to contain
updates to your existing titles and
copies.
The first 10 records all produced errors. Import by Barcode
and Import by Control Number are used only to reimport
existing records that have been updated.
Title already exists - found via <meth
od used to determine duplicate re
cord>.
The import encountered a duplicate MARC record. This
message only appears if you selected to skip duplicate
MARC records during import. The bibliographic record
was skipped, but the attached copies were still evaluated.
Title not saved.
The MARC record could not be saved due to a database
error. The entire record was skipped.
Unable to acquire a lock on the
MARC header.
The attempt to replace the MARC record failed because
the record was being updated by another user. The entire
record was skipped.
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Chapter 26 Exporting MARC records
Eventually, you'll need to make copies of some or all of the MARC records in
your database. Perhaps you want to share records with other libraries or schools,
or you have to divide your collection because of a change in the school district.
Maybe you need to send your data to Follett Software or another vendor for a
retrospective conversion. The export options in Cataloging allow you to do this.
This chapter includes instructions for exporting bibliographic and authority
records, splitting a collection, and interpreting an exception report.
Getting ready to export
Before you start exporting, make sure you have enough formatted floppy disks to
hold your records. Record sizes vary greatly; but as a very general estimate, a
3.5" floppy disk holds 1000 full or 5000 brief MARC records. If you need to
format disks, see your operating system's manual for instructions. Also be sure
you have specified your library's MARC Organization Code, as described in
Identifying your library" on page 35.
Note: In 1999, the term MARC 21 replaced USMARC. This change is a result of
the harmonization of the U.S. and Canadian formats. All import and
export dialogs now use this term.
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Exporting bibliographic records
To export title and copy records, from the Cataloging main window, choose File |
Export MARC 21/852 Holdings Format:
From the submenu, choose the export
method you want to use.
To export all the titles in your collection, select
No Range. To export a specific range of titles,
select one of the other export options.
Refers to the copy
call number
Lets you select
individual records
Refers to the copy
acquisition date
To export authority records, see page 318.
Exports records that were added, updated, or that
received a new copy within the specified date range
1.
After choosing from the submenu, the Export MARC 21/852 Holdings
Format dialog appears. If you selected to limit the export by a range or to
export individual titles by LCCN, ISBN, or ISSN, the appropriate range
group box also appears on the dialog. If you selected No Range, a smaller
version of the Export dialog appears. Make your selections for the export.
If you're exporting without any range, the dialog looks like this:
Click here to begin
the export.
You can choose to export all records, brief only, or full only. Brief
records do not contain tags between 305 and 899 (unless you
changed the definition in System Setup; see page 54).
You can export records with or without their copy information.
Important: Use this option with caution. If you check this box,
exported titles and copies are deleted from your database at the
end of the process.
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Chapter 26 Exporting MARC records
If you are exporting by a list of LCCN, ISBN, or ISSN numbers, the dialog
looks like this:
Select one of these radio buttons for your standard number. You can use all
three types in one list. Type or scan the number in the text box, and click Add.
Note: With a properly configured scanner, you can scan ISBN barcodes.
Select the ISBN radio button, position your cursor in the Number text
box, and then scan the barcode. A successful scan automatically adds
the record to your list. For more information, see Appendix H,
Configuring scanners."
If you are exporting by title, author, call number, subject, acquisition date,
title date added/updated, or category, the appropriate dialog appears (see
the following graphic and table for details). If the selected items are
disqualified because of your brief/full selection, they are NOT exported.
This group box changes according to your selection.
Select a range of records to export.
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To search for records to define your range, click Starting At or Ending At. A
dialog, specific to your search, appears:
If you clicked the Starting At button first, Cataloging highlights the first item in the library database.
If you clicked the Ending At button first, it highlights the last item in the database.
Type your search term in the
text box, and then click Find.
The closest match to the
search term is highlighted in
the selection list. Highlight
the desired record, and then
click Select.
Note: To jump to the beginning of the selection list, click an item on the list, and then press HOME.
To skip to the bottom of the selection list, click an item on the list, and then press END.
If you do not select a starting and ending point, Cataloging displays a
message asking if you want to include all the records in your collection with
this type of heading.
Selected range
Things to remember
No range
If you're not exporting by range, you can still limit the export to full or
brief records.
Title
Click on the Starting At and Ending At buttons to find the starting and
ending entries for the range.
Author
Click on the Starting At and Ending At buttons to find the starting and
ending entries for the range.
Call number
Checks the copy record for the call number. Click on the Starting At
and Ending At buttons to find the starting and ending entries for the
range.
Note that the titles exported may have copies with call numbers that
fall outside the range; however, only copies with call numbers within
the range are exported.
LCCN-ISBN-ISSN
You can add up to 100 numbers to the list for exporting. Choose the
correct radio button to indicate the type of number you are entering,
type the number, and then click Add. To remove a number from the
list, highlight it and click Remove.
Important: You can enter ISBNs and ISSNs with or without hyphens. If
you enter them without hyphens, the application adds them
automatically. When entering LCCNs, you must either include the
hyphen (e.g., 72-75015) or replace the hyphen with a zero (e.g.,
72075015).
Subject
Click on the Starting At and Ending At buttons to find the starting and
ending entries for the range.
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Chapter 26 Exporting MARC records
Selected range
Things to remember
Acquisition date
Checks the copy record for this date. Specify a starting and ending
date between 1/1/1980 and 12/31/2037.
Note that the titles exported may have copies with other acquisition
dates that fall outside the range. Only copies with acquisition dates
within the range are included in the export.
Title date added/updated
Checks the title record 005 tag and the copy record for this date. Speci
fy a starting and ending date between 1/1/1900 and 12/31/2037.
Barcode
Click on the Starting At and Ending At buttons to find the starting and
ending entries for the range.
Category
Click on the Starting At and Ending At buttons to find the starting and
ending entries for the range. Cataloging exports by the category
description, not the code number.
Note that the titles exported may also have copies that do not have a
category in the specified range. Only copies with categories within the
range are included in the export.
Copies with the Temporary category are not exported.
If you are exporting by PHD, the standard PHD dialog appears. Select your
PHD model and connect your PHD to your computer. For instructions on
collecting copy barcodes, see page 663 for a Telxon PHD, or page 677 for the
PHD Dolphin+.
Select your PHD.
Check your settings.
2.
Decide if you want to include the copy information with the exported title
information, and if you want the title and copy records deleted after export.
Include Copy Information: There may be rare occasions when you do
NOT include copy information; but normally, you do include it in your
export, especially if you're sending data in for enhancement. When this
box is checked, ALL the copies for the title are exported except:
- When you've chosen an Acquisition date, Call Number, or Category
range, where only the copies in the selected range are exported.
- An Export via PHD, where only the copies scanned are exported.
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Export includes all the copy fields except two: The Copy Note and the
Circulation Note are not exported to a MARC file. These fields are
actually text files that have no corresponding subfield in the 852 tag.
3.
Delete Titles/Copies After Export: This option is usually used for
cleanup, or splitting a collection. Title records and all copies attached to
the title are deleted, even if you're not exporting copy information.
There are four exceptions:
- If you're exporting by acquisition date, barcode, call number, or
category range, only the copies in the selected range are deleted.
- If you're exporting by PHD, only the copies scanned are deleted.
- If a copy's status is not Available, Lost, or Missing, it is not deleted.
- If a copy has a transaction (a fine, hold, or reserve) attached,
it is not deleted.
If any copies remain, the title record is not deleted.
Once you have made your selections, click Export. A standard Save As dialog
appears, where you specify the target destination drive and filename. After
you enter the information, the export begins and a dialog appears, showing
the progress. You can interrupt the export by clicking Cancel.
Note: If you are exporting via PHD, you will first see a PHD Communication
progress dialog, or for a PHD Dolphin+, its File Transfer dialog. After
the scans are transferred to the computer, the Save As dialog appears.
4.
When the export is finished, if you selected to delete titles/copies after
export, a message asks if you still want to delete those records. Choose Yes if
you want to delete those records from your database, then respond to the
next confirmation message. When the deletion is finished, click Close. An
exception report may appear, listing any problems encountered during
export (see page 321).
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Chapter 26 Exporting MARC records
For Union Catalog Plus: Exporting MARC 21/852 Holdings Format
If you are cataloging in Union Catalog Plus, you have slightly different export
dialogs. On each of them, you can choose to export all the records in the union
catalog or select one member's holdings. The dialogs include a Members button
and, at the bottom, either All Members (by default) or the name of the selected
member. Export via PHD and by Category, however, are not available for union
catalogs.
If checked, Export
deletes the member's
copies. It deletes the
MARC record only if
there are no other
copies attached.
To limit the export to the records of one
union catalog member.
Highlight the member on the Select
Member dialog that appears and click
Select. The member's full site name then
appears at the bottom of this dialog and in
the title bar of the progress window.
The default setting for export is
All Members.
This process exports all the records in the
union catalog if a member is not selected.
Note: If you choose a member and select to include copy information, only the
copies of that member are exported with the MARC records.
Note: If you choose a member and select to delete titles/copies after export, the
MARC record is not deleted if there are other members' copies attached to
it. As a safety measure, any deletions of titles and copies are not
transferred to member databases in Data Exchange.
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Exporting authority records
To export authority records, from the Cataloging main window, choose File |
Export MARC 21 Authority. The Export MARC 21 Authority dialog appears:
Exports authority records added or updated within the specified date
range. You can either accept the default range or specify your own.
Names exports records with a
100, 110, or 111 tag.
To start exporting records,
click Export.
Subjects exports records
with a 150, 151, or 155 tag.
Series exports records with a
130 tag.
Check the drive and file name
listed here. To specify another
location or file name, click
Browse.
After selecting your export options, click Export. A progress dialog appears. To
interrupt the export, click Cancel. When the export is complete, click Close.
Splitting a collection
At some time you may need to divide your collection because of a realignment in
the school district, or the opening or closing of a school. Besides determining
which library materials to move, and pulling them from the shelves, you'll need
to remove their records from your database and add them to the destination
library's database. Using the Follett applications, this process involves three
tasks: identifying the copies that are moving to another library; creating MARC
record files of those titles and copies for the new" library's database; and
deleting those records from the old" library database.
There are two ways to accomplish these tasks, depending on the equipment you
have. If you have access to a PHD, follow the instructions in the next section,
Using a PHD." If you do not have a PHD, follow the instructions in Using
categories" starting on page 319.
Before you begin, make sure that you have a current backup of the library
database (see page 608), and that both libraries have set up the same barcode
symbology in System Setup | Setup | Site | Barcodes | Library Materials.
Using a PHD
This method is the easiest to use. Make sure that you are familiar with your PHD.
If not, refer to Appendix E or F for information about using your model. Also
make sure your PHD is fully charged (or has new batteries), and that you have
loaded the PHD application and erased any pre-existing scans in the PHD.
1.
Scan the barcodes of the library materials as you collect them for packing. If
the library materials are moving to more than one other library, scan the
copies for one destination and process them before moving on to the next.
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Chapter 26 Exporting MARC records
2.
If you are using a PHD+, PHD+ II, or a PHD Laser+, select the Inventory
mode (press I on the main menu). The SCAN BARCODE prompt
appears. Scan or type in the barcodes.
If you are using a PHD Dolphin+, choose F1-Circulation Plus from the
main menu, then F4-Copies, and then F1-Scan Copies. Use the ON SCAN
button to scan the barcodes.
When you have collected several scans, your next step is to export and delete
the MARC records for those items.
a.
Open Cataloging, and from the menu, select File | Export MARC
21/852 Holdings Format | via PHD.
b. On the Export MARC 21/852 Holdings Format dialog that appears,
select All Records,
select Include Copy Information (see page 315 for details),
select Delete Titles/Copies After Export (see page 316 for details).
c.
Select your PHD model and follow the on-screen instructions to
connect the PHD and transmit the scanned barcodes.
d. When prompted, select the destination and name for the file. If the
new library is on the same network, you can save the files to a
network drive. If not, you can use floppy disks. Since you'll probably
create several files, number them sequentially. For example, split.001,
split.002, split.003, and so on.
3.
When the export/delete process is finished, erase the scans in the PHD, and
repeat steps 1 and 2 for all the library materials that are moving.
4.
When you are finished, import these MARC record files into the new
library's database. From the main menu of their Cataloging module, select
File | Import MARC 21/852 Holdings Format. (See the previous chapter,
Importing MARC records," for complete information.)
Using categories
If you don't have access to a PHD, you'll need some way to mark the copy
records so that you can export and delete the records as a group. The easiest way
is to assign a category to the copies that are moving, and then export and delete
by that category. After importing the MARC records into the new library's
database, you can globally delete the category from the copies.
1.
Open the System Setup | Setup | Cataloging |Categories tab at both
libraries. Create a new category, perhaps named Split. Make sure to use the
same code name and number at both libraries. If the library materials are
moving to more than one other library, create a category for each destination
(for example, Smith HS Materials, Jones HS Materials).
2.
Open the Cataloging module. Select Edit | Individual Update from the
main menu.
3.
On the Individual Update dialog that appears, select Category from the
Assign list, and your new category from the Of list.
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4.
From your shelves, collect the library materials that are moving.
Scan or type their barcodes into the To Copy Barcode text box on the
Individual Update dialog.
5.
When you have scanned all the materials that are moving, your next step is
to export the MARC records for the new library's database and delete them
from the old library's database.
a.
Close the Individual Update dialog, and from the menu, select File |
Export MARC 21/852 Holdings Format | Category.
b. On the Export MARC 21/852 Holdings Format dialog that appears,
select All Records,
select Include Copy Information (see page 315 for details), and
select Delete Titles/Copies After Export (see page 316 for details).
c.
For the Category Range, select your new category for both the
Starting At and the Ending At text boxes.
d. Click Export.
e.
When prompted, select the destination and name for the file. If the
new library is on the same network, you can save the file to a
network drive. If not, you can use removable media. Export will
prompt you to insert disks as needed. Remember to number them
sequentially.
6.
When you are finished, import this MARC record file into the new library's
database. From the main menu of their Cataloging module, select File |
Import MARC 21/852 Holdings Format, and click Import. (See the previous
chapter, Importing MARC records," for complete instructions.) Close the
dialog when the import processing is finished.
7.
In the new library, open the System Setup | Setup | Cataloging | Categories
tab. To remove the category from all of the copies, highlight it in the list and
click Delete.
After performing the steps for either method above, the splitting process is
complete. Make sure to perform a new backup of both library databases.
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Interpreting the exception report
When exporting bibliographic and copy records, you only have exceptions if you
choose to delete the bibliographic records after export, and if, for some reason, a
copy could not be deleted. When exporting authority records, exception
messages are not generated. This report resides in the Follett folder in a folder
named Exception Reports.
Exception message
What it means
Title: <Title>
The record contained one or more copies that did not have
a status of Available, Lost, or Missing, and so were not
deleted. You may need to check in the copies to make
them available before they can be deleted as part of the
export processing.
Title not deleted due to Copy Status
of <copy status> on Copy <barcode>
Title: <Title>
Title not deleted due to outstanding
<fines, holds, fines and holds> on
Copy <barcode>
One or more copies contains outstanding fines or holds
(except expired holds). You need to address the
outstanding fines or holds before these titles and copies
can be deleted as part of export processing.
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Notes
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Chapter 27 Maintaining your collection
In this chapter you'll learn how to use reports to analyze your collection, globally
update selected headings and copy fields or delete specific tags, update selected
fields in individual copies, and use your PHD for mass updates. You'll also learn
why you might want to update keywords and rebuild your crossreferences.
Finally, you will see how to use the Book Cart to enhance your records.
Using reports to analyze your collection
It's important to keep a clean database for a number of reasons: your statistics are
accurate; your data truly reflects your collection; and your patrons can locate
more easily the materials they need. The Reports module comes with a number of
cataloging and circulation reports to help you maintain your database. These
reports may also show a need to create or update library policies. For details on
running these and other reports, see the Reports section, beginning on page 485.
Brief Records: This report identifies records that need to be enhanced. Make sure
these records have standard numbers and correct titles so they can match against
Alliance Plus and imported records.
Copies by Funding Source or Vendor: Retrieve detailed or summary
information about your funding sources or vendors. In the copy list form, you
can use the report to identify the copies you purchased with certain funds or
from certain vendors. In summary form, you can see your total acquisitions for
each funding source or vendor.
Copies With Other Call Numbers/Copies Without Call Numbers/Copies With
Different Call Numbers: Call number searches look at the copy record. So, when
you or your patrons search by call number, you may not locate them. In addition,
when these copies are circulated, the statistics might not go to the right call
number prefix. Statistics on unrecognized or missing call number prefixes
accumulate in the OTH call number prefix group.
Copy List by Circulation Type: This report identifies copies that have a
particular circulation type assigned to them. Run this report for assistance when
removing or changing circulation types.
Headings Without Authorities: If you maintain authority records, you can
examine your bibliographic records to discover the headings in them that do not
have corresponding authority records. With this report, you can correct the
headings in the bibliographic records, or create new authority records, or add
entries to them. Also use this report when running Global Update Headings.
Titles With Duplicate Standard Numbers: Duplicates can cause problems in
your database. Make sure the correct numbers appear in your records. (It's
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possible that you may legitimately get duplicate LCCNs; in those cases, try to get
a unique ISBN for the record.) Correct standard numbers are important to
support matching against Alliance Plus and when importing records.
Titles Without Copies: Look at this report when ordering materials. If you are
not replacing the copies, you may want to delete the titles. If you keep them, they
show up in OPAC, but there won't be any copies for your patrons. Print this
report before running Global Delete Titles Without Copies to preview the results.
Titles Without Standard Numbers: Without standard numbers, these records
will not match when running an Alliance Plus autorecon, and will not be
enhanced. The MARC import process does not recognize these records either,
and may create duplicates in your database.
Copy List by Status (Missing or Lost) or Inventory List by Call Number or
Title (Missing): Do you have a policy on how long to keep records for lost or
missing copies? You may want to order replacements for the copies on these lists.
If not, you can delete the copy records with Global Delete Lost Copies or Global
Delete Missing Copies.
Weeding Log: Every time you delete a copy, Cataloging adds an entry to this
cumulative log, located in your Exception Reports folder. View this log when
ordering replacement materials, creating budgets, or year-end reports.
Updating bibliographic headings globally
The Global Update Headings feature lets you quickly find and update selected
subfields in your bibliographic records. This lets you improve the consistency of
the author, subject, and series headings in your database, consequently making it
easier for you and your patrons to find items.
For example, when you search on Huckleberry Finn, you notice that most of the
copies are attributed to Mark Twain, but several of the older records in your
collection refer to the author as Samuel Langhorne Clemens. Global Update
Headings lets you update all of these headings at one time rather than editing
each record separately.
1.
From the Cataloging main window, choose Edit | Global Update |
Headings. The Global Update Headings dialog appears:
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Chapter 27 Maintaining your collection
Identify the method you want to use to search the library database. To search all
the bibliographic records in the database, choose All Records.
Select a range of authors, subjects, or series to search.
For instructions on selecting the starting and ending
records, see page 314.
Select the type of tags you want to update. Please note
that only indexed tags are updated. For a list of the
indexed tags, see Appendix B.
Enter the subfield codes and text you want to update.
To ensure that you find the correct heading, it's a good
idea to include the complete heading. The sequence of
the subfields, and the spelling and punctuation of the
text, must match the tags you want to change exactly.
To disregard capitalization, select Ignore case."
Enter the new subfield codes and text. Please note,
the subfield information you enter replaces all of the
subfields used to define your search. So, if you
searched for the complete heading, you need to
replace the complete heading, even if the information
in certain subfields isn't changing. For example, in this instance since subfield _d is being used to help
find the correct heading, it must be included in the replacement criteria, even though it's not changing.
After entering your search and replacement criteria, click Search to locate the
first matching record. While Cataloging searches for a match, a progress
dialog appears.
2.
When Cataloging finds the first match, the Global Update Heading - Replace
Tag dialog appears. Use the information in this dialog to help you decide
whether to update the tag or not:
Updates this tag and then
searches for the next match
The bibliographic record
with the matching tag
Skips this tag and searches
for the next match
Updates all the matching tags,
within your search range
The current contents of the tag
How the tag will look after
Cataloging updates the
subfields
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3.
After reviewing the information, indicate how you want to proceed with the
update. Unless you click Cancel, a progress dialog appears while the record
is updated (or skipped) and Cataloging searches for the next match.
Note: Cataloging won't apply changes that would invalidate the tag. Even if
you choose Update, a message appears instructing you to skip the tag.
If you select Update All, once processing is complete, the application
generates an exception report. This report identifies each record and tag that
was updated without being reviewed, as well as the changes made.
Warning: All changes made to your records are immediate. You cannot
reverse changes that have been made by canceling the process.
Updating copy information globally
Global Update Copy lets you quickly search your entire collection for specific
copy information and replace it. Using this feature, you can update the call
number prefix, circulation type, sub location, vendor, funding source, or
enumeration description for all the copies in your collection.
For example, to make the call numbers of your general fiction titles consistent,
you might want to change all instances of the prefix [Fic] to FIC.
Note: In the context of this application, a call number prefix is the nonDewey
data to the left of the first blank space or period in the copy record's call
number field (see page 286). When the application updates a prefix, the
remainder of the call number is unchanged.
From the Cataloging menu, choose Edit | Global Update | Copy.
For Union Catalog Plus: You'll need to select all members or a single member.
The Global Update Copy dialog appears:
Select the copy information field you want to update.
Enter the text you want to
change.
Please note that the search
is case sensitive.
For example, a search on
[Fic] does not find the prefix
[fic]. You'll need to run a
second update with [fic] as
your search term.
Enter the replacement
text for that field.
Tip: If you are updating Sub Location, you can add information to blank fields or
delete data by leaving either text box empty. To update vendor or funding
source, click Select to choose from your list.
You can globally update circulation type by call number prefix, category, and
even circulation type in much the same way as the other global updates.
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Choosing Circulation Type, in the Global Update Copy dialog, lets you quickly
update materials for new units or research projects. (For instance, you could
change a circulation type of Regular to a circulation type of NonCirculating to
keep those materials in the library.)
Choose from the Where" list
and either choose or enter
text in the is" box.
Choose the new Circulation
Type from the list.
After entering your selections, click Update All. While Cataloging searches for
matching copies, a progress dialog appears. When the process is finished, the
application generates an exception report if any errors were encountered.
Warning: All changes made to your copy records are immediate. You cannot
reverse changes that have been made by canceling the process.
Adding funding sources or vendors to their tables
For version 5.0, we created the Acquisitions module. It added indexed tables to
the database for funding sources and vendors that replace the drop-down (MRU)
lists in the Copy Editor. These new tables allow you to edit the contents and
record additional information about your funding sources and vendors.
Adding your existing funding source and vendor names to the tables involves
three steps: generating a report; adding the funding sources and vendors to the
tables; and then updating your copy records so that they link to the tables.
For brevity, the following instructions are for updating your vendors.
The procedure for updating your funding sources is the same.
1.
To discover which of your vendors are not in the vendor table, generate a
Copies by Funding Source/Vendor Report (page 507).
Under Copies by," choose Vendor.
Under Report, choose Summary.
Leave the other options at the default settings.
The resulting Vendor List marks any non-indexed (that is, not in the tables)
vendors with two asterisks. (For complete information about this report, see
page 507.)
Example: You generate the Vendor List (as above) and notice that many vendors
are preceded by **. You also see (because the old drop-down list was not
editable) that there are multiple entries for the same vendor as in the following
illustration. This procedure can update your copy records and combine these
vendor variations into one entry in the table.
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Vendor List
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Vendor
Copies
Copies
Total Price
w/o price
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
..........
..........
**Folet A/V
43
27
$328.95
**Follett A/V
178
36
$2,810.45
**Follett Media Distribution
..........
..........
594
122
$9,340.63
“**” indicates a non–indexed Vendor
2.
To add a vendor to the table, open the Select Vendor dialog. Since we'll be
using the Global Update Copy dialog, we can access the Select Vendor dialog
from there. (You can also access this dialog from the Select button next to the
Vendor field in the Copy Editor, or from System Setup | Setup | Acquisitions
| Vendor tab, among others.)
On Cataloging's menu, choose Edit | Global Update | Copy.
a.
On the Global Update Copy dialog that appears,
choose Vendor from the Copy Information list.
b. Click the Select button next to the Replace with text box.
c.
On the Select Vendor dialog that appears, click New.
d. Enter your preferred vendor name and a code (three alphanumeric
characters). The other fields are optional. You can change any of the
fields at a later date. (Use System Setup | Setup | Acquisitions to
edit the vendor name.)
e.
When you are finished, click Save on the Add Vendor dialog.
f.
Back on the Select Vendor dialog, highlight the vendor you just
created, and click Select. The vendor name then appears in the
Replace with text box on the Global Update Copy dialog.
Example: To continue the above example: You decide to use Follett Media
Distribution" as the preferred term and FMD" for the code. The top of the Add
Vendor dialog would look like this:
3.
To update your copy records and link them to this vendor:
a.
In the Search for text box on the Global Update Copy dialog,
type in the non-indexed vendor name, exactly as it appears on the
Vendor List (but without the asterisks).
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b. Click Update All and then Yes to the message.
c.
In the Global Update Copy progress dialog, verify that the number of
Copies Updated matches the number under Copies on the Vendor
List. Click Close.
Example: To update the copies that have Folet A/V," Follett A/V," and Follett
Media Distribution" in the vendor field and link them with the table entry
Follett Media Distribution" that you just created, run Global Copy Update three
times, once for each entry on the Vendor List. Even if your copy records already
have Follett Media Distribution" in them, you must run the update to link them
with the indexed table entry, Follett Media Distribution."
Even though the spelling is the
same, you must run the update
to link the copies with the index.
4.
Working with your Vendor List, continue adding new vendor names to the
table, and then updating and linking the copies to them.
When you are finished, run the Vendor List again. You should see entries without
asterisks. Note that the following entry (from our example) shows the preferred
name and the correct totals for copies and prices from this vendor:
Vendor List
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Vendor
Copies
Copies
Total Price
w/o price
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
..........
..........
Follett Media Distribution
..........
..........
815
185
$12480.03
If any Vendor List entries are still preceded by asterisks, repeat this procedure.
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Updating individual copies
This feature lets you assign a category, circulation type, or copy status quickly
and easily to a number of copies one at a time. It's useful when you want to make
the same change to a group of copies. For example, if you maintain a category for
items purchased using funds from Title VI, you can quickly assign the
appropriate category to an entire box of items. Likewise, you could update the
copy status of books that you're sending to the bindery.
For Union Catalog Plus: This feature is not available.
First gather the copies you want to update or make a list of their barcode
numbers. Then, from the Cataloging main window, choose Edit | Individual
Update. The Individual Update dialog appears:
Select the type of information
you want to change.
Select the information you want
to assign to the copies.
Scan or type the barcode and
click Update. Repeat as needed.
Information from the last copy
processed appears here.
If you accidentally assign the wrong category, circulation type, or status to copies,
you can remove it en masse with a PHD (see Removing categories from copies
with a PHD," page 340) or individually through the copy record (see page 286).
You can also completely delete the category from the system (see page 54).
Deleting lost or missing copies globally
With Global Delete Lost Copies or Global Delete Missing Copies, Cataloging
searches your entire collection and deletes copy records that have a copy status of
Lost or an inventory status of Missing. These features (available only if you
purchased Circulation Plus) allow you to remove any unneeded copy records
from your database that were made lost or marked Missing in a particular year or
range of years.
Deleting your Lost and Missing copy records helps to maintain an accurate
database. It also reduces the occurrence, in OPAC, of patrons locating copies with
a status of OUT that may never become IN.
Warning: All deletions are immediate. You cannot undo them by canceling the
process. The data cannot be recovered.
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To delete your Lost or Missing copies:
1.
From the menu, select Edit | Global Delete | Lost (or Missing) Copies.
The Global Delete Lost (or Missing) Copies dialog appears:
Select to include copies with
fines or refunds attached.
Select the year, or range of years,
that the copies were marked Missing.
Select to include copies with fines,
refunds, holds, or reserves attached.
2.
For Missing copies, select the year or range of years that the copies to be
deleted became Missing. The range is inclusive. Selecting 1998 to 2001, as in
the above dialog, will delete copies that were marked Missing over four
years.
Example: If you want to delete all the copies that have been Missing for, say,
three years or longer, and it is now the year 2002, you would set the two date
boxes to 1990 (the approximate year that you took your first Inventory in
Circulation Plus) and 1999. Any copies that were marked Missing after
Inventory in 2000, 2001, or 2002 remain in your database.
3.
To delete copies that still have fines or refunds due, select the check box.
4.
To begin the processing, click Delete and confirm your choice. A progress
window appears.
5.
When processing is finished, click Close to return to the main window.
Cataloging generates an exception report for this process. The report lists the title,
standard number, and copy barcode of each deletion, includes any errors, and
provides a total count of deletions and of errors.
To determine, beforehand, which copies the process would delete, generate a
Copy List by Status, selecting either the Lost or Missing copy status, and for
Missing, choosing the desired year range (see page 551).
To also delete the title's MARC record if no other copies are attached to it, select
the Delete Title When Last Copy is Deleted check box on the System Setup |
Cataloging | Misc tab. (For this setup change to take effect, make sure to close
and reopen the Cataloging module before running Global Delete.)
Or, for the same purpose, run the Global Delete Titles without Copies process
afterwards (see page 335).
For Union Catalog Plus: These features are not available.
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Deleting subject headings by source globally
The Global Delete Subject Headings by Source feature lets you quickly find and
delete selected subject tags in your bibliographic records. This lets you improve
the uniformity, and reduce duplication, of the subject headings in your database.
If you purchase our Authority Record Service and opt to import LC or Sears
headings only, this feature can help you align your bibliographic records with
your authority records. This makes it easier for you and your patrons to find
items in your collection.
From the Cataloging main window, choose Edit | Global Delete | Subject
Headings By Source. The dialog appears:
Select the headings to delete.
Select the type of report.
To delete your subject headings:
1.
Choose the type of headings that you want to remove from your records.
This feature looks at each 600, 610, 611, 630, 650, 651, and 655 tag (and
690-699, if you choose Local Headings) in your bibliographic records. It
deletes the entire tag if it matches these criteria:
If you choose to delete:
The tags with these contents are deleted:
Sears headings
2nd indicator of 7 and a subfield 2 containing sears"
LC headings
2nd indicator of 0
LC (AC) headings
2nd indicator of 1
Canadian headings
2nd indicator of 5 or 6
Local headings
2nd indicator of 7 and subfield 2 containing local"
plus all 690 699 tags regardless of indicators
Other headings
2nd indicator of 2, 3, or 4 (or 8 or 9) or
2nd indicator of 7 and a subfield 2 that does not
contain sears" or local"
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2.
Choose whether you want the exception report to include a list of the deleted
subject headings. For faster processing, choose Summary only where the
report includes only summary information and processing errors.
3.
Click Delete. A progress dialog appears.
Warning: All changes made to your copy records are immediate. You cannot
reverse changes that have been made by canceling the process.
4.
When its Cancel button changes to Close, click it to return to the main
window of Cataloging.
After the processing finishes, Cataloging generates an exception report. The
Summary contains the number of records modified and the number of tags
deleted, along with any processing errors. The Summary and Deleted Headings
List includes a list of the deleted subject headings. Neither one lists the titles of
the bibliographic records that were modified.
If you have authority records and cross-references in your database, you may
have some blind crossreferences after running this deletion. We recommend that
you rebuild your crossreferences (from the Tools menu) after performing the
Global Delete Subject Headings by Source. Please allow extra time for this. For
instructions on rebuilding cross-references, see page 346.
If you would like to preview" the results of deleting one or more types of
headings:
1.
Perform an export of all your MARC records. To minimize the file size, do
not select the Include Copy Information check box.
2.
Run the Global Delete Subject Headings by Source.
3.
Rebuild your cross-references.
4.
Perform several searches in Cataloging or OPAC.
5.
If you find that this global delete reduced your subject access points to an
unacceptable level, import the exported file. Make sure to import by control
number (see page 296).
6.
Rebuild your cross-references again.
DX-enabled union catalogs and members
Please note that the deletions occur only in the local database. DX (Data transfer)
is automatically suspended while the Global Delete Subject Headings by Source
feature is running. Once the processing is finished, DX resumes automatically.
This suspension ensures that the deletions are not propagated throughout the
union.
Also be aware that you may need to repeat this global delete periodically. Data
Exchange transmits records according to its survival rules, where the records
with the most complete information are saved to the union catalog database and
sent to members. Depending on your participation level and on the completeness
of the records in your union catalog, you may later receive records that contain
the deleted heading type.
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Deleting tags globally
With Global Delete Tag, you can find and delete any of the following
bibliographic tags that contain obsolete, unwanted, or incorrect information:
526 Study program information note
856 Electronic location and access (hyperlinks)
9xx Local information
This feature allows you to delete all occurrences of a tag, tags that have a certain
subfield, or only tags that have a certain subfield containing specific information.
1.
To delete the bibliographic tags, from the Cataloging main window, choose
Edit | Global Delete Tag. The Global Delete Tag dialog appears:
Click to locate the
matching records.
Choose the tag you want to delete.
If you choose 9xx, enter the exact
tag number.
Choose this option to find every
occurrence of this tag.
Choose this option if you want to find
tags that contain a specific subfield,
and enter the subfield you want.
If you want to locate tags that contain specific information, enter the subfield data you want to find here.
If you specify a subfield and leave the Data text field blank, the process finds every occurrence of the specified tag/subfield combination.
If you specify the subfield contents, you can enter up to 100 characters, but
you do not need to enter the entire contents of the subfield. If the data you
enter is at the beginning of the subfield, the process considers it a match.
Please note that the search is casesensitive.
Examples: To delete WebPath Express bibliographic tags from your records,
you need to find specific data in subfield u of the 856 tag. From the Global
Delete Tag dialog, select the 856 - Electronic Location and Access" and the
Delete tag if subfield contains" options. In the Subfield text box, enter u.
Since all WebPath Express URLs begin with the same characters, in the Data
text box, enter http://www.856express.com/express.dll.
If you want to delete 526 tags containing Accelerated Reader information,
enter a in the Subfield box and Accel in the Data text box. The process
considers any 526 tag, with that string of characters at the beginning, to be a
match.
After entering your search criteria, click Search to locate the first matching
record. While Cataloging searches for a match, a progress dialog appears.
2.
When Cataloging finds the first match, the Global Delete Tag dialog appears,
displaying the first matching record, listing the title, author, standard
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numbers, and the targeted tag. Use this information to help you decide
whether to delete the tag or not:
Deletes this tag and then
searches for the next match
The bibliographic record
with the matching tag
Skips this tag and searches
for the next match
Deletes all the specified tags
Displays the contents of the
entire tag, with each subfield
on a separate line
3.
After reviewing the information in the dialog, indicate how you want to
proceed. Unless you click Cancel, a progress dialog appears while the tag is
deleted or skipped and Cataloging searches for the next match.
If you select Delete All, once processing is complete, the application
generates an exception report. This report identifies all of the records edited
by the Delete All process. This report identifies the title, LCCN, and the tag
number that was deleted.
Warning: All changes made to your records are immediate. You cannot
reverse changes that have been made by canceling the process.
Deleting titles without copies globally
With Global Delete Titles Without Copies, Cataloging finds and deletes all title
MARC records in your database that have no copies attached to them. Optionally,
you can choose to preserve certain MARC records that have no copies but do
have usable links to electronic resources. Use this feature to remove unneeded or
duplicate records from your database. Search results in OPAC then include only
titles with actual copies (or links) for your patrons.
Warning: All deletions are immediate. You cannot undo them by canceling the
process. The data cannot be recovered.
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To delete the title records:
1.
From the menu, select Edit | Global Delete | Titles Without Copies. The
Global Delete Titles Without Copies dialog appears:
Choose to keep certain MARC records
that intentionally have no copies.
2.
To preserve eBook records, select the first check box. Cataloging considers
any MARC record with a in position 6 of the 000 (Leader) tag and s (=
electronic) in position 23 of the 008 tag to be an eBook.
To preserve WebPath Express bibliographic records (this process does not
examine authority records), select the second check box.
To preserve any record containing information in an 856 tag, such as a
cataloged Web site or link to other electronic media, select the last check box.
3.
To begin the processing, click Delete and confirm your choice. A progress
dialog appears.
4.
When processing is finished, click Close to return to the main window.
Cataloging generates an exception report for this process. The report lists the title
and standard number of each deletion, includes any errors, and provides a total
count of deletions and of errors.
To determine, beforehand, which titles would be deleted by this process, you
may want to generate a Titles Without Copies Report (see page 533).
To automatically delete a title record when you delete its last copy, open the
System Setup | Cataloging | Misc tab and select the Delete Title When Last Copy
is Deleted check box. Remember, for this setup change to take effect, you must
close and reopen the Cataloging module.
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Chapter 27 Maintaining your collection
Using a scanner to delete copies
Delete Copies via Scanner lets you remove copies from your database by creating
a list of their barcodes. You can create the list either by scanning the barcodes or
by manually typing in the barcode numbers. Use this feature when weeding
books from your collection.
1.
From the menu in Cataloging, select Edit | Delete Copies via Scanner. The
dialog appears:
Your copies appear here,
sorted by barcode number.
Select the check box to delete
copies with fines, refunds,
holds, or reserves attached.
2.
Scan the barcodes of the copies that you want to delete. You do not need to
press Enter or click Add for each one.
If you are typing in the barcode numbers, press Enter or click Add after
entering each one.
To delete a number from the list, highlight it and click Remove.
3.
Choose whether to delete the copies if they have fines, refunds, holds, or
reserves attached to them.
4.
To begin the processing, click Delete, and then click Yes to the confirmation
message. The progress dialog appears.
Warning: All deletions are immediate. You cannot undo them by canceling
the process. The data cannot be recovered.
5.
When the Cancel button changes to Close, click it to view the exception
report, then return to the main window of Cataloging.
If you also want the title record deleted if no other copies exist, make sure you
have selected the check box in System Setup | Setup | Cataloging | Misc.
The deleted copies are listed on the exception report along with any errors
encountered during the processing.
For Union Catalog Plus: This feature is not available.
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Using your PHD for mass updates
With a PHD, you can assign categories, circulation types, or copy status to copies,
remove categories from copies, and delete entire copy records. As with all PHD
functions, you should already have loaded the PHD application (see page 42)
before scanning barcodes.
Warning: Remember to erase any previous scans in your PHD so that no
records are unintentionally changed or deleted.
To erase scans from a PHD+, PHD+ II, or PHD Laser+, see page 664.
For a PHD Dolphin+, see page 679.
See also: For instructions on collecting copy scans with the PHD+, PHD+ II, or
PHD Laser+, see Collecting inventory, copy, or patron data" on page 663.
To collect copy scans with a PHD Dolphin+, see page 677.
To generate a Title List, see page 525.
For Union Catalog Plus: The PHD features are not available.
Updating categories, circulation types, or copy status with a PHD
You typically assign categories and circulation types after importing records that
don't contain that information, or when changing circulation types or adding
new categories to existing records. You can assign a copy status to the copies
stored in the PHD. Use the copy status option for items you are loaning out to
another library or sending off to the bindery.
Warning: All changes made to your copy records are immediate. You cannot
reverse changes that have been made by canceling the process.
Remember to erase any previous scans in your PHD so that no
records are unintentionally changed. To erase scans from a PHD+,
PHD+ II, or PHD Laser+, see page 664. For a PHD Dolphin+, see
page 679.
1.
With your PHD, scan the barcodes of the copies you want to update. When
you finish collecting scans, connect your PHD to your computer.
To make sure you've scanned the correct barcodes, you may want to generate
a list of the copies stored in your PHD before updating them.
2.
From Cataloging's main window, choose Edit | Update via PHD. The
following dialog appears. Select the field you want to update and how you
want to change it:
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Chapter 27 Maintaining your collection
Choose the field you want to update:
Category, Circulation Type, or Copy Status.
Then select the option you want to assign.
Select the PHD model you're using.
To change the transfer settings,
click Edit.
These instructions change based on the
PHD you choose.
Warning: To protect your equipment,
make sure you turn off your PHD and
computer before connecting or
disconnecting the PHD.
3.
Select the PHD model you're using. If you don't need to change the transfer
settings, skip to step 4. Otherwise, choose Edit. The PHD Settings dialog
appears:
Select the port you use to attach your
PHD to your computer, and then...
...select the highest speed available for
that port. The PHD Dolphin+ only com
municates at a speed of 9600 baud.
Set the port and speed for your PHD, and click Save.
4.
Once you've selected the correct PHD model and adjusted the PHD settings
as desired, simply follow the instructions displayed on the dialog.
When you click Update, a confirmation message appears. To continue, click
Yes. Once the data transfer process begins, a progress dialog appears. When
the process is complete, close the progress dialog and carefully check the
exception report.
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Interpreting the exception report
Any errors encountered during the update are entered on an exception report.
This table lists the possible errors and their meanings:
Error message
Meaning
Can't add more than eight
categories to copy <barcode>
The copy already has the maximum number (8) of categories
assigned to it.
Copy <barcode> not found
The barcode coming in from the PHD couldn't be found in the
database.
Copy status of <status> for
copy <barcode> cannot be
changed
The copy's current status is checked out, lost, or missing.
<X> of <Y> is already
assigned for copy <barcode>
The copy was found, but it already had the selected category,
circulation type, or copy status assigned to it.
Removing categories from copies with a PHD
This option removes categories from copies (for example, the books you're taking
off the New fiction" list). If you want to permanently delete categories from the
system, see How to delete categories" on page 54.
Warning: All changes made to your copy records are immediate. You cannot
reverse changes that have been made by canceling the process.
Remember to erase any previous scans in your PHD so that no
records are unintentionally changed. To erase scans from a PHD+,
PHD+ II, or PHD Laser+, see page 664. For a PHD Dolphin+, see
page 679.
1.
With your PHD, scan the barcodes of the copies from which you want to
remove categories. When you finish collecting scans, connect your PHD to
your computer.
To make sure you've scanned the correct barcodes, you may want to generate
a list of the copies stored in your PHD before updating them.
See also: For instructions on collecting copy scans with the PHD+, PHD+ II,
or PHD Laser+, see Collecting inventory, copy, or patron data" on page 663.
To collect copy scans with a PHD Dolphin+, see page 677. To generate a Title
List, see page 525.
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Chapter 27 Maintaining your collection
2.
From Cataloging's main window, choose Edit | Remove Category via PHD.
The following dialog appears. Select the category you want to remove:
Choose the category you want to
remove from the scanned copies.
Select the PHD model you're using.
To change the transfer settings,
click Edit.
These instructions change based on the
PHD you choose.
Warning: To protect your equipment,
make sure you turn off your PHD and
computer before connecting or dis
connecting the PHD.
3.
Select the PHD model you're using. If you don't need to change the transfer
settings, skip to step 4. Otherwise, choose Edit. The PHD Settings dialog
appears. Set the port and speed for your PHD, and click Save.
4.
Once you've selected the correct PHD model and adjusted the PHD settings
as desired, simply follow the instructions displayed on the dialog.
When you click Remove, a confirmation message appears. To continue, click
Yes. Once the data transfer process begins, a progress dialog appears. When
the process is complete, close the progress dialog and carefully check the
exception report.
Interpreting the exception report
Any errors encountered during the process are entered on an exception report.
This table lists the possible errors and their meanings:
Error message
Meaning
Category not assigned to copy
<barcode>
The copy was found, but it didn't have the selected category
assigned to it.
Copy <barcode> not found
The barcode coming in from the PHD couldn't be found in the
database.
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Deleting copies with a PHD
This option removes copies from your database (for example, the books you're
weeding from the collection).
Warning: All deletions are immediate. You cannot undo them by canceling the
process. Copies are deleted even if they're checked out, on hold, at
the bindery, or missing. The data cannot be recovered. Remember to
erase any previous scans in your PHD so that no copies are
unintentionally deleted. To erase scans from a PHD+, PHD+ II, or
PHD Laser+, see page 664. For a PHD Dolphin+, see page 679.
1.
With your PHD, scan the barcodes of the copies you want to delete. When
you finish collecting scans, connect your PHD to your computer.
To make sure you've scanned the correct barcodes, generate a list of the
copies stored in your PHD before deleting them.
See also: For instructions on collecting copy scans with the PHD+, PHD+ II,
or PHD Laser+, see Collecting inventory, copy, or patron data" on page 663.
To collect copy scans with a PHD Dolphin+, see page 677. To generate a Title
List, see page 525.
2.
From Cataloging's main window, choose Edit | Delete Copies via PHD. The
following dialog appears. Decide whether you want to delete the title when
its last copy is deleted. (If you selected the Delete Title When Last Copy is
Deleted check box in System Setup, this check box is selected and disabled.)
To avoid ending up with
titles in your database that
have no copies attached to
them, check this box.
Select the PHD model
you're using.
To change the transfer
settings, click Edit.
These instructions change based on the PHD you choose.
Warning: To protect your equipment, make sure you turn off your PHD and computer before connecting or disconnecting the PHD.
3.
Select the PHD model you're using. If you don't need to change the transfer
settings, skip to step 4. Otherwise, choose Edit, set the port and speed for
your PHD, and click Save.
4.
Once you've selected the correct PHD model and adjusted the PHD settings
as desired, simply follow the instructions displayed on the dialog.
When you click Delete, a confirmation message appears. To continue click
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Chapter 27 Maintaining your collection
Yes. Once the data transfer process begins, a progress dialog appears. When
the process is complete, close the progress dialog and carefully check the
exception report.
Interpreting the exception report
Any errors encountered during the process are entered on an exception report.
This table lists the possible errors and their meanings:
Error message
Meaning
Copy checked out to <name>
<barcode> made available
The copy is checked out. It's status is changed to available, then
it is deleted.
Copy checked out to <name>
<barcode> made available;
Deleted Pending hold for
patron <name> <barcode>
The copy has a pending hold (checked out to one patron with a
hold on it from another patron). The hold is deleted, the status
changed to available, and the copy deleted.
Copy deleted
Appears for each copy that's deleted.
Copy <barcode> not found
The barcode coming in from the PHD couldn't be found in the
database.
Copy of status At bindery made
available
The copy is located at the bindery. It's status is changed to
available, then it is deleted.
Copy of status Loaned out made Copy is loaned out to another library. It's status is changed to
available
available, then it is deleted.
Copy of status Lost made
available
Copy is lost. It's status is changed to available, then it is
deleted.
Copy of status Missing made
available
Copy is missing. It's status is changed to available, then it is
deleted.
Copy of status On hold made
available; Deleted Ready hold
for patron <name> <barcode>
Copy has a ready hold (is checked in and ready for the patron
who has a hold on it). The hold is deleted, the status changed to
available, and the copy deleted.
Deleted [refund or fine] of $$.$$
for patron <name> <barcode>
Copy has a refund or unpaid fine outstanding. The fine or
refund is deleted, and the copy is deleted.
Title deleted
If you've selected to delete the title when the last copy is
deleted, this message appears when that happens.
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Viewing the Weeding log
Every time a copy is deleted, Cataloging adds an entry to this cumulative log.
View this log when ordering replacement materials or creating budgets and
year-end reports. If you want a new log started at the beginning of a school or
fiscal year, make sure to delete the old one.
Cataloging adds an entry to the log when deleting copies manually in the MARC
Viewer, deleting copies after an export, deleting them via PHD or scanner, or
globally deleting lost or missing copies. Please note that the Weeding log does not
include copies deleted by DX or Utilities.
To access the log, from the computer desktop, open the Follett Applications
folder and doubleclick the Exception Reports icon. You can also access the Follett
Applications menu from the Windows Start | Programs menu or from the Mac
OS Apple menu. The log resides in your CC40\TEMP folder. Its file name is
WEEDING.TXT. (If Cataloging cannot write to the WEEDING.TXT file, it creates
another one, WEEDING1.TXT, and enters the information there.)
Note: If you installed Catalog Plus to your individual workstations, and not to a
server, each Cataloging workstation will have its own Weeding log. In this
case, you'll need to combine the information in the logs.
The log is in a fixed-length ASCII format. That is, every field in the record is a
fixed length. The first record in the log is a header line, containing the names of
the fields included in the file. These fields and their widths are:
Date deleted
Member ID
Barcode
Title
Author
Standard number
Call number
Acquisition date
Price
12
12 (Union Catalog Plus only)
16
42
27
18
18
12
12
Files in this format can be imported into a number of applications. For instance, if
you import the file into a spreadsheet program, you can delete any fields you
don't want, and then sort and filter the data to create custom lists and reports.
For example, to import your Weeding log into MS Excel, launch Excel and open
your Weeding log. When you open any text file, Excel automatically launches a
threestep Import Wizard:
1.
Set the Original data type to Fixed width.
2.
Set the field widths using the list (above).
(The number of hyphens in the second row indicates the field width.)
3.
Keep the default column data format of General.
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Excel imports the file, placing each field in a column with the field name in the
first row and hyphens in the second.
Tip: For easier viewing, disable word wrapping in your text editor.
To edit the Weeding
log easily . . .
. . . import it into a
spreadsheet program.
You can delete, rearrange, sort, and filter the rows or columns. You can run the
Find feature to locate specific certain data, or, in combination with Replace,
update it.
Updating keywords
If you set up Cataloging to create keyword entries as MARC records are saved
(see the table on page 56), they are automatically entered into the keyword index
as you add or modify records. If you did not set this up, you must periodically
run the Update Keywords option (which indexes keywords from records recently
added or updated) to make all your records available through keyword searches.
From Cataloging's main window, choose Tools | Update Keywords. A message
appears, saying the process may take a long time. Click Yes to begin. As
keywords are updated, the progress is shown in a scrolling display. You can
cancel processing by clicking Cancel and verifying your choice. Otherwise, the
update continues scrolling through each record until they've all been processed.
Then the Cancel button changes to Close.
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Rebuilding crossreferences
Use the Rebuild CrossReferences function to:
Build an initial crossreference index
Rebuild a corrupted crossreference index
Remove blind crossreferences (crossreferences to indexable headings that
no longer exist in the database because the bibliographic records containing
them or the headings themselves have been deleted)
See also: For information about how authority records are used to create
crossreferences, see Chapter 23, Using the MARC Editor."
1.
From Cataloging's main window, choose Tools | Rebuild CrossReferences.
A message appears, asking you to confirm that you want to build the
crossreferences. To continue, choose OK. A progress dialog appears to track
the process. When the process is complete, the Cancel button changes to
Close. To close the progress dialog and return to the Cataloging main
window, choose Close. A message appears informing you that an exception
report was generated and asking if you want to view the report.
2.
To view the exception report, choose Yes. If you don't want to view the
report, choose No. A message appears asking if you want to delete the report.
If you choose Yes, the Cataloging main window reappears. No saves the
report as a text file in the TEMP directory for viewing later.
Enhancing your records with the Book Cart
Use the Book Cart to improve the quality of your MARC records. You can place a
selected group of records into the Book Cart and enhance them. Running an
autorecon in the Book Cart, unlike Alliance Plus, does not require that the MARC
records have copies attached. You can edit records using your preferred editor. If
you have the MARC Magician program installed on your workstation, you can
transfer records directly to and from MARC Magician, using the Book Cart.
(MARC Magician is a separately-purchased application that corrects control field
errors, punctuation, and indicators, and allows you to perform global editing. It
is not, however, available for Mac OS.)
To open the Book Cart, select Tools | Book Cart from the Cataloging menu bar.
Adding titles to the Book Cart
You can add an unlimited number of titles to the Book Cart using any
combination of the following three methods:
On import: Select the Add Titles to Book Cart check box on any Import
MARC 21/852 Holdings Format dialog.
One by one: Highlight a title in the selection list in Cataloging and click the
Add to Book Cart button at the bottom of the search window, or select Tools
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Chapter 27 Maintaining your collection
| Book Cart | Add Title from the menu. In the MARC Viewer, click the Add
to Book Cart button.
By range: To add a group of existing records to the Book Cart, select Tools |
Book Cart | Add to Book Cart. The Add Titles to Book Cart dialog appears:
Click to add
these records to
the Book Cart.
Choose the selection method
and the range of records.
Choose to include all records,
brief only, or full only.
Brief records do not contain tags
between 305 and 899 (unless you
changed the definition in System
Setup; see page 54).
Available only for
Union Catalog Plus
Select the method to search the database: Title, Author, Call Number,
standard number, Subject, Acquisition Date, Title Date Added/Updated,
Barcode, Category, or No Range (all records). Then select the range, or, if you
chose standard number, enter your list of numbers. Choose to include brief,
full, or both types of records.
For Union Catalog Plus: The Category selection method is not available.
Note: The MARC records added to the Book Cart include all the copy records
attached to a title, even if you choose a copy field call number,
acquisition date, barcode, or category and select just one copy.
The total number of titles in the Book Cart appears in the lower left corner of the
window. Titles remain in the Book Cart until you close Cataloging or manually
remove them, or until automatically removed by the recon or transfer process.
Reconning titles in the Book Cart
Using the Book Cart to recon records provides two advantages over running an
Alliance Plus autorecon: You can select a subset of your collection to process; and
the titles do not need to have any copies attached to them. The Book Cart does
not distinguish between full and brief records; it recons all the titles on its list.
Once you have placed your titles into the Book Cart, open the Book Cart by
clicking the Book Cart button, or by selecting Tools | Book Cart | View from the
menu. To start the recon, click the Recon button and choose the data source
against which you wish to recon. Click Recon to begin.
Once the recon is complete, records that have been replaced or updated are
removed automatically from the Book Cart. Those remaining either have no
standard number or have no matching record in the data source. Double-click the
record or highlight a record and click the Edit button to enhance these records in
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your default editor. You could also print a list of these misses and then process
any brief records manually with the Process Misses feature in Alliance Plus (titles
do need copies for this).
Note: Depending on the number of titles and the CD drive speed or the available
bandwidth of your network, the recon process may take several hours.
See also: For more information about the autorecon process, see page 385.
Choose the data
sources you wish to
recon against and
click Recon to begin.
The number of titles in
the Book Cart appears
on the status line.
Editing titles from the Book Cart
You can edit titles directly from the Book Cart. Double-click a record or highlight
a record and click the Edit button to enhance the record in the default editor
defined in System Setup or according to your Cataloging Access Setup.
Transferring your records to and from MARC Magician
If you have purchased MARC Magician (version 2.0 or higher) and installed it on
your Windows workstation, you can transfer records to MARC Magician,
enhance them, and send them back to the Book Cart. Make sure, in MARC
Magician, that your Cataloging Option for Easy entry holdings is set to Follett
Catalog Plus 5.0. (This feature is not available for Mac OS or Union Catalog Plus.)
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Chapter 27 Maintaining your collection
To transfer records to MARC Magician, click the EZ Transfer button or select
Tools | Book Cart | EZ Transfer from the menu. The EZ Transfer dialog appears:
Enter up to 60 characters to
describe this group of records.
Enter a description, up to 60 alphanumeric characters, for the group of records
that are currently in the Book Cart. The description does not need to be in the
form of a file name. You can use terms like October shipment from FLR" or
Dewey 133.1-296.43."
The transfer includes all copies attached to the titles. Please note that, because
this is an export, copy or circulation notes are not transferred. These copy record
fields are text files and cannot be included in the 852 tag.
To automatically launch MARC Magician after the transfer, select the check box
before clicking Transfer. The transfer removes the records from the Book Cart.
After editing your records, or creating new ones, in MARC Magician and
transferring them to Follett, you can retrieve them in the Book Cart. Click the EZ
Retrieve button or select Tools | Book Cart | EZ Retrieve from the menu. The EZ
Retrieve dialog appears:
Highlight a description and
click Retrieve. Cataloging
imports the records into your
database and places them
back in the Book Cart.
Click to permanently
delete the
highlighted group.
Highlight the description in the EZ Retrieve list and click Retrieve. When you
retrieve the records, they are added to the Book Cart and imported into your
database, replacing the existing records. New records are added.
To delete a transfer group from the EZ Retrieve dialog, highlight the description
and click Delete. Close the dialog by clicking Cancel. If you are finished with the
records in the Book Cart, click Remove All, then Close.
For Union Catalog Plus: Directly transferring records to and from MARC
Magician is not available.
Printing the contents of the Book Cart
The Book Cart contents can be printed and the report customized. Prior to
printing the report, you can set the print options by going to Tools | Book Cart |
Print Options. There you can add a title for the report, set the sort order to Call
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04/04
Number Author, Author Title, or Title Author, and choose to display
annotations (tags 505 _a, 511_a, or 520_a).
Tip: To print a list of new items, add titles to the Book Cart by Acquisition Date.
Specify a title for your report.
Choose a sort order.
Select this box to include
annotations in your report.
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Chapter 27 Maintaining your collection
Merging copies onto one title record
Important: If your library is a member of a union using Union Catalog Plus and
Data Exchange, merging functionality is not available through the
Cataloging module. The Merge and View MARC buttons will not be
visible in the Book Cart toolbar. The merging functionality is available
in Union Catalog Plus
With the Merge feature, you can move copies from one record to another with the
click of a button. Because records you receive from vendors may vary in quality
and content, your database may contain several MARC records for the same item.
With the Merge feature, you can add all the duplicate MARC records to the Book
Cart, select the best one, move all the copy records onto it, and delete the others.
1.
Add all the duplicate records to the Book Cart. Either select Tools | Book
Cart | Add to Book Cart from Cataloging menu, and add a range of records
(see page 346) or add them individually from the main window.
2.
Open the Book Cart by selecting Tools | Book Cart | View or click the Book
Cart button on the toolbar.
3.
Decide on the best" record to preserve. To help you in selecting the best
record, use the Proof Sheet Viewer: Highlight a record and click View MARC.
You can also edit a record by double-clicking it or highlighting it and clicking
the Edit button.
4.
Once you determine the best record, make sure to highlight it, then click
Merge. All of the copy records from all of the records in the Book Cart are
transferred onto the highlighted record. All transactions including statistics
and holds associated with copies being merged will remain intact. The
remaining MARC records with no copies are then automatically deleted
(regardless of the Delete Title when last copy deleted" setting in System
Setup).
Warning: All deletions are immediate. You cannot cancel the processing
once it starts. The data cannot be recovered.
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Cataloging
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This process leaves your catalog with the one best" MARC record with all of the
copies attached to it. The exception report contains information about each move,
each deletion, and any processing errors.
Click to view
the record.
The Merge
button is
available
when two or
more titles
have been
added to the
Book Cart.
Select the best
record.
All copies are merged to one
MARC record.
The call number is taken from the
first copy. If a copy isn't available,
it's taken from the MARC record.
For DX-enabled union catalogs: The application transfers the resultant best
record to the appropriate members. The participation level and filter rules
determine whether or not the record is transferred to a particular member; the
DX matching rules determine whether or not the member's record is actually
updated. In any case, the copy information and statistics at the member are
preserved. Please note that this process does not move the copies in the member
databases, only the union's.
353
Chapter 28 Cataloging tips
This chapter briefly covers some common nonbook materials that people often
catalog. More detailed information on cataloging these materials is available at
our Web site at www.fsc.follett.com or from our Marketing department at
1-800-323-3397.
Audiovisual equipment
You may want to create MARC records for audiovisual equipment because you
want to track it and also maintain information on it, such as price, date
purchased, vendor address, serial number, and bulb type and size. See AACR2R,
Chapter 10, for specific cataloging rules for A/V equipment. The chief source of
information is the object itself along with accompanying material. You'll find
most of the information on the manufacturer's placecard or sticker attached to
the item. When creating the record, use the template for ThreeDimensional
Artifacts, Objects, and fill in as needed. Here are some suggestions:
LDR00444nrm 22
a 4500
008
960916s19uu
xx nnn
rneng d
037
_bName and address of manufacturer or vendor
040
_aCataloging source
_cTranscribing agency
245 00 _aName of item
_h[realia].
260
_aLocation of manufacturer ;
_bName of manufacturer,
_cDate of manufacture.
300
_a# specific name of item ;
_cDimensions
500
_aGeneral note.
590
_aSerial number.
590
_aOther local note.
650
7 _aTopical subject heading.
_2sears
710 2 _aCorporate name added entry for manufacturer.
900
_aCall number
Tip: Create a copy for each piece of equipment. Then, in the Add Copy dialog,
use the three Description/Enumeration fields to record serial, model, or
replacement part numbers.
Vertical file material
Librarians worldwide are holding an ongoing Internet discussion on the use and
necessity of locally constructed and maintained vertical files because of Internet
access for library patrons. Most material in vertical files is available on the
Internet at a much more reasonable cost and is updated much more frequently.
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With this new source of information, many libraries are giving up their vertical
files for all materials except for local, historical, genealogical, and similar types of
information. If you still want to catalog your vertical file materials, here are two
approaches you can take:
Option 1: Catalog each physical vertical file cabinet as a separate record, with
subject headings for the file folders and title added entry access. Use the
ThreeDimensional Artifact, Object template.
Option 2: Catalog each subject file folder as a separate record, with subject
heading access and title added entry access. Use the Serials (Printed
Periodical, etc.) template.
You can also create authority records to generate crossreferences (SEE and SEE
ALSO) to the vertical file to provide even more access to these resources.
These topics are very lengthy and we can't cover all the details here. However,
more information is available on our Web site at www.fsc.follett.com.
Videorecordings
It's becoming more and more important to catalog videorecordings, especially so
that patrons can search on them through the OPAC. See AACR2R, Chapter 7 for
the cataloging specifics. The chief source of information is the title screen(s) or the
container or container label. Use the template for Video (Film, Filmstrip,
Transparencies), and fill in as needed. Here are some suggestions:
LDR1579ngm 22
a 4500
007
Codes for physical description
008
951018s19uu
vleng d
010
_a
LCCN
020
_aISBN ;
_cPrice
028 00 _aPublisher number
_bSource
037
_bName and addresses of publisher or distributor
040
_aCataloging source
_cTranscribing agency
100 1 _aMain entry.
245 10 _aTitle proper
_h[videorecording] :
_bsubtitle /
_ccorporate bodies with their functions first ; persons having
overall responsibility second (such as producers, directors, and
writers).
246 3 _aVarying titles
250
_aEdition statement.
260
_aPlace of publication :
_bPublisher,
_cDate.
300
_a# [videocassette(s) or videodisc(s)] (# min.):
_bsd., col. ;
_cdimensions
_eguide or other accompanying material.
538
_aFormat. (VHS, Beta, Laser optical, etc.)
500
_aGeneral note.
505 0 _aContents.
508
_aCredits -- photographer/camera/cinematographer ; animator ;
artist/illustrator/graphics ; (film/photo) editor ; music ;
consultant/advisor. (disregard: assistant/associate producers,
supervisors/coordinators, project/executive editors, technical
minor or purely technical contributors)
511 0 _aCast names.
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Chapter 28 Cataloging tips
521
520
546
600
17
610
27
611
27
630
07
650
7
651
7
700
710
711
730
740
900
1
2
2
0
02
_aAudience note.
_aSummary note.
_aLanguage note.
_aPersonal or family name subject heading.
_2sears
_aCorporate name subject heading.
_2sears
_aMeeting name subject heading.
_2sears
_aUniform title subject heading.
_2sears
_aTopical subject heading.
_2sears
_aGeographical name subject heading.
_2sears
_aAdded entry -- personal name.
_aAdded entry -- corporate name.
_aAdded entry -- meeting name.
_aAdded entry -- uniform title.
_aUncontrolled related/analytical title.
_aCall number
Electronic resources
The rapid expansion of the Internet, along with the introduction of eBooks
(electronic books) and ejournals, has resulted in a vast number of electronic
resources available to the library patron. To identify and access these resources,
you can create MARC records that contain information about, linking entries for,
and direct access to, these electronic resources. To enable this access, the Library
of Congress has added or changed several field (tag) definitions in its guidelines
for cataloging. If your library is networked or Internetenabled, the 856 tag can
provide a direct hyperlink to many of these resources.
In the following sections, you'll find general guidelines for the 856 tag and
information on some of the cataloging options available to you. Following that,
you'll find system requirements and considerations. You'll also find guidelines
for adding links to related (or additional) materials to a record and for cataloging
specific electronic resources, such as eBooks and Web sites.
Each section includes information on many of the necessary tags and examples of
completed MARC records.
Note: Because of the evolving nature of electronic resources and the ongoing
changes in cataloging them, this information may become outdated. For
the latest information, please see the sources listed on page 369.
Tag 856 Electronic Location and Access
The 856 tag, Electronic Location and Access, has been assigned by the Library of
Congress to identify and locate electronic resources from within a MARC record.
You can use the 856 tag to provide access to related material, such as a Web page
about an author or an image file on your network that contains pictures of the
subject of the book. The 856 tag can also provide direct access to the item
described in the MARC record (e.g., an eBook or Web site) or to an electronic
version of the cataloged item.
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The large number of subfields defined for the 856 tag make it seem more
complicated than it is. Although there are many subfields available, only a few
are required to enable access.
Cataloging tips for the 856 tag Electronic Location and Access (R)
Essential components
Cataloging guidelines
Indicator 1 Access method
To create an active link for this tag in the
OPACs, Cataloging (OPAC Display only), and
WebCollection Plus, set the first indicator to 4.
4
HTTP
Indicator 2 Relationship to source
0
1
2
Subfields
Resource
Version of resource
Related to resource
If the main entry of the record is an electronic
resource (e.g., an eBook or Web site), and the
856 tag provides access to it, enter a 0.
If the 856 tag is a link to an electronic version of
the physical item in the main entry, enter a 1.
If the 856 tag is a link to related Web sites or
files, enter a 2.
_u
Uniform Resource Locator (NR)
Enter the complete URL, including the access
method (e.g., http, file, mailto). Unless you
also enter a subfield z, this subfield displays in
the OPACs, Cataloging (OPAC Display only),
and WebCollection Plus.
_z
Public note (R)
Enter a userfriendly link that displays in the
OPACs, Cataloging (OPAC Display only), and
WebCollection Plus. If the 856 tag contains a
_z, only the contents of _z are displayed.
Otherwise, the URL in _u displays.
_3
Materials specified (NR)
If the electronic resource is a subset of, or an
addition to, the MARC record's main entry,
use this subfield to describe the materials in
the electronic resource.
Examples: Table of contents
Part I
Note: If a tag or subfield can occur more than once, it is marked (R) for repeatable. If a tag or
subfield indicates (NR), it can only occur once per record or tag, respectively.
Example: A bibliographic record for Moby Dick has the following main entry:
245
10 _aMoby Dick, or, The whale /
_cHerman Melville ; illustrated by Rockwell Kent.
This record might also include an 856 tag for the electronic version of the book:
856
41 _uhttp://www.melville.org/download.htm
_zClick here to read the book!
An 856 tag for a Web site with related information:
856
42 _uhttp://www.robinsonresearch.com/literate/authors/Melville.htm
_zBiographical data on Herman Melville
An 856 tag for a local file containing images and facts on whaling:
856
42 _ufile://myserver/hypertext_files/whaling.htm
_zWhaling facts and images
Or an 856 tag for sending email messages:
856
42 _umailto:librarian@myschool.edu
_zSend your comments on this book to your librarian!
See also: For more information on adding tags to MARC records, see page 266.
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Chapter 28 Cataloging tips
Cataloging local electronic resources
Not all electronic resources are on the Internet. You can use the 856 tag to access
electronic resources that are stored on your local library or school network. For
example, you can provide access to locally created or collected files (much like a
vertical file), and eBooks and graphics can be downloaded and stored locally.
There are two different protocols that you can use to access local resources:
HTTP: If you have a Web server and an Internet connection, you can access
local files through a virtual directory. A virtual directory, or alias," is an
artificial directory that you create through your Web server software. This
subdirectory links your Web server to a specific directory on your network.
Once you create the alias, you can use this path in the 856 tag.
Example: To let your patrons access the TIGER.AVI file, stored on your
library server at g:/media/ref_lib1/wildlife/vids/" create an alias in your
Web server software called animalvideos" and point it to the vids"
directory. The URL (_u) would appear as follows:
856
42 _3avi file
_uhttp://www.myschool.edu/animalvideos/tiger.avi
_zA tiger video clip
FILE: If you don't have a Web server and want to store electronic resources
on your library server, you must use UNC pathing to identify the shared
drive and the file scheme as the access method.
Example: To create a link to the TIGER.AVI file stored on your library server,
include the name of the server and drive in the path. In the following 856 tag,
the library server is called lib_serv" and the shared drive is media".
Remember to create a share for that particular drive.
856
42 _3avi file
_ufile://lib_serv/media/ref_lib1/wildlife/vids/tiger.avi
_zA tiger video clip
Important: WebCollection Plus can only access electronic resources through your
Web server. Electronic resources that use the file protocol are
displayed in WebCollection Plus but are not hyperlinked.
System notes and considerations
To take advantage of electronic resources, search stations and workstations need
to have the appropriate software to access and to view these resources.
In addition to an Internet connection and Web browser, each search station may
need some other remote access applications or services. For example, to send an
email, the station must have an email account and application; other protocols,
such as ftp and file, are supported by most current browsers.
Search stations may also need a word processor, multimedia player, or an eBook
reader to use the resources. Operating systems often include many of these
programs; others must be purchased or downloaded from the Internet.
Note: WebCollection Plus can only access electronic resources through a Web
server. Electronic resources that use the file protocol are displayed in
WebCollection Plus but are not hyperlinked.
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Cataloging electronic resources, especially Web sites, can be a timeconsuming
task. Here's a list of questions to ask before investing your time:
Audience: Will your patrons use this resource?
Stability: If the 856 tag connects to a Web site, how confident are you that the
site will exist tomorrow?
Validity: Who will determine if a Web site is appropriate for your patrons
and what are the implications of providing this information?
Accuracy: How often will you verify that a site still exists and is still valid?
Who will do this?
Time: How much time can be allotted to creating and maintaining these
references?
Note: Follett Software Company's WebPath Express service can provide you and
your patrons with maintenancefree access to thousands of highquality
Web sites. For more information, please contact Customer Service or see
our Web site at http://www.fsc.follett.com.
Related materials
The 856 tag can direct patrons to electronic resources related to the item described
in the MARC record. Just add an 856 tag with a second indicator of 2.
Example: A print book with references to related electronic files:
245
10 _aMoby Dick, or, The whale /
_cHerman Melville ; illustrated by Rockwell Kent.
. . .
856 42 _uhttp://www.robinsonresearch.com/literate/authors/Melville.htm
_zBiographical data on Herman Melville
856
42 _uhttp://www.melville.org/corresp.htm
_zMelville’s Letters to Hawthorne
856
42 _uhttp://www.kwm.org/
_zKendall Whaling Museum Online
856
42 _uhttp://www.whalesci.org/
_zThe Institute of Cetacean Research home page
856
42 _ufile://myserver/hypertext files/whaling.htm
_zWhaling facts and images
_2file
Using virtual" 856 tags
Perhaps you've found an educational Web site about polar bears. Wouldn't it be
nice if you could add a single 856 tag and have it appear in every bibliographic
record about polar bears? If you use authority records and have good subject
headings in your bibliographic records, you can.
Authority records can be used to create virtual" 856 tags in the OPACs,
Cataloging (OPAC Display only), and WebCollection Plus. This means that if you
add an 856 tag to an authority record, you can display the contents of that tag with
every related bibliographic record.
04/04
Chapter 28 Cataloging tips
Note: To enable this feature, you must select the Show Authority 856 tags in
OPAC option from System Setup's Cataloging Misc tab (see page 55).
If an authority record and related bibliographic records contain identical
856 tags, both links appear in the applications. You may want to delete
duplicate bibliographic 856 tags to ease future maintenance. To globally
delete these tags, see page 334.
To be related, a bibliographic record must contain a subject heading (6xx tag) that
matches the authority record's main entry (1xx tag). The contents of the indexed
subfields in the tags must be identical, excluding capitalization and punctuation.
Example: To see how the applications determine whether or not a bibliographic
record matches an authority record, imagine that you've added the following
authority record to your database:
150
856
_aPolar bears.
42 _uhttp://www.seaworld.org/polar_bears/pbindex.html
_zFacts about polar bears
The following bibliographic record matches because the 650 _2 isn't indexed:
245
650
10
_aWorld of the polar bear /
_cFred Bruemmer.
. . .
1 _aPolar bears.
_2sears
This bibliographic record doesn't match because the 650 _x is indexed:
245
650
10 _aLittle polar bear and the brave little hare /
_cby Hans de Beer ; translated by J. Alison James.
. . .
7 _aPolar bears
_xFiction.
Tip: You could make the previous record match by adding a new subject heading
based on the authority record (see Using the Find Headings feature" on
page 276).
See also: To see a list of the indexed subfields for a particular tag, refer to the
tables in Appendix B, Bibliographic and authority tags."
Of course, you won't want to use authority records to catalog all of your
electronic resources. As a rule, we recommend that you use authority 856 tags for
related resources only. If the electronic resource is a copy of the main entry, or is
the main entry, add the 856 tag to the bibliographic record.
Note: If you would like to use virtual" 856 tags, but aren't using authority
records, Follett Software's authority record service can provide the
authority headings you need. For more information, please contact
Customer Service or see our Web site at http://www.fsc.follett.com.
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eBooks
eBooks are electronic versions of printed books. The actual file containing the text
can reside on a floppy disk, the hard drive of a workstation, your library server,
or out on the Internet.
You can either include information about an electronic version in a printversion
record, or create a separate record for the electronic version. If you create a
separate record, you can take advantage of the new materialtype icons for
eBooks. When the following tags have the correct information, the eBook icon
appears in the hitlist, and you can limit searches to eBooks in the OPAC.
Generic
eBook icon
Position 06 of the Leader (000 tag), which is Record type, must be a =
language material. If you select the Book (Monograph) template in
Cataloging, the Leader is correct.
Position 23 of the 008 tag, which is Form of item, must be s = electronic. You
can edit this position by placing the cursor in the subfield, selecting Tag/Edit
008 tag from the menu, clicking the Book-specific button, and selecting s in
the list box next to Form of item (23).
Note: If you are using the Easy Editor, just select eBook from the Material
Type list on the Identification tab.
netLibrary
eBook icon
For netLibrary eBooks, in addition to the above two settings, the netLibrary
URL must be in subfield u of the 856 tag. If you receive netLibrary MARC
records from FLR, they will have the appropriate information.
You must also have the correct software to view eBooks. Some require a
proprietary reader, like Gemstar REBs or Glassbooks. Others need just a word
processor or Adobe Acrobat (available on our installation CD). You can read
many eBooks (like netLibrary's) that reside on Web sites with just the browser.
Singlerecord method
If you have print and electronic versions of the same item, they do not need
separate MARC records. One item is the primary item of the record, and one, the
secondary. In this table, the print version is primary, and the electronic version,
secondary. If you already have a MARC record for the print version, add the
following tags when adding an electronic version to your collection:
04/04
Chapter 28 Cataloging tips
007
Physical Description Fixed Field (R)
Using the menu or toolbar button, insert a 007 tag.
Position 00
Select c = computer file from the list.
Category
Position 01
Specific Material
Designation
Select r = remote for an Internet or network resource,
or another code that's appropriate for the carrier.
Position 02
Leave blank.
Positions 03-05
Select as appropriate.
020
ISBN (R)
Add another 020 and enter the electronic book's ISBN.
You can add (electronic bk.) after the number.
530
Additional Physical Form Available Note (R)
Contains the information about the electronic version:
_a
Enter an introductory phrase.
Example: Also available as an electronic reproduction.
_b
Enter the vendor information.
Example: netLibrary, Inc., Boulder, Colo.
_c
Enter any availability conditions.
Example: Requires an eBook device.
740
Added Entry --Uncontrolled Related/Analytical Title (R)
Enter the title of the electronic book if it differs from the print version's
title in the 245 tag.
856
Electronic Location and Access (R)
Use a second indicator of 1 and enter the URL in _u.
Example: You have several copies of Cooper's The Deerslayer in print and have
just acquired an eBook copy of the same publication. In this example, the print
version is primary; the electronic is secondary. The tag additions are bolded in
this example:
LDR
007
008
010
020
020
020
040
100
245
260
cam a
cr cnu
870324s1987
nyuaf
s000 1 eng
_a
87009928
_a0873953614
_a0873957903 (pbk.)
_a0123456789 (electronic bk.)
_aDLC
_cDLC
1 _aCooper, James Fenimore,
_d1789–1851.
14 _aThe deerslayer, or, The first war–path /
_cJames Fenimore Cooper ; historical introduction and explanatory
notes by James Franklin Beard ; text established by Lance
Schachterle, Kent Ljungquist, and James Kilby.
_aAlbany :
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Cataloging
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300
490
530
1
650
0
650
0
650
0
650
0
651
7
655
7
655
7
700
1
740
800
01
1
856
41
900
_bState University of New York Press,
_cc1987.
_alviii, 682 p., [16] p. of plates :
_bill. ;
_c24 cm.
_aThe writings of James Fenimore Cooper
_aAlso available as an electronic reproduction;
_bScanitall, Inc., Chicago, Ill.
_aBumppo, Natty (Fictitious character)
_xFiction.
_aFrontier and pioneer life
_zNew York (State)
_xFiction.
_aDelaware Indians
_xFiction.
_aIroquois Indians
_xFiction.
_aUnited States
_xHistory
_yFrench and Indian War, 1755–1763
_xFiction.
_aWar stories.
_2gsafd
_aHistorical fiction.
_2gsafd
_aBeard, James Franklin,
_d1919–
_aFirst war–path.
_aCooper, James Fenimore,
_d1789–1851.
_tWorks.
_f1980.
_uhttp://www.scanitall.com/lit/cooper/drslr.html
_zClick here to read the eBook
_a813.2 Coo
Multiplerecord method
If you are creating a MARC record specifically for an electronic book, create or
obtain the record for the print version. Then, add the tags in the following table:
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Chapter 28 Cataloging tips
000
Leader
For this tag to contain the correct information, select the appropriate
Bibliographic Material Type template for the item you are cataloging.
For an eBook, choose Book (Monograph).
If you are editing an existing print-version record, make sure that the
Record Type (position 06) is a=language material. Change any other
positions as needed.
Select Computer File only for the following:
007
Computer software
Numeric data
Computer-oriented multimedia
Online systems or services
Physical Description Fixed Field (R)
Using the menu or toolbar button, insert a 007 tag.
Position 00
Select c = computer file from the list.
Category
Position 01
Specific Material
Designation
Select r = remote for an Internet or network resource; or use another code
that's appropriate for the carrier (i.e., magnetic disk, cartridge).
Position 02
Leave blank.
Positions 03-05
Select as appropriate.
008
Fixed-Length Data Elements (NR)
Position 23
Form of item
Place the cursor in the 008 tag, and click Tag/Edit 008 tag on the menu.
Click on the Book Specific (18-34) button. Click the Form of item (23) list
and select s = electronic. Change any other positions as needed.
Note: The choice, s = electronic, is only available for the book
material type. For other types, use the default entry for Form of item.
020
ISBN (R)
Move the print version's ISBN to a 534_z.
_a
245
_h
Medium
256
Enter the eBook ISBN. You can add (electronic bk.) after it.
Title (NR)
Add a subfield _h after the _a and enter [electronic resource].
Move the punctuation from the end of the _a to the end of the _h.
Type and extent of resource (NR)
Both indicators are undefined.
_a
500
Enter Electronic data.
Source of Title Proper (R)
Both indicators are undefined. Enter the source of the title.
_a
Example: Title from main page (viewed on 2/2/02).
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506
Restrictions on Access Note (R)
Both indicators are undefined.
Use if applicable.
Example: Restricted to account members having a user id and password.
533
Reproduction Note (R)
Both indicators are undefined.
Contains the information about the electronic version when it differs from
that of the item being cataloged.
_a
Enter the form. Example: Electronic reproduction.
_b
Enter the place of reproduction. Example: Boulder, Colorado:
_c
Enter the agency that reproduced the item. Example: netLibrary,
_d
Enter the date of reproduction.
_f
Enter a series statement of the reproduction, if applicable.
_n
Enter a note, if applicable.
Note: You can add a 530 tag, Also available as an electronic reproduc
tion, to a print-version MARC record, if applicable.
534
Original Version Note (R)
Both indicators are undefined.
_z
Enter the ISBN of the print version (from the 020 tag).
538
Mode of Access Note (R)
Both indicators are undefined.
_a
Enter the mode of access.
Examples: Mode of access: World Wide Web.
Access through local school network.
538
System Details Note (R)
Both indicators are undefined.
This tag is needed only when access to the electronic book requires
special hardware or software.
Example: System Requirements: SoftBook Reader.
856
Electronic Location and Access (R)
Use a second indicator of 0.
Use first indicator and subfields as outlined in the previous section.
See also: For more information on adding tags to MARC records, see page 266.
Example: An eBook record for The Deerslayer:
LDR
007
008
010
020
040
100
1
cam a
cr cnu
000627r19872000couabf s
s000 1 eng
_a
87009928 //r943
_a058507710X (electronic bk.)
_aDLC
_cDLC
_aCooper, James Fenimore,
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Chapter 28 Cataloging tips
245
256
260
300
490
500
506
533
534
534
538
650
650
650
650
651
655
655
700
740
800
856
900
_d1789–1851.
14 _aThe deerslayer, or, The first war–path
_h[electronic resource] :
_cJames Fenimore Cooper ; historical introduction and explanatory
notes by James Franklin Beard ; text established by Lance
Schachterle, Kent Ljungquist, and James Kilby.
_aElectronic data.
_aAlbany :
_bState University of New York Press,
_cc1987.
_alviii, 682 p., [16] p. of plates :
_bill. ;
_c24 cm.
1 _aThe writings of James Fenimore Cooper
_aTitle from title frame.
_aRestricted to library patrons having a password.
_aElectronic reproduction.
_bBoulder, Colo.:
_cnetLibrary,
_d1999.
_z0873953614
_z0873957903 (pbk.)
_aMode of Access: Internet.
0 _aBumppo, Natty (Fictitious character)
_xFiction.
0 _aFrontier and pioneer life
_zNew York (State)
_xFiction.
0 _aDelaware Indians
_xFiction.
0 _aIroquois Indians
_xFiction.
7 _aUnited States
_XHistory
_yFrench and Indian War, 1755–1763
_xFiction.
7 _aWar stories.
_2gsafd
7 _aHistorical fiction.
_2gsafd
1 _aBeard, James Franklin,
_d1919–
01 _aFirst war–path.
1 _aCooper, James Fenimore,
_d1789–1851.
_tWorks.
_f1980.
40 _uhttp://www.netlibrary.com/summary.asp?ID=7515
_znetLibrary’s eBook
_a813.2 Coo
You can also add MARC records for eBooks in the Easy Editor. Fill out the text
boxes as you would for a print book. Make sure to do the following: select eBook
from the Material Type list on the Identification tab; enter the URL and,
optionally, a public note on the Description tab.
Copies: Direct or remote access?
Direct access is the term used for electronic resources residing on a tangible
carrier (e.g., floppy disk, CDROM, cartridge) on your shelf. For these items, add
a copy in the Copy Editor instead of using the 856 tag. The copy (holdings)
information would be similar to that of a print version of the item call number,
barcode, circulation type, price, etc. You can then circulate and inventory the
disk. Make sure that position 01 of tag 007 indicates the carrier type.
Remote access is the term used for resources residing in a file on a computer,
either on your own network or out on the Internet. For these items, the copy
information" is the location of the file entered in the 856 tag. If you want to record
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additional information, such as price, category, or acquisition date, you can add a
copy in the Copy Editor. The netLibrary MARC records from FLR do contain
copy information.
Note: There is a default circulation type of Noncirculating eBook (*NC) to use
for nonphysical copies. If you assign this circulation type, you cannot
circulate the copies. They cannot be placed on hold, and always have an
inventory status of Marked; in the OPACs, they are always listed as In.
See also: For more information on circulation types, see page 45 in System Setup.
Web sites
You can provide appropriate Internet information to patrons by creating a MARC
record for a Web page. Follow the guidelines in the previous eBooks section. Use
either the Book (Monograph) template, changing position 23 of the 008 tag to s =
electronic, or the Computer FIle template. Then, add subject headings and notes
to provide subject and keyword access to the Internet addresses most used by
your patrons. Through the software's links to these sites, patrons can access the
sites directly via the 856 tag displayed in OPAC.
The chief source of information is the resource itself. You can take the information
from any formally presented evidence, such as the home page or title screen,
main menus, encoded metadata, and program statements.
Examples:
The Dilbert home page on the World Wide Web:
LDR
001
005
007
008
245
00
256
260
500
538
600
17
650
7
650
7
655
7
690
856
40
nam a
fsc00009657
19960926155126.0
cr cnu
000613p1998
xxua
s
000 c eng d
_aDilbert
_h[electronic resource] :
_bhome page.
_aElectronic data.
_a[S.l.] :
_bUnited Feature Syndicate,
_cc1998.
_aTitle from home page (viewed on August 22, 2002).
_aMode of access: World Wide Web.
_aAdams, Scott,
_d1957–
_tDilbert
_xElectronic programs.
_2sears
_aDilbert (Fictitious character)
_xCartoons and caricatures
_xElectronic programs.
_2sears
_aComic books, strips, etc.
_xElectronic programs.
_2sears
_aWeb sites.
_2lcsh
_aInternet address.
_uhttp://www.unitedmedia.com/comics/dilbert
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Chapter 28 Cataloging tips
A document available on the Web:
Ldr
007
008
245
00
256
260
500
538
650
650
0
0
650
7
856
40
nam a
cr cnu
000629s1999
xxuab
s
000 0 eng d
_aCalifornia Condor Restoration
_h[electronic resource].
_aElectronic data.
_a[S.l.] :
_bPeregrine fund,
_cc1999.
_aTitle from title page (contents viewed May 4, 2000).
_aMode of access: Internet.
_aCalifornia condor.
_aEndangered species
_xUnited States.
_aCondors.
_2sears
_uhttp://www.peregrinefund.org/conserv_cacondor.html
_zPeregrine Fund’s Web page on California condors
300 tag Physical Description
Because there is no physical description for a Web page, there is no entry for the
300 tag. By default, the Cataloging module requires this tag to exist. However,
you can edit the Book (Monograph) template so that the 300 tag is not required.
See Appendix C, Bibliographic and authority templates," for instructions on
editing templates.
Note: Bibliographic and authority templates cannot be modified on Mac OS.
Computer files
According to current guidelines, the material type Computer File should only be
used for the following:
Computer software (including programs, games, and fonts)
Numeric data
Computeroriented multimedia
Online systems and services
All other electronic items are cataloged based on their most significant aspect. For
example, eBooks and Web pages are cataloged as Books (Monographs). See the
previous sections and the sources listed on page 369 for guidelines.
Select the Computer file template, enter the content tags, and the following ones:
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Cataloging
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007
Physical Description Fixed Field (R)
Using the menu or toolbar button, insert a 007 tag.
Position 00
Select c = computer file from the list.
Category
Position 01
Select a code that's appropriate for the carrier (e.g., magnetic disk, tape).
Specific Material
Designation
Position 02
Leave blank.
Positions 03-05
Select as appropriate.
245
Title (NR)
_h
Medium
256
Add a subfield _h after the _a and enter [electronic resource].
Move the punctuation from the end of the _a to the end of the _h.
Type and extent of resource (NR)
Both indicators are undefined.
_a
300
Enter Electronic data or Electronic program.
Physical Description (R)
Enter the description of the carrier.
500
Source of Title Proper (R)
Both indicators are undefined.
_a
506
Enter the source of the title. Example: Title from label.
Restrictions on Access Note (R)
Both indicators are undefined.
Use if applicable.
538
System Details Note (R)
Both indicators are undefined.
_a
This tag is needed only when use of the item requires special hardware
or software.
Example: System Requirements: Requires a PC with Windows 95 O/S.
See also: For more information on adding tags to MARC records, see page 266.
Example: A network operating system disc.
LDR
007
008
037
040
245
nmm a
co ng
990916p19981993utu
g
b
eng d
_bNovell, Inc., 1555 N. Technology Way, Orem, UT, 84057
_aIMchF–TS
_cIMchF–TS
00 _NetWare 5
_h[electronic resource] :
_boperating system /
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Chapter 28 Cataloging tips
256
260
300
538
500
520
630
630
00
07
650
7
650
650
710
856
0
0
2
42
_cNovell.
_aComputer operating system program.
_aOrem, Ut. :
_bNovell,
_c1998, c1993.
_a1 CD–ROM ;
_c4 3/4 in.
_aSystem requirements: Server–class PC with Pentium processor,
CD–ROM drive.
_aTitle from label.
_aNetwork operating system.
_aNetWare (Computer file)
_aNetWare (Computer file)
_2sears
_aComputer networks
_xSoftware.
_aLocal area networks (Computer networks)
_aOperating systems (Computers)
_aNovell, Inc.
_uhttp://www.support.novell.com
_zWeb site for technical support
For further information
The information in this section has been extracted from the guidelines of the
LOC, OCLC, and ISBD(ER). Because of the evolving nature of electronic
resources, and, thus, their cataloging needs, the guidelines are subject to change.
For more complete information, consult the cataloging materials at the following
Web sites or their printed publications, and those of AACR2.
Library of Congress:
http://www.loc.gov/marc/856guide.html
http://www.loc.gov/marc/holdings/echdloca.html
http://www.loc.gov/catdir/cpso/dcmb19_4.html
Online Computer Library Center:
http://www.oclc.org
International Standard Bibliographic Description for Electronic Resources:
http://www.ifla.org/VII/s13/pubs/isbd2.htm
See also: For more detailed instructions on adding and editing tags, subfields,
and indicators in the MARC editor, see Chapter 23, Using the MARC Editor,"
which starts on page 263.
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Notes
371
Chapter 29 Acquisitions
Located within the Cataloging module, Acquisitions lets you create orders for
purchasing items for your collection. When creating an order, you can access the
Funding Source and Vendor lists so that you can add either to an order. Various
Find by" searches allow you to retrieve information on existing orders, no
matter what their status. From the Copy Editor in Cataloging you can attach
vendor and funding source information to copies.
When adding a line item to a new order, you have the option of searching for
titles already in your database and moving the existing copy information to the
order. This lets you order replacements for worn out copies easily and quickly.
First, you'll need to set up your Acquisitions information in System Setup. This
includes vendors, funding sources, and billto/shipto information. See Chapter
4, Setting up Acquisitions, that begins on page 61.
Open Acquisitions by selecting it from the Cataloging menu bar.
The lifecycle of an order
Acquisitions order statuses allow you to keep track of an order throughout its life
cycle. An order status gives you a quick assessment of an order:
Order
Order status in Acquisitions
Order is placed
Order Status: Opened
Line Items: Pending
Order is issued (sent to vendor)
Order Status: Issued
Line Items: Pending
Order is received
Order Status: Closed
Line Items: Complete (all line items either
are Received or Canceled)
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Adding or editing an order
The on-screen dialog for adding or editing orders is the same. To create a new
order, click New from the Acquisitions Orders dialog in Cataloging. To retrieve
an existing order, search for it (see page 375), highlight it, and click Edit.
Filling out an order
To create a new order, complete the information on the four tabs on the Add
Order dialog. The first tab contains general order information:
The Order Number is provided by the application and displays the current
available order number upon opening the window. You can accept or edit
this number.
Select a vendor by clicking Select. If the vendor is not on the list, you can add
one by clicking New from the Select Vendor window.
The Contact Person information is taken from the information you added on
the System Setup | Setup | Acquisitions | Defaults tab. You can accept or
edit this information.
The order Status defaults to Opened. Other choices are Issued and Closed.
Changing the status to Issued sets the Issued date to the current date.
You can change the order status to Closed only if all the line items have been
either received or canceled.
Note: An order may be closed only after it has been issued. Changing the
order status affects the Funding Sources allocated and spent amounts.
The Opened date defaults to the current date.
Checking the Send electronic catalog records on disk check box prints the
message, Please send electronic catalog records with this order," on your
order form.
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Chapter 29 Acquisitions
Calculating amounts
The Amount tab is used to calculate additional monetary amounts associated
with an order. You can enter shipping charges, a discount amount, and your
estimated tax. Or, if you know your tax rate, the tax can be calculated accurately
by entering a tax percentage and clicking Compute Tax. A default tax rate can be
entered in System Setup, but remains editable.
Billing and shipping addresses
The Address tab contains the information you added in System Setup. If selected
in System Setup, the Same as Bill To check box is selected here by default. To
change the Shipto address, clear the check box and enter a new address. The
address information will be part of your printed order.
Notes for and about an order
Use the Notes tab to enter any special instructions that will appear on the printed
order and any internal notes that you want stored with the order but not printed
on the order form.
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Cataloging
04/04
Adding a line item
Clicking Add or Edit in the Line Items box on the Edit Order dialog lets you add
or edit individual line items for your order on the Add or Edit Line Item dialog:
1.
Enter title information for a new title. Or, if the title is in your database, click
Find title, enter a search term and click Find. The fields under Title Details
are then filled in with information taken from your MARC record. This way
you can easily reorder a title previously cataloged.
2.
Select a Funding Source. If the source is not on the list, you can add it by
clicking New from the Select Funding Source dialog.
3.
The Status defaults to Pending, but you can change it to Complete or
Canceled. You can cancel a line item only if the Received box displays a zero.
4.
Enter the amounts for Quantity, Unit Cost, and Received (once issued).
5.
Use the Notes tab to enter additional details pertaining to a line item that are
to be printed on the order form, or that you want to save. Remember, internal
notes do not appear on the printed order.
New amount totals appear once you have clicked Save.
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Chapter 29 Acquisitions
Finding an order
There are several ways you can find an existing order: order number (default),
vendor, order status, opened date, issued date, and closed date.
1.
To use the Find by options, choose one of the Find by methods from the list.
2.
The fields that appear below the Find by list vary depending on what you
choose from the list:
Order Number - Starting/Ending number
Vendor - highlight and click Select on the Select Vendor dialog
Order Status - choose Open, Issued, or Closed
Opened Date - Starting/Ending date range
Issued Date - Starting/Ending date range
Closed Date - Starting/Ending date range
Once selected, any of these Find by methods opens an Edit Order dialog:
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Receive and Receive All buttons
At the bottom of the Line Items dialog are two receiving buttons. These buttons
are inactive until you have an Issued order. Once active, you can use these
buttons to update either the status of either individual line items by clicking
Receive or a whole order by clicking Receive All.
What if an item is unavailable?
You cannot edit the quantity ordered or delete an item unless the order status is
changed back to Open. Under normal circumstances, the order should remain
Issued until all items are received. We recommend marking line items that are
unavailable as Complete rather than trying to remove them from the order. For
example, if you ordered five items but you will be receiving only two, change the
Received number to 2 and change the line item Status to Complete. Once all the
line items are Complete, you can edit the order, giving it a status of Closed.
If you make a mistake on an order, you may delete it if you first delete all the line
items. The system will treat this as if the order and line items never existed with
regard to available funds and vendor purchase totals.
Editing vendor information
To edit the vendor list, click the Select button that appears next to a vendor
description. The Select Vendor dialog opens. Use the Edit button to open the Edit
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Chapter 29 Acquisitions
Vendor dialog. Notice that these are the same dialogs you used to establish this
information in System Setup.
Update vendor information and click Save. For help, see Chapter 4, Setting up
Acquisitions."
Important: If you add or edit vendor information from an Orders dialog in
Acquisitions, you must click Save on both the Add/Edit Vendor
dialog and the Order dialog for the changes to be saved.
Editing funding source information
To edit a funding source, click the Select button that appears next to a Funding
Source description on an Add or Edit Line Item dialog. The Select Funding
Source window opens. Use the Edit button to open the Edit Funding Source
window. Notice that these are the same windows you used to establish this
information in System Setup.
Update the funding source information and click Save. For help, see Chapter 4,
Setting up Acquisitions."
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Important: If you add or edit funding source information from an Orders dialog
in Acquisitions, you must click Save on both the Add/Edit Funding
Source dialog and the Order dialog for the changes to be saved.
Updating address information
To open the Edit Address dialog, click the Bill To or Ship To button (on the
Address tab in the Add/Edit Order dialog), or the Address button (on the
Add/Edit Vendor dialog) :
edit address
Update the information for either the vendor or school contact and click OK.
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Chapter 29 Acquisitions
Printing your order form
Once you have completed the order, clicking Print sends the information to your
printer formatted like a book order. This is an example of a printed order:
ORDER
Vendor:
Page 1
Follett Library Resources
1340 Ridgeview Drive
McHenry, IL 60050
Attention:
Phone:
Order Entry
888–511–5114
Issued Date:
Account Number:
Order Number:
Tax Exempt ID:
11/01/2001
SKYVW244
4
Bill To:
David Ramos
1793 New Bridge Road
McHenry, IL 60050
USA
Ship To:
David Ramos
1793 New Bridge Road
McHenry, IL 60050
USA
Contact:
David Ramos
dramos@skyview.edu
815–555–1001
815–555–8774
************************* Special Instructions ****************************
Please send electronic catalog records with this order.
****************************************************************************
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Cataloging
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ORDER
Page 2
Issued Date:
11/01/2001
Account Number:
SKYVW244
Order Number:
4
–––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Item Number
Title
Author
Publisher
Year
Material Type
Binding
Language
Edition
Details
Quantity
Price
Extended
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
MAG 114
Magic time
Andrews, Kristi.
Galaxy Press
1987
Sound Recording
Clingon
1st
Please wrap books separately.
8
$1.00
$8.00
–––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
HM 123
Harry’s Mad
King–Smith, Dick.
Running Tree Publisher
1987
Book (Monograph)
Spiral
English
1st American
This is an additional note for the order. 4
$24.95
$99.80
–––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
THT 149–618
The Halloween tree
Bradbury, Ray, 1920–
Running Press Publishers
1972
Picture, Study Print Soft cover
English
1st ed.
12
$13.69
$164.28
–––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
ORDER
Issued Date:
Account Number:
Order Number:
Page 3
11/01/2001
BUZZ244
4
–––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Items Ordered:
24
Total:
$272.08
Discount:
$27.20
Shipping/Misc:
$14.25
–––––––––––––––––––––––––––––––
Sum:
$259.13
Signature(s):
___________________________________
___________________________________
381
Alliance Plus
Chapter 30 Alliance Plus basics
This chapter contains a description of Alliance Plus and instructions for starting
Alliance Plus. These instructions are also valid for Alliance Plus for Union.
About Alliance Plus
Alliance Plus lets you add or enhance library bibliographic records with
information from Alliance Plus Online, any Alliance Plus CD (MARC, A/V
ACCESS, Vintage, or Alliance Plus for Books in Canada), or your union catalog
database. If you have a subscription to Reading Program Recon, you can also
enhance your records with reading program information in the 526 tags. As a
result of these enhancements, you can expect an increase in your collection
circulation and in the effectiveness of searches conducted by your patrons.
Alliance Plus provides you with three methods for updating the library database:
Autorecon: During this automated process, Alliance Plus examines the
bibliographic records in the library database and compares them to the
records on the selected Alliance Plus data source. When it finds matching
records, the application uses the information contained in the records of the
data source to enhance the library records.
Process Misses: This manual process relies on you to examine each library
record skipped during an Autorecon. It lets you decide whether any matches
exist and what modifications are in order. We recommend that you run a
Process Misses after each Autorecon.
Reading Program Recon: During this automated process, Alliance Plus
examines your uploaded quiz file and enhances matching bibliographic
records with 526 tags.
These methods limit the process to the bibliographic records and have no effect
on any copies associated with the records being enhanced.
You can also use an Alliance Plus data source with Cataloging to add individual
bibliographic records from the data source to the library database. For details
about using Alliance Plus databases with Cataloging, see Finding MARC
records in your collection" on page 240.
Starting Alliance Plus
Important: Only one workstation can access Alliance Plus at a time. If you
attempt to start Alliance Plus while the application is running at
another workstation, you receive a warning message.
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04/04
From the computer desktop, open the Follett Applications folder and
doubleclick the Alliance Plus icon. You can also access the Follett Applications
from the Windows Start | Programs menu or from the Mac OS Apple menu.
If you are using the password protection option in System Setup to limit access to
Cataloging, a password dialog appears. Enter the Cataloging password (by
default MODTITLE), and click OK.
Note: Cataloging and Alliance Plus share the same password.
See also: For more information about password protection, see Protecting your
Follett applications with passwords" on page 40.
Choosing Alliance Plus Online or an Alliance Plus CD
During startup, Alliance Plus determines if Alliance Plus Online or any Alliance
Plus CDs are available. If you are a DX-enabled member of a union catalog, it
also checks your union catalog connection. Alliance Plus then displays its Data
Sources dialog with your resources listed:
The Data Sources selection list contains every Alliance Plus
data source that you can access from this workstation.
Union Database
is only available
if you are a
DX member of
a union catalog.
To change the CD
databases displayed in
the selection list, replace
the desired CD, and then
click Refresh. Alliance
Plus updates the data
sources list.
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Chapter 30 Alliance Plus basics
Highlight the Alliance Plus data source you want to use, and then click Select.
The Alliance Plus main window appears, showing your choice at the bottom:
Note: To perform a Reading Program Recon for Accelerated Reader or Reading
Counts!, Alliance Plus Online must be selected.
Menu bar
Toolbar
The status bar displays the selected Alliance Plus data source.
See also: If you have a subscription to Alliance Plus Online but cannot connect to
it from your Windows workstation, you may need to re-enter and save your
Follett Customer Number in System Setup | Site | Identification, or you (or your
technician) may need to enter your proxy server information on the System Setup
| Cataloging | Misc tab. For more information, see page 58 in Chapter 3,
Preparing to catalog your collection;" or for more technical information, see the
Installation Guide.
Using Alliance Plus
From the menu bar, you can access each of the functions included in Alliance
Plus, as well as the help features.
File Contains the commands for saving, closing, and printing updated
bibliographic records. These commands are only available when you are
editing a bibliographic record during a Process Misses session. This menu
also contains the Exit command. Use this command to close Alliance Plus.
Edit Contains the standard text editing commands and the insert diacritic
option. These options are only available when you are editing a bibliographic
record during a Process Misses session.
Tag Contains the commands for adding and deleting tags from
bibliographic records. From this menu, you can also update the record's
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Alliance Plus
04/04
leader or fixed-length tags and modify the indicators for the tag currently
occupied by the cursor. These options are only available when you are
editing a bibliographic record during a Process Misses session.
Subfield Contains the commands for adding and deleting subfields from
the tag currently occupied by the cursor. These options are only available
when you are editing a bibliographic record during a Process Misses session.
Alliance Contains the commands used to access the Autorecon, Process
Misses, and Reading Program Recon options or change the data source
currently used by Alliance Plus. The Autorecon, Misses, Reading Program,
and New Source buttons displayed in the toolbar let you access the same
features.
Help Contains the commands used to access the help topics, glossary, and
product information for Alliance Plus. The Help button on the toolbar lets
you access the appropriate topic for the current Alliance Plus feature.
385
Chapter 31 Autorecon and Reading Program Recon
This chapter contains a description of the Autorecon process and instructions for
conducting an Autorecon (automated retrospective conversion) and a Reading
Program Recon.
About the Autorecon process
Autorecon enhances the library's bibliographic records with information from
Alliance Plus Online or an Alliance Plus CD database.
Important: Depending on the size of your database, the available bandwidth of
your network, and CD drive speed, the Autorecon process may take
several hours. We suggest you run this process overnight. However, if
this is not convenient, you can spread the Autorecon process out over
a number of days by running it a few hours at a time, interrupting the
process, and then restarting it as desired. If you do decide to interrupt
the Autorecon process, we strongly recommend that you keep any
maintenance activities (adding or editing records) to a minimum until
the Autorecon is finished.
During Autorecon, Alliance Plus processes bibliographic records in the library
database by comparing the record's LCCN, ISBN, or ISSN, record type, and the
first eighty characters of the title, stored in the 245 tag, with the records on the
Alliance Plus data source. If both the number and the title match, Alliance Plus
replaces the brief or full bibliographic record or updates the full bibliographic
record in the library database with information from the matching record on the
Alliance Plus data source. If Alliance Plus does not find a match, it skips the
record. The application also skips temporary records and any record that doesn't
have at least one copy record with a call number.
This process is limited to the bibliographic records and has no effect on any
copies associated with the record being enhanced.
The brief and full record ranges described in the following Autorecon process
options are based on the definition you provided in the Brief Records tab under
Cataloging setup in System Setup (see page 54):
Replace brief records Replaces local brief records with records from the
Alliance Plus data source.
Replace full records Replaces local full records with records from the
Alliance Plus data source.
Update full record review sources and reading/interest levels Replaces the
local record's reading and interest levels with information from the Alliance
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Alliance Plus
04/04
Plus data source and adds any new review sources to the local record. You
can use this option to enhance your local full bibliographic records by adding
interest and reading levels or to update local records previously processed
with an older Alliance Plus data source.
Note: Your patrons can use the reading and interest levels to limit the scope
of searches conducted with OPAC. See page 470 for more information.
Bibliographic record modifications
The following sections describe how Alliance Plus modifies bibliographic records
during the Autorecon process. Refer to the section that applies to the Autorecon
process option in question.
Replace brief or full bibliographic records
When Alliance Plus finds a data source record that matches a record in the library
database, it deletes all the tags from the local record with exception of the
following locallydefined tags:
521
790-799
526
856
590-599
900-939
658
941-999
690-699
It then inserts new tags from the matching record on the Alliance Plus data
source, and copies the information from the local 001 and 003 tags to the new 035
tag. If the record doesn't have a 003 tag, it copies the contents from the 040 tag
instead. The 035 tag contains the system control number and identifies the record
as being from another computer system.
Alliance Plus also copies reading and interest level and review source
information from the data source record's 940 tag into the library record. The
application follows the current MARC 21 standard by storing the copied
information in subfield a of each of the following tags:
Information
Library record tag
Review source
510
Note: Since the subfields in the 510 tag are not repeatable, Alliance
Plus adds a separate 510 tag for each review source stored in the 940
tag.
Reading level
521 (first indicator: 0)
Interest level
521 (first indicator: 2)
Update review sources and reading/interest levels
Alliance Plus compares the reading and interest level and review source
information in each library bibliographic record against the information in the
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Chapter 31 Autorecon and Reading Program Recon
matching data source record. If the library record doesn't contain any reading or
interest level information or if the information does not match, Alliance Plus
replaces the data in the library records with the information from the data source.
If the data source contains different review source information, Alliance Plus
adds the new information to the review sources already in the library record.
The table on page 386 displays the tags that Alliance Plus uses to store the
reading and interest levels and review sources.
Preparing for an Autorecon
If you are not certain that an Autorecon will benefit your library, we suggest you
run a Brief Records Report (see page 503). This report gives you a list of the
bibliographic records Alliance Plus examines during the Autorecon process. By
running the same report after the Autorecon, you can determine the effectiveness
of the process and generate a list of the brief records you may encounter during
the Process Misses session.
Since Autorecon uses standard numbers to compare the bibliographic records
stored in the library database to the records in the data source database, it's
important that the standard number information in your library's records be as
complete as possible. If Alliance Plus cannot find a matching standard number in
the data source database or encounters a local record without a standard number,
it skips the record. To help you make the most of the Autorecon feature, we
suggest you run the Titles Without Standard Numbers Report (see page 534)
before starting the process. The information contained in this report gives you the
opportunity to locate and correct any bibliographic records without an ISBN,
ISSN, or LCCN.
Bibliographic records that share a standard number and title can also pose a
problem for the Autorecon feature. If Alliance Plus discovers two or more records
that share the same standard number and title, and that match a record on the
data source, it may replace all matching records in the library database with the
data source version (depending on the Autorecon option you selected). To avoid
any potential problems related to this situation, we suggest you run the Titles
With Duplicate Standard Numbers Report (see page 531) and make any
necessary corrections before starting the Autorecon process.
Autorecon only examines bibliographic records with at least one copy that
contains a call number. To help you make the most of the Autorecon feature, we
suggest you run the Titles Without Copies and the Copies Without Call Numbers
Reports before starting the process. The information contained in these reports
gives you the opportunity to locate and correct any bibliographic records without
copies or copies without call numbers.
Running an Autorecon
Important: Only one workstation can access the Alliance Plus module at a time. If
you attempt to start Alliance Plus while the application is running at
another workstation, you receive a warning message.
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Before starting Autorecon, make sure no one is adding, updating, or importing
bibliographic records into the library database. This reduces the likelihood that
Alliance Plus will encounter any problems during the process and ensures that
the application checks every bibliographic record in the library database.
1.
From the Alliance Plus main window, click Autorecon. The Autorecon
options appear:
The brief and full record ranges are based on the definition you provided in the
Brief Records tab under Cataloging setup in System Setup (see page 54).
2.
Select the desired Autorecon process option, and then click Proceed. If you
selected Replace full records or Update full record review sources and
reading/interest levels, a confirmation message appears. To continue, click
Yes. If the last Autorecon you ran was the same process option and was
interrupted, the Autorecon Restart dialog appears:
To restart an interrupted Autorecon where it left off,
click Resume. Go to step 4.
To start a new Autorecon, click New. Go to step 3.
Important: If you want to continue with an interrupted Autorecon, make sure
you select the same Alliance Plus data source that was used during
the interrupted process (see page 382).
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Chapter 31 Autorecon and Reading Program Recon
If you have not run an Autorecon or completed the last Autorecon, the Select
Starting Call Number dialog appears:
Type the call number in the text box, and then click Find.
The closest match to the call number is highlighted in the selection list.
Highlight the desired call number, and then click Select.
To jump to the beginning of the selection list, press HOME.
To skip to the end of the list, press END.
3.
In the Select Starting Call Number dialog, enter the copy call number you
want to start with during the Autorecon process and click Select. An
Autorecon progress window appears while Alliance Plus processes the
bibliographic records in the library database.
See also: For a description of the changes made to the library's bibliographic
records, see Bibliographic record modifications" on page 386.
Important: If the library has installed Catalog Plus, Alliance Plus deletes the
keywords from the records being replaced. However, if you
selected the Create Keyword Entries as MARC Records are
Saved" option in System Setup (see page 55), Alliance Plus
rebuilds the keywords for the replacement record. If this option is
not selected, you should run the Update Keywords option in
Cataloging (see page 345) after running Autorecon.
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As Alliance Plus processes each bibliographic record, the progress window
displays the results of the record comparison. The progress window also
keeps track of the number of records processed and missed (not found).
The figure displayed in the Records Not Found field represents the bibliographic records
Alliance Plus couldn't match during the Autorecon process. Use the Process Misses feature to
enhance these records after the Autorecon is complete (see Chapter 32, Process Misses").
To interrupt the Autorecon process, click Cancel. The Alliance Plus main window reappears.
Note: Stopping the process does not undo the changes on the processed records.
When the process is complete, the Cancel button changes to Close.
4.
Click Close. The Alliance Plus main window reappears. If any errors
occurred during the Autorecon process, Alliance Plus generates an exception
report and uses the application associated with text files to display the report.
5.
If you are using Alliance Plus CDs and want to run the autorecon against
another one, replace the processed CD and click New Source. On the Data
Sources dialog, click Refresh, highlight the CD, click Select, and then repeat
the Autorecon process.
Tip: For best results, we encourage you to run Autorecon against Alliance
Plus Online or the most current Alliance Plus MARC and Vintage CD
databases that you have, before you start a Process Misses session. This
lets Alliance Plus automatically process as many bibliographic records
as possible and reduces the number of records you need to address
manually using Process Misses.
6.
Use the instructions presented in Chapter 32, Process Misses," to search the
Alliance Plus data source database for bibliographic records missed during
the Autorecon.
About the Reading Program Recon process
Reading Program Recon enhances the library's bibliographic records with
reading program information from Alliance Plus Online. If you do not have a
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Chapter 31 Autorecon and Reading Program Recon
subscription to Alliance Plus Online, the Reading Program option will be
disabled.
Important: Depending on the size of your database and the available bandwidth
of your network, the Reading Program Recon process may take
several hours. We suggest you run this process overnight.
Note: Unlike Autorecon, if you decide to interrupt the Reading Program
Recon process, it will always start at the beginning. You do not have
the option to select your starting call number.
Preparing for a Reading Program Recon
In order to process a reading program recon, you must extract a quiz file from
Accelerated Reader or Reading Counts. It is important to have this file available
before you begin the recon.
Reading Program Recon examines all bibliographic records with a standard
number and at least one copy that contains a call number. To help you make the
most of the Reading Program Recon feature, we suggest you run the Titles
Without Copies and the Copies Without Call Numbers Reports before starting
the process. The information contained in these reports gives you the opportunity
to locate and correct any bibliographic records without copies or copies without
call numbers.
We also suggest you run the Titles Without Standard Numbers Report (see page
534) before starting the process. The information contained in this report gives
you the opportunity to locate and correct any bibliographic records without an
ISBN, ISSN, or LCCN.
Important: Bibliographic records that do not contain a standard number or
bibliographic records that represent a temporary copy will be skipped
by this process.
Note: To perform a Reading Program Recon for Accelerated Reader or Reading
Counts, Alliance Plus Online must be selected.
Running a Reading Program Recon
Important: Only one workstation can access the Alliance Plus module at a time. If
you attempt to start Alliance Plus while the application is running at
another workstation, you receive a warning message.
Before starting Reading Program Recon, make sure no one is adding, updating,
or importing bibliographic records into the library database. This reduces the
likelihood that Alliance Plus will encounter any problems during the process and
ensures that the application checks every bibliographic record in the library
database.
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1.
From the Alliance Plus main window, click Reading Program.
2.
Select Upload to upload a quiz file.
After the quiz file has been
selected, click the Upload button.
To upload a new quiz file, select
browse.
Once the quiz file has been uploaded, click the Close button.
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3.
After the quiz file has been uploaded, select the radio button for either
Accelerated Reader or Reading Counts. Click Proceed to start the recon.
As Alliance Plus processes each bibliographic record, the progress window
displays the results of the record comparison. The progress window also
keeps track of the number of records processed and missed (not found).
The figure displayed in the Records Not Found field represents the bibliographic records
Alliance Plus couldn't match during the Reading Program Recon process.
Click Close when the recon is completed.
4.
Click Close. If any errors occurred during the Recon Reading process,
Alliance Plus generates an exception report and uses the application
associated with text files to display the report.
5.
Click the View button to review a summary of the process. A list of quizzes
without titles is also displayed.
Summary
Program: Accelerated Reader
Status: Completed 2004–02–11 16:05:13
Quizzes Read: 2,278
Titles Processed: 89
Titles Updated: 36
Quizzes with no matching titles: 2,273
The 18th Emergency LCCN: 80–028196 ISBN: 0–14–031451–2
20,000 Baseball Cards under the LCCN: 90–040704 ISBN: 0–679–81569–4
213 Valentines LCCN: 91–007151 ISBN: 0–8050–1536–1
The 89th Kitten ISBN: 0–590–42413–0
Abe Lincoln’s Hat LCCN: 93–031867 ISBN: 0–329–02938–X ISBN: 0–679–84977–7
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Notes
395
Chapter 32 Process Misses
This chapter contains a description of Process Misses and instructions for
conducting a Process Misses session.
About Process Misses
Process Misses enhances the brief bibliographic records in the library database
with information from an Alliance Plus data source. The difference between this
feature and Autorecon is that Process Misses is not automatic. It allows you to
examine each brief record in the library database, search the Alliance Plus data
source for a match, and then decide whether to enhance the individual library
record or not.
Process Misses is normally used after an Autorecon and is designed to process
any brief bibliographic records that were not processed during an Autorecon. By
running Autorecon before you start a Process Misses session, you have far fewer
brief records to address manually.
Example: If a brief bibliographic record in the library database has a title of
Encyc Brit," Alliance Plus does not recognize it as being an abbreviation of
Encyclopedia Britannica" and skips it during an Autorecon. By using the
Process Misses feature after running Autorecon, you can recognize the obvious
abbreviation and can enhance the bibliographic record in your library database
accordingly.
Note: The brief and full record ranges are based on the definition you provided
in the Brief Records tab under Cataloging setup in System Setup.
Process Misses automatically skips temporary records, full records, and any
record that doesn't have at least one copy record with a call number.
Alliance Plus offers the following Process Misses options:
Examine close matches This option limits the library records to those brief
records skipped during an Autorecon that have at least one LCCN, ISBN, or
ISSN that matched an Alliance Plus record.
Examine all brief records This option allows you to process all the brief
records in the library database.
For the best results, use the Examine close matches option. This option focuses on
the library records which are most likely to yield positive results. The Examine all
brief records option goes through each brief record in the library database
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without considering whether the local record has standard numbers. As a result,
examining all brief records can be extremely time consuming.
Running Process Misses
Before starting the Process Misses session, we strongly encourage you to run an
Autorecon for all available Alliance Plus data sources. This lets Alliance Plus
automatically process as many bibliographic records as possible and reduces the
number of records you need to address manually using Process Misses. After
Autorecon is complete, make sure you run a Brief Records Report (see page 503).
This report gives you a list of the brief records you may encounter during the
Process Misses session.
Use the following instructions to process records missed during the Autorecon
process:
Important: Only one workstation can access Alliance Plus at a time. If you
attempt to start Alliance Plus while the application is running at
another workstation, you receive a warning message.
1.
From the Alliance Plus main window, click Misses. The Process Brief Record
Misses options appear:
Displays the selected Alliance Plus data source
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Chapter 32 Process Misses
2.
Select the option you want to use to process the records missed during
Autorecon, and then click Proceed. If you interrupted the last Process Misses
session, the Process Misses Restart dialog appears:
To restart an interrupted Process Misses session where it left
off, click Resume. Go to step 4.
To start a new Process Misses session, click New. Go to step 3.
If you have never started a Process Misses session, have finished the previous
Process Misses session, or have run an Autorecon since the last Process
Misses session, the Select Starting Call Number dialog appears:
Type the call number in the text box, and then click Find.
The closest match to the call number is highlighted in the selection list. Highlight the desired call
number, and then click Select.
To jump to the beginning of the selection list, press HOME. To skip to the end of the list, press END.
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3.
Type the copy call number you want to start with during the Process Misses
session and click Select. The brief record processing options appear:
The brief bibliographic record from your library database
To skip to the next brief
bibliographic record in the
library database that
matches the selected
Process Brief Record
Misses option, click Next.
The selection list containing the full bibliographic record from the Alliance Plus data source
4.
From the selection list, highlight the bibliographic record in the Alliance Plus
data source that matches the brief record in your library database. Use the
Search by Std# and Search by Title options to locate the matching data source
record.
To search the database for a matching ISBN, ISSN, or LCCN, click Search by Std #.
Note: If the bibliographic record in the library database does not have a standard
number, this option is not available.
The selection list changes to display the records in the data source containing standard numbers
that match the record stored in the library database, and the column headings change to match
the selected search method.
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Chapter 32 Process Misses
To search the database for a specific title, click Search by Title.
The Title Search dialog appears:
Type the desired title
and click Search.
Alliance Plus highlights the closest matching title in the selection list when searching a CD, and an exact match
when searching Alliance Plus Online. The column headings change to match the selected search method.
5.
Once you have identified the bibliographic record on the Alliance Plus data
source that best matches the record in the library database, you are ready to
replace or update the library record.
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To examine or edit the
bibliographic record in the library
database, click View.
To skip to the next brief bibliographic
record in the library database that
matches the selected Process Brief
Record Misses option, click Next.
To replace the brief record in
the library database with the
highlighted record from the
Alliance Plus database,
click Replace.
To examine or edit the
bibliographic record in the
Alliance Plus database before
copying it into the library
database, click View.
Clicking Save replaces the record in the library database
with the edited version being viewed. For a description of the
changes made to the library's bibliographic records, see
Replace brief or full bibliographic records" on page 386.
Make the desired changes to the bibliographic record. For instructions on
updating MARC records, see the instructions beginning on page 265.
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Important: If the library has installed Catalog Plus, Alliance Plus deletes the
keywords from the records being replaced. However, if you
selected the Create Keyword Entries as MARC Records are Saved
option in Cataloging setup, Alliance Plus rebuilds the keywords
for the replacement record. If this option is not selected, you
should run the Update Keywords option in Cataloging after
running Process Misses.
See also: For a description of the changes made to the library's bibliographic
records, see Replace brief or full bibliographic records" on page 386.
As you skip, replace, or update each record in the library database with
information from the data source, Alliance Plus advances to the next brief
record in the library database that matches the selected Process Brief Records
Misses option. Once you have addressed all available brief records, the
Process Brief Records Misses options reappear. For a list of the brief records
not processed during the Process Misses session, run a Brief Records Report
(see page 503).
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Notes
403
Search Stations
Chapter 33 Setting up your search stations
Use the information in this chapter to set up your OPACs. You can choose which
interface text or visual to display to your patrons; whether they have access to
other applications; and what search and print options are available to them.
The setup is applied to the individual search station. This lets you define each
station with a unique set of options. If you wish to modify the default settings,
you must do so at each search station, or see page 429 for information on copying
setups from one search station to another.
To set up the Patron Empowerment feature, in which patrons can log on to view
their circulation information or place holds and reserves, go to System Setup |
Setup | Patron Maintenance | Patron Defaults. Instructions for the setup begin
on page 74. Instructions for using Patron Empowerment in OPAC begin on page
472, for WebCollection Plus, on page 445.
Accessing Setup
To start OPAC, from the computer desktop, open the Follett Applications folder
and doubleclick the OPAC icon. You can also access the Follett Applications
menu from the Windows Start menu or from the Mac OS Apple menu.
Note: On a Windows computer, you can access Setup from anywhere in the
OPAC by pressing Ctrl + S.
From the text interface File menu, choose Setup. If you previously defined a
password for the Setup dialog, a password dialog appears. Enter the Setup
password (by default MODOPAC) and click OK. The Setup dialog appears:
Saves all the settings
and closes the Setup
dialog
Abandons any
changes on any tab
and closes the Setup
dialog
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Many of the setup options depend on which interface, text or visual, or both, you
use on your search stations. Each has its own windows and search options:
Visual interface
Text interface
The text interface lets the patron enter a term and choose one of the many
indexes in your database to search. Patrons can narrow a search to find items
belonging to a reading program or that meet Boolean search criteria, and set
limiters on their searches. Search results are detailed and contain hyperlinks
that let patrons expand or refine their searches. The Text OPAC Setup tab (see
page 410) has options that apply only to the text interface.
The visual interface is designed for lessexperienced patrons. Its windows
have abbreviated information, a graphical appearance, easytouse buttons,
and larger fonts than the text interface. It incorporates preconfigured
searches and a simplified typein window. This interface is easier for patrons
to use, but requires more time to set up. The Visual OPAC Setup tab (see page
415) has options that apply only to the visual interface.
Both interfaces can provide patrons with many research tools. These include
launching other applications, linking to Web pages, building bibliographies,
viewing their search history, and printing selection lists, title records, and
bibliographies.
The General Setup tab (see below) has settings for choosing the interface and
options that apply to both interfaces.
General Setup tab
On the General Setup tab, you determine: which interface text or visual, or
both to use at your search stations; whether or not patrons can access the
printer, the Bookbag, other applications, or the Internet; and your passwords.
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Choosing the OPAC interface
Decide which
interface(s) to use.
If you have TitlePeek,
configure your proxy
server.
In the Workstation Setup box, you can choose to display the Text OPAC Only, the
Visual OPAC Only, or give patrons the option of choosing the interface.
Note: If you choose Visual OPAC Only, the only way to access Setup on a
Windows computer is by pressing Ctrl + S.
If you choose Let Patron Decide, there is a button on the visual interface toolbar
for the patron. Clicking that button changes the window to the text interface. If
you also want a toolbar button in the text interface, include the Go to Visual
OPAC button in Toolbar Configuration on the Text OPAC Setup tab (see page
411).
To display the visual interface when you first launch the OPAC, and when the
station automatically resets, select the Visual OPAC First check box.
Important: If you are using the visual interface, the color depth of your search
station monitors should be greater than 256 (8bit). This optimizes the
speed in displaying the windows, and improves the clarity of the
graphics. Please see your operating system documentation for
checking or changing this setting.
Important: If you are using the visual interface on Mac search stations, you must
increase the memory allocation. See your technical administrator, or,
highlight the OPAC icon inside the CC40\MOPAC folder, and click
on File | Get Information | Memory. Set both the Minimum size and
the Preferred size to 10240K. This is a local setting, so you must
change it at each search station using the visual interface.
In the Union Catalog OPACs: The visual interface option is not available and its
setup tab is disabled.
Entering your proxy server information
If your patrons cannot access TitlePeek from your Windows search stations even
though you have a subscription to the service, you may need to enter your proxy
configuration. This information redirects the TitlePeek requests from your
Windows search stations to your proxy server.
Please consult your technical coordinator before making this configuration.
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Enter the address of your
proxy server and its port
number for this service.
Click the Proxies button. Enter the IP address of your proxy server and either
accept the default TCP port number of 80 or enter your custom port number.
Click Save to close the dialog box.
Important: If your patrons can currently access TitlePeek, you do not need to
change this proxy configuration.
Controlling user access
These options control whether or not patrons can print, save to file, use other
applications, or exit the OPAC. They apply to both interfaces, text and visual.
Lets patrons print search
results, Bookbag, patron
information, and events
Lets your patrons build a
bibliography (up to 500 titles)
Disables access to other
applications and the 856
tag hyperlinks, and limits
the ability to exit the OPAC
In the text interface, lets
patrons save Bookbag list to
hard drive or floppy disk
Lets you provide your patrons
with access to additional
applications by adding links to
your text interface's Tools menu
(see Providing access to other
applications" on page 408)
Resets the search station
after the specified time
(up to 99 minutes)
Selecting Let patrons print allows patrons to print search results, the Bookbag
contents, their patron information (if you allow them to log on and access it), and
Events. Clearing it removes the Print buttons from both interfaces.
The Let patrons use the Bookbag option allows your patrons to create a
bibliography list that can be edited, and printed (if enabled above). It can also be
saved to a file or floppy disk if Enable save to file is selected.
Selecting Disable access to other applications disables all links to any other
applications. This includes 856 hyperlinks, netLibrary Preview and Check Out
buttons, Find-It-All, TitlePeek, Follett eBooks, Print Preview, Save to File, and
any links to outside applications that you may have added to the Tools menu.
Note: If you disable links to other applications, you must also define the Exit
password (see Setting up passwords" on page 409).
See also: For more information about accessing the Internet and other electronic
media using the 856 tag, see page 466.
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To deter patrons from exiting the OPAC, the following also occurs when you
select the Disable access to other applications option:
The OPAC launches in full screen mode.
On a Macintosh workstation, all other processes stop when the OPAC is
launched.
When the OPAC is open, the operating system functions in the table below
are modified on Mac OS and Windows 95/98 and NT workstations:
Button,
Key Combination, or
Menu Function
Windows 95 and 98
Windows NT
Mac OS
Alt + Esc
Disabled
Not modified
N/A
Alt + F4
Requires password
Requires password
N/A
Alt + Tab
Disabled
Not modified
N/A
Close Window button
Requires password
Requires password
Requires password
Cmd + Option + Esc
N/A
N/A
Returns user to Finder
Cmd + Q
N/A
N/A
Requires password
Cmd + Shift + Power
N/A
N/A
[System reboots]
Ctrl + Alt + Delete
Disabled
Not modified
N/A
Ctrl + Esc
Disabled
Not modified
N/A
Control Menu button
Requires password
Requires password
N/A
File | Exit on menu
Requires password
Requires password
N/A
Maximize button
Hidden
Hidden
Not modified
Minimize button
Hidden
Hidden
Not modified [No other
applications running]
Shortcut menu
Requires password
Requires password
N/A
Start key
Disabled
Not modified
N/A
Start button / Taskbar
Hidden
Hidden
N/A
System bar
N/A
N/A
Available [No other
applications running]
Title bar (doubleclick)
Disabled
Disabled
N/A
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Button,
Key Combination, or
Menu Function
Windows 95 and 98
Windows NT
Mac OS
Title bar (rightclick)
Requires password
Requires password
N/A
Windows key
Disabled
Not modified
N/A
Note: If you want to further restrict your patrons' access to your system, you
may want to purchase thirdparty security software. There are, also, some
security features in the Windows operating system that you can set up to
restrict access to other applications. For more information, consult the user
manuals for your operating system or a thirdparty consultant.
If you select the Reset inactive search station option, after the specified time the
application clears the current search information, Bookbag, and search history,
returns the limiter options to the default settings, logs the patron out, and
redisplays the default interface.
Providing access to other applications
1.
To add links to other applications used by your library, click the Edit Links
button on the General Setup tab dialog. The Links dialog appears:
The selection list contains the librarydefined description,
and path and file name for each application you enter.
Your OPAC displays the contents
of the Description column in the
Tools menu.
To remove an application from the selection list and Tools menu,
highlight the specific application, and click Delete.
2.
To add a new application to the selection list and Tools menu, click New. To
update an existing application, click Edit. The Link Editor dialog appears.
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Enter the name you want to appear in the Tools menu.
Type the path and name of the application's executable file (*.EXE in Windows)
or use the Browse button to locate the desired application.
3.
After entering an appropriate name in the Description field and identifying
the application's path and file name in the Program location field, click OK.
Setting up passwords
In the Passwords box, defining a Setup password (by default MODOPAC)
prevents patrons from accessing the Setup dialog and changing the settings or
passwords at this search station. Defining an Exit password prevents them from
closing your OPAC. Asterisks mask the passwords as you type; you must type
them again for verification. We strongly recommend the use of passwords.
To add passwords, type the desired password
(up to 10 characters) in the appropriate text box;
enter it again in the Verification box.
To delete a password,
highlight the password and
press your DELETE key.
Clicking Save closes the Setup dialog and returns you to the main window of
OPAC in the interface you chose in Workstation Setup on the General Setup tab.
Important: When you select Visual OPAC only or Let Patron Decide (and you
have no action buttons defined yet), and click Save on any of the three
Setup tabs, a message asks if you want to import the default button
set for Visual OPAC.
If you plan to use the visual interface or would just like to explore it,
click Yes to add the button set to your database. You can edit or delete
any of these buttons later.
If you choose No, you must create and configure your own buttons
and sets. See page 418 for instructions. Once you create a button, you
do not have the option of importing the default set.
What's next?
Now that you have determined which interface to use at your search stations,
what access the patrons have, and your passwords, you can set up the
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interfacespecific options. If you are using the text interface, continue below. If
you are using the visual interface only, go to page 415.
Text OPAC Setup tab
On the Text OPAC Setup tab are controls that apply only to the text interface:
Choosing search options
The searching options determine what searches are available at this search
station.
If you clear a check box, that option is
removed from the Search menu and
that button from the toolbar.
If you later reenable a search option,
you must include the button in Toolbar
Setup to add the button back to the
Toolbar.
To customize the toolbar
at this search station,
click Toolbar Setup.
Consider the following when you select the searching options:
If you do not maintain keywords, clear the Keyword and Power check boxes.
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Unless your copies are assigned categories that are meaningful to your
patrons, clear the Category check box.
If you do not enter Events in System Setup, clear the Events check box.
If purchased, select Find-It-All to search free and subscriptiononly
informational databases, such as Grolier or Britannica or gain access to over
160,000 safe, high-quality Web sites aligned to both state and national
standards.
If your MARC records have Accelerated Reader information in the 526 tag,
select the Accelerated Reader check box.
If your MARC records have Reading Counts information in the 526 tag, select
the Reading Counts check box.
If your MARC records have Lexile Measure information in the 521 tag, select
the Lexile check box.
For Union Catalog Plus: The Category, Visual OPAC, and Patron Empowerment
buttons are not available. The Events displayed are those of the union catalog, not
the members.
Customizing the toolbar
Do you prefer large or small buttons? Are there certain searches or features that
you want to make readily accessible? OPAC lets you easily change the
appearance of the toolbar. To customize your toolbar, from the Text OPAC Setup
tab's Searching options, click Toolbar Setup.
The Included Buttons list displays all the options you have enabled on the
General and Text OPAC Setup tabs, and in Patron Empowerment in System
Setup. The Help button does not appear in this dialog. It is always available on
the toolbar.
Use the Add >> and << Remove buttons to include and exclude buttons from the
toolbar. Use the Move Up and Move Down buttons to define the order they should appear.
Any search or
command button in the
Excluded Buttons
group box will not
appear on the toolbar.
Select the button size
you prefer.
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The number of buttons that fit on the toolbar depends on the monitor's desktop
area and the size of the buttons. The buttons do not wrap to a second row. If you
select more buttons than can be displayed, some of the buttons will not be
accessible. The following table lists the number of buttons that can display at
each standard monitor resolution.
Number of buttons per resolution on OPAC toolbar
Button Size
640 x 480
800 x 600
1024 x 768
Large buttons
9
12 (11 on Mac OS) 15
19
Small Buttons
14
18
20
20
1280 x 1024
Whether or not you add a button for a feature to the toolbar, all the features you
enable are accessible from one of OPAC's menus.
Modifying the record display
These options determine how much of the MARC record is visible when title and
copy information is displayed in your OPAC:
To have the full MARC record
information appear by default,
select Full record. Otherwise,
the brief record appears.
To include interest or reading grade
level notes (521 tag) in title information,
select the appropriate check box.
If a check box is cleared, the
information does not appear or print.
To include the description/enumeration
with the copy information, select this
box. If the check box is cleared,
the information does not appear or
print.
To include review sources (510 tag) in
title information, select this check box.
If a check box is cleared, the
information does not appear or print.
Patrons can always switch between brief and full records when viewing. For a list
of the MARC tags used in full and brief record displays, see page 638.
Selecting limiter options
The limiter options you choose determine what limitations can be placed on
searches at the current workstation.
Important: When using limiters, remember that if a record doesn't contain the
limiting information, your OPAC never displays it. This is
particularly important when using reading and interest level limiters.
To use these limiters effectively, your records must contain specific
information in a 521 tag. For more information, see Reading and
interest levels and the 521 tag" on page 634.
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To allow limiting by Publishing year, Reading level, Interest level, or Material
types, select the appropriate check boxes.
If a check box is cleared,
the option is disabled and
cannot be set by you or
your patrons.
Lets patrons customize
search limiters,
overriding any defaults.
To set default ranges for the
limiters, click Set defaults and
see the following section,
Defining default limiter ranges."
Libraries button available only
for Union Catalog Plus.
Note: If all the limiter options are cleared, the Limiters option is inaccessible from
either the toolbar or the Tools menu, and the Let patrons set limiters check
box is disabled.
If you plan to let patrons limit their searches, but do not wish to set any default
limitations, continue with What's next" on page 414.
For Union Catalog Plus: A Libraries option is available. Selecting this box allows
limiting the search to the collection of a specific member. Clearing the box
disables the Libraries button in the Limiters dialog. For ease of use to the patron,
Member" is referred to as Library" in the OPAC.
Defining default limiter ranges
By default, your text OPAC uses any limiters defined here. If patrons are allowed
to change the limiters (see page 470), their selections override these defaults.
You can set defaults for publishing year, reading level, interest level, and material
type. To set the defaults, from the Setup dialog's Limiter options, click Set
defaults. The Limiters dialog appears:
To save the default
limiter settings, click
OK to return to the
Setup dialog, and
there click Save.
Reading levels can range
from 0.1 to 20.0. To enter
a number above 14.9, type
it in the text box.
Resets all limiters
back to All
To limit the search to
one member's
database.
Available only to
Union Catalog Plus.
Allows you to select
multiple material
types
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To limit by publishing year, reading level, or interest level, choose Select and
define the desired range. To limit searches by material type, select or clear the
check boxes so only the material types you want to include are checked.
Remember, the more restrictive you make the limiter options, the longer the
response time is for search results.
Note: Limiters are ignored in Accelerated Reader, Reading Counts, Lexile,
authority, call number, and category searches. Limiters set here have no
effect in the visual interface.
In Union Catalog Plus, you can set the default search scope to one member's
collection. Click the Libraries button and select the desired site from the list. The
selected member name appears at the bottom of the main search window.
What's next?
Now that you have determined the search and limiter options, and set any
default limiters, you can continue with the visual interface options. If you are not
using the visual interface, you have completed your tasks in Setup. To save your
settings and exit Setup, click Save.
If you exit Setup, please note that all of the settings on these three tabs apply only
to the workstation you are now on. If you would like to copy these settings to
your other search stations, see page 429.
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Visual OPAC Setup tab
On the Visual OPAC Setup tab, you can: choose your home button set; decide
whether or not to show hyperlinks in the record display; include annotations in
the Bookbag printout; and select the Bookbag Report sort order. You also can
access the button configuration dialog from this tab:
Click to set up the action
buttons (see page 418).
Choosing display options
The visual interface presents sets of graphical action buttons to the patron instead
of a search text box and search buttons. The Home Button Set is the set of buttons
that appears when the visual interface is launched, the station automatically
resets, or the patron clicks the Home button in Navigation. It is the top level in a
search hierarchy.
Until you choose to either load the default button set when prompted or create
your own sets, the list contains only the name HOME," which is the name of the
default home set. After loading the default buttons or creating your own, it
contains the names of all existing sets. You can choose any one to be the home set.
Click the arrow next to the list and select the desired set. It can be changed at any
time.
Choose the set that
appears when you
launch the visual interface.
Show hyperlinks in
the record display.
Add annotations to the
Bookbag printout.
Choose from Author-Title,
Call Number-Author, or
Title-Author.
To show 856 tags (Electronic Location and Access) in the record display window,
check the Show 856 tags check box. Any netLibrary eBooks, however, are not
accessible in the visual interface.
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Note: If you did not select the Disable access to other applications check box on
the General Setup tab and your search station is Webenabled, the
hyperlinks function.
Selecting Bookbag options
To include, in the Bookbag printout, annotations (505a, 511a, 520a tags) from the
MARC record, select the Print annotations in Bookbag check box. The
annotations always appear in the record display window.
For the visual interface, you, not the patron, determine the Bookbag Report sort
order. Choose from Author-Title, Call Number-Author, or Title-Author.
Saving your settings
To remove any changes you made to these settings, reverting to the previously
saved ones, and return to the main window of OPAC in the interface selected in
Workstation Setup on the General Setup tab, click Cancel.
To save any changes, close the Setup dialog, and return to the main window of
OPAC in the interface you chose in Workstation Setup on the General Setup tab,
click Save.
Importing the default buttons
When you select Visual OPAC Only or Let Patron Decide (and you have no action
buttons defined yet), and click Save on any of the three Setup tabs, or Config on
this one, a message asks if you want to import the default button set for Visual
OPAC.
If you plan to use the visual interface or would just like to explore it, select Yes.
The button set is added to your database. You can edit or delete any of these
buttons later. See the table, below, for the default button configurations. If you
choose No, you need to create and configure your own buttons and sets. See page
418 for instructions.
Note: Once you create an action button, you do not have the option of importing
the default set.
Default button sets
There are over fifty default buttons that are preconfigured. That is, we have
already set them up for you naming them, selecting the picture, setting them
to perform keyword or power searches, and organizing them into sets. All of the
home set buttons have been configured to load another set of buttons. The
buttons in the secondary sets perform bibliographic or keyword searches that
should produce a list of results for patrons.
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The table below outlines the default sets. You can see, for example, that, when
clicked, the Famous People button loads a set (named Famous People) of buttons
named Athletes, Heroes and Heroines, Inventors, and US Presidents. These four
buttons, in turn, perform keyword searches on your collection.
Home Set button
Animals:
Secondary set buttons
Home Set button
History:
Secondary set buttons
Bears
Insects
Birds
Pets
Exploration
Pioneer life
Cats
Pigs
g
Native Americans
Dinosaurs
Rabbits
Dogs
Reptiles
Horses
Award Winning:
Caldecott Medal
Holidays:
Newbery Medal
Christmas
Halloween
Jewish holidays
Thanksgiving Day
Famous People:
Athletes
Reading Program:
Heroes and Heroines
(If you create your own,
there are button images
in the
WOPAC\ARTWORK
folder for numbers 1-9)
Inventors
US Presidents
Folk and
Fairy Tales:
Dragons
None
Science:
Endangered species
Nursery Rhymes
Experiments
Tall tales
Minerals
Oceanography
g p y
Plants
Rocks
Solar system
Weather
Geography:
Africa
Sports:
Baseball
Antarctica
Basketball
Asia
Football
Australia
Soccer
Europe
North America
South America
Find-It-All:
Opens the Find-It-All
Web page
Tip: You can find these,
and more, images in
your CC40\WOPAC (or
MOPAC)\ARTWORK
folder.
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What's next?
If you choose to load the default button set when you click Save, you need go no
further. You can use these buttons as is. When you exit Setup, open the visual
interface. Check to see that all the searches are productive for your database, and
determine your needs for any changes or additions.
Important: Make sure that your keyword index is uptodate. You can generate
keywords automatically whenever you save a bibliographic record by
selecting the Create Keyword Entries as MARC Records are Saved
option on the Misc tab under Cataloging setup (see page 55).
You can also build the keywords for new or modified records with the
Update Keywords feature in Cataloging (see page 345) or regenerate
the keywords for the entire library database by running the Rebuild
Keyword utility in Utilities (see page 595).
If these buttons do not meet your needs, continue on to the next section to
reconfigure them, or add new ones.
If you exit Setup, please note that all of the settings on these three tabs (except the
action button configurations) apply only to the workstation you are now on. If
you would like to copy these settings to your other search stations, see page 429.
If you plan to make the Visual interface available to your patrons through
WebCollection Plus, make sure to open the Setup Information page and import
the buttons. For more information about Visual WebCollection Plus, see page 447.
Adding and editing action buttons
To create your own action buttons or edit the default set, click Config on the
Visual OPAC Setup tab. This opens the visual interface main window in
Configuration (setup) mode.
This is the same window that the patrons see in Search mode, with two
differences. Configuration Mode" appears in the title bar and the toolbar
contains setup buttons. Here you can add and edit the action buttons, organize
them into sets, and see how they appear to the patron.
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Click to add an action
button to this set.
Click to end
Configuration Mode
and return to
Search Mode.
Click a button to go
back to that set.
Click a button to edit it.
If the button loads
another set of buttons,
rightclick to edit it;
leftclick to load its set.
On a Mac, hold down
the COMMAND key
while clicking to edit it.
If you chose to load the default buttons, you see the home button set in the
window. If not, the paper" is blank, allowing you to create your own buttons.
The action buttons are completely configurable. You can edit, delete, deactivate,
or rearrange them. You can move them into different sets. You can create
additional buttons for these sets or organize them into new sets.
A set is a group of buttons that displays at any one time and can contain up to 99
buttons. Since the window only holds about eight action buttons, you view the
others in the set by clicking the left and right arrows.
There is no limit to the number of sets you can create. You then, on the Visual
OPAC Setup tab, choose any set to be the home button set the buttons that
appear when you launch the visual interface or click Home in Navigation.
You can set up an action button to do one of several things:
Open another application
Launch the browser and open a specific Web page
Perform a bibliographic search
Perform a keyword search
Load another set of action buttons to implement hierarchical searching
Display the Type In Search window a simplified version of the text OPAC
To configure a button, move to the set in which it resides (or will reside, if new).
For example, if you want to change the Inventors button, click the Famous People
button in the Home button set.
To add a new action button to the set, click the Add button on the toolbar.
To edit an existing button, click the button itself. This opens the Button
Configuration dialog.
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Note: To edit an action button that loads another set of buttons, you must
rightclick it on a Windows computer. On Mac OS, hold down the
COMMAND (open apple) key while clicking it. Otherwise, the set that it
loads appears.
This image shows the configuration for the Animals button; for a new button, the
fields contain the default settings:
Delete this
action button.
Remove any
changes you made
to this button and
return to the main
window in
Configuration Mode.
(1)
Identify the action
button and choose
its location.
(3)
Determine what
happens when the
patron clicks the
action button.
(2)
Choose the
picture for the
action button.
The button configuration process is broken into three parts: Identification
naming and placing the button; Image choosing its appearance; and Action
determining what it does.
Identifying the button
In the Identification box, enter the button's name, and determine where the
button appears:
Choose the set in which
the button will reside.
Name the button.
Clear to hide the button.
Position it in the window.
1.
Assign the action button to a set from the Button is in set list. By default, the
current set is selected. To change it, click the arrow and select another one
from the list.
Example: You want to move the Geography button into the Science set. Click
the Geography button in the Home button set. In its Button Configuration
dialog, select Science from the Button is in set list and click Save.
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2.
Give the action button a Description (name). It appears under the button in
the main window.
When working with buttons, there are a few things to remember:
A button and a set can have the same name.
A particular button resides in only one set (you could, manually, create
a duplicate in another set).
A set can contain up to 99 buttons.
3.
You can hide the action button by clearing the Active check box. The button
still exists but does not display. Hiding a button is convenient for seasonal
buttons (e.g., those producing a list of holiday or summer books) or for
classappropriateness. The remaining buttons shift over to fill the gap left by
the inactive one. You can reactivate it at any time by checking the box.
4.
Place the action button anywhere in the set by selecting the Order number.
The buttons are numbered from left to right, top to bottom. By default, the
first empty position appears. If you choose a number that has already been
taken, the new button takes that position and the others shift down.
Example: If you choose to assign a button the number 3, the existing buttons,
numbered 3 through 10, become numbers 4 through 11.
Associating an image with the button
You can select the image that appears on the action button. All of the default
button images plus some extra ones are located in your CC40\WOPAC (or
MOPAC)\ARTWORK folder.
Click Picture and browse to locate the image file. Doubleclick it to copy it onto
the Button Configuration dialog.
Click to locate the
image file.
Making the best image
You can create or obtain your own images. Any image or clip art with an
acceptable format, color depth, and size can be used:
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Image Property
Valid specifications
Windows file formats
JPEG File Interchange Format (*.jpg), PC Paintbrush (*.pcx),
Tagged Image File Format (*.tif), and Windows Bitmap (*.bmp).
Mac file formats
Graphics Interchange (*.gif), JPEG/JFIF compliant (*.jif, *.jpg, *.jpeg),
MacPaint painting (*.mac), Photoshop (R) file (*.psd), PICT (*.pct),
Portable Network Graphics (*.png), QuickDraw GX image,
QuickTime image file (*.qti), Silicon graphics image (*.sgi),
Tagged Image File Format (*.tiff), Targa (*.tga), Windows Bitmap (*.bmp).
Colors
Only 8 bit (256 color) or 24 bit pictures are allowed (no 1bit or 4bit).
Size
No greater than 100K when converted to a bitmap (*.bmp).
To best display them as action button icons, please note the following
information:
The application converts the acceptable file types (see above table) into bitmaps.
Even if your file is less than 100K, it may be larger than that when converted to a
bitmap. If it is, you receive an error: Error loading image file buffer is too
small." You must then reduce the size of your image or use another one. (The
default button bitmaps are 7K.)
The application uses an image that is 80 pixels wide by 72 high. If your image is
larger or smaller, it is stretched or contracted to fit. If its height/width ratio is
different, the image may appear distorted.
To make the background of your image transparent, the background color must
be a gray shade with color values of Red 136, Green 136, and Blue 136. If the
foreground of your image has this color in it, that part of the image appears
transparent when imported.
Tip: If you have a Windows workstation, you can use MS Paint to edit your
images and clip art. To make the background transparent, go to Options |
Edit colors and define a custom color by entering 136 in the Red, Green, and
Blue text boxes. Fill the background with this color.
After editing, save the file as a 256 color bitmap (*.bmp).
Important: For optimal speed and clarity, the color depth of your search station
monitors should be greater than 256 (8bit). Please see your operating
system documentation for checking or changing this setting.
If you are creating new buttons on a Mac and the background is not transparent,
you may need to set your monitor's color depth to 256 while you are in Setup.
Choosing the Action of the button
You can choose one of six actions that happen when the patron clicks the button.
When you choose an action from the list, the Action box contents on this dialog
change to show the applicable options.
Launch an Application
This action functions the same as the Tool Link option in the text interface. In the
visual interface, however, the patron clicks an action button to open the link.
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Chapter 33 Setting up your search stations
You can configure an action button to launch any application that's available to
the search station. Enter the path and file name or click the Browse button to
locate and select the desired executable file (*.exe).
Important: Because the button configurations are shared by all of your search
stations, the path and name entered here must be valid at all of them.
The platform selection defaults to the workstation type you are now working on.
Important: If you have both Windows and Mac search stations, you must set up
two buttons, one for each platform. You should set up the Mac button
on a Mac and the Windows button on a Windows workstation. Only
the appropriate button appears in the set at each search station.
If you choose this action and choose Disable access to other applications on the
General Setup tab, the button is hidden from the patrons.
If you also have WebCollection Plus, please note that any buttons that you
configure to launch an application are hidden in WebCollection Plus. Because
patrons can use any Web-enabled computer to access WebCollection Plus, the
path, availability, or name of the application may not be valid for them.
Link to a URL
If your search station is connected to the Internet, you can configure a button to
launch your browser and open the Web page you specify in the text box. Enter
the complete address (e.g., http://www.fsc.follett.com). Validate the address by
clicking the button in the visual interface main window after setting it up.
If you choose this action and choose Disable access to other applications on the
General Setup tab, the button is hidden from the patrons.
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Tip: It's easiest to open the desired Web page on your browser, copy the address,
and paste it here.
Example: Configure a button named NASA to open the NASA Kid's Space Web
page by entering http://www.nasa.gov/kids.html.
Load Buttons
This action causes another set of buttons to display. You can use this action
repeatedly to set up a search hierarchy. This allows the patron to move from a
broad topic to a specific one, by delving through sets of buttons. When you
choose this action, a list of all existing button sets appears.
Choose a set from the Load a Set list, or, enter a new, unique name. If you enter a
new name, a new set is created with one nonconfigured button in it. You then
configure that button and add any others that you want.
Important: When creating a new set, we recommend that the name you enter here
in Load a Set be the same name that you entered above in Description.
When working with buttons, there are a few things to remember:
Entering a new name here is the only way to create a new set.
No two sets can have the same name.
A button and a set can have the same name.
You can load a particular set of buttons more than once.
There is no limit to the number of sets you can create.
Example: Add a button to the Famous People set named Legendary Heroes.
Configure it to Load a Set. Name the set Legendary Heroes and create new
buttons (e.g., Norsemen, Greek Heroes, and Old West) in it. You can also create
another Legendary Heroes button, in the Folk and Fairy Tales set, and configure
it to load this same set.
Example: Configure buttons named Kindergarten, 1st Grade, 2nd Grade, etc., to
load button sets. Configure the buttons in the new button sets to search for, or
link to, gradeappropriate materials or sites. When a patron clicks a grade button,
and then searches, he/she retrieves only appropriate information.
Perform a Bibliographic Search
If you choose this action, the Range selection options appear. Choose Title,
Author, Subject, Series, Call Number, or Category. Define the range and apply
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any limiters. Please see page 412 for instructions on setting limiters and page 470
for instructions on using them.
Examples: Choose Select by Author and set both Starting At and Ending At to
Hope, Laura Lee. When the patron clicks this action button, he/she gets a list of
all items written by Laura Lee Hope.
In System Setup, create a category called Ms. Smith's Summer Reading List. In
Cataloging, assign that category to the desired items. Configure this button to
Select By Category, set Starting At and Ending At to Ms. Smith's Summer
Reading List. The patron now has easy access to the items on the list. Please see
page 52 for creating categories, and page 285 for assigning them to copies.
Perform a Keyword Search
If you choose this action, the power search dialog appears. You can either enter a
single word or term, or set up a Power (Boolean) search. You can also set limiters
for the search. Clicking the Clear Value button clears all three text boxes. Page 459
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provides an explanation and examples of power searches, page 412 has
instructions on setting limiters, and page 470, on using them.
Wildcards ( ? and * )
can be used in a
keyword search.
For more information
on wildcards,
see page 459.
Note: Any limiters set up on the Text OPAC Setup tab, or in the text interface's
Limiters dialog, have no effect when searching in the visual interface.
Show User Type In
You can configure a button to open a simplified typein search window where
patrons can enter a search word or term. By clearing the check boxes, you can
limit the search buttons that appear in the window. You must leave at least one
box checked. You can create multiple typein buttons, giving each one different
limiter settings.
See also: Please see page 412 for instructions on setting limiters and page 470 for
instructions on using them.
Examples: Name a button Movie Finder" and set the limiters to include only the
Films material type, or name a button 3rd Grade Lookup" and set the limiters to
include only Reading Level 3.0 to 3.9 materials.
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Saving buttons
Clicking Save saves the configuration for this button and returns you to the
visual interface main window, still in Configuration mode. The new button
appears in its set immediately on your workstation.
Important: The button configurations are saved in the FairCom Server database,
not, like the setup options, on the local workstation. All search
stations, therefore, access the same button sets; you do not need to
configure the buttons at each search station. You can configure at any
workstation that has Catalog Plus installed.
If you make changes to the button configurations, it may take up to
ten minutes for the changes to appear on the other search stations. For
an immediate refresh, close and restart the OPACs.
Since the option of selecting the home set is on the Visual OPAC Setup
tab (and, therefore, saved locally), you can select a different set to be
the home set at each search station.
If you've made the Visual interface available to your patrons through
WebCollection Plus, make sure to open the Setup Information page and
re-import the buttons. For more information about Visual WebCollection Plus,
see page 447.
Deleting buttons
To delete an action button, click Delete.
Note: If you want to delete a whole set of buttons, delete each button in the set
before deleting the button that loads the set. This avoids the existence of
orphan" buttons those still existing in the database, but inaccessible.
To remove any changes you made to this button's settings and revert to the
previously saved ones, click Cancel. This also returns you to the visual interface
main window in Configuration mode
There, you can click the Exit setup button to change the mode of the main
window from Configuration to Search.
In Search mode, check to see that all of your action buttons perform as expected.
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Putting it all together
There are many possibilities for configuring buttons and sets. You can create
them to support your school's curriculum, draw attention to certain resources, or
fill special needs or interests. In the example below, we demonstrate the creation
and configuration of buttons to support the research efforts of a class focusing on
space exploration. Keep in mind that these are only suggestions. You can
configure the buttons and populate the sets in many different ways to best suit
your patrons' needs and direct them to the resources available to them.
In the Home button set, click the Science button.
In the Science set, click Add to create a button. Name it Astronomy.
Configure the Astronomy button to load a set.
Name the set Astronomy. Since this is a new set name,
a new set is created.
In that new set, create new buttons named Galaxies,
Neutron stars & Black holes, and Space Exploration.
Configure the Space Exploration button to load
a set. Name the set Space Exploration. Since
this is a new set name, a new set is created.
In that new set, create new buttons named
Telescopes & Observatories, Space Stations,
Satellites, and NASA.
Then configure the Space
Stations button to perform a
Subject search on Space
stations. A patron can get a
list of titles about space
stations with only four clicks.
The patron can see his progression from a general topic to
a specific one in Navigation, and can find his way back.
Move the Solar System
button into the
Astronomy set by
changing its
Button is in set
designation.
Configure the NASA button to launch
the NASA Kids Web page by
choosing the Link to a URL action
and entering
http://www.nasa.gov/kids.html
in the text box.
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After saving your setup
Since the settings (except the Visual OPAC button configurations) are search
station specific, if you need to make changes to the default settings, remember to
set up each search station.
Setting up multiple search stations
You can copy the setup from one search station to another. If all your search
stations will be identical but require a lot of changes to the default settings, this
can save you some time.
Note: This option is not available for Mac OS search stations.
1.
After saving your OPAC settings, use Windows Explorer or My Computer to
open the search station's Windows folder.
2.
Locate the FSC.INI file and copy it to a floppy disk or network drive.
3.
At each search station, copy FSC.INI from the floppy disk or network drive
to the Windows folder, replacing the search station's existing file.
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Notes
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Chapter 34 Setting up WebCollection Plus
After completing the WebCollection Plus installation and connecting it to the
FairCom database(s) in the Administrator, you can run WebCollection Plus with
its default settings. This chapter contains directions for the following:
Accessing it on the Internet
Setting up and using its optional features, including State Standards and
WebPath Express
Customizing your Web pages
Using the English/French or English/Spanish versions
For installation, configuration, and troubleshooting information, please see the
WebCollection Plus Guide (wcp.pdf) in the EXTRAS\MANUALS folder on the
Follett Software CD.
Running WebCollection Plus
WebCollection Plus starts and stops automatically whenever you start or shut
down the Windows NT/2000 server on which it's installed. Because you don't
need to log on to the server, you can leave WebCollection Plus running without
making the NT/2000 server accessible to unauthorized individuals.
WebCollection Plus will start even if your FairCom Server is unavailable (that is,
not started or being accessed in exclusive mode by Utilities). If your FairCom
Server is unavailable, patrons will receive an error message when they attempt to
search. However, WebCollection Plus continually attempts to contact your
FairCom Server. As soon as the FairCom Server is available, a connection is
made. You do not need to stop and restart WebCollection Plus to re-establish a
connection.
Shutting down a connection to the FairCom Server
Some processes, such as Utilities, Restore, and Begin Inventory, require the
exclusive use of a FairCom database. These processes cannot run if
WebCollection Plus is connected to the FairCom database. You do not, however,
have to stop the WebCollection Plus services. You only need to temporarily
disconnect the Database Connector from the FairCom Server.
To disconnect it, either click the Shut Down button on the Setup Information
page, or, from the Administrator module, click Stop next to the appropriate site.
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When the process requiring the exclusive use finishes, click Start Up on the Setup
Information page, or Start in the Administrator module.
Accessing WebCollection Plus
Constructing the URL for the main page
Once you've started the WebCollection Plus services, you can access the main
Library Search page by entering the name or IP address of your server followed
by /webopac/main, a question mark (?), siteid=, and the correct Site ID in the
Location or Address text box of your Web browser.
Examples: http://192.168.0.1/webopac/main?siteid=smithhs
http://www.myserver.edu/webopac/main?siteid=smithhs
If you entered a different port number during installation, insert a colon (:) and
the port number after the IP address.
Example: http://192.168.0.1:4000/webopac/main?siteid=smithhs
Your patrons will need this complete address to access WebCollection Plus. If you
have established a Web page for your school, you can create a link from it to
WebCollection Plus.
Type the URL in the address box of your browser and press Enter. The main page
of WebCollection Plus appears. To test the connection to the FairCom database,
enter a search word in the text box, and click the Title icon. You should see a list
of results.
Constructing the URL for the Setup Information page
To access the Setup Information page, in the Location or Address text box,
substitute config" for main" in the address.
Examples: http://192.168.0.1/webopac/config?siteid=smithhs
http://www.myserver.edu/webopac/config?siteid=smithhs
Changing the setup password
Defining a Setup password (by default MAKEITSO) prevents patrons (or any
visitor) from changing the settings or password on the Setup pages. To change or
delete it, click Change Password on the Setup Information page.
On the Change Setup Password page, enter your preferred password; use up to
10 alphanumeric characters. Asterisks mask the password as you type; you must
type it again for verification. Then click Save.
If you prefer to save your setup preferences without entering a password, enter
the default password in the Old Password text box, enter nothing in the other
two, and click Save. However, we strongly recommend the use of passwords.
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Warning: If you clear the password, it then becomes possible for anyone accessing
the Setup Information page to define a new password.
Click to open the page.
A note about browser settings
WebCollection Plus requires a few of the optional settings available in many
browsers. In order for your patrons to open and use its Web pages, please make
sure that JavaScript, cascading style sheets, and cookies are enabled.
JavaScript is a World Wide Web scripting language an extension of HTML. It
allows WebCollection Plus to include functionality, not just static display, in its
Web pages.
Cascading style sheets (CSS) act as templates that control the formatting of the
WebCollection Plus Web pages. They specify particulars such as font types and
sizes, and background colors.
A cookie is a file that the server for a Web application (like WebCollection Plus)
writes to your hard drive. It stores your user preferences, as well as pages and
graphics so that the server does not have to resend them.
WebCollection Plus uses a cookie file to store the following information:
The contents of the Bookbag
The Limiters preferences of the user
The preferred language of the user, if you have WebCollection Plus for
English/French or English/Spanish
By default, cookies are enabled. If you did not disable cookies when you installed
your browser, you do not need to change the setting.
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The Setup Information page
The WebCollection Plus Setup Information page provides numerous options that
let you tailor your Web OPAC to accommodate your patrons' needs.
Important: Starting with version 5.10, you must enter a password to save any
changes on the setup pages. By default, this password is MAKEITSO.
To change or eliminate the password, see page 432.
When you enter the URL (see page 432), the Setup Information page appears
(for WebCollection Plus for Union, see page 435):
To make these additional Web
pages available, see page 450.
To personalize the text and
graphics, see page 436.
To create a drop-down list of Web
links for the toolbar, see page 448.
To include these notes in the title
information, select the
appropriate check box.
To allow patrons to view Follett
eBooks, see page 449.
To enable email requests for
holds and interlibrary loans,
see page 440.
If you have a subscrip
tion to State Standards
or WebPath Express,
select the appropriate
check box(es) to add
the search button to the
toolbar...
...and enter your URL.
To let patrons create a
bibliography, see page 439.
To customize the toolbar,
see page 438.
To set up
Visual WebCollection Plus,
see page 447.
(This feature is not available for
WebCollection Plus for Union.)
To change or eliminate the
password, see page 432.
To temporarily disconnect
from and reconnect to the
FairCom Server, when another
process requires exclusive use of
the database, see page 431.
When you complete your changes on the Setup Information page, enter your
password if necessary, and click Save.
Important: Before you click any of the buttons (Import Buttons, Edit Graphics,
Edit QuickLinks, Edit Toolbar) that take you to another page, enter
your password if necessary, and click Save to preserve the settings
you changed on this page.
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WebCollection Plus For English/French or English/Spanish: There are several
additional languagespecific options. See page 454 for more information.
For WebCollection Plus for Union
You have some additional options for your member sites on the Setup
Information page:
To access your list of members,
enable hold and interlibrary loan
email requests and enter their
site URLs so that users can
check an item's availability
(see pages 441 and 445).
Every member defined in Union System Setup automatically appears in the
Member Information section. Use the options next to each member's name to
enable their services:
Choose to allow Hold and ILL email requests (see page 441)
Choose to allow patrons to retrieve a copy's availability (see page 445)
In addition, you can group your member catalogs to make it easier for patrons to
search a portion of the union catalog (see page 439). For information on creating
groups in Union System Setup, see page 101.
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Customizing the appearance of the pages
WebCollection Plus lets you personalize some of the text and graphics elements
on the home and search pages:
Change the background
graphics and the logo.
Change the text.
Changing the text on the main page
You can change the text that appears on the first page and on the footer that
appears throughout the application.
Enter your text
changes here.
Click to specify
your graphics files.
The information in the Display Site (or Union) Name text box appears on the
first page and in the Web browser's title bar. By default, WebCollection Plus
displays WELCOME. To change the default name, just enter your
institution's name and make certain the check box is selected. If you don't
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want to display this information, clear the Display Site (or Union) Name
check box.
The Display Announcement option lets you show a short message (up to 100
characters) on the first page. This lets you alert your patrons to important
events, such as library or school closings, or to remind them to return
checkedout items prior to vacations or holidays.
To set up an announcement, select the Display Announcement check box and
enter your message in the text box. If you don't want to display this
information, clear the Display Announcement check box.
The Display Footer option lets you add a custom message (up to 100
characters) to the bottom of each page. The footer can be a simple message or
a hyperlink.
To set up a footer, select the Display Footer check box and enter a message in
the Text field. To make the message a hyperlink, enter an Internet address or
an internal path in the URL text box. If you enter an Internet address, you
must include the protocol (e.g., http://").
Changing the graphics
If you'd like to select your own background graphics for the pages or add your
own logo on the first page, you first need to copy the new graphics files into the
POLARIS\WWWROOT\WR\USER\<site name> folder.
Note: To ensure that the images you use will be compatible with all browsers and
are supported by the Web standard, we strongly recommend that your
graphics be in either the .jpg, .gif, or png file format.
In addition, do not use spaces in your graphic file name. For example,
birchtree.gif" will appear, but birch tree.gif" will not.
Once you place your graphics in the folder, select the Use Custom Graphics check
box (under Appearance) and click the Edit Graphics button. The Custom
Graphics setup page appears:
Sets the background image of the
toolbar for the search page.
Sets the background image for
the main frame of the main page.
The Information, Web Links, and
help pages are not affected.
Sets the image that appears in
the middle of the first page.
Once you specify the images you want to use, enter your password if necessary,
and click Save.
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To disable this feature, clear the Use Custom Graphics check box on the Setup
Information page, enter your password if necessary, and and click Save. Once
you do so, the default graphics appear on the pages. So that you can quickly
re-enable them, any graphics file names you entered on this Custom Graphics
Setup page remain in the text boxes.
Providing tools and services for your patrons
Configuring the toolbar
You determine what searches and tools are available by defining what buttons
appear on the toolbar. To edit the toolbar, click the Edit Toolbar button (under
Tools and Services). The Toolbar Setup page appears:
Click to open the page.
Use the Add >> and << Remove buttons to include
and exclude buttons from the toolbar. Use the Move
Up and Move Down buttons to define the order they
should appear.
Select the options you want to include (the Help button is always available), then
enter your password if necessary, and click Save.
Note: If you enable Patron Empowerment on the System Setup | Setup | Patron
Maintenance | Patron Defaults tab, the My Info and the Logout buttons
automatically appear on the WebCollection Plus toolbar. These buttons
can be reordered, but cannot be excluded.
Important: If you select more buttons than can be displayed, some won't be
accessible. For example, a monitor with a screen resolution of 640 by
480 pixels can display only thirteen buttons.
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For WebCollection Plus for Union: The Category search option and Visual
WebCollection are not available.
The Limiters dialog contains a Libraries to be searched" section that allows
patrons to select the collections to search the entire union catalog, one of the
member catalogs, or a predetermined group of catalogs. To group your member
catalogs in Union System Setup, see page 101.
Toolbar buttons for Patron Empowerment
If you enable Patron Empowerment on the System Setup | Setup | Patron
Maintenance | Patron Defaults tab, the My Info and the Logout buttons
automatically appear on the WebCollection Plus toolbar, and the Place
Hold/Reserve button appears on the Title Information page. For further
information, see the Patron Empowerment section on page 445.
Enabling the Bookbag
The Bookbag option lets patrons create a bibliography of the items that interest
them. If you want to let your patrons build bibliographies, select the Enable
Bookbag check box (under Tools and Services) on the Setup Information page; its
toolbar button is then selected automatically. If the check box is cleared, the
Bookbag is not accessible.
You can limit the size of a patron's Bookbag by entering the maximum number of
entries (up to 150) in the text box. The Bookbag does not empty automatically.
The patron must click the Remove All button in the Bookbag. A counter on most
pages displays the number of items in the Bookbag.
To print, save, or mail a Bookbag, the patron can open the printer friendly
version, and then use the browser's menu commands or toolbar buttons.
Important: WebCollection Plus uses a browser cookie file to store the contents of
the Bookbag. By default, all browsers accept cookies. If you'll be using
WebCollection Plus on internal search stations and want to use the
Bookbag, make certain that no one has changed this option.
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Setting up hold and interlibrary loan request options
The Allow Hold Requests and Allow ILL (InterLibrary Loan) Requests options
let your patrons and associated libraries submit requests via email. If you want to
allow your patrons to place actual holds and reserves, see the Patron
Empowerment section on page 445.
Important: Since the request forms are not password protected, unqualified
individuals can submit requests. For security purposes, these requests
do not touch your library's database. Instead, they simply supply the
information needed to process the request.
1.
Under Email Requests, in the Outgoing Mail Server text box, enter the name
of your mail server (for example, smtp.washington.edu).
2.
Choose whether or not the patrons must include their email address.
3.
Select Not Required if you (the library administrator) do not require the
patron's email address and your SMTP mail server does not require a
sender's email address. (Some SMTP mail servers reject incoming email
messages that don't include a return email address.)
Select Require Patron To Enter if you do require the patron's email
address.
Select Use Default If Left Blank if you do not require the patron's email
address but your SMTP mail server does. Then enter an appropriate
default address in the text box.
To allow hold or interlibrary loan requests, select the appropriate check boxes
and enter the email addresses for the requests (for example,
librarian@washington.edu).
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For WebCollection Plus for Union
Union catalogs can choose to allow Hold and ILL requests for each member
catalog. Click Edit Members in the Member Information box. The Member
Information list appears:
Click to open the page.
Select the check boxes for email
requests for each member, and
enter their email address.
To allow patrons to email requests to the member, select one or both check boxes.
Then enter the member's email address. This entry places an Email Request
button next to the member's copies on the Copy Information page.
To disable hold or interlibrary loan requests, clear the appropriate check boxes.
Important: Before you allow holds and ILLs on the Member Information page,
you must first define and save your Outgoing Mail Server on the
Setup Information page.
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Customizing the hold and interlibrary loan request forms
Since every library's rules regarding who may request a hold or interlibrary loan
vary to some degree, WebCollection Plus lets you edit the instructions that
appear on the request forms.
The text files for the hold (hold.txt) and interlibrary loan (ill.txt) instructions are
located in the POLARIS\WWWROOT\WR\USER\<site name>\ENGLISH
folder. You can use any text editor to edit the request forms' instructions. Make
sure to save the file with a .txt" extension on the file name.
This text is customizable.
Edit the file hold.txt.
To send the hold request,
a name is required.
An email address lets the mail
server notify the sender of any
problems delivering the request.
This text is customizable.
Edit the file ill.txt.
An interlibrary loan request
requires the names of the library
and of the individual requesting
the loan.
For WebCollection Plus For English/French or English/Spanish: You can edit
both the English and French (or Spanish) instructions. The French (or Spanish)
versions of these instructions are located in
POLARIS\WWWROOT\WR\USER\<site name>\FRENCH (or SPANISH).
For WebCollection Plus for Union: The same instructions appear on the request
forms for every member library. You can not individualize them.
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Setting up WebCollection Plus for State Standards
If you have a subscription to State Standards, once you've installed or updated
your WebCollection Plus, you'll need to configure it for State Standards:
1.
Open the WebCollection Plus Setup Information page.
(Substitute config" for main" in your WebCollection Plus URL.)
Examples: http://192.168.0.1/webopac/config?siteid=smithhs
http://www.myserver.edu/webopac/config?siteid=smithhs
2.
Scroll to the Integrate with State Standards and WebPath Express box.
3.
Select the State Standards check box.
4.
Enter the URL that takes your patrons to the main page of your
WebCollection Plus.
Make sure to include the protocol (e.g., http) and the main?siteid=..." at the
end.
5.
Enter your password, if any, and click Save. This automatically adds the State
Standards button to the toolbar.
Select this check box,
and enter your URL.
Important: Make sure, also, that your browser accepts third-party cookies. The
State Standards service uses these to retain your search settings.
Changing browser settings varies from browser to browser, so refer to
the browser's online help for instructions.
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Setting up WebCollection Plus for Keyword/Power and Browse
searches
If you have a subscription to WebPath Express, once you've installed or updated
your WebCollection Plus, you'll need to configure it for WebPath Express:
1.
Open the WebCollection Plus Setup Information page.
(Substitute config" for main" in your WebCollection Plus URL.)
Examples: http://192.168.0.1/webopac/config?siteid=smithhs
http://www.myserver.edu/webopac/config?siteid=smithhs
2.
Scroll to the Integrate with State Standards and WebPath Express box.
3.
Select the WebPath Express check box.
4.
Enter the URL that takes your patrons to the main page of your
WebCollection Plus. Make sure to include the protocol (e.g., http) and the
main?siteid=..." at the end.
5.
Enter your password, if any, and click Save.
Select this check box,
and enter your URL.
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Checking a copy's status from WebCollection Plus for Union
If any of your union catalog members are running WebCollection Plus, your
patrons can find out if a copy is available. Open the Member Information page by
clicking Edit Members. On the Member Information page, enter each member's
complete URL in their WebCollection URL text box. This places an Availability
button next to that member's copies on the Copy Information page. When
clicked, it displays the copy's Call Number, Status, Sub Location, and Description
(if available). Make sure to enter the full URL, including http://".
Note: Your member catalogs can be running any version of WebCollection Plus.
Click to open the page.
Enter the complete URL of the
member's WebCollection Plus.
Enabling Patron Empowerment
You can allow your patrons to log in to WebCollection Plus. You can choose to
allow them to view and print a list of their checkouts, fines, and holds, or to place
actual holds and reserves, or do both.
There are no options on the Setup Information pages for Patron Empowerment.
To enable Patron Empowerment in WebCollection Plus, you must select it on the
System Setup | Setup | Patron Maintenance | Patron Defaults tab. In the Allow
Patrons to Log in list, choose OPAC & WebCollection Plus, or WebCollection Plus
Only. Make sure to choose the password field and the feature(s) allowed, and to
distribute the passwords to your patrons.
Once you enable this feature in System Setup, WebCollection Plus automatically
adds the My Info and Log Out buttons to its toolbar, and a Place Hold/Reserve
button to the Title Information page.
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While the Login dialog is almost identical to that in OPAC, the Patron
Information page has a different format a list instead of a tabbed dialog:
For privacy, only the patron's
name and card expiration
date appear at the top.
Pending,
and assessed fines appear.
Patrons can check the status
of their holds and reserves.
Like the Bookbag, clicking the Printer Friendly button produces a black on white
text version of the patron information for printing, saving, or mailing.
To protect your patrons' privacy, there is an inactivity timeout of five minutes.
This timeout is not configurable. WebCollection Plus logs the patron out if there
is no activity (mouse movement or keyboard entry) on the Login, My Info, or
New Hold/Reserve page for five minutes. Patrons are allowed to log back in any
number of times.
See also: To learn more about setting up Patron Empowerment, see
Empowering your patrons" on page 74. To learn more about using it, see
Patron empowerment" on page 472 in the chapter, Using your OPAC."
For WebCollection Plus for Union: This feature is not available.
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Setting up Visual WebCollection Plus
To make the Visual OPAC interface available to your patrons in WebCollection
Plus, select the check box for its toolbar button on the Toolbar Setup page (see
page 438). Then, on the Setup Information page, you have the same options in
WebCollection Plus as in your regular OPAC.
Important: To move between the Visual WebCollection button sets, do not use
your browser's Back button. Instead, use the Navigation buttons on
the right. Using the Back button may cause the wrong page to appear.
To enable the other controls,
import your buttons first.
You must first click Import Buttons the first time you choose to use Visual
WebCollection Plus. Then, whenever you make any changes to the buttons in
OPAC Setup, you'll need to re-import the buttons.
Before you can use Visual WebCollection, you must have already loaded or
created the buttons in your regular OPAC. For instructions, see page 415.
Note: Any buttons that are configured to launch an application are hidden in
Visual WebCollection. Because patrons can use any Web-enabled
computer to access WebCollection Plus, the path, availability, or name
of the application may not be valid for them.
To show any 856 tags (Electronic Location and Access) on the Title
Information page, select the Show 856 tags check box.
To include annotations (tags 505a, 511a, and 520a) from the MARC record in
the Bookbag, select the Show annotations in Bookbag check box.
For Visual WebCollection Plus, you, not the patron, determine the Bookbag
sort order. Choose from Author-Title, Call Number-Author, or Title-Author.
The Home Button Set is the set of buttons that appears when the patron clicks
the Visual toolbar button, or the Home button in Navigation. The list contains
the names of all existing sets. Choose any one to be the home set.
Note: When patrons access Visual WebCollection with a Netscape 4.7 browser,
there are two slight differences in functionality:
To open a title information page from the search results list, the patron
must click on the title hyperlink; the whole entry is not a clickable button.
To remove one title from the Bookbag, the patron must click the Remove
button adjacent to the title; there is no Remove One button.
For WebCollection Plus for Union: This feature is not available.
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Providing more information access for your patrons
Accessing TitlePeek
There are no options on the Setup Information pages for enabling TitlePeek.
Once you select the check box that enables TitlePeek on the System Setup | Setup
| Cataloging | Misc tab, the TitlePeek button appears on the Title Information
page. It appears, however, only when the title's record contains an ISBN and
information is available for the title and you have a subscription to TitlePeek.
The button appears as either a cover image of the book (if available) or a
blue-and-white TitlePeek square. Clicking this button displays additional
information about the title. This may include the large cover image, table of
contents, an excerpt, publisher's summary, author notes, and journal reviews.
This service allows your patrons to browse the shelves" from outside the library
and can assist them in the assessment of the title's readability and contents.
Setting up QuickLinks
QuickLinks lets you easily enter up to fifteen hyperlinks that can be selected from
a drop-down list above the search page's toolbar. These links can point to any
site, internal or Internet, that you deem useful to your patrons.
To set up QuickLinks, click the Edit QuickLinks button. The QuickLinks Setup
page appears:
Click to open.
Enter a name and a complete URL for each link that you want to add. The name
appears in the drop-down list. The URL must be the complete Internet site
address, including http://". When you are finished, enter your password if
necessary, and click Save.
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Then, before you leave the Setup Information page, select the Enable QuickLinks
check box, enter your password if necessary, and click Save.
To disable this feature, clear the Enable QuickLinks check box, enter your
password if necessary, and click Save. If this box isn't checked, the drop-down
list won't appear. Any links you have set up remain on the QuickLink Setup
page.
Modifying the record display
These options determine how much of the MARC record is visible when title
information is displayed within WebCollection Plus:
To include interest or reading grade level notes (521
tag) in title information, select the appropriate check
box.
To include review sources (510 tag) in title information,
select this check box.
If a check box is cleared, the information does not
appear or print.
Viewing Follett eBooks
If you purchased Follett eBooks and want to make them available from outside
your school network, you'll need to set up a password. When a patron clicks the
Electronic Access entry on the Title Information page for a Follett eBook, a
password dialog appears. After the patron enters the common password and
clicks OK, a new browser window opens and displays the Follett eBook. Patrons
must enter the password whether they access WebCollection Plus from search
stations within your network or from home.
If you prefer to allow access to Follett eBooks only from the workstations and
search stations inside your school network, leave the Use IP Authentication
option selected. With that setting, only computers with an IP address within the
registered range can access Follett eBooks. When a patron clicks the Electronic
Access entry, a browser window opens and displays the Follett eBook.
Regardless of the setting you choose here for WebCollection Plus, your OPACs
always use IP authentication.
To set up a password, select the Use Password Authentication option and enter
the password. It can be from one to ten characters. It must be alphanumeric, with
no punctuation or special characters; it is not case-sensitive. When you are done,
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enter your Setup Information page password, and click Save. Make sure to
distribute the eBook password to your patrons.
Select to allow access only from within your network.
Select to allow access from any browser
and enter 1 - 10 alphanumeric characters.
While a Follett eBook is open, there is an inactivity timeout (currently 15
minutes). If no mouse or keyboard activity is detected in that time, the Follett
eBook Web server presents a message to the patron. To resume reading, the
patron must return to the Title Information page and click the link again.
Enabling optional tabs
By default, the Library (or Union) Search tab is the only available tab in
WebCollection Plus. However, you can add tabs for Events, Information, and
Web Links.
WebCollection Plus displays Event information based on the events entered in
System Setup | Setup | Site | Events, or Union System Setup | Setup | Union |
Site | Events (see pages 43 and 98, respectively). The Information and Web Links
pages are yours to customize.
See also: For ideas on customizing the Library (or Union) Information and Web
Links pages, see the following section, Customizing your pages."
To enable the Events, Information, or Web Links tabs, select the appropriate check
boxes. To disable any of them, clear the check boxes.
Customizing your pages
WebCollection Plus provides two additional pages you can customize as you
choose the Information page and the Web Links page. To enable these pages,
see Enabling optional tabs" above.
Unless you possess a working knowledge of HTML code, you'll need HTML
editing software to edit these pages. If you have no experience with HTML code,
consider a what you see is what you get" HTML editor, such as Microsoft
FrontPage Editor.
The HTML files for the Information and Web Links pages reside in the
POLARIS\WWWROOT\WR\USER\<site name> folder. To protect the integrity
of the WebCollection Plus software, store any files you add to these pages in the
same USER\<site name> folder.
Information page
By answering questions that you are asked frequently, the Information page can
be a handy reference for patrons and a time saver for you. For example, you
could:
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Post library hours
List your policies
Provide a map of the library
List new additions to your library's collection
Incorporate your school's colors or mascot
For union catalogs, post the member libraries' hours, policies, or locations
Important: There's virtually no limit on what you can do to this page. Do not,
however, change the file's name or location.
To edit the Information page, open POLARIS\WWWROOT\WR\USER\<site
name>\ENGLISH\LIBINFO.HTM in any HTML editing application.
The Information page initially contains only the title bar. By default, the
Information page has a white background. This color can only be changed by
editing the HTML file for the page.
For English/French or English/Spanish WebCollection Plus: You have access to
both a French (or Spanish) and an English Information page. These files are
located in the POLARIS\WWWROOT\WR\USER\<site name>\FRENCH (or
SPANISH) folder.
Web Links page
By providing links to other libraries and online services, the Web Links page
becomes an important resource for your students, faculty, and community. The
types of sites you could link to include:
Search engines designed for students
Other libraries in your district
National libraries
Research sources
Sites that relate to current curriculum topics
Important: As with the Information page, you can change the appearance of the
Web Links page. Do not, however, change the file's name or location.
To edit the Web Links page, open POLARIS\WWWROOT\WR\USER\<site
name>\LINKS.HTM in any HTML editing application.
The Web Links page initially contains only the title bar. By default, the Web Links
page has a white background. This color can only be changed by editing the
HTML for the page.
For English/French or English/Spanish WebCollection Plus: You can set up
both an English and a French (or Spanish) Web Links page. These files are located
in POLARIS\WWWROOT\WR\USER\<site name>\FRENCH (or SPANISH).
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Testing your setup
After saving your setup information, the main WebCollection Plus Library (or
Union) Search page appears.
Perform the following checks on the appearance and functionality:
1.
On the main search page:
If you've added your name, an announcement, or a footer, or customized
the graphics, verify that these appear as expected. (See page 436.)
The toolbar buttons that you enabled should appear. (See page 438.)
If you set up any QuickLinks, make sure the drop-down list appears and
that all the links appear and take you to the correct site. (See page 448.)
Note: Some sites may open in a new window, not in the WebCollection
Plus frame.
2.
The tabs that you enabled should appear at the top. (See page 450.)
To test the Patron Empowerment feature, click the My Info button on the
toolbar. Log in with your ID and Password. Your Patron Information page
should appear. Click the Log Out or Back button to return to the main page.
(See page 445.)
If the toolbar buttons do not appear, check your settings on the System Setup
| Setup | Patron Maintenance | Patron Defaults tab. (See page 74.)
3.
From your Library (or Union) Search page, enter a search term and click a
search icon to start the search.
Note: If you chose a keyword search and the keyword couldn't be found,
WebCollection Plus returns a Subject Search hitlist with the closest
subject match at the top of the page.
4.
From the list of search results that appears, pick an entry and click its title or
its Material type button on the left. The Title Information page appears.
5.
To test the Place Hold/Reserve button, click the button (and log in, if
necessary). The New Hold/Reserve Form should appear. Place a hold on the
item and click Save. Back on the Title Information page, click the My Info
button and verify that the hold is now listed in the Holds/Reserves section of
your Patron Information page. (See page 445.)
If the Place Hold/Reserve button does not appear on the Title Information
page, verify that you set up the Patron Empowerment feature on the System
Setup | Setup | Patron Maintenance | Patron Defaults tab. (See page 74.)
6.
If the E-mail Request button does not appear on the Title Information page,
verify that you selected the Allow Hold Requests and/or Allow ILL Requests
check boxes and entered an email address in Setup. (See page 440.)
For WebCollection Plus for Union: From the Title Information page, click
Show Libraries. The Libraries page appears. Verify that the E-mail Request
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button appears as desired. If not, return to the Setup Information page to
change the settings. Return to the Title Information page and proceed with
the next step. (See page 445.)
7.
To test the Allow Hold Requests or Allow ILL Requests setup information,
click E-mail Request on the Title Information page. The Hold/ILL Request
Form appears. Enter your name and email address and click Send. A
message appears informing you whether or not your request was sent
successfully. (See page 440.)
8.
Verify that the request arrives at the email address(es) you specified in Setup
Information.
If a request could not be sent, make certain that the mail server is running. If
you do not receive the requests or receive an error message from the mail
server, check the email addresses and SMTP Mail Server information. (See
page 440.)
Your SMTP Mail Server may require a sender email address. If so, either
select Require Patron To Enter or select Use Default If Left Blank and specify
a default address for patrons who don't have one. After saving any Setup
Information changes, return to the Library Search page and repeat the test.
For WebCollection Plus for Union: We recommend that you repeat steps 6
through 8 for every member you've set up to receive email requests. You
should also check any member URLs you entered by clicking the Availability
button. If a connection to the member's WebCollection Plus can't be made,
recheck the URL you entered on the Member Information page (see page
445). Contact the member, as well, to verify that its WebCollection Plus
application is running. Then, check your Limiters page to verify your
member groupings. (See page 439.)
9.
If you have Follett eBooks, verify that the Electronic Access link (856 tag)
appears on the Title Information page. To verify that patrons can retrieve the
Follett eBook, click the link, enter the password (if you set one up), and click
OK. The Follett eBook should appear in a new browser window.
If you selected to use password (and not IP) authentication and your network
uses a proxy server and you use WebCollection Plus from within your
network, you may need to call Follett Technical Support for your proxy
server configuration options.
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WebCollection Plus for English/French or English/Spanish
The duallanguage versions of WebCollection Plus give your patrons the option
of using the application in either language. Once a patron selects a language, it is
stored in his browser's cookie file, and is displayed by default whenever the
patron visits your WebCollection Plus.
Patrons can switch
between languages easily.
In addition to the usual options available on the Setup Information page for
WebCollection Plus or WebCollection Plus for Union, these versions provide you
with several languagespecific options. To access the Setup Information page, see
the instructions on page 432.
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Select the default language
for your patrons.
Enter your institution's name,
an announcement, and a
custom footer in both languages.
The Default Language option determines what language appears by default
when a patron accesses your WebCollection Plus for the first time. The selected
language appears on the toolbar buttons, the search and results page headings,
the help files, and the text on the hold and interlibrary loan email notices.
Several features let you enter information in both languages so that it displays in
the language the patron selects. In addition to the options on the Setup
Information page, you can provide two versions of the following:
Instructions for the Hold and ILL request forms
Information page
Web Links page
The French (or Spanish) versions of these files are located in the
POLARIS\WWWROOT\WR\USER\<site name>\FRENCH (or SPANISH)
folder; the English versions are in POLARIS\WWWROOT\WR\USER\<site
name>\ENGLISH. For more information about editing hold and interlibrary loan
request instructions, see page 442. For more information about creating custom
Information or Web Links pages, see page 450.
You can define, however, only one set of custom graphics and one QuickLinks
list. The same ones display, regardless of the language the patron has selected.
Instructions on changing the graphics begin on page 436 and the QuickLinks on
page 448. If you enable the Events tab, the events display in the language that
you used when entering them in System Setup | Site | Events.
With these language options in mind, please return to page 434 to follow the
complete instructions for setting up all your WebCollection Plus features.
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Troubleshooting
When starting or running WebCollection Plus, error messages may appear in the
Windows NT/2000 Event Viewer or in your browser during a search. The
following table contains some of the error messages that may appear.
Error message
Cause/Solution
Could not initialize database, error: [error
description].
Additional errors when attempting to initialize
database. Contact Follett Software Company's
Technical Support department.
Could not load resource file.
Resource file (WPACSPEN.TRF) not found.
Contact Follett Software Company's Technical
Support department.
The database is being exclusively used by
[application name] since [date] at [time].
Please try again later.
The database cannot be accessed because it is being
accessed in exclusive mode (e.g., the Rebuild
Keywords utility). Wait until processing is complete
and try again. WebCollection Plus will contact the
database on the next search request.
The database server could not be found.
FairCom Server is not running.
Restart FairCom Server.
The database server is unavailable. Please
try again later.
FairCom Server was not started before starting
WebCollection Plus. WebCollection Plus will contact
the database on the next search request after
FairCom Server is started.
Not enough memory for operation.
Low memory error. Close any unnecessary
applications running on the Web server and check
the TEMP directories for unnecessary files.
Port [number] is already in use.
WebCollection Plus may already be running. Check
the Services dialog. If not, see Configuring
WebCollection Plus v5.10" in the WebCollection Plus
Guide to change the port number.
You cannot access OPAC at this time. A
critical process did not complete
successfully. Please contact the librarian
for assistance.
A critical process started and was unable to
complete. Contact Follett Software Company's
Technical Support department.
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Chapter 35 Using your OPAC
An online public access catalog (OPAC) lets your patrons search your library's
collection quickly and easily. This chapter discusses how to use the different
searches, their results, and the tools available in your OPAC.
Note: Before your patrons use your OPAC, review Chapter 33, Setting up your
search stations," and make any desired changes to the setup.
To start OPAC, from the computer desktop, open the Follett Applications folder
and doubleclick the OPAC icon.
Note: You can also access the Follett Applications menu from the Windows
Start | Programs menu or from the Mac OS Apple menu.
To exit, choose File | Exit or Quit. If password protection has been set up, type
your exit password in the dialog that appears, and click OK.
Choosing the interface
There are two different interfaces that the patron can use to search your
collection: text and visual. Each has its own windows and search options:
Enter a search term and
Click an index button to
produce a selection list
in the text interface.
Click a preconfigured action
button to produce a selection
list in the visual interface.
The text interface allows the patron to enter a term and choose one of the
many indexes in your database to search. The patron can narrow a search to
find items belonging to a reading program or meeting Boolean search
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criteria, and set limiters on their searches. The search results are detailed and
contain hyperlinks that allow the patron to expand or refine the search.
The visual interface is designed for the lessexperienced patron. Its windows
have abbreviated information, a more graphical appearance, easytouse
buttons, and larger fonts than the text interface. It incorporates
preconfigured searches and a simplified typein window. This interface is
easy for the patron to use, but requires more time to set up.
Both interfaces can provide the patron with many research tools. These include
launching other applications, linking to Web pages, building a bibliography,
viewing their search history, and printing selection lists, title records, and
bibliographies. The information on using the text interface begins below. The
section on using the visual interface begins on page 477.
Searching your library in the text interface
Your OPAC supports a variety of searches to meet your patrons' needs. Patrons
can access all the search options using the toolbar or Search menu.
The title bar includes the full site name. For Union Catalog Plus, the full union catalog name is displayed.
Menu bar
Search text box
Toolbar
Wildcards ( ? and * )
can be used in a
keyword search.
Power search
provides a flexible
keyword searching
tool.
For more information
on wildcards,
see page 459.
For more
information,
see page 459.
Indicates any
selected limiters
Shows how many
titles are in Bookbag
Note: If a search option was disabled in Setup or is not selected by default (see
page 410), it does not appear.
To search by keyword, title, author, subject, series, call number, or category, enter
all or part of a word or phrase in the search text box. Click the appropriate button
or Search menu item to start the search.
If you press ENTER after typing a search term, the search method defaults to that
of the first button on the toolbar, not that of a previous search.
Important: Keyword and Power searches require a properly maintained keyword
index. See Setting up miscellaneous Cataloging options" on page 55.
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What is a Power search?
Power search, an advanced keyword searching tool, allows patrons to search for
several words or phrases. Search terms can be from 2 letters (or a single number)
up to 40 alphanumeric characters. To access the Power search dialog, select
Power from the toolbar or Search menu.
Wildcards
Wom?n finds woman"
and women."
Teach* finds teach,"
teacher," teaches,"
and teaching."
For more information
on wildcards, see
page 459.
Clears the current
search
Boolean operators
define the relation
ship between search
terms.
By default, your OPAC
searches the entire
keyword index. You
can specify that a
word or phrase should
be part of the title,
author's name, notes,
subject, or series title
by selecting it here.
For an explanation of
Boolean search logic,
see page 460.
Some words are so common that searching on them isn't productive. To save
time, your OPAC disregards these stop words" during Keyword or Power
searches. A list of stop words is located in the online help Glossary.
When searching on a phrase (e.g., United States), the words must be next to each
other in the MARC record to be considered a match. Keywords separated by stop
words are also valid. Your OPAC considers any group of letters surrounded by
spaces to be a word.
See also: For a list of the MARC tags used in keyword searches, see page 637.
Wildcards ( ? and * )
Wildcards help your patrons if they're not certain how to spell a keyword. A
question mark ( ? ) replaces a single letter. You can use more than one question
mark in a word, but it can't be the first character. An asterisk ( * ) replaces any
number of characters at the end of a word. However, the asterisk can't be a
word's first or second character.
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Boolean search logic
In addition to refining their keyword searches by selecting a searchable field for
each search term, your patrons can use Boolean operators (AND, OR, BUT NOT)
to define the relationship between search terms:
cats AND dogs
cats
dogs
You get only titles that mention both cats and dogs.
cats OR dogs
cats
dogs
You get all titles that include cats, dogs, or both.
cats
dogs
You get only titles about cats that do not mention dogs.
cats BUT NOT dogs
Using a second Boolean operator to add a third keyword or phrase can either
contract or expand the search results. The search order follows the same logic as
the equation ( a + b ) + c :
( cats AND dogs )
AND fish
cats
dogs
You get only titles that mention cats, dogs, and fish.
fish
( cats AND dogs )
OR fish
( cats AND dogs )
BUT NOT fish
cats
dogs
You get all titles that include both cats and dogs, plus all
the titles that mention fish.
fish
cats
dogs
You get only the titles that include cats and dogs and
do not mention fish.
fish
Keep in mind that OR always expands a search. If the second Boolean operator is
OR, the search could have some unexpected results. For example, imagine you're
looking for books about cats that also mention either dogs or fish. The results of a
search on (cats AND dogs) OR fish will be dominated by titles about fish.
Instead, you should search for (dogs OR fish) AND cats.
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Chapter 35 Using your OPAC
Accelerated Reader search
Your patrons can search the database for titles that meet the requirements of the
Accelerated Reader
program. They can retrieve them if the MARC records have
the necessary information in the 526 tag (see page 635).
When the patron clicks the AR button, the Accelerated Reader Search appears:
Click to open
the AR dialog.
To narrow the search,
select the reading level.
Select a point value.
Any entries
here are also
optional.
The patron selects or enters a reading level range, point value range, and,
optionally, a subject and/or an author. The patron then clicks Search to produce a
list of items that meet the requirements.
The full MARC record display in the text interface includes subfields a, b, c, d,
and z (at Union Catalog Plus sites, subfield 5 also displays). The record display in
the visual interface includes subfields a, c, d, and z.
Lexile search
Lexile measures refer to numeric ranges from 0 to 2400 of the Lexile Framework
for Reading, an educational tool that links text and readers under a common
metric without subjective evaluation.
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When the patron clicks the Lexile button, the Lexile Search appears:
Click to open the
Lexile dialog.
Enter a Lexile
Measure. The
search can be
narrowed to plus or
minus 0, 50, or 100
Lexiles.
Any entries
here are
optional.
Your patrons can search the database for titles with Lexile Measures within 0, 50,
or 100 measures of a measure they enter. Patrons can also provide up to two
keywords to search by.
In addition to searching for Lexile Measures, patrons can list Beginning Reader
and NonProse titles. To include titles intended specifically for beginning readers,
check the Include Beginning Reader Titles check box. Selection of the Include
NonProse Titles check box displays items containing at least 50% nonstandard
prose that do not have Lexile Measures. Examples of nonprose materials include
poems, plays, songs, and books with incorrect or no punctuation. (You must have
Lexile information in the 521 tag of your MARC records.)
Reading Counts! search
The Reading Counts search allows your patrons to search Scholastic Reading
Counts! titles by subject, author, reading level, and/or point values. The
resulting list includes a reading level number and the number of points a student
can earn by reading certain titles.
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Chapter 35 Using your OPAC
When the patron clicks the RC button, the Reading Counts Search appears:
Click to open the
RC dialog, or use
the Search menu.
To narrow the search,
select a reading level
range,
and/or the point value.
Any entries
here are
optional.
The patron selects or enters a reading level range, point value range, and,
optionally, a subject and/or an author. The patron then clicks Search to produce a
list of relevant titles. The list of titles the patron receives is limited to the first five
hundred titles, so they are more likely to receive relevant titles if they use specific
point values and keywords.
Important: You must have Reading Counts information in the 526 tag of your
MARC records for this search to yield results. You must also rebuild
the Reading Counts headings before a Reading Counts search may be
performed. See page 596 for details on rebuilding Reading Counts
headings. To limit by reading level, the reading level must be in the
526c. The search does not examine the 521 tag (Target Audience
Note). To learn more about cataloging the 526 tag, see page 635.
Find-It-All Collection searches
Find-It-All One Search is a subscriptiononly service, available from FSC, that
allows your patrons to search local library, Internet, and subscription databases
from one window.
If you have purchased a subscription, the Find-It-All button on the toolbar and
in Visual OPAC, or the Search menu item, provides your patrons with access to
the Find-It-All One Search.
Using the search results
From the selection lists to the detailed view of the record, the search results
contain features that help patrons find what they want.
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After every search request, a selection list appears with the closest match
highlighted. Selection lists also identify the search type and search term used. To
see more about an item, doubleclick it, or highlight it and click Select.
Note: If a keyword can't be found, your OPAC returns a subject list highlighting
the closest match.
Status shows copy
availability. If there
are no copies for the
title, or if Circulation
Plus is not installed,
the column is blank.
Select a cross
referenced item to
go directly to the
recommended topic.
Select an item
with multiple
entries to access
a secondary
selection list.
Select an item with a
material type icon to
access the complete
title and copy
information.
Click the column header to
sort a Keyword or Power
Search selection list.
Shows the number
of entries in a
Keyword or Power
Search selection
list.
If Patron Empowerment
is enabled, opens the
Login dialog or the New
Hold/Reserve dialog.
Adds the highlighted title
to the Bookbag.
For more information on
the Bookbag, see page
475.
See also: For information on printing search results, see page 470.
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Chapter 35 Using your OPAC
Depending on your setup (see page 412), the record appears in full or brief
format, but patrons can always switch between the two formats. But this window
provides more than title details:
To find information
that is related to this
record, click any
hyperlink.
This button is dynamic.
Click it to switch
between brief and full
record display.
Full vs. Brief record
Opens the New Hold
or Login dialog
To view the record
above or below this
one on the selection
list, click the Previous
or Next arrow.
Access more information about this title.
Available only with a TitlePeek
subscription.
Keywords or Power Search terms are
highlighted in the record.
To see a list of the titles shelved near a
particular copy, doubleclick it, or
highlight it and click Shelf Browse.
Displays the location, availability
and description of each copy
Summarizes the circulation status
for all copies
For Union Catalog Plus: Copy Information differs slightly. The short site name
for each copy is shown; status and barcode numbers are not displayed.
Note: For ease of use to the patron, a Member" is referred to as a Library" in
the OPAC.
See also: For a list of the MARC tags used in full and brief record displays, see
page 638.
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Electronic Location and Access the 856 tag in action
If you include information in the 856 tag (Electronic Location and Access),
patrons can access electronic media (e.g., eBooks, CDROMs, or related Web
sites). In full record view, Elec. Access appears after the Notes information.
Note: If you choose to disable links to other applications in Setup (see page 406),
the Elec. Access information is not hyperlinked.
To access electronic
media, click the
Elec. Access
hyperlink.
The electronic resource
is launched in a browser.
Certain Elec. Access hyperlinks, such as those for the WebPath Express service,
are not actually part of the bibliographic record in which they appear; they are
virtual" 856 tags. To edit or delete a virtual 856 tag, you must look up the
authority record that contains the information through Cataloging; the authority
heading will match one of the bibliographic record's subject headings.
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Note: You control whether or not virtual 856 tags display; see the Show
Authority 856 tags in OPAC option on System Setup's Cataloging Misc tab
(see page 55). For more information on virtual 856 tags, see page 358.
eBooks
eBooks are electronic versions of printed books. The actual file containing the text
can reside anywhere on a floppy disk, the hard drive of a workstation, your
library server, or out on the Internet. You can purchase eBooks from several
vendors. You can also download free eBooks from several sites, like that of
Project Gutenberg.
In order for patrons to find eBooks in the OPAC, there are two materialtype
icons for them. When the MARC records contain the correct information (see
page 360), the eBook icon appears in the hitlist and on the record view, making
them readily identifiable. Patrons can also limit searches to eBooks by selecting
eBook in the Material Types list in the Limiters dialog.
netLibrary eBooks
netLibrary
eBook icon
When you purchase eBooks from netLibrary, you do not download the text.
Instead, the actual file resides on the netLibrary Web site. To facilitate the access
and use of these remote resources, netLibrary eBooks have been integrated into
the Catalog Plus application. This allows patrons to link directly to the eBook
from the OPAC. Two extra buttons, Preview and Check Out, appear on the lower
right side when the Title Information is for a netLibrary eBook.
Click to see
netLibrary eBooks
Preview allows your patrons to view the eBook. This is an ideal way for patrons
to access reference materials, do research, or decide if they want to check out the
eBook. In addition, they can do a fulltext keyword search of the item. A Preview
session lasts 15 minutes, and is automatically renewed as long as the patron is
active at the site. Preview does not require logging in.
Check Out allows your patron to check out the eBook. There are two ways to
check out: Online and Download. To check out the eBook either way, your patron
must have his/her netLibrary user name and password. The checkin is automatic
at the end of the loan period.
An Online checkout gives the patron the exclusive right to view the eBook. After
checking it out, the patron can read the eBook from any Webenabled computer,
even one at home. To read the eBook at another computer, your patron merely
opens a browser, enters the netLibrary address, www.netlibrary.com, logs in with
a user name and password, and clicks My eBooks.
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The other checkout option, Download, allows the patron to download the eBook
for reading off line. An application, netLibrary eBook Reader, is needed to read
the eBook offline. This software is available on the checkout page for
downloading at no charge. Once the Reader is downloaded, it can be used for all
Download checkouts at the search station. The option of using the netLibrary
eBook Reader is not available for Mac OS.
Note: Before you can access netLibrary eBooks, you must enter your netLibrary
account number on the Site | Identification tab in System Setup.
For Union Catalog Plus: If your union catalog has a netLibrary account and the
account number is entered on the System Setup | Union | Site tab, the Title
Information page contains the Preview and Check Out buttons in the upper right
corner. If the member has a netLibrary account and has WebCollection Plus, the
buttons appear when the patron clicks the Availability button.
Other eBooks
Generic
eBook icon
The generic eBook icon appears next to all other eBooks (including Follett
eBooks) in the OPAC. In the full record view, the Electronic Access hyperlink (856
tag) is enabled. Clicking the hyperlink opens the eBook file in its appropriate
application. This could be the search station's Web browser if your eBooks reside
on a Web site, a word processor for eBooks in text file format, or proprietary
reader software such as Microsoft Reader or Adobe Acrobat eBook Reader.
Patrons can read Follett eBooks in a browser window or download them for
reading in Adobe Acrobat eBook Reader.
Follett eBooks display the generic icon and have a clickable Electronic Access
hyperlink (856 tag). Clicking the hyperlink opens the eBook in the search station's
Web browser. Follett eBooks also have an inactivity timeout (currently 15
minutes). If no mouse or keyboard activity is detected in that time, the Follett
eBook Web server closes the eBook and presents a message to the patron.
To continue reading the eBook, the patron needs to return to full the record view
in OPAC and click the link again.
See also: For information on cataloging electronic resources, see page 355.
If the correct icons do not appear next to eBooks, follow the instructions on page
360 to edit the MARC records.
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Chapter 35 Using your OPAC
TitlePeek button
If your library has a subscription to TitlePeek, you may see a button on the right
(next to the Brief/Full button). Clicking this button launches your browser and
displays additional information about the title. This may include: cover image,
table of contents, publisher's summary, author notes, and journal reviews.
This service allows you to preview a selection without leaving your search
station, and can assist you in the assessment of the title's readability and
contents. The TitlePeek button appears only when information is available
for the title.
Note: If your patrons cannot access TitlePeek, you may need to enter your proxy
server information in OPAC Setup. For more information, see page 405.
To access additional title
information,
click the TitlePeek button.
The available information
appears in your browser.
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Printing search results
If printing is set up (see page 406), patrons may print their lists of search results,
complete title information, and event notices. To print the contents of a window,
select Print from the toolbar or File menu. Please note, the Print button and the
File |Print option are disabled until a search is initiated.
Only the visible portion of lists prints out. When printing title information, your
OPAC prints either the full or brief MARC record, depending on which is
currently displayed, and includes a complete list of the title's copies. When
printing events, your OPAC also includes the associated notes.
Searching tools
In addition to a wide variety of search options, your OPAC provides patrons with
a number of tools to help make their search sessions more effective.
Customizing the limiters
Each time the application is started, your OPAC automatically uses the default
limiter settings. If allowed in Setup (see page 412), patrons can override these
settings and customize the limiters for their searches. Once they do so, the
limitations display at the bottom of the window.
Note: You may want to ask your patrons to reset the search station after they've
finished searching. Choosing Reset Station from the Tools menu clears the
current search and search history, and reapplies the default limiters.
Limiters let your patrons make their searches more specific. For example, to find
recent books, limit the search to titles published between 1995 and the current
year. To find books appropriate for students with a fourth grade reading ability,
limit the search to titles with a reading level between 4.0 and 4.9.
Your patrons can limit searches by publishing year, reading level, interest level,
or material type. If a particular limiter option is not allowed in Setup (see page
412), that option is disabled.
Important: When using limiters, keep in mind that if a record doesn't contain the
limiting information, that record is ignored. This is particularly
important for reading and interest levels limiters. To use these limiters
effectively, your records must contain information in a 521 tag.
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Chapter 35 Using your OPAC
To access the Limiters dialog, select Limiters from the toolbar or Tools menu. The
Limiters dialog appears with the current limiter settings. Limiters set to All do
not restrict searches in any way:
Saves the limiter settings
Removes all limitations
Reading levels can range
from 0.1 to 20.0.
Resets the limiters to their
default settings
Limits the search to one
member's database available only for Union
Catalog Plus installations
Allows you to select multiple
material types
Note: Limiters are ignored during Accelerated Reader, Reading Counts, Lexile,
authority, call number, and category searches.
For Union Catalog Plus: In addition to the above limiters, your patrons can
choose to search the entire union catalog database or the collection of one
member library. By default, the entire union catalog database is searched.
To search a single member's collection, the patron clicks the Libraries button on
the Limiters dialog, highlights the desired member library, clicks Select, and
clicks OK on the Limiters dialog. The full site name of the selected member
displays at the bottom of the search window. The search results show only titles
belonging to that member, but the Copy Information window does include all
copies belonging to that title. The Copy Information window includes a Library
column showing the short site name of the member library with the copy, the call
number and sub location. Copy status and barcode numbers are omitted.
To clear the member limitation and search the entire union catalog database, the
patron must click Clear and click OK on the Limiters dialog.
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Repeating a search
The search history contains a record of the last 14 searches. This allows patrons to
quickly repeat a prior search. To access the Search History dialog, choose Tools |
Search History:
To repeat a search,
either doubleclick
the search term or
highlight it and click
Search.
The search history does not include searches that did not specify a search term.
From the Search History dialog, patrons can also clear the search history without
affecting any of the other settings at the search station.
Patron Empowerment
If allowed in System Setup | Setup | Patron Maintenance | Patron Defaults (see
page 74), your patrons can log in to view their checkouts, fines, and holds, and
even to place holds and reserves. Once you enable this feature, the application
adds the My Info and Log Out menu items and toolbar buttons.
Logging in
To log in, a patron clicks the My Info toolbar button, a Hold/Reserve button, or
selects Tools | My Info from the menu. The login dialog appears:
Set up your login fields
in System Setup.
The patron enters his barcode or ID number, and his password, and clicks OK.
Regardless of the field selected to be the password, the patron must enter it
exactly as it appears in the patron record. Please note the following details:
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Patrons with printed barcodes can use a scanner to enter the information.
Neither field is case-sensitive; the patron can enter upper- or lower-case
letters, regardless of the case used in Patron Maintenance.
If you chose Birth Date as the password, the patron must use the
MMDDYYYY format. For example, for May 13, 1990, the patron must enter
05131990. The patron should not enter any slashes, dashes, or spaces.
The patron must enter the entire contents of the field. For example, if you
chose Last Name as the password, then John Adams, Jr., whose patron record
has Adams, Jr." in the Last Name field, must enter adams, jr. not adams.
For privacy, the password entry is masked by asterisks.
Viewing My Info
If the patron selects My Info, the Patron Information dialog appears after a
successful login:
Patrons have access to three of the
seven tabs in the Patron Information
dialog: Checkouts, Fines, and Holds.
They cannot edit any of the information;
it is read-only.
In addition, the Help button is
not available.
The dialog is the same one displayed in Circulation Desk and Patron
Maintenance. In the OPAC, however, only three of the seven tabs appear:
Checkouts, Fines, and Holds.
On the Fines tab, any fine notes you created do not appear. If you chose to
automatically calculate fines (in System Setup | Setup | Circulation | Fines) and
the patron has any pending fines, the Fines tab includes a note containing the
current pending fine amount for overdue items not yet returned.
If you allowed (on the OPAC General Setup tab) patrons to print, they can print
the information on the three tabs.
Placing holds or reserves
A patron can place a hold or reserve from three different windows in OPAC: the
selection list, the record display window, and the Bookbag (if enabled). The
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patron highlights the desired item and clicks the Hold/Reserve button. If the
patron has not yet logged in, the Login Required dialog appears. After a patron
logs in successfully, the New Hold/Reserve dialog appears:
The OPAC automatically enters the highlighted title into the dialog. To place an
any-copy hold, the patron merely clicks Save. To place a specific-copy hold or a
reserve, the patron selects the appropriate radio button, enters a reserve date (if
required), selects a copy, and clicks Save. A message appears, either confirming
the transaction and providing the date and position in the queue, or reporting a
conflict that prevents the transaction. The hold or reserve appears immediately
on the Holds tab in the Patron Information dialog.
Logging out
To log out, the patron either clicks the Log Out button or chooses Tools | Log Out
or Tools | Reset Station from the menu. If the patron forgets, the Reset inactive
search station function includes an automatic logout.
Accessing other applications
If you set up your OPAC to allow access to other applications (see page 406), the
links you enter are added to the Tools menu. To launch an application, simply
select it from the Tools menu.
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Using the Bookbag
If allowed in Setup (see page 406), your patrons can collect the titles that interest
them, and edit and print or save the list. If allowed in System Setup, they can
place holds or reserves on items in the Bookbag. To open the Bookbag, select
Bookbag from the toolbar or Tools menu:
Sends the report to
the printer
Uses the output options
to show how the report
will print or save
Saves the report
to a file
Shows the titles in
the order they were
selected
Deletes the selected
title, or empties
the Bookbag
Enter the title you want
for the report.
My Bookbag" is the
default title.
By default, the Bookbag
Report is sorted by
Call Number-Author
when printed or saved.
You can also sort the
report by Title-Author
or Author-Title.
This option adds the
following note tag
contents to the report:
505 tag, subfield a
511 tag, subfield a
520 tag, subfield a
The Bookbag information is printed or saved in bibliographic format. The
following is an example of a Bookbag Report using the default settings:
Sunnydale High School
10/13/2000 @ 11:53 am
My Bookbag
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
398.2 LAN
Lang, Andrew, 1844–1912, ed.
Random House, c1964.
The orange fairy book.
New York, :
398.2 MAC
MacDonald, George, 1824–1905. At the back of the North Wind.
New York, : F. Watts, [1964].
398.2 NES
Ness, Evaline.
1965.
Tom Tit Tot : an English folk tale.
Small, Ernest.
Baba Yaga.
Scribner,
398.22 SMA
Boston : Houghton Mifflin, c1966.
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Viewing events
The Events calendar is a tool for increasing participation in library or school
activities, or for offering a bulletin board for community happenings. All events
are entered and modified through System Setup (see page 43). Your OPAC's
Events calendar is a readonly option.
For Union Catalog Plus: The events listed are for the union catalog. Member
events are not transferred or displayed at the union catalog.
To display event information in your OPAC, select Events from the toolbar or
Search menu. The Events list appears, highlighting the next scheduled event:
To search for an event
listing by date, enter the
date (e.g., 2/1/1999) in the
search text box, and click
Events.
If the highlighted event has a
note, it appears here.
Resetting the search station
After patrons have finished searching, they should be encouraged to prepare the
search station for the next patron. Reset Station clears the current search
information, Bookbag, and search history, returns the limiter options to the
default settings, logs the patron out, and redisplays the default interface.
To reset the search station, choose Reset Station from the Tools menu.
Clearing the current search
Clear Search, the first option on the Tools menu, clears the current search. The
limiters, Bookbag, search history, and patron login are unchanged.
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Searching your library in the visual interface
The visual interface is designed for the lessexperienced patron. Its windows
have abbreviated information, easytouse controls, and a more graphical
appearance than the text interface. It incorporates preconfigured searches, a
simplified typein window, and access to other applications and the Internet.
Unlike the text interface, where the patron must enter a search term and select an
index, in the visual interface, the patron merely clicks an action button to get
results. The visual interface comes with several preconfigured action button sets;
you can use these buttons and sets, change them, or create your own in Setup
(please see page 415 for more information).
To open the visual interface, you must first enable it in Setup by choosing Visual
OPAC Only or Let Patron Decide on the General OPAC Setup tab (see page 405).
If you chose Let Patron Decide, launch the visual interface by selecting Tools |
Go to Visual OPAC on the menu or by clicking the toolbar button. If you chose
Visual OPAC Only, you see the following image when you launch your OPAC.
This is the main window, populated with the default home button set:
Button for changing to the text
interface - visible only if you chose
Let Patron Decide in Setup
Open Bookbag
button
Toolbar
Reset button clears
the Navigation list
and Bookbag and
returns you to the
home button set in
the main window
Action button
set name
Navigation list
Action buttons
Getting around in Visual OPAC
At the top of the window is the toolbar. From left to right, depending on the
choices you made in Setup, the toolbar buttons are To Text OPAC, Open Bookbag,
and Reset. In other windows, the Add to Bookbag and Print buttons also appear.
To distinguish these and the action buttons from nonfunctioning icons, your
mouse pointer changes to a hand when it moves over a clickable button. In
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addition, when you pause your mouse pointer over a functioning icon (except
action buttons), a tool tip appears, explaining the use of the icon. The hand and
the tool tips are not available on Mac OS.
Important: Users must use a mouse or touchscreen to navigate in the visual
interface. The Tab, arrow, and Enter keys do not function here.
Below the toolbar is the home button set (if you chose to load the default buttons
in Setup). The home button set is the starting point for all visual searches at this
search station. By clicking an action button, a patron could access:
The results of a bibliography search;
The results of a keyword search;
Another set of action buttons, taking the search from a broad term to several,
more specific, terms;
Another application;
A specific Web page in your browser;
The Type In Search window, a simplified version of the text interface.
The default home set buttons have been configured to load other sets of buttons.
These secondary sets have been configured to perform keyword searches on your
collection. Please check to see that all the searches are productive for your
database and that your keyword index is uptodate. See page 55 for information
on automatically generating keywords as you catalog, and page 345 for
information on updating your keywords. For a table outlining the default
buttons, go to page 417. To reconfigure an action button, see page 418.
Note: If a button opens another application, the patron must close, not minimize,
the application when the patron finishes using it. This avoids having
multiple instances of the same application open at the same time on a
search station.
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Tracing your steps
As the patron progresses through the visual interface, the Navigation list, on the
right side of the window, records the steps:
The Home button is
always at the top.
Click any button to return
to that window.
At the top is the Home button. Every time the patron moves to another button
set, a selection list, or a record display window, a button representing that
window is added to the Navigation list in topdown order. Using this list, the
patron can see how he or she has progressed through the levels of the hierarchy,
and can retrace their footsteps. The patron can click any button in the list to
return to that window, or use the ESC key to return to the previous one.
The patron's searches are also added to the Search History window of the text
interface. If you chose Let Patron Decide in Setup, the patron can change to the
text interface and view the searches made in the visual interface. The Search
History dialog lists any keyword searches as Power searches.
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Using the Type In Search
Clicking an action button, configured to open the Type In Search, displays this
window:
Trace your steps in
the Navigation list.
Enter a
search term
here.
Click to erase the
entered term.
Then click a
search button.
Wildcards ( ? and * )
can be used.
For more information
on wildcards,
see page 459.
This is a simplified version of the text OPAC main window. The patron enters a
term and clicks one of the search buttons (this window can be configured in
Setup to show from one to all five search buttons). The patron must enter a
complete word, but does not have to enter a complete term to produce results.
The patron can also use wildcards (see page 459 for more information on these).
The Type In Search performs a keyword search in the title, author, subject, or
series index, or if Keyword is selected, all indexes. In the text interface, the Search
History dialog lists any Type In searches as Power searches.
Examples:
The patron enters HOUSE and clicks the Title search button. The results include
Little house on the prairie and The napping house as well as The house cat.
The patron enters WALSH and clicks the Author search button. The search results
include books by Joan Walsh Anglund as well as those by Abigail M. Walsh.
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Using the search results
When the patron clicks a button that is configured to search the collection, or uses
the Type In Search window, a selection list of up to 500 results, sorted by
title/author, appears:
Click to print
this portion of
the list.
View the total
number of titles
in the selection
list.
Trace your steps
in Navigation.
Click a button to
see its
record display.
View the availability.
If at least one copy
is available, the
button shows In.
Click to page
through the list.
The selection list contains the material type icon, title, author, call number, and
availability for each title. The patron can page through the list by clicking the Up
and Down arrows. If enabled in Setup, the patron can print the displayed portion
of the selection list:
Dunlop Elementary
10/13/2000
Tall Tales
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
1.
Author: Aardema, Verna.
Title: Half–a–Ball–of–Kenki : an Ashanti tale
retold
Call Number: 398.2 AAR
2.
3.
Author: Wallace, Ian
Title: Hansel and Gretel
Call Number: 398.2 WAL
Author: Robbins, Sandra.
Title: How the turtle got its shell : an
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Viewing the record
Each of the entries in the selection list is an oversize button that, when clicked,
opens the record display window. This window includes the material type icon,
title, author, call number, and availability, plus the number of pages, annotations
(505a, 511a, and 520a tags), and any reading program information (521, 526 tags).
The window also displays (if enabled on the Visual OPAC Setup tab) any
hyperlinks (856 tags). Clicking on a hyperlink launches (if enabled on the General
Setup tab) the browser and opens that Web page, file, or eBook. netLibrary
eBooks, however, are not accessible in the visual interface.
See also: For more about the 856 tag in the OPAC, see page 466.
For instructions on cataloging electronic resources, see page 355.
The Add to Bookbag button appears only in the record display window. Click it
to add the item to the Bookbag. If you chose Let Patron Decide in Setup, the
patron can move to the text interface and view the same Bookbag contents.
Click to add
the item to the
Bookbag.
Click to print the
title information.
Trace your steps in
the Navigation list.
View hyperlinks
and reading
program
information.
Click to scroll
through the
records.
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From the record display window, the patron can print the information for an
individual record:
Dunlop Elementary
10/13/2000
Title Information
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Title: Jack and the beanstalk
Author: Kellogg, Steven.
Call Number: E Kel
Availability: This title is IN.
Size: 28 p.
Description: A boy climbs to the top of a giant beanstalk,
where he uses his quick wits to outsmart a
giant and make his and his mother’s fortune.
Reading Program: Accelerated Reader Level 3.6
Test 6122
This printout includes reading program information.
0.50 Points
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Using the Bookbag
From the record display window, the patron can add the item to the Bookbag (if
enabled in Setup). The items are listed in order of addition. The Bookbag includes
a counter and space for the patron to enter his/her name. It can be accessed from
either the text or visual interface. In the visual interface, the Open Bookbag
button appears in every window.
View the number
of entries.
Click to print the
Bookbag contents.
Enter the patron's
name. It appears
on the printout.
Click to close the
Bookbag.
Click to remove the
highlighted title.
Click to remove
all of the titles.
The patron can print the Bookbag contents (if enabled in Setup). The report lists,
in the order chosen in Setup, the author, title, call number, and includes
annotations (if enabled in Setup), and the patron's name in the title:
Dunlop Elementary School
10/13/2002
Bookbag for Amanda Sellers
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Author: Greene, Ellin
Title: Ling–Li and the Phoenix fairy : a
Chinese folktale
Call Number: 398.2 GRE
Retells a Chinese tale in which a girl’s colorful wedding
jacket is stolen and torn into pieces, which ultimately
become the flowers we know as impatiens.
Author: Kellogg, Steven.
Title: Jack and the beanstalk
Call Number: E Kel
A boy climbs to the top of a giant beanstalk, where he uses
his quick wits to outsmart a giant and make his and his
mother’s fortune.
Clearing the search station
When patrons finish searching, they can click the Reset Station button. This
returns them to the home button set, empties the Bookbag, and clears the
Navigation list and the Search History.
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Reports
Chapter 36 Reports basics
This chapter provides a brief overview of Reports. It includes instructions for
starting the application and the common tasks associated with generating
reports, lists, notices, spine/pocket labels, and patron cards.
About Reports
Reports lets you use information collected during the daily circulation and
cataloging activities to create an assortment of reports, lists, and notices. Using
these reports, you can determine which copies are being heavily circulated,
identify materials with incomplete MARC records, examine lists of missing
copies or patrons with outstanding fines, and much more.
Reports divides the reports, lists, and notices into two groups:
Cataloging reports are designed to help you maintain the library collection.
They include reports for sorting your collection, identifying deficiencies in
MARC records, and printing spine and pocket labels.
Circulation reports are designed to help you manage and track transactions.
They include statistics reports, patron cards, barcode lists and labels, and
patron notices for overdues, fines, and items on hold.
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The following table contains the reports, lists, labels, and notices included in
Reports. For information on specific reports, see Chapter 37, Cataloging
reports," and Chapter 38, Circulation reports."
Report list
Groups
Reports
Cataloging
reports
Bibliography Report
Lexile Report
Brief Records
Shelf List
Code Table List
Spine Labels/Pocket Labels
Copies Added
Title List
Copies by Vendor / Funding Source
Titles Added/Updated
Copies With Different Call Numbers
Titles by Category
Copies With Other Call Numbers
Titles With Duplicate Standard Numbers
Copies Without Call Numbers
Titles Without Copies
Copy Barcode Labels
Titles Without Standard Numbers
Copy List by Circulation Type
Used/Unused Copy Barcodes Report
Headings Without Authorities
Category Statistics
Hold Transactions Report
Checkouts/Fines Transactions
Inventory List by Call Number
Circulation Statistics
Inventory List by Title
Collection Age by Call Numbers
Overdue/Bill Notices
Collection Age by Subject
Overdue List
Collection Statistics
Patron Barcode Labels
Collection Value
Patron Barcode List
Copy List by Status
Patron Cards
Date Slips
Patron Name List
Hold Notices
Patron Statistics
Hold Statistics
Used/Unused Patron Barcodes
Circulation
reports
Note: If you have not installed Circulation Plus, you are limited to the Cataloging
reports.
For Union Catalog Plus: You are limited to the Cataloging reports. In that
section, the Titles by Category Report and the options to select by category or via
PHD are not available. Most report dialogs have a Member button for limiting
the information on the report to that of one member. Please see the following
chapter for specific options and limitations.
Creating custom reports
There are a couple of options available to you for creating custom reports:
extracting data from the database with the Extract Data option in Reports; and
using SQL tools with the Follett ODBC Driver available on the installation
CD-ROM. Both of these options allow you to access some of the fields in your
patron and bibliographic databases and to export them for use in custom reports.
This capability allows you to use the data from your database with other
database or spreadsheet programs, where you may choose to create charts,
reports, or other presentation materials.
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Examples: Common reporting tasks might include:
Locating patrons with missing or incomplete addresses by extracting patron
data and filtering the address columns for blanks.
Determining how many checkouts occur between 3:00 and 4:00 by extracting
copy transaction data and analyzing the date and time columns.
Seeing which students are actually reading books in the Geography category
by checking the Extract Patron Data check box in System Setup, and then
extracting category transaction data.
Determining the number of patrons graduating in given years and graphing
this information using any SQL capable reporting tool, database, or
spreadsheet to access the config and patron databases, and using the
graduation year and number of patrons to calculate percentages.
See also: Chapter 40 for more information on extracting data and the Follett
ODBC Driver Guide for information on the FairCom ODBC Driver.
Starting Reports
From the computer desktop, open the Follett Applications folder and
doubleclick the Reports icon.
Note: You can also access the Follett Applications menu from the Windows Start
| Programs menu or from the Mac OS Apple menu.
If you are using the password protection feature from System Setup to limit
access to Reports, a password dialog appears. Type the Reports password and
click OK.
Note: The default password for Reports is PRINTIT.
See also: For more information about password protection, see Protecting your
Follett applications with passwords" on page 40.
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The Reports main window appears:
Menu bar
Report tabs
Report selection
list. The contents
of the selection
list change to
reflect the report
tab you select.
Report option area. The
options displayed in this
section change to match
the report you highlighted
on the left.
Members button
available only to
Union Catalog
Plus
From the menu bar, you can access each report, list, and notice in Reports as well
as the help topics:
File Contains the commands for printing and previewing your reports and
closing Reports. At Mac OS workstations, this menu also includes a Page
Setup command that lets you adjust your printer's page settings.
Cataloging Contains the commands used to access the specialized
cataloging reports. The commands displayed on this menu are identical to
the reports listed under the Choose a Report selection list on the Cataloging
Reports tab. For information about the reports listed under this menu, see
Chapter 37, Cataloging reports." This menu is not available on Mac OS.
Circulation Contains the commands used to access the specialized
circulation reports. The commands displayed on this menu are identical to
the reports listed under the Choose a Report selection list on the Circulation
Reports tab. For information about the reports listed under this menu, see
Chapter 38, Circulation reports." This menu is not available on Mac OS.
Options Contains the command to set the date for circulation reports. For
more information, see Changing the date used to run reports" on page 494.
Help Contains the commands used to access the help topics and glossary.
From the About dialog, you can see product information for the application,
the current number of patrons, titles, and copies in the system, and run the
System Circulation Statistics and System Information Reports (see Chapter
39, System reports").
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Generating a report
Use the following sections to create any of the reports included with Reports.
Selecting a report
From the Reports main window, click on the Reports tab containing the desired
report. The reports, lists, and notices displayed in the Choose a Report selection
list change to reflect the tab you selected.
From the Choose a Report selection list, highlight the desired report, list, or
notice. The option area on the right side of the Reports main window changes to
match your selection.
Setting the report options
In the option area of the Reports main window, address the options for the
selected report. The following sections provide instructions for the most common
report options. For information on the options not covered here, see the specific
report in Chapter 37, Cataloging reports," or Chapter 38, Circulation reports."
Defining a range
Most reports let you choose the way in which the database is sorted for the
report. Click on the drop-down arrow next to Select By, and click on the method
you prefer. (e.g., call numbers, categories, patrons, subjects, or titles). Then, limit
the range that will be included in the report by clicking on the Starting At and
Ending At search buttons.
Search buttons
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A specific search dialog appears for the information in the report range. For
example, if the report lets you limit the range of patrons in the report, the Find
Patron dialog appears. If you can limit the titles, the Find Title dialog appears.
Type your search term in the text box,
and then click Find.
The closest match to the search term
is highlighted in the selection list.
Highlight the desired patron or title,
and then click Select.
If you clicked Starting At, Reports highlights the first call number, category, patron, subject, or title in the library database.
To jump to the beginning of the selection list, click an item on the list, and then press HOME.
To skip to the bottom of the selection list, click an item on the list, and then press END.
If you do not select a starting and ending point, Reports displays a message
asking if you want to include all the available records in the range.
If you select a range, and then decide to include all records in the report, either
select the first and last item as the report range, or select another report from the
report selection list, and then return to the desired report.
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Chapter 36 Reports basics
Building a standard number list
A few of the Cataloging reports let you limit their contents to specific titles by
creating a list of standard numbers (LCCN, ISBN, and ISSN). In these cases, the
report options area contains an Edit List button, which is enabled when you
select LCCNISBNISSN List. To create or edit a standard number list, click Edit
List. A standard number dialog appears for the report you're generating:
Select the radio button for the type of standard
number you want to enter.
In the Number text box, enter the standard
number for each record you want to include in
the report, and then click Add.
When your list is complete, click OK.
Important: You can enter ISBNs and ISSNs with or without hyphens. If you enter
them without hyphens, the application adds them automatically.
When entering an LCCN, you must either include the hyphen (e.g.,
7275015) or replace the hyphen with a zero (e.g., 72075015).
With a properly configured scanner, you can scan ISBN barcodes. Select the ISBN
radio button, position your cursor in the Number text box, and then scan the
barcode. A successful scan automatically adds the record to your list.
See also: For more information about configuring your scanner to read ISBN
barcodes, see Appendix H, Configuring scanners."
The standard number list lets you collect up to 100 different bibliographic records
and can include all three types of standard numbers. If you decide not to include
certain records, highlight the record on the selection list, and then click Remove.
If you select LCCNISBNISSN List and do not create a list, Reports displays a
message reminding you to create one.
For Union Catalog Plus: The member limiter isn't available when creating a list.
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Building a barcode list
Some reports let you limit their contents to specific copies or patrons by creating
a list of barcodes. These reports include Copy Barcode Labels, Spine/Pocket
Labels, and Patron Barcode Labels. In these cases, the report options area
contains an Edit List button, which appears when you select the option for
Barcode List. To create a barcode list, click Edit List.
In the Barcode field, scan the barcode you
want to add to the report. You can also type
the barcode and then press Enter or click Add.
When your list is complete, click Close.
If you decide not to include certain barcodes, highlight the barcode(s) in the
selection list, and then click Remove.
For Union Catalog Plus: This feature is not available in Union Catalog Plus.
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Limiting by patron type, circulation type, or category
A few of the Circulation reports let you limit their contents to specific patron
types, circulation types, or categories. In these cases, the report options area
contains a Patron Types, Circulation Types, or Categories button. To limit the
report to a specific patron type, circulation type, or category, click the button. The
dialog appears for the information you're limiting:
To limit the report, click Selected Circulation Types,
Selected Patron Types, or Selected Categories.
After highlighting the desired types, click OK.
The selection list contains the patron or circulation types created in System Setup and the number of patrons or copies
belonging to each. For instructions on adding or removing patron and circulation types, see pages 69 and 76, respectively.
Note: Circulation types and patron types are labels, created and assigned by the
library staff. Circulation types identify lending periods for copies in the
library collection (see Grouping your collection according to lending
period" on page 45). Patron types identify specific groups of patrons (see
Grouping your patrons by type" on page 69).
See also: For information on the options for a specific report, see Chapter 37,
Cataloging reports," or Chapter 38, Circulation reports."
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Limiting by Union Catalog Plus member
In Union Catalog Plus, most of the reports can be limited by member. You can
create a report on the entire union catalog database (the default), or limit it to
information on one member. On the lower left side of the dialog, click on the
Member button. The Select Member dialog appears. Highlight the desired
member and click Select. All limiters, including the selected member, are cleared
when you choose a new report. The printout will include the union catalog name
and, if selected, the member name at the top of the report. The header page, also,
will display the selected member.
Changing the date used to run reports
The Set Report Date option lets you calculate circulation statistics as of a past
date by overriding the current system date. You can also use this feature to set a
future date to project which items will soon be due or to print overdue/bill
notices.
From the Reports menu bar, select Options | Set Report Date. The Set Report
Date dialog appears. To use a different date than the current date, select Use
Special Date, type the new date, and select Save.
Note: If you set a date other than the current date, the following report areas will
not be impacted: System Information Report, Patron Statistics (Total
Patrons), Hold Statistics (Copies columns), Collection Value Report
(Collection column), Collection Statistics (Collection column), Collection
Age by Subject (Collection column), Collection Age by Call Number
(Collection column), and Circulation Statistics (Total column).
Regardless of the date specified
here, all reports will continue to re
flect the current number of patrons,
titles, and copies in your database.
Important: Reports will continue using the special date for all reports until you
return to the Set Report Date dialog and choose the Use Current Date
option or exit Reports.
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Chapter 36 Reports basics
Printing the report
After selecting the options for the specific report, you're ready to print.
Printing options
By selecting the Include Header Page check box, you can print a brief description
of the options used to create the report. The following image contains an example
header page for a Bibliography Report:
Sunnydale Junior High
10/13/2000 @ 4:21pm
Bibliography Report
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Select By:
Title
Starting At: Abbey is missing
Ending At:
Alice in Wonderland
Material Types: All
Reading Level From:
6.0 To:
9.9
Interest Level From: 5–8 To: All Secondary
Publishing Year: Not Limited
Sort By: Author/Title
Bibliography Title: Bibliography Report
Show Annotations: Yes
If you are not certain the report will contain the information you want, you can
click Print Preview to examine the entire report before actually printing it. The
header page is not included in the previewed pages.
On Windows workstations, Print Preview generates the file with a .fpr extension.
Reports associates this file extension with WordPad. WordPad is used to display
the report. Macintosh workstations use a custom file viewer to display the
report.
Note: Reports sends the report to the application using a specific page length. As
a result, if you print the preview, the report page breaks may not be
appropriate for your selected printer. Selecting either Print to File or Print
after a print preview will require the report to be reprocessed.
If you want to edit the report, save the report to a file instead of producing a
paper copy, and then use a word processing application, such as NotePad or
WordPad, to make any necessary changes. Click Print to File. A Save As dialog
appears for the specific report.
Enter the desired file name and location, and then click Save. A progress dialog
appears while Reports generates the report. To view the report, start the
application you identified as your report viewer, go to the directory containing
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Reports
04/04
the saved report, and select the appropriate text file. Reports saves the report to
file using a specific page length. As a result, if you use the Print to File option,
and then later print the saved report, the report page breaks may not be
appropriate for your selected printer.
To print the report, click Print. The Print Setup dialog appears.
See also: For more information about using the Print Setup dialog, see your
operating system's documentation or help.
Once you have made your selections and continue, a progress dialog appears
while Reports generates the report. The report is sent to the workstation's
assigned printer. The following is an excerpt from a Bibliography Report:
Springtree Montessori
10/13/2000 @ 01:16 pm
Bibliography Report
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
006.3
Aleksander, Igor. Thinking machines : the search for artificial
intelligence. 1st American ed. New York: Knopf :
Distributed by Random House, 1987. Explains how computers
work, what distinguishes human from machine intelligence, and
how computers may be designed to mimic the human brain and
learn from experience.
While the exact contents of each report vary, the general format is similar. Most
reports include a title section containing the library name you entered in System
Setup (see page 35), the date and time you generated the report, and a description
of the fields in the report.
Printing from a PHD
From Reports, you can generate a Bibliography Report, Title List, Patron Cards,
or Patron Name List based on barcode scans stored in your PHD.
For Union Catalog Plus: This feature is not available.
1.
With your PHD, scan the barcodes of the items or patrons you want to
include in the report. For instructions on collecting item or patron scans with
the PHD+, PHD+ II, or PHD Laser+, see Collecting inventory, copy, or
patron data" on page 663. To collect scans with a PHD Dolphin+, see
Collecting patron barcodes" on page 676 or Collecting copy barcodes" on
page 677.
When you finish collecting scans, connect your PHD to your computer. See
the manufacturer's documentation or Appendix E, Using a PHD+, PHD+ II,
or PHD Laser+," or Appendix F, Using a PHD Dolphin+," for instructions.
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Chapter 36 Reports basics
2.
From Reports, choose the report you want, select the via PHD option, and
make any other desired changes to the report options. When you click one of
the print options, the Set PHD Connection dialog appears:
Select the PHD model
you're using.
To change the transfer
settings, click Edit.
These instructions change based on the PHD you choose.
Warning: To protect your equipment, make sure you turn off your PHD
and computer before connecting or disconnecting the PHD.
3.
Select the PHD model you're using. If you don't need to change the transfer
settings, skip to step 4. Otherwise, choose Edit. The PHD Settings dialog
appears:
Select the port you use to attach your
PHD to your computer, and then...
...select the highest speed available for
that port. The PHD Dolphin+ only com
municates at a speed of 9600 baud.
Set the port and speed for your PHD, and click Save.
4.
Once you've selected the correct PHD model and adjusted the PHD settings
as desired, simply follow the instructions displayed on the dialog.
When you click Download, a progress dialog appears. When the download
process ends, the application generates your report.
See also: For more information about the reports that can be created with your
PHD, see Generating a Bibliography Report" (page 502), Generating a Title
List" (page 525), Generating Patron Cards" (page 572), and Generating a
Patron Name List" (page 575).
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Notes
499
Chapter 37 Cataloging reports
This chapter contains instructions for printing the reports displayed on the
Cataloging Reports tab.
Cataloging reports overview
The Cataloging reports are designed to assist you with maintaining the library
collection. The following table contains a brief description of each report, list, and
notice on the Cataloging Reports tab:
Cataloging reports
Cataloging report
Description
Bibliography Report
Creates collection reports based on author, call number,
category, series, subject, title, LCCN, ISBN, ISSN, or from a
PHD. Use this report to generate reading lists for curriculum
purposes or to promote certain titles (see page 502).
Brief Records
Identifies incomplete bibliographic records. Run this report to
identify records in need of enhancement (see page 503).
Note: Reports uses the definition you created in System Setup
(see page 54) to identify the brief records in your collection.
Code Table List
Creates lists of the call number prefixes, categories, and
circulation types used by the library. Use this report to provide
your cataloging staff with current information on these areas
(see page 504).
Copies Added
Creates a list of your copies for a specific acquisition date
range. It can also be limited by a call number range.
Use this report to see a list of new titles/copies added to your
database (see page 506).
Copies by Funding Source
or Vendor
Creates a list of your copies, grouped by funding source or
vendor, or a list of funding sources or vendors.
Use this report to review your acquisitions (see page 507).
Copies With Different Call
Numbers
Identifies copies attached to a title that have a different call
number than the one in the MARC record, or on another copy,
or both. Run this report after updating or adding copies to the
library database (see page 511).
Copies With Other Call
Numbers
Identifies copies using undefined call number prefixes and
copies without call numbers. Run this report after updating or
adding copies to the library database (see page 512).
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Reports
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Cataloging reports (Cont.)
Cataloging report
Description
Copies Without Call Numbers
Identifies incomplete copy records. Run this report after adding
or updating the copies in the library database (see page 513).
Copy Barcode Labels
Produces new or replacement copy barcodes in Follett Classic,
Code 39, or Codabar symbologies (see page 514).
Copy List by Circulation Type
Identifies those copies that have been assigned the selected
circulation type(s) (see page 516).
Headings Without Authorities
Generates a list of bibliographic records with name, subject, or
series headings that do not have corresponding authority
records. Use this report to correct bibliographic records or add
authority records to your database (see page 517).
Lexile Report
Generates a list of copies in your collection that fall within a
range of Lexile Measures. Use this report to generate reading
lists based on Lexile Measure (see page 520).
Shelf List
Presents the copies in your collection in the order they should
appear on the shelves. Use this report to locate books that are
out of order or to compare the items on the shelves against the
results of an inventory (see page 521).
Spine/Pocket Labels
Creates spine and/or pocket labels for a selected range of
copies. Use this feature to print new or replacement labels
(see page 522).
Title List
Presents the titles in your collection based on title, author,
series, standard number, subject, or titles in a PHD. Use this
report to avoid ordering duplicate copies or to compare against
the results of an inventory or an export (see page 525).
Titles Added/Updated
Presents a list of titles added and/or updated during a selected
time period (see page 529).
Titles by Category
Creates lists of titles associated with specific categories. Use
this report to create reading lists based on categories or to
promote areas of your collection (see page 530).
Titles With Duplicate Standard
Numbers
Identifies bibliographic records which may have been
improperly cataloged. Run this report after adding or updating
the records in the library database (see page 531).
Titles Without Copies
Identifies bibliographic records for weeding or improperly
cataloged records. Run this report before updating the library
database, after adding or enhancing records, or before running
Global Delete Titles Without Copies (see page 533).
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Chapter 37 Cataloging reports
Cataloging reports (Cont.)
Cataloging report
Description
Titles Without Standard
Numbers
Identifies incomplete bibliographic records. Run this report
before enhancing your records with a retrospective conversion,
import, or Alliance Plus Autorecon, or after adding or updating
the titles in the library database (see page 534).
Used/Unused Copy Barcodes
Identifies available or used copy barcodes. Run the report
before adding new copies to the library database (see page 535).
See also: The Cataloging module maintains a Weeding log. It adds information
to the log about each copy deleted in the Cataloging module.
For more information, see page 344.
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Generating a Bibliography Report
The Bibliography Report lets you create a list of titles based on specialized
criteria. Use this report to create a list of titles on specific subjects for use as a
reading list or as a tool for promoting certain titles in the library collection.
For Union Catalog Plus: Category and Titles via PHD options are not available.
Choose the titles for the report:
Identify the method to search the database.
Select the range of titles.
Limit by publishing year, reading or interest
level, or material type.
Select the method to organize the titles
in the report.
Enter the title for the top of the report.
Bibliography Report" is the default.
Check this box to include annotations.
Available only for Union Catalog Plus
The Bibliography Report contains the following options:
Titles: To identify the method to search the library database, select it from the
list. If you select LCCN/ISBN/ISSN List, click Edit List to add or remove
numbers. For instructions on building lists, see page 491.
Select the range of titles you want to include in the report.
For instructions on selecting the starting and ending records, see page 489.
To filter out titles by publishing year, reading or interest level, or material
type, click Limiters. For information about using limiters, see page 241.
Limiters are not available if you're selecting by call number or category.
Sorting: Choose the sort order of the report.
Formatting: Enter a report title, and choose whether to include annotations in
the report. The annotations are taken from subfield _a of the 505, 511, and 520
tags of the MARC record.
After selecting your report options, click Print.
See also: For a detailed explanation of the printing process, see Printing the
report" starting on page 495. For instructions on collecting copy scans with the
PHD+, PHD+ II, or PHD Laser+, see Collecting inventory, copy, or patron data"
on page 663. To collect copy scans with a PHD Dolphin+, see page 677.
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Chapter 37 Cataloging reports
The following is an excerpt from a Bibliography Report:
Reports uses the copy call number you entered when you
created the copy record (see page 285).
Jackson Middle School Library
Bibliography Report
10/13/2003 @ 3:28pm
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
591.5 Sec
Secrets of animal survival. Washington, D.C. : National
Geographic Society, c1983. Describes the specific physical
adaptations of animals to five different types of
environments including Arctic and Antarctic, desert, rain
forest, savanna, and mountain.
Generating a Brief Records Report
The Brief Records Report identifies titles with incomplete MARC records. Use
this report to create a list of records to enhance using FSC's retrospective
conversion process, an Alliance Plus Autorecon, or manual cataloging. Make sure
each brief record in this report has at least one standard number. Circulation Plus
and Catalog Plus use standard numbers to prevent you from inadvertently
importing duplicate titles. Additionally, the Alliance Plus Autorecon feature
won't process any bibliographic record without a standard number. You may
want to run this report before adding, enhancing, or importing records.
Note: Reports uses the definition you created in System Setup (see page 54) to
identify the brief records in your collection.
Select the range of call numbers for
the report. For instructions on
selecting the starting and ending
records, see Defining a range" on
page 489.
After selecting your report options, click Print.
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The following is an excerpt from a Brief Records Report:
Reports retrieves only brief records that have a copy with a call number. To ensure this report
contains all brief records, run the Titles Without Copies and the Copies Without Call Numbers Reports.
Jackson Middle School Library
10/13/2003 @ 3:43pm
Brief Records
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Call Number
Title
Author
LCCN/ISBN/ISSN
Type
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
E SPA
Baby Brontosaurus
Spanjian, Beth
0–516–09565–X
Books
Displays the item's material type. Reports retrieves this information from the Leader tag in the title's MARC record (see page 268).
Generating a Code Table List
Circulation Plus/Catalog Plus use three libraryspecific labels to organize your
collection: call number prefixes, circulation types, and categories. Reports comes
with a tool for keeping track of the assorted labels and prefixes you use. Use this
report to supply your staff with a list of your current call number prefixes,
circulation types, and categories.
See also: For more information about call number prefixes, circulation types, and
categories, see Chapter 3, Preparing to catalog your collection."
Select the appropriate check
box for each element you
want to include in the list.
After selecting your report options, click Print.
See also: For a detailed explanation of the printing process, see Printing the
report" starting on page 495.
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Chapter 37 Cataloging reports
The following is an excerpt from a Code Table List:
Jackson Middle School Library
10/13/2003 @ 3:47pm
Code Table List
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
CODE
DESCRIPTION
COPIES
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
CIRCULATION TYPE
*NC
Non–circulating eBook
R
Regular
TEM
Temporary
58
108
12
For Union Catalog Plus: When <All Members> is selected, the call number
prefixes for the union catalog print on the first page, and each member's
circulation types and categories print on separate pages. If a single member is
selected, only its circulation types and categories print. The union catalog and
member names print at the top of the appropriate pages.
505
506
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Generating a Copies Added Report
The Copies Added Report presents a list of copies added in your collection
during a selected time period. The report is a good way to generate a list of
newly added items to post for your patrons or to report on items purchased and
received during a given period of time.
For Union Catalog Plus: This report is not available.
Type the range of acquisition dates for
which you want to generate the report.
To limit the report to a specific set of call
numbers, enter the range here.
Checking this check box eliminates
copies attached to titles which have
other copies outside of the acquisition
date range.
Choose Summary View, Detailed View,
or Bibliography format for the report.
After selecting your report options, click Print.
See also: For a detailed explanation of the printing process, see Printing the
report" starting on page 495.
The following is an excerpt from a Summary View of the Copies Added Report:
Central Columbia M. S. Library
2/13/2004 @ 6:24am
Copies Added
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Call Number
Title
Author
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
FIC ROW
Harry Potter and the Order of the Phoenix
Rowling, J. K.
Titles Added: 1
Copies Added: 1
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Chapter 37 Cataloging reports
The following is an excerpt from a Detailed View of the Copies Added Report:
Central Columbia M. S. Library
2/13/2004 @ 6:23am
Copies Added
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Call Number
Title
Author
Acq. Date
Barcode
Price
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
FIC ROW
Harry Potter and the Order of the Phoenix
9/13/2003
3397600065825B
$16.00
Rowling, J. K.
Titles Added: 1
Copies Added: 1
Total Cost : $16.00
The following is an excerpt from a Copies Added Report using the Bibliography
format:
Central Columbia M. S. Library
2/13/2004 @ 6:22am
Copies Added
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
FIC ROW
Rowling, J. K. Harry Potter and the Order of the Phoenix.
Unabridged. New York : Listening Library, p2003.
Performance by Jim Dale. Harry Potter, now a fifth–year
student at Hogwarts School of Witchcraft and Wizardry,
struggles with a threatening teacher, problematic house elf,
the dread of upcoming final exams, and haunting dreams that
hint toward his mysterious past.
Titles Added: 1
Generating a Copies by Funding Source or Vendor Report
The Copies by Funding Source or Vendor Report provides either detailed or
summary information about your funding sources or vendors. You can use the
copy list to identify the copies purchased with certain funds or from certain
507
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04/04
vendors. In summary form, you can see your total acquisitions (copies and
prices) for each funding source or vendor.
For Union Catalog Plus: This report is not available.
Identify the type of report you want.
Select the content of the report.
Limit the report by acquisition date
or material type.
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Chapter 37 Cataloging reports
The Copies by Funding Source or Vendor Report contains the following options:
Funding Source or Vendor: Choose the report you want.
Report: Choose Copy List or Summary:
Select Copy List for a list of your copies grouped by funding source or
vendor. Copies within each group are listed in call number order.
Each line item in the Copy List includes the call number, title, acquisition
date, material type, standard number, barcode, and price of the copy.
Select Summary for a list of your funding sources or vendors, the total
number of copies purchased with the fund or from the vendor, the number of
those copies without prices, and the totals for the prices in the copy records.
Limit by acquisition date: Limiting the report to a date range lets you see
what you acquired in a specific time period.
Include material types: You can include one, some, or all material types. This
allows you to find out, for example, where you purchased videos and the
total expenditure for them.
After selecting your report options, click Print.
See also: For a detailed explanation of the printing process, see Printing the
report" starting on page 495.
This excerpt is from a Copy List by Vendor Report, limited by material type:
Dunlop Elementary School
5/3/2002 @ 7:59am
Copies by Vendor
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Vendor
Call Number
Title
Acq. Date
Type
LCCN/ISBN/ISSN
Barcode
Price
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
FOLLETT MEDIA DISTRIBUTION
VID 551.46 BLU
The blue planet : seas of life
1/19/2001
Films
0789482657
33976000339391
$14.98
VID 574.5 Pri
Primer of the universe with R. Buckminister Ful
5/2/2002
Films
33976000522869
$39.95
VID 629.454 ADV
Adventures in space : journey to the Moon
4/30/1996
Films
33976000588723
$79.95
VID 915.97 Pag
Viet Nam’s unseen war : pictures from the other
6/11/1999
Films
0500781166
33976000238741
$19.98
Total Price:
$309.72
Number of Copies:
4
LIBRARY VIDEO
VID 599 Wha
The whales that came back
509
510
Reports
04/04
This excerpt is from a Summary by Vendor (Vendor List) Report:
Vendor List
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Vendor
Copies
Copies
Total Price
w/o price
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Follett Library Resources
4
0
$309.72
Library Video
3
3
$0.00
Marshall Cavendish
16
5
$809.45
**PBS Video
29
2
$2394.87
8
1
$645.95
Steck–Vaughn
”**” indicates a non–indexed Vendor
Note: In either report, the name of some of your funding sources or vendors may
be preceded by two asterisks (**). If so, these are non-indexed entries. That
is, previous to our 5.0 software version, funding sources and vendors were
text entries in the copy record (852_xFUND and 852_xFSC@f). For version
5.0, we created the Acquisitions module. It includes editable indexed tables
that replace the drop-down lists in the Copy Editor.
To add your existing funding sources and vendors to the new tables,
generate this report choosing Summary, then go to page 327 in the chapter,
Maintaining your collection," to perform a global update.
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Chapter 37 Cataloging reports
Generating a Copies With Different Call Numbers Report
The Copies With Different Call Numbers Report lets you search your collection
for copies that may have been assigned an incorrect call number. You can use the
report to check the various call numbers assigned to the copies of one title. This
can be a handy way to create a call numberbased bibliography for your patrons
to assist them in finding items on the shelf.
Select the range of titles you want to in
clude in the report. For instructions on
selecting the starting and ending records,
see Defining a range" on page 489.
Select the source against which you
want to check the copy call numbers.
After selecting your report options, click Print.
See also: For a detailed explanation of the printing process, see Printing the
report" starting on page 495.
The following is an excerpt from a Copies With Different Call Numbers Report:
Reports retrieves the default call number from the
location specified in System Setup (see page 47).
Displays the item's material type. Reports retrieves this information
from the Leader tag in the MARC record (see page 268).
Jackson Middle School Library
10/13/2003 @ 3:49pm
Copies With Different Call Numbers
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Title
Author
Def Call #
Type
Call Number
Count
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
The New Encyclopaedia Britannica.
R 031 ENCYCLOPEDIA
Books
R 031 ENC V19
1
R 031 ENCYCLOPEDIA
27
Reports uses the copy call number you entered when you created the copy record (see page 286).
For Union Catalog Plus: This report includes a Member column to identify the
owner of each copy.
511
512
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Generating a Copies With Other Call Numbers Report
The Copies With Other Call Numbers Report identifies copies using the Other"
(OTH) call number prefix. Circulation Plus uses this prefix to collect circulation
statistics on any copy with an unrecognized call number prefix. If you use call
number prefixes to organize titles by subject matter, or if you want to collect
circulation statistics based on call number prefixes, we recommend correcting
these records.
Select the range of titles for the
report. For instructions on selecting
the starting and ending records,
see Defining a range" on page 489.
After selecting your report options, click Print.
See also: For a detailed explanation of the printing process, see Printing the
report" starting on page 495.
The following is an excerpt from a Copies With Other Call Numbers Report:
Reports retrieves the default call numbers from the
location specified in System Setup (see page 47).
Displays the item's material type. Reports retrieves this information
from the Leader tag in the title's MARC record (see page 268).
Jackson Middle School Library
10/13/2003 @ 3:58pm
Copies With Other Call Numbers
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Title
Author
Def Call #
Type
Call Number
Barcode
Price
Circ Type
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Charlie Brown & Charlie Schulz; in celebration of the 2 Mendelson, Lee.
B SCHULZ (MENDELSON)
Books
BIO SCHULZ
T 18417
$6.95 Regular
Reports uses the copy call number you entered when you created the copy record (see page 286).
For Union Catalog Plus: This report includes a Member column to identify the
owner of each copy.
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Chapter 37 Cataloging reports
Generating a Copies Without Call Numbers Report
The Copies Without Call Numbers Report lets you locate incomplete copy
records. Copy records without call numbers won't appear on the Shelf List and
can't be located during call number searches or processed by the Alliance Plus
Autorecon or Process Misses features. Copies without call numbers may also
impact circulation statistics. If Circulation Plus doesn't find a call number
associated with the copy, it adds the statistics for the copy to the Other" call
number prefix. Run this report after adding or enhancing your copy records.
Select the range of titles for the
report.
For instructions on selecting the
starting and ending records, see
Defining a range" on page 489.
After selecting your report options, click Print.
See also: For a detailed explanation of the printing process, see Printing the
report" starting on page 495.
The following is an excerpt from a Copies Without Call Numbers Report:
Reports retrieves the default call numbers from the location
specified in System Setup (see page 47).
Displays the item's material type. Reports retrieves this information
from the Leader tag in the title's MARC record (see page 268).
Jackson Middle School Library
10/13/2003 @ 4:04pm
Copies Without Call Numbers
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Title
Author
Def Call #
Type
Barcode
Price
Circ Type
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Isadore the dinosaur / by Tom LaFleur and Gale Brennan
LaFleur, Tom.
E LAF
Books
T 88018
5.00
Regular
T 88017
5.00
Regular
For Union Catalog Plus: This report includes a Member column to identify the
owner of each copy.
513
514
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Printing Copy Barcode Labels
Copy Barcode Labels lets you create new or replacement barcodes for your
copies. It prints your full site name (retrieved from System Setup | Site |
Identification), the scannable barcode, and the eyereadable barcode number.
Important: This feature is intended for use on laser, not inkjet, printers.
The application takes your barcode symbology from System Setup | Site |
Barcodes | Library Materials. If your symbology is Code 39 (generic, or Mod 10,
11, or 43) or Codabar (generic or Mod 10), the barcodes print in that symbology. If
your symbology is anything else, the barcodes print in the Code 39 symbology.
Even though the symbology may be different, your scanner and/or PHD can
read the barcodes.
Note: If Catalog Plus is installed on a server and not on your workstation, you
(or your technician) must install the barcode fonts to your workstation
before printing barcodes. To do so, insert the Installation disk into your CD
drive, click on the Workstation tab, highlight Barcode Fonts for Reports,
and click Install. On a Mac OS workstation, run the Workstation Installer
and check the Barcode Fonts box. Your Macintosh restarts when the
installation is complete.
Choose either Unused barcodes or one of the
Used barcode options.
Select the quantity of Unused barcodes.
To start printing barcodes on other than the
first label on the sheet, set Starting Label to
the correct position.
Use the Offset options to align the
barcodes on the labels.
For Union Catalog Plus: You must first choose a member from the Member list.
Used barcodes by Barcode List, Used barcodes by Acquisition Date, and Used
barcodes by Standard Number List options are not available.
Copy Barcode Labels has these options:
Barcodes: Select a method for identifying barcodes to be printed.
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Chapter 37 Cataloging reports
If you select Unused Barcodes, press Starting At, and choose either your
highest barcode or the last barcode before a gap in your barcode sequence.
Then enter the number of barcodes (up to 990) that you want to print.
If you select Used Barcodes, press Starting At and Ending At to select the
range of barcode numbers that you want. The application prints only the
barcode numbers in use within that range; it skips any unused barcode
numbers. For instructions on selecting the starting and ending numbers, see
page 489.
If you select Used barcodes by Acquisition Date, enter the starting and
ending date range.
If you select Used barcodes by Barcode List or Used barcodes by Standard
Number List, click Edit List to add or remove numbers. For instructions on
building lists, see page 492.
Label Template: The label stock used for barcodes has 30 labels per sheet, 3
across and 10 down. Each label is 2 5/8" by 1". It is available from Follett
Software Company, product # 75032 (1-800-323-3397, www.fsc.follett.com),
or from University Products, Inc., product # 9-62450-16 (1-800-628-1912,
www.librarysuppliers.com).
Starting Label: To start printing on other than the first label on the sheet, set
Starting Label to the correct position. Reports counts labels from left to
right/top to bottom. For example, to start printing on the first label of the
third row, set Starting Label to 7.
Offsets: Use the offset options to fine-tune the printing alignment. The
horizontal and vertical offsets let you adjust the left and top margins,
respectively. Each increment is equal to 1/10th of a millimeter. The offsets
required vary from printer to printer. These offsets are in addition to the
unprintable area defined in your printer's properties.
Important: Before you print from a Mac OS workstation, you must also select File
| Page Setup and choose the 8.5" x 11" paper with the smallest
margins (approximately .17" left/right and .11" top/bottom).
Depending on your printer, you may also have to select the option for
a larger print area. Please note that the page setup reverts to its
default settings when you close Reports.
After selecting your options, click Print.
The first time you print barcodes at a workstation, print a few samples on plain
paper, and do the following:
Make sure that the barcode is centered on the label. (Scanners require some
white space at either end of the vertical barcode lines.) If not, adjust the
offsets and try again. When you print, Reports saves the offset settings you
used on the workstation so that you do not have to set them again.
Make sure that your scanner and/or PHD can read the barcodes. The quality
of the printout varies from printer to printer; some older printers cannot
produce scanner-readable barcodes. We performed all testing using laser
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printers. In addition, the type of scanner and the maximum width of its laser
beam affect its ability to read the barcodes.
Generating a Copy List by Circulation Type
The Copy List by Circulation Type identifies copies that have a particular
circulation type (or types) assigned to them. Run this report for assistance when
removing or changing circulation types or loan periods.
To select the circulation type(s) for the report, highlight one or more in the list.
They are listed in alphabetical order by description.
To select all of your circulation types, select the All Circulation Types button.
For Union Catalog Plus: You must first choose a member from the Member list.
The member's name then appears in the report title.
Select either All Circulation Types
or individual types from the list.
After selecting your report options, click Print.
See also: For a detailed explanation of the printing process, see Printing the
report" starting on page 495.
The report sorts the copies first by circulation type (if you selected more than
one), and then by call number. It includes the total number of copies for each
circulation type.
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Chapter 37 Cataloging reports
The following is an excerpt from a Copy List by Circulation Type Report:
Jackson Middle School Library
10/13/2003 @ 3:49pm
Copy List by Circulation Type
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Circulation Type
Call Number
Title
Barcode
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Overnight
520 MIT
940.53 HOG
REF 031 ENC
REF 912 MAC
The Scholastic encyclopedia of space
Encyclopaedia of the Second World War
Britannica book of the year
Macmillan centennial atlas of the world
Copies Listed:
33976000658122
33976000694732
T 649162
33976000647901
4
Generating a Headings Without Authorities Report
This report finds the name, subject, or series headings in your bibliographic
records that do not have corresponding authority records.
Use this report when creating authority records or adding 4xx tags to them. Use it
also to discover those bibliographic records that may need corrective editing. You
may want to generate this report after importing new bibliographic records or
when supporting classroom curricula. For more information about authority
records, see page 639 in Appendix B.
To correct your bibliographic records, consider using the Global Update
Headings feature in Cataloging (see page 324). This helps you to improve the
consistency of the author, subject, and series headings in your database. A
complete authority file supports your patrons' search efforts by providing
cross-references to additional resources in your collection.
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To create a meaningful Headings Without Authorities Report, your database
must already contain both bibliographic and authority records.
For Union Catalog Plus: This report is not available.
Choose the records you want to examine:
Identify the method to search the database.
Then, select the range.
Choose the type(s) of headings
you want to examine.
To limit the report to a list of headings,
choose Summary only.
To include the titles,
choose Include titles.
The Headings Without Authorities Report contains the following options:
Bibliographic records: Select the method for searching the database Author,
Title, Call Number, Subject, or Date Added/Updated. Then select the range
of records that you want to examine. If you select to search the database by
Date Added/Updated, enter the desired date and time range. For
instructions on selecting the starting and ending ranges, see page 489.
Headings: Select the type(s) of headings in your bibliographic records that
you want compared to your authority records.
If you choose this heading type...
these tags in your bibliographic records are examined:
Subject
600, 610, 611, 630, 650, 651, 655, 658, 690-699
Author
100, 110, 111, 700, 710, 711, 790, 791
Series
400, 410, 411, 440, 490, 800, 810, 811, 830
The process compares the selected bibliographic tags to the following tags in
your authority records: 100, 110, 111, 130, 150, 151, 155.
Summary only: The summary report lists the headings in your bibliographic
records that do not have corresponding headings in your authority records
and a total count, for each heading, of those bibliographic records.
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Chapter 37 Cataloging reports
Include titles: This detailed report includes, for each heading, a list of the
titles in your bibliographic records that do not have the corresponding
authority records.
After selecting your report options, click Print.
See also: For a detailed explanation of the printing process, see Printing the
report" starting on page 495.
The following is an excerpt from a Headings Without Authorities Report in
summary form:
Jackson Middle School Library
10/13/2003 @ 4:06pm
Headings Without Authorities
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Heading Type
Heading
Number of Titles
Title
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Subject (600, 610, 611, 630, 650, 651, 655, 658, 690–699)
Cars
3
Pioneer life
2
Poetry––Selections
2
The following is an excerpt that includes titles:
Jackson Middle School Library
10/13/2003 @ 4:06pm
Headings Without Authorities
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Heading Type
Heading
Number of Titles
Title
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Subject (600, 610, 611, 630, 650, 651, 655, 658, 690–699)
Cars
3
A century at Indy
DK big book of cars
The Dusenberg : a study of quality engineering
Pioneer life
2
Buffalo Bill : frontier daredevil
Daniel Boone : young hunter and tracker
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Generating a Lexile Report
The Lexile
Report allows you to specify a range of Lexile measures and generate
a list of copies that fall within that range. You can also search for items in the
Beginning Reader (BR) and NonProse (NP) categories, which do not have
numeric Lexile measures. Reports can be sorted by title, author, call number, or
Lexile measure.
Select the range of Lexile
measures for the report.
Choose the sort order
of the report.
The default is by
Lexile Measure.
After selecting your report options, click Print.
See also: For a detailed explanation of the printing process, see Printing the
report" starting on page 495.
For Union Catalog Plus: This report includes a Member column to identify the
owner of each copy.
The following is an excerpt from a Lexile Report sorted by Lexile measure:
10/13/2003 @ 8:44am
Lexile Report
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Lexile
Title
Author
Lexile
Call Number
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
10
Pass the Fritters, Critters
E CHA
Chapman, Cheryl
10
See the Yak Yak
428.1 GHI
Ghinga, Charles
10
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Chapter 37 Cataloging reports
Generating a Shelf List
The Shelf List presents the copies in your library collection in the order they
should appear on the library shelves (call number, author, and title). If you want
to use this list to compare against the results of an inventory, we suggest you run
it before starting the inventory process.
Select the range of call numbers
you want to include in the report.
For instructions on selecting the
starting and ending records, see
Defining a range" on page 489.
To include the categories assigned
to each copy in the report, select
the Show Categories check box.
Note: For more information about
categories, see page 52.
After selecting your report options, click Print.
See also: For a detailed explanation of the printing process, see Printing the
report" starting on page 495.
The following is an excerpt from a Shelf List:
This field contains the publication date of the copy. Reports retrieves
Reports uses the copy call number you entered
when you created the copy record (see page 286). this information from the 008 or 260 tag of the MARC record.
Jackson Middle School Library
10/13/2003 @ 4:06pm
Shelf List
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Call Number
Title
Barcode
Year
Price
Circ Type
Category
Category
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
001.53
Artificial intelligence
T 21051
1995
5.00
Regular
2: Family Donations
11: Math and Philosophy
5: Ms. Youndt’s Summer Books
For Union Catalog Plus: This report includes a Member column to identify the
owner of each copy.
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Generating Spine/Pocket Labels
Spine/Pocket Labels lets you print labels based on a range of call numbers,
barcodes, or acquisition dates. You can also print labels based on a list of
barcodes or standard numbers. The labels display a copy's call number and any
copy or volume numbers included in the copy record.
For Union Catalog Plus: If you choose Select by Barcode, you must also choose a
member from the Member list. Barcode List and Standard Number List options
are not available.
Select the copies for the labels.
Select the template.
Select the starting label.
Adjust the printing.
The Spine/Pocket Labels contain the following options:
Copies: Select the method for searching the database. If you choose Call
Number, Acquisition Date, or Barcode, then select the range you want to
print. For instructions on selecting the starting and ending ranges, see page
489.
If you select Barcode List or Standard Number List, click Edit List to add or
remove numbers. For instructions on building lists, see page 492.
Important: A label is printed for each copy in the range, even if it doesn't
have a call number. To avoid wasting label stock, run a Copies
Without Call Numbers Report (see page 513) and correct any
copy records before printing the labels.
Label Template: Select the one that matches your label stock. Reports
identifies spine/pocket label stock by the number of labels across and down
a sheet. For more information, see the table on page 523.
Starting Label: To have your labels start printing on a label other than the
first one on the sheet, set this to the label number where printing should
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Chapter 37 Cataloging reports
begin. Reports counts labels from left to right, then top to bottom.
For example, to start printing on the first label of the second row of 8 across,
6 down" label stock, set Starting Label to 9.
Offsets: Use these options to fine-tune the alignment. The horizontal and
vertical offsets let you adjust the left and top margins, respectively. Each
increment is equal to 1/10th of a millimeter. The offsets for each template
vary from printer to printer. The first time you use a label template at a
workstation, print a few tests on plain paper to insure that the offsets are
aligned correctly.
The table (below) provides approximate offsets for each template. When you
print, Reports saves the offsets used for that template to the workstation.
Please note that the offsets you define for spine/pocket labels are in addition
to the unprintable area defined in your printer's properties.
Template
Horizontal
Vertical
Labels
Item Number Offset*
Offset*
per sheet
Vendor
Type
Demco
Spine
8 by 6
14218030
30
90
45
Demco
Spine
8 by 7
14218020
20
20
56
Demco
Spine
5 by 11
14216170
110
90
55
Demco
Spine
10 by 10
14216190
80
90
100
Demco
OCLC 4
14216850
30
90
10 sets
Demco
Three across**
14216180
185
15
12 sets
Follett Software Laser Spine 8 by 6
65061S
40
90
48
University
OCLC 4
342-SL4L
40
90
10 sets
University
OCLC 6
342-OS6DL
50
160
8 sets
University
Laser Spine 8 by 6
9-62450-12
40
90
48
University
Three across
9-62450-15
130
100
10 sets
University
Pinfeed: OCLC 4**
377-OL4D
80
NA
NA
University
Pinfeed: OCLC 6**
377-OS6D
80
NA
NA
University
Pinfeed: Three across** 377-2000
150
NA
NA
* Estimates only. Actual horizontal and vertical offsets vary from printer to printer.
** Pinfeed and Demco Three across label templates are not available on Mac OS.
After selecting your report options, click Print.
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Important: The horizontal/vertical offsets aren't applied or saved when you
choose Print Preview or Print to File. If you print spine/pocket labels
from a preview window or saved file, the labels won't be positioned
correctly.
Important: Before you print from a Mac OS workstation, you must also select File
| Page Setup and choose the 8.5" x 11" paper with the smallest
margins (approximately .17" left/right and .11" top/bottom).
Depending on your printer, you may also have to select the option for
a larger print area. Please note that the page setup reverts to its
default settings when you close Reports.
See also: For a detailed explanation of the printing process, see Printing the
report" starting on page 495.
Label stock for spine/pocket labels is available from the following vendors:
University Products Inc. (1-800-628-1912, http://www.librarysuppliers.com)
and Demco, Inc. (1-800-356-1200, http://www.demco.com).
The following is a sample of spine labels by call number, created with the
Demco Spine Label, 8 by 7" template:
Reports uses the copy call number you
entered when you created the copy record.
567.9
MAT
c. 2
567.9
MAT
567.91
BEN
Displays the volume number. Reports retrieves volume numbers from copy
records with enumeration descriptions of volume", vol.", vol", v.", or v".
567.91
DIX
567.91
ELT
567.91
JEU
Displays the copy number. Reports retrieves this information from the copy record's Copy Number field.
567.91
LAN
v. 1
567.91
LAN
v. 2
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Chapter 37 Cataloging reports
The following is a sample of spine and pocket labels by call number, created with
the OCLC 4" template:
Reports uses the copy call number you entered when you created the copy record.
599.744
Sau
599.744 Sau
599.8
Pat
599.8 Pat
Saunier, Nadine.
The panda.
Patterson, Francine.
Koko’s kitten.
599.744 Sau
599.8 Pat
Saunier, Nadine.
The panda.
Patterson, Francine.
Koko’s kitten.
See also: For information on adding and editing copy records, see Chapter 24,
Working with copies."
Generating a Title List
The Title List presents a range of titles in your collection based on title, author,
series, standard number, subject, or barcodes stored in a PHD. You can check this
list against a book order to avoid ordering duplicate titles or to compare to an
inventory. If you are going to use it to check against an inventory, make sure you
run the Title List before starting the inventory process. You can also use the Title
List to create a list of books whose copy barcodes were collected with a PHD.
This is especially useful when also using the scans for exporting the MARC
records via PHD (see page 312).
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For Union Catalog Plus: Titles via PHD is not available. On any of the other
choices, if you check the Show Copies check box, the report includes a Member
column to identify the owner of each copy.
Select the titles for the report.
To include the copies for each of the titles,
check Show Copies.
To include the categories assigned to each
copy, check Show Categories.
The Title List contains the following options:
Titles: Select the method for searching the database. Then select the range of
titles that you want included on the report. If you select LCCN/ISBN/ISSN
List, click the activated Edit List button to build a list of standard numbers
(see page 491). For instructions on selecting the starting and ending ranges,
see page 489.
Copies: To include copy information for each of the titles, check Show
Copies.
Categories: To include the copy categories, check Show Categories. This
option isn't available unless you first select the Show Copies check box. To
learn more about categories, see page 52.
After selecting your report options, click Print.
See also: For a detailed explanation of the printing process, see Printing the
report" starting on page 495.
For instructions on collecting copy barcodes with the PHD+, PHD+ II, or PHD
Laser+, see Collecting inventory, copy, or patron data" on page 663.
To collect copy scans with a PHD Dolphin+, see page 677.
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Chapter 37 Cataloging reports
The following is an excerpt from a Title List based on Title:
Displays the item's material type. Reports retrieves this information from the title's MARC record Leader tag (see page 268).
Jackson Middle School Library
10/13/2003 @ 1:19pm
Title List
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Title
Author
LCCN/ISBN/ISSN
Type
Call Number
Barcode
Price
Circ Type
Category
Category
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
77 dream songs.
64014107 //r
811 BERRYMAN
Berryman, John, 1914
Books
T 18000
$2.63
Regular
Titles listed: 1
Note: The Titles via PHD Report is the same as the Title List by Title, except that
the titles are in the order in which they were scanned into the PHD.
The following is an excerpt from a Title List based on Author:
Jackson Middle School Library
10/13/2003 @ 1:20pm
Title List – By Author
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Author
Title
Author
LCCN/ISBN/ISSN Type
Call Number
Barcode
Price
Circ Type
Category
Category
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Faber, Doris, 1924–
Love & rivalry : three exce Faber, Doris, 1924–
920 FABER
T 24104
$19.95
6: 4–H Club
8: Careers
83006566 /AC Books
Regular
Titles listed: 1
The following is an excerpt from a Title List based on Series:
Jackson Middle School Library
10/13/2003 @ 1:21pm
Title List – By Series
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Series
Title
Author
LCCN/ISBN/ISSN Type
Call Number
Barcode
Price
Circ Type
Category
Category
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
An Atherton controversy
Capital punishment.
343 McCAFFERTY
343 McCAFFERTY
Titles listed: 1
McCafferty, James A.
T 5829
$17.55
T 5830
$17.55
74169503
Books
Regular
Regular
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The following is an excerpt from a Title List based on Standard Number:
Jackson Middle School Library
10/13/2003 @ 1:23pm
Title List from LCCN/ISBN/ISSN List
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
LCCN/ISBN/ISSN
Title
Author
LCCN/ISBN/ISSN Type
Call Number
Barcode
Price
Circ Type
Category
Category
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
83006566 /AC
Love & rivalry : three exce Faber, Doris, 1924–
920 FABER
T 24104
$19.95
6: 4–H Club
8: Careers
83006566 /AC Books
Regular
Titles listed: 1
The following is an excerpt from a Title List based on Subject:
Jackson Middle School Library
10/13/2003 @ 1:21pm
Title List – By Subject
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Subject
Title
Author
LCCN/ISBN/ISSN Type
Call Number
Barcode
Price
Circ Type
Category
Category
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Actresses––United States––Biography––Juvenile literature.
Love & rivalry : three exce Faber, Doris, 1924–
920 FABER
T 24104
$19.95
6: 4–H Club
8: Careers
Titles listed: 1
83006566 /AC Books
Regular
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Chapter 37 Cataloging reports
Generating a Titles Added/Updated Report
The Titles Added/Updated Report presents a list of titles that were added or
updated and copies added in your collection during a selected time period. The
report is a good way to generate a list of newly added items for a report on items
purchased and received during a given period of time. This report is also useful
in monitoring how long it takes to enter title information for time management
purposes.
Type the range of time
(dates and hours) for which
you want to generate the
report.
After selecting your report options, click Print.
See also: For a detailed explanation of the printing process, see Printing the
report" starting on page 495.
For Union Catalog Plus: This report shows a Member column if printing for all
members. If limited by member, the member's name prints at the top of the page.
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The following is an excerpt from a Titles Added/Updated Report:
The date and time the report was generated
Jackson Middle School Library
The date and
time the titles/
copies were
added/updated
10/13/2003 @ 1:24pm
Titles Added/Updated
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Date
Added/Updated Time
Title
LCCN/ISBN/ISSN Type
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
10/13/2003
Added
2:48PM
Cult of the Harley–Davidson : America’s motorcycle
82197749
Books
Copy Added
2:48PM
Cult of the Harley–Davidson : America’s motorcycle
82197749
Books
Generating a Titles by Category Report
Categories are groups, created on the System Setup | Setup | Cataloging |
Categories tab (see page 52), used to link titles together. The Titles by Category
Report lets you print lists containing all titles associated with a specific category
or range of categories. By using the Titles by Category Report to construct
reading lists based on the categories, you can promote neglected areas of your
library's collection.
For Union Catalog Plus: This report is not available.
Select the range of categories
for the report.
To include the copies that have the se
lected category assigned to them,
check Show Copies.
To include all the categories assigned
to these copies, check Show
Categories.
The Titles by Category Report contains the following options:
Select the range of categories that you want included on the report. For
instructions on selecting the starting and ending categories, see page 489.
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Chapter 37 Cataloging reports
To include copy information for each of the titles, check Show Copies.
To include all the copy categories assigned to these copies, check Show
Categories. This option isn't available unless you first select the Show Copies
check box.
After selecting your report options, click Print.
See also: For a detailed explanation of the printing process, see Printing the
report" starting on page 495.
The following is an excerpt from a Titles by Category Report:
Displays the item's material type. Reports retrieves this information from the Leader tag in the MARC record (see page 268).
Jackson Middle School Library
10/13/2003 @ 1:27pm
Titles by Category
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Category
Title
Author
LCCN/ISBN/ISSN
Type
Call Number
Barcode
Price
Circ Type
Category
Category
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Family Donations
Artificial intelligence
83019691
Books
001.535 WIN
2: Family Donations
Winston, Patrick Hen
T 21051
19.99
Regular
11: Math and Philosophy
Generating a Titles With Duplicate Standard Numbers Report
The Titles With Duplicate Standard Numbers Report lets you locate duplicate
records or possible cataloging mistakes or compile series lists. Run this report
after adding or enhancing the records or before running an Autorecon with
Alliance Plus.
If you find any duplicate standard numbers, we don't recommend you leave
them in your records. The Alliance Plus Autorecon feature uses the standard
numbers along with the title to compare your bibliographic records against an
Alliance Plus data source. If it finds multiple records with the same standard
number and title, the application may replace all the matching records with the
Alliance Plus version (depending on the Autorecon option you select).
If you discover duplicate titles in the library database, we recommend that you
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move all the copies for that title to a single bibliographic record. This makes it
easier to find all the copies for that title.
Select the check box for
each standard number you
want to include in the report.
After selecting your report options, click Print.
See also: For a detailed explanation of the printing process, see Printing the
report" starting on page 495.
The following is from a Titles With Duplicate Standard Numbers Report:
Reports retrieves the default call numbers from the
location specified in System Setup (see page 47).
Jackson Middle School Library
10/13/2003 @ 1:33pm
Duplicate Standard Numbers
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
LCCN/ISBN/ISSN
Title
Def Call #
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
0–13–048679–5
Artificial intelligence through Prolog
005.133
Artificial intelligence through Prolog
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Chapter 37 Cataloging reports
Generating a Titles Without Copies Report
The Titles Without Copies Report lets you identify bibliographic records for
weeding or locate incorrectly cataloged records. Run this report before updating
the library database, after adding or enhancing your bibliographic records, or
before running the Global Delete Titles Without Copies process.
Select the range of titles for the
report.
For instructions on selecting the
starting and ending records,
see Defining a range" on page
489.
Choose to exclude certain MARC
records that intentionally have
no copies.
The Titles Without Copies Report contains the following options:
To exclude WebPath Express bibliographic records, select the first check box.
To exclude eBook records, select the second check box. Cataloging considers
any MARC record with a in position 6 of the 000 (Leader) tag and s
(=electronic) in position 23 of the 008 tag to be an eBook.
To exclude any record containing information in an 856 tag, such as a
cataloged Web site or link to other electronic media, select the last check box.
After selecting your report options, click Print.
See also: For a detailed explanation of the printing process, see Printing the
report" starting on page 495.
For information on the Global Delete Titles Without Copies process, see page 335.
For Union Catalog Plus: The Member option is not available.
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The Titles Without Copies Report contains the following information:
Reports retrieves the default call number from the
location specified in System Setup (see page 47).
Displays the item's material type. Reports retrieves this information
from the title's MARC record Leader tag (see page 268).
Jackson Middle School Library
10/13/2003 @ 1:49pm
Titles Without Copies
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Title
Author
Def Call #
LCCN/ISBN/ISSN
Type
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Baby Brontosaurus
Spanjian, Beth.
E SPA
0–516–09565–X
Books
Generating a Titles Without Standard Numbers Report
The Titles Without Standard Numbers Report helps you locate bibliographic
records in the library database that do not contain standard numbers. Circulation
Plus and Catalog Plus use the standard numbers to compare your current
bibliographic records to any imported records. Without them, you may
inadvertently import duplicate titles into the library database. In addition, the
Alliance Plus Autorecon feature does not process any bibliographic record
without a standard number. Run this report before sending your bibliographic
records out for retrospective conversion, importing records, running an
Autorecon with Alliance Plus, or after adding or updating your records.
Select the range of titles for the
report. For instructions on selecting
the starting and ending records,
see Defining a range" on page 489.
After selecting your report options, click Print.
See also: For a detailed explanation of the printing process, see Printing the
report" starting on page 495.
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Chapter 37 Cataloging reports
The following is an excerpt from a Titles Without Standard Numbers Report:
Reports retrieves the default call number from the copy or, if there is no copy, from the location specified in System Setup (see page 47).
Jackson Middle School Library
10/13/2003 @ 1:54pm
Titles Without Standard Numbers
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Title
Author
Def Call #
Type
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Dinosaur Ben
DeCaprio, Annie
E DEC
Books
Displays the item's material type. Reports retrieves this information from the Leader tag in the title's MARC record (see page 268).
For Union Catalog Plus: If limited by member, the union catalog name and the
member name print at the top of the page.
Generating a Used or Unused Copy Barcodes Report
The Used/Unused Copy Barcodes Report lets you create a list of copy barcodes
currently assigned to copies in the library database or identify those copy
barcodes available for reassignment. To print actual barcodes, see Printing Copy
Barcode Labels" on page 514. Give a copy of the Used or Unused Copy Barcodes
Report to your staff before they enter new copies into the library database.
For Union Catalog Plus: You must select a member before generating this report.
The union catalog name and the member name print at the top of each page.
Pick the type of copy barcodes you
want listed in the report. The barcode
range options vary with your choice.
To create a list of Used copy barcodes,
enter the range of barcodes you want
to use in your search.
For instructions on selecting the
starting and ending records,
see Defining a range" on page 489.
To create a list of Unused barcodes,
enter the beginning barcode number
and select the number of barcodes to
include in the report.
Note: Make sure the barcodes
entered in the Starting At and Ending
At fields match the symbology defined
for library materials in System Setup
(see page 37).
After selecting your report options, click Print.
See also: For a detailed explanation of the printing process, see Printing the
report" starting on page 495.
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The following are excerpts from Used/Unused Copy Barcodes Reports:
Displays the barcode symbology defined for library
materials in System Setup (see page 37).
If you picked Used barcode numbers from the Select dropdown list, the
report displays consecutive barcodes as a range of barcodes.
Jackson Middle School Library
10/13/2003 @ 1:57pm
Used/Unused Copy Barcode: Used Barcodes
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Barcode Number/Range
––––––––––––––––––––
Symbology = Follett Classic
T 2515
T 2520
T 2522 – T 2523
T 2534
T 2578
T 2596
If you picked Unused barcode numbers from the Select dropdown list, the report displays each barcode in the report on a separate line.
Jackson Middle School Library
10/13/2003 @ 1:58pm
Used/Unused Copy Barcode: Unused Barcodes
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Barcode Number/Range
––––––––––––––––––––
Symbology = Follett Classic
T 2500
T 2501
T 2502
T 2503
T 2504
T 2505
537
Chapter 38 Circulation reports
The chapter contains instructions for generating the reports displayed on the
Circulation Reports tab.
Note: If haven't installed Circulation Plus, you can't access circulation reports.
Circulation reports overview
The circulation reports are designed to help with collection development and
support your circulation activities. They include reports for analyzing
transactions and holds, overdues and fines lists, and patron notices. The
following table contains a brief description of each report, list, notice, slip, card,
and barcode label on the Circulation Reports tab:
Circulation report
Description
Category Statistics
Presents your circulation statistics for the current month, year,
or previous year, based on copies with assigned categories (see
page 539).
Checkouts/Fines Transactions
Creates a list of patrons with overdue materials and
outstanding fines or checked out items. Use this report to
distribute overdue and fine information to your teachers or
library staff (see page 540).
Circulation Statistics
Presents the circulation statistics for a selected range of titles or
the shelf order of the copies within your collection. Use this
report to identify areas in your collection in need of weeding or
enhancement (see page 542).
Collection Age by Call Number
Presents your collection's average age and circulation statistics
based on a range of call numbers. Use this report to identify
areas in need of enhancement or weeding (see page 545).
Collection Age by Subject
Presents the average age and circulation statistics of your
collection based on a range of subjects. Use this report to identi
fy areas in need of enhancement or weeding (see page 547).
Collection Statistics
Presents your collection's circulation statistics for a day, a
month, or a previous year along with the statistics for the
current year. This report also includes the total statistics
collected since you installed Circulation Plus. Use this report to
identify areas in need of promotion or weeding and to address
school district or state reporting requirements (see page 548).
Collection Value
Presents your collection's value as a whole and by call number
range. This report is ideal for providing information to your
insurance company and can also be used to support a budget
(see page 550).
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Circulation report
Description
Copy List by Status
Presents the copies in your collection based on each item's copy
status. Use this report to identify your copies based on any
copy status (Available, Checked Out, On Loan, At The Bindery,
Missing, On Hold, or Lost) (see page 551).
Date Slips
Prepares date due slips for your patrons. Choose a date or sort
by loan periods set up for each patron type (see page 552).
Hold Notices
Prepares notices to inform your patrons that copies are ready to
be picked up. Generate these notices in batches for mailing or
internal distribution (see page 553).
Hold Statistics
Lets you examine the frequency in which your patrons are
placing holds and reserves on copies. Use this report to identify
areas of demand (see page 556).
Hold Transactions
Presents the patron, title information, and status of each hold
and reserve. Use this list to post hold information for your
library staff or generate pick lists (see page 557).
Inventory List by Call Number
Lists copies based on inventory status and call numbers. Use
this list to compare the missing items recorded in the database
to the copies on the shelves (see page 558).
Inventory List by Title
Lists copies based on inventory status and titles. Use this list to
compare the missing items recorded in the database to the
copies on the shelves (see page 559).
Overdue/Bill Notices
Prepares notices to inform your patrons of overdue materials or
outstanding fines. Generate these notices in batches for mailing
or internal distribution (see page 561).
Overdue List
Creates a simple list of patrons with overdue materials (see
page 566).
Patron Barcode Labels
Produces new or replacement patron barcodes in Follett
Classic, Code 39, or Codabar symbologies (see page 567).
Patron Barcode List
Produces a list of patrons and their barcodes. Use this report to
create a list of scannable patron barcodes (see page 570).
Patron Cards
Prepares patron library cards on rotary or ID card stock. Use
these to circulate materials and identify patrons (see page 572).
Patron Name List
Creates a customized list of patron records. Run this report
before conducting remote circulations with a PHD or to
generate class and attendance lists (see page 575).
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Chapter 38 Circulation reports
Circulation report
Description
Patron Statistics
Presents your circulation statistics in summary or detailed form
by Patron Type, Location, and user-defined fields. This report
also includes the circulation statistics collected since you
installed Circulation Plus. Use this report to monitor changes in
transaction activity resulting from new reading programs or
motivational presentations (see page 577).
Used/Unused Patron Barcodes
Lists available or used patron barcode numbers. Run the report
before you add new patrons (see page 579).
Generating a Category Statistics Report
Categories are groups, created on the System Setup | Setup | Cataloging |
Categories tab (see page 52), used to link titles together for curriculum or
statistical purposes. The Category Statistics Report lets you print the circulation
statistics for all copies with categories currently in your database. Using the
Category Statistics Report to check the circulation of copies with assigned
categories is one way you can discover the neglected areas of your collection.
Select the desired time frame for the
report. The amounts calculated refer to
the number of circulations within the
selected time frame for all copies with
assigned categories.
After selecting your report
options, click Print.
See also: For an explanation of the printing process, see page 495.
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The following is an excerpt from a Category Statistics Report generated for this
month's circulations:
Jackson School Library
10/3/2003 @ 1:29pm
Category Statistics
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
CODE DESCRIPTION
Total Circs
Monthly Circs
Collection
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
5 Art
13 ( 15.1%)
13 ( 61.9%)
13 ( 0.8%)
6 Careers
0 ( 0.0%)
0 ( 0.0%)
4 ( 0.2%)
7 Geography
0 ( 0.0%)
0 ( 0.0%)
2 ( 0.1%)
4 History
5 ( 5.8%)
5 ( 23.8%)
6 ( 0.4%)
3 Native American stu
5 ( 5.8%)
5 ( 23.8%)
8 ( 0.5%)
8 New Fiction
0 ( 0.0%)
0 ( 0.0%)
0 ( 0.0%)
2 Summer Reading
1 ( 1.1%)
1 ( 4.7%)
2 ( 0.1%)
1 Temporary
1 ( 1.1%)
0 ( 0.0%)
0 ( 0.0%)
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
25
24
35
Generating a Checkouts/Fines Transactions Report
The Checkouts/Fines Transactions Report provides you with a list of patrons
with overdue copies and outstanding fines, patrons with any checked-out items,
or only patrons with outstanding fines. This report is ideal if you want to
distribute the overdue and fine information to your teachers and library staff. If
your library uses a PHD to conduct remote circulation, provide a copy of this
report to your staff members before they begin conducting transactions.
Select the patrons whose transactions
you want to print.
Select the materials for the report.
Select the check boxes for any
of the report options.
The Checkouts/Fines Transactions Report has these options:
04/04
Chapter 38 Circulation reports
Patrons: Select the method for searching the library database. Then select the
range of patrons for the report. For instructions on selecting the starting and
ending records, see page 489.
Note: Location and User Fields are customizable patron record prompts. For
additional information on changing these prompts, see page 72.
To limit the report to patrons belonging to specific patron types, click Patron
Types (see page 493).
To limit the report to patrons having a specific patron status, select the status
from the Patron Status drop-down.
To limit the report to patrons in a specific grade, select the Graduation Year
check box, and enter the desired year.
Materials:
Overdues: Limits the materials in the report to overdue items due during a
specific range of dates. Select this check box and enter the desired dates.
Note: Regardless of the date range you enter, this option will not include
items not currently overdue. To include items that are not yet overdue,
you'll need to run the report as of a future date. For information on
changing the report date, see page 494.
All Items Checked Out: Lists all patrons with current checkouts.
Fines Only: Limits the report to patrons with assessed fines (overdue, lost,
damaged, and user-defined).
To limit the report to a specific circulation type, click Circulation Types (see
page 493).
Show All Assessed Fines: Whether you select Overdues or Checkouts
(above), checking this box adds any outstanding assessed fines for overdue,
damaged or lost items, user-defined fines, and refunds.
To include pending fines for any overdue items, select the Calculate Overdue
Fines check box on the System Setup | Setup | Circulation | Fines tab.
Include Page Breaks: Starts a new page after each entry in the report. Entries
are determined by the criterion you identified in the Select By list.
Hide Phone Number and Hide Titles: Excludes these items from the report.
After selecting your report options, click Print.
See also: For an explanation of the printing process, see page 495.
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The following are excerpts from Checkouts/Fines Transactions Reports:
In this first example, the user decided to select the Fines Only option. As a result, assessed fines
for items already checked in, lost, or damaged, or user-defined, are included in the report (see
Chapter 11, Dealing with fines and lost copies").
Displays the date you created the fine.
Jackson School Library
10/27/2003 @ 11:47am
Checkouts/Fines Transactions
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Patron Name
Barcode/ID
Phone Number
Title
Price
Barcode
Call Number
Due Date
Fine Type
Fine Date
Fine
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Box, Chris
P 115
Jim Smiley & his jumping frog
$15.95
T 4300507
PS1322.C4 1940
1/20/2003
Overdue
3/2/2003
$9.50
The legacy of Al Capone
$17.99
T 4300522
HV6248.C17
1/20/2003
Damaged
3/2/2003
$9.50
Total Assessed Fines:
$19.00
In this example, the user selected All Items Checked out and did not select the Show All Assessed Fines option. As a result, the
Fines column is limited to the current pending fines for overdue copies. These fine amounts are calculated as of the report date.
The fine is not actually assessed until the item is checked in.
Jackson School Library
10/27/2003 @ 11:47am
Checkouts/Fines Transactions
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Patron Name
Barcode/ID
Phone Number
Title
Price
Barcode
Call Number
Due Date
Fine Type
Fine Date
Fine
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Box, Chris
P 115
Above the battle : war making in America
$13.95
T 4300355
E181.L5
10/02/2003
$2.50
Abraham Lincoln and the American political
$21.95
T 4300807
457.8
11/12/2003
Total Pending Fines:
$2.50
Note: Pending fines are calculated as of the report date, and reflect
fines that may be charged if the overdue items were returned on this date.
Generating a Circulation Statistics Report
The Circulation Statistics Report lets you choose to examine itemized circulation
statistics for a selected range of titles or call numbers. You can use this report to
examine the circulation statistics for a specific category. If you choose Shelf List
order, use the report to identify areas in your library collection in need of
weeding or enhancement.
Note: If you want to calculate circulation statistics as of a particular date, use the
Set Report Date feature to override the current system date. For more
information about changing the report date, see page 494.
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Chapter 38 Circulation reports
Select the copies for the report.
Limit the report to certain copies.
Include the categories assigned
to each copy in the report.
The Circulation Statistics Report has these options:
Copies: Select the method for sorting the statistics in the report.
Title List Order allows you to select a range of titles and prints in title order.
Shelf List Order allows you to select a range of call numbers and prints in call
number order.
Note: If you select Shelf List Order, any copies without call numbers are not
included in the report.
Select the range of copies for the report. For instructions on selecting the
starting and ending records, see page 489.
Limiters: To limit the report to copies that circulated a certain number of
times, select the Copies with Circulations check box, choose either Greater
Than or Less Than, and enter the number of circulations required for the
copy to appear in the report. Then identify the time frame to which the
numbers apply.
You can also limit the categories in the report by clicking Categories. From
the Categories dialog, select the category limiters you want:
Select the desired category or categories,
and choose the Boolean operator.
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04/04
Select a category from one or both lists. These lists display all the categories
created in System Setup and the number of copies assigned to each.
If you select two categories, use a Boolean operator to define the relationship
between them:
And: Limits the report to only those titles belonging to both categories.
Or: Includes those titles that belong to either category.
Not: Limits the report to those titles in the upper category that are not
also in the lower category.
Note: Categories are groups, created on the System Setup | Setup |
Cataloging | Categories tab (see page 52), used to link titles for
curriculum or statistical purposes.
Show Categories: Lists all the categories assigned to each copy in the report.
After selecting your report options, click Print.
See also: For an explanation of the printing process, see page 495.
These abbreviations are used in the reports:
TDY Circulations today
MTH Circulations this month
YTD Circulations this year to date
LYR Circulations last year
TOTAL Circulations since you installed Circulation Plus
The following is an excerpt from a Circulation Statistics Report in Title List Order:
Jackson School Library
10/3/2003 @ 3:38pm
Circulation Statistics – Title List Order
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Title
Author
LCCN/ISBN/ISSN
Type
Call Number
Barcode
Price
Circ Type
TDY
MTH
YTD
LYR
TOTAL
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Dirt bikes
94022827 /AS
629.227 You
Regular
629.227 You
Regular
Titles listed: 1
Young, Jesse, 1941–
Books
T 2345
1
2
$2.50
12
0
T 2346
0
1
12
$2.50
2
0
2
04/04
Chapter 38 Circulation reports
The following Circulation Statistics Report excerpt is in Shelf List Order:
Jackson School Library
10/3/2003 @ 1:43PM
Circulation Statistics – Shelf List Order
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Call Number
Barcode
Title
Price
TDY
MTH
YTD
LYR
TOTAL
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
473.21 Will
Latin dictionary
$12.00
T 7748
1
1
1
1
3
Generating a Collection Age by Call Number Report
The Collection Age by Call Number Report lets you examine your collection's
age and circulation statistics based on a range of call numbers. By reviewing this
report, you can see which areas in your collection need weeding or enhancement.
Note: If you want to calculate circulation statistics as of a particular date, use the
Set Report Date feature to override the current system date. For more
information about changing the report date, see page 494.
Enter the starting and ending
call numbers.
Select the level of detail for the report.
Include statistics for copies having a
call number prefix in this report.
The Collection Age by Call Number Report has these options:
Call Number Range: Type in the starting and ending numbers for this report.
Detail level: Select the level of detail for the report:
1's Lists statistics for each whole call number.
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10's Lists statistics for each group of 10 (000-009, 010-019, and so on).
100's Lists statistics for each group of 100 (000-099, 100-199, and so on).
Call Number Prefixes: Check the box to include statistics for copies that have
call number prefixes (for example, FIC or REF). If you do not, the report is
limited to copies with Dewey call numbers ( your non-fiction materials).
See also: Page 48, for information on updating your list of call number prefixes.
After selecting your report options, click Print.
See also: For an explanation of the printing process, see page 495.
The following is an excerpt from a Collection Age by Call Number Report:
Lists the number of copies in the call number
range or prefix and the percentage of the library
collection represented by these copies.
Lists the number of circulations attributed to copies in the call
number range or prefix since Circulation Plus was installed and the
corresponding percentage of total circulations.
Jackson School Library
10/3/2003 @ 3:46pm
Collection Age By Call Number
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Dewey
Avg. Age
Collection
Yearly Circs
Total Circs
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
001–099
1988
21 (17.3%)
3 (21.4%)
3 (21.4%)
Displays the average age of all the titles in the call number range Lists the number of this year's circulations attributed to copies
or prefix. This age is calculated from the publication dates in the in the call number range or prefix and the corresponding
008 or 260 tag of the MARC records (see page 272).
percentage of the current year's circulations.
Note: The Collection Age by Call Number Report totals the circulation statistics
for each column and displays the results on the last line. However, if the
report doesn't include copies with call number prefixes, or if you've
deleted copies from the collection, the totals may not match the sum of the
figures in each column.
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Chapter 38 Circulation reports
Generating a Collection Age by Subject Report
The Collection Age by Subject Report lets you examine your collection's age and
circulation statistics based on a range of subjects. By reviewing this report, you
can see which areas in your collection need weeding or enhancement.
Select the range of subjects for the
report. For instructions on setting
starting and ending records, see
Defining a range" on page 489.
After selecting your report
options, click Print.
Note: If you want to calculate circulation statistics as of a particular date, use the
Set Report Date feature to override the current system date. For more
information about changing the report date, see page 494.
See also: For an explanation of the printing process, see page 495.
The following is an excerpt from a Collection Age by Subject Report:
Lists the number of copies associated with the subject
and the percentage of the library collection represented
by these copies.
Lists the number of circulations attributed to copies associated with the
subject since Circulation Plus was installed and their corresponding
percentage of total circulations.
Jackson School Library
10/3/2003 @ 3:48pm
Collection Age By Subject
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Subject
Avg. Age
Collection
Yearly Circs
Total Circs
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Artificial intelligence.
1997
29 (23.9%)
4 (50.0%)
4 (50.0%)
Displays the average age of all the titles associated with the
subject. This age is calculated from the publication dates in the
008 or 260 tag of the MARC records (see page 272).
Lists the number of this year's circulations attributed to copies
associated with the subject and their corresponding percentage
of the current year's circulations.
547
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Generating a Collection Statistics Report
The Collection Statistics Report lets you examine the circulation statistics for the
current day, month, or the previous year. This report also includes the statistics
for the current year as well as the statistics accumulated since you installed
Circulation Plus. Use this report to identify low circulation areas in the library
collection in need of weeding, promotion, or enhancement. You can also use this
report to track library materials currently being promoted.
Select the desired time frame
for the report.
Enter the starting and ending
call numbers.
Select the level of detail.
Include statistics for copies
having a call number prefix.
The Collection Statistics Report has these options:
Time frame: Choose the time span for the statistics.
Call Number Range: Type in the starting and ending numbers for this report.
Detail level: Select the level of detail for the report:
1's Lists statistics for each whole call number.
10's Lists statistics for each group of 10 (000-009, 010-019, and so on).
100's Lists statistics for each group of 100 (000-099, 100-199, and so on).
Call Number Prefixes: Check the box to include statistics for copies that have
call number prefixes (for example, FIC or REF). If you do not, the report is
limited to copies with Dewey call numbers ( your non-fiction materials).
After selecting your report options, click Print.
Note: If you want to calculate circulation statistics as of a particular date, use the
Set Report Date feature to override the current system date. For more
information about changing the report date, see page 494.
See also: Page 48, for information on updating your list of call number prefixes.
For an explanation of the printing process, see page 495.
04/04
Chapter 38 Circulation reports
The following are excerpts from the Collection Statistics Report for monthly
statistics, statistics from the previous year, and daily statistics:
Lists the number of this year's circulations attributed to copies
in the call number range or prefix and the percentage of the
current year's circulations represented by these figures.
Lists the number of copies in the specific call number range or
prefix and the corresponding percentage of the library collection.
Jackson School Library
10/3/2003 @ 3:52pm
Collection Statistics
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Range
Total Circs
Yearly Circs
Monthly Circs
Collection
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
001–099
3 (21.4%)
3 (21.4%)
3 (21.4%)
21 (17.3%)
Lists the number of circulations attributed to copies in the call
number range or prefix since Circulation Plus was installed and
the corresponding percentage of total circulations.
Lists the number of this month's circulations attributed to copies
in the call number range or prefix and the corresponding
percentage of this month's total circulations.
Jackson School Library
10/3/2003 @ 3:55pm
Collection Statistics
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Range
Total Circs
Yearly Circs
Last Year
Collection
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
001–099
3 (21.4%)
3 (21.4%)
0 (0.0%)
21 (17.3%)
Lists the number of the previous year's circulations attributed to copies in the call number range or
prefix and the corresponding percentage of last year's total circulations.
Jackson School Library
10/3/2003 @ 3:58pm
Collection Statistics
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Range
Total Circs
Yearly Circs
Daily Circs
Collection
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
001–099
3 (21.4%)
3 (21.4%)
0 (0.0%)
21 (17.3%)
Lists the number of today's circulations attributed to copies in the call number range or prefix
and the corresponding percentage of today's total circulations.
Note: The Collection Statistics Report totals the circulation statistics for each
column and displays the results on the last line. However, if the report
doesn't include copies with call number prefixes, or if you have weeded
any copies with Dewey call numbers from the collection, the circulation
statistics may be less than the totals on the last line of the report.
549
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04/04
Generating a Collection Value Report
The Collection Value Report lets you examine your collection's value as a whole
and by call number range. Reports calculates these values using the prices in
copy records. Since some copy records may not contain a price, Reports also
provides you with an estimated value. The estimated value is based on an
average of the prices in that call number range. This report is ideal for providing
information to your insurance company and can also be used to justify a budget.
For example, if your collection needs more science books, you can calculate the
average cost per science title based on the information in that Dewey range.
Select the level of detail.
Include statistics for copies
having a call number prefix.
Include statistics for copies
having a call number prefix.
After selecting your report
options, click Print.
The Collection Value Report has these options:
Detail level: Select the level of detail for the report:
1's Lists statistics for each whole call number.
10's Lists statistics for each group of 10 (000-009, 010-019, and so on).
100's Lists statistics for each group of 100 (000-099, 100-199, and so on).
Call Number Prefixes: Check the box to include statistics for copies that have
call number prefixes (for example, FIC or REF). If you do not, the report is
limited to copies with Dewey call numbers ( your non-fiction materials).
After selecting your report options, click Print.
Note: If you want to calculate the collection value as of a particular date, use the
Set Report Date feature to override the current system date. For more
information about changing the report date, see page 494.
See also: Page 48, for information on updating your list of call number prefixes.
For an explanation of the printing process, see page 495.
04/04
Chapter 38 Circulation reports
The following is an excerpt from a Collection Value Report:
Lists the number of copies with prices in the call number
range or prefix and the percentage of the range or prefix
they represent.
Lists the estimated value of the call number range or
prefix. The estimated value is based on an average of
the values of copies that have prices.
Jackson School Library
10/3/2003 @ 3:59pm
Collection Value
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Range
Collection
With Prices
Calculated Value Estimated Value
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
001–099
23 (1.5%)
19 (82.6%)
$336.32
$407.12
100–199
11 (0.7%)
7 (63.6%)
$112.53
$176.81
Lists the number of copies in the specific call number range or prefix
and the corresponding percentage of the collection.
Lists the value of the copies that have
prices in the call number range or prefix.
Generating a Copy List by Status
The Copy List by Status lets you examine a selected portion of your collection
based on a specific copy status. You can use this list as a reference tool while
conducting collection development activities. For example, create a list based on
missing or lost copies when ordering new books for your collection. You can use
this list for review before running the Global Delete Lost Copies or Global Delete
Missing Copies.
Select the range of titles for the
list. For instructions on selecting
starting and ending records, see
Defining a range" on page 489.
Identify the copy status used to
limit the copies in the report.
To list the categories assigned to
each copy, select the check box.
After selecting your report
options, click Print.
Note: Categories are groups, created in System Setup | Setup | Cataloging |
Categories (see page 52), used to link titles together for curriculum or
statistical purposes.
See also: For an explanation of the printing process, see page 495.
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The following is an excerpt from a Copy List by Status:
Reports only includes the date the copy was last checked out if you
selected Lost or Checked Out from the Copy Status dropdown list.
Jackson School Library
10/3/2003 @ 4:00pm
Copy List By Status – Available
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Title
Author
LCCN/ISBN/ISSN
Type
Call Number
Barcode
Price
Circ Type
Last Date
Category
Category
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Artificial intelligence
Winston, Patrick Hen
83019691
Books
001.53/5
T 21051
10.00
Regular
2: Family Donations
11: Math and Philosophy
Generating Date Slips
Use Date Slips to print due date slips, based on the loan periods you set up for
your patrons. The application prints 24 due date slips per sheet.
Select one of the methods for
calculating the due date:
If you choose A given patron type and circulation
type," select from the Circulation Type and Patron
Type list options.
If you choose A given date,"
type the date in the text box.
Select the number of sheets (of 24 date slips)
you want to print.
After selecting your options, click Print.
See also: For an explanation of the printing process, see page 495.
Patron Types and Circulation Types are defined in System Setup. For information
on changing these settings, see page 76.
The following is an excerpt from a Date Slip sheet:
Mar 17 – Mar 17 – Mar 17 – Mar 17 – Mar 17 – Mar 17 – Mar 17 – Mar 17 –
Date Due Date Due Date Due Date Due Date Due Date Due Date Due Date Due
04/04
Chapter 38 Circulation reports
Generating Hold Notices
Use Hold Notices to notify your patrons when copies are ready for pickup.
Notices print for both ready holds and ready reserves. When a copy that satisfies
a hold is checked in, Circulation Desk changes the hold status on the copy from
Pending to Ready. When a pre-reserve processing date arrives, the hold status of
the reserve becomes Ready if the copy is available (Pending if it is not). When a
hold status changes to Ready, Circulation Desk flags the hold for notice printing.
Reports generates a specific hold notice only once. If you need another copy of a
notice, you can reprint it if it was generated earlier that day. If you need another
copy on a later date, use Options | Set Report Date (from the menu) to print the
notice as of the original date. For more information about changing the report
date, see page 494.
Select the range of patrons
for the notices.
Select the format.
Select the wording template.
After selecting your options,
click Print.
The Hold Notices have these options:
Patrons: Select the method for searching the library database. Then select the
range of patrons for the report. For instructions on selecting the starting and
ending records, see page 489.
Note: Location and User Fields are customizable patron record prompts. For
additional information on changing these prompts, see page 72.
To limit the report to patrons belonging to specific patron types, click Patron
Types (see page 493).
Format: Choose the internal or the mailing format. Using the internal
distribution style, two notices print on a single page. If you use the mailing
style, each notice requires a whole page.
Template: Circulation Plus comes with a system-supplied template: the
Standard Ready Hold Notice. You can duplicate and customize the wording
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in it or create a new template in System Setup | Setup | Circulation |
Notices. For more information, see page 82.
After selecting your report options, click Print.
The following is a sample Hold Notice in the internal distribution style:
Reports uses the salutation you defined for the patron's assigned patron type (see page 71).
Jackson School Library
10/3/2003 @ 4:00pm
Hold Notice
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Barcode: P6117
ID: 3856117
Homeroom: 432
Teacher: Mrs. Brown
Graduation Year: 2006
Dear Richard Grayson:
The items you requested are now available in the library.
Please bring this notice to the library as soon as possible.
Title
Call Number
Barcode
Expires
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Bats and other nocturnal creatures
428.1
T 21104
10/15/2003
04/04
Chapter 38 Circulation reports
The following Hold Notice was created using the mailing distribution style:
Jackson School Library
10/3/2003 @ 4:00pm
Hold Notice
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Dear Richard Grayson:
Graduation Year: 2006
The items you requested are now available in the library.
Please bring this notice to the library as soon as possible.
TItle
Call Number
Barcode
Expires
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Bats and other nocturnal creatures
428.1
T 21104
10/15/2003
Let’s go to a circus
791.3
T 8043
10/15/2003
Tales of the Dark Knight
741.5
T 35642
10/15/2003
Jackson School Library
1391 Schoolhouse Road
McHenry, IL 60050
Richard Grayson
789 Homestead Ave.
McHenry, IL. 60050
Barcode: P 8083
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Generating a Hold Statistics Report
The Hold Statistics Report lets you examine the number of holds and reserves
that were placed on selected titles. This report is useful for identifying materials
in high demand by your patrons or for collection development purposes.
Note: If you want to calculate hold or reserve statistics as of a particular date, use
the Set Report Date feature to override the current system date. For more
information about changing the report date, see page 494.
Select the range of titles for the
report. For instructions on selecting
the starting and ending records,
see Defining a range" on page 489.
To limit the report to those titles
placed on hold or reserved a
minimum or maximum number of
times, select the checkbox(es) and
enter the desired number.
Choose to include holds,
reserves, or both.
After selecting your report
options, click Print.
See also: For an explanation of the printing process, see page 495.
The following is an excerpt from a Hold Statistics Report:
Displays the number of holds and/or
reserves placed on the title this year.
Displays the total number of copies
for this title in the library collection.
Jackson School Library
10/3/2003 @ 4:11pm
Hold Statistics
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Title
Author
YTD
LYR
Copies LCCN/ISBN/ISSN
Type
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Anatomy, descriptive and surgical
Gray, Henry, 1825–1861
4
9
1
76052804
Books
Displays the number of holds and/or reserves placed on the title last year.
04/04
Chapter 38 Circulation reports
Generating a Hold Transactions Report
The Hold Transactions Report lets you examine the patron, title and copy, and
status of each hold and reserve in the library database. This report is ideal if you
post the hold information for your library staff. Sorted by call number, it
functions as a pick list for retrieving reserves or checking the hold shelf.
Select the range of titles, patrons,
or call numbers for the list.
Choose to include holds,
reserves, or both.
Choose to include any or all statuses.
After selecting your report options,
click Print.
The Hold Transactions Report has these options:
Select the method for searching the library database. Then select the range of
titles, patrons, or call numbers for the notices. For instructions on selecting
the starting and ending records, see page 489.
Transactions: Choose to include holds, reserves, or both.
Status: Choose to include any or all statuses:
Ready: A hold or reserve on an item that is ready to be picked up
Pending: A hold or reserve on an item that is currently checked out
Expired: A hold or reserve with an expiration date that has passed
Reserved: A reserve before its pre-reserve processing date
Note: If you select by call number and limit to pending holds, the report does not
include pending any-copy holds. These holds, as yet, have no call number.
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The following is an excerpt from a Hold Transactions Report in call number
order:
Jackson School Library
10/3/2003 @ 4:13pm
Holds By Call Number Transaction List
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Call Number
Title
Author
Barcode
Status
Reserve Period
Expires
Patron Name
Patron Barcode
Notified
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
611 Gra
Anatomy, descriptive and surgical
Gray, Henry, 1825–1861
T 48723
Ready
10/15/2003
Majors, Brad
P 5722
10/03/03
Displays the date you
printed the hold notice
for this hold.
(See page 553.)
391 Coo
Costumes and clothes
Cooke, Jean, 1927–
T 95884
Reserved 12/02/2003–12/16/2003
12/17/2003
Weiss, Janet
P 7216
Displays the date the
hold or reserve expires.
To change this date,
see page 169.
Generating an Inventory List by Call Number
The Inventory List by Call Number lets you examine copies based on a specific
inventory status. This list is ideal if you want to compare the missing copies
recorded in the library database to the copies on the library shelves. We suggest
you run this list for unmarked copies before finalizing the inventory, and run it
for missing copies after it's finalized. Run it, also, before performing a Global
Delete Missing Copies.
Select the range of call numbers
for the list. For instructions on
selecting the starting and ending
records, see Defining a range"
on page 489.
Identify the inventory status required
for a copy to appear in the list.
If you selected the Missing"
inventory status, identify the
range of years you want to
include in the inventory list.
After selecting your report options,
click Print.
See also: For an explanation of the printing process, see page 495.
For information about the inventory process and statuses, see Chapters 19 and 20.
For Global Delete Missing Copies, see page 330.
04/04
Chapter 38 Circulation reports
The following is an excerpt from an Inventory List by Call Number:
Displays the inventory status used to generate the report.
Jackson Middle School Library
10/3/2003 @ 4:17pm
Inventory by Call Number: Marked
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Call Number
Barcode
Price
Circ Type
Last Date
Title
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
003.3
T 21063
18.00
Regular
9/1/2001
Cyberspace : first steps
If the item is currently checked out,
the date the copy was last checked out appears here.
Generating an Inventory List by Title
The Inventory List by Title lets you examine copies with a specific inventory
status. This list is ideal if you want to compare the missing copies recorded in the
library database to the copies on the library shelves. We suggest you run this list
for unmarked copies before finalizing the inventory and for missing copies after
it's finalized. Run it also before performing a Global Delete Missing Copies.
Select the range of titles for the list.
For instructions on selecting the
starting and ending records, see
Defining a range" on page 489.
Identify the inventory status required
for a copy to appear in the list.
To limit the list to those copies with
specific categories, click Categories.
If you selected Missing," identify the
range of years you want to include in
the inventory list.
To print the categories assigned to
each copy, select the Show Categories
check box.
After selecting your report
options, click Print.
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To limit the categories used to generate the report, click Categories. The
Categories dialog appears:
The selection list contains all categories
created in System Setup and the number
of copies assigned to each.
For instructions on adding or removing
categories, see Increasing access to your
collection with categories" on page 52.
If you want to limit the list to copies with specific categories, click Selected
Categories, and then highlight each category you want to include. After selecting
the desired category options, click OK.
See also: For an explanation of the printing process, see page 495.
For information about the inventory process and statuses, see Chapters 19 and 20.
For Global Delete Missing Copies, see page 330.
The following is an excerpt from an Inventory List by Title:
Displays the inventory status used to generate the report.
Jackson School Library
10/3/2003 @ 4:20pm
Inventory List By Title: Marked
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Title
Author
LCCN/ISBN/ISSN
Type
Call Number
Barcode
Price
Circ Type
Last Date
Category
Category
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
A philosophical discourse concerning speech (1668) and Cordemoy, Géraud de,
72006400 //r
Books
REF 401
T 21132
8.95
Hourly
12/3/2001
2: Family Donations
4: Language Philosophy
6: Mr. Martzall’s Summer Books
If the item is currently checked out,
the date the copy was last checked out appears here.
04/04
Chapter 38 Circulation reports
Generating Overdue/Bill Notices
Use Overdue/Bill Notices to notify your patrons of overdue materials or
outstanding fines. You can generate these notices in batches based on selected
patron criteria. You can further limit the notices to items belonging to specific
circulation types.
To generate notices as of a particular date, use the Set Report Date feature to
override the current system date. From the Reports menu bar, select Options |
Set Report Date. On the Set Report Date dialog that appears, select Use Special
Date, type the new date, and select Save.
Select the patrons whose notices
you want to print.
Select the materials for the notices.
Select any of the notice options.
After selecting your options,
click Print.
The Overdue/Bill Notices have these options:
Patrons: Select the method for searching the library database. Then select the
range of patrons for the notices. For instructions on selecting the starting and
ending records, see page 489.
Note: Location and User Fields are customizable patron record prompts. For
additional information on changing these prompts, see page 72.
To limit the notices to patrons belonging to specific patron types, click Patron
Types (see page 493).
To limit the notices to patrons having a specific patron status, select the status
from the Patron Status drop-down.
To limit the notices to patrons in a specific grade, select the Graduation Year
check box, and enter the desired year.
Materials: To limit the materials in the notices to materials of a specific
circulation type, click Circ Types (see page 493).
To limit the notices to items due during a specific range of dates, select the
Due From check box, and then enter the desired date range in the text boxes.
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Note: Regardless of the date range, this option does not include items not
currently overdue. To include items that are not yet overdue, you'll
need to run the report as of a future date. For information on changing
the report date, see page 494.
Show All Assessed Fines: Includes outstanding assessed fines for overdue,
damaged, and lost items, any user-defined fines, and refunds. Otherwise, the
notices list only currently overdue materials.
Show Price for Overdues: Includes the price of each copy in the notice. If the
copy record doesn't specify a price, the notice displays the maximum fine
amount you established in System Setup (see page 77). Use this option in
concert with the Standard Bill Notice" template in cases where the copy has
been overdue for 30 days or more and is presumed lost. It normally isn't
necessary if you are printing notices for items overdue only a few days.
Notice Style: Reports provides you with specialized formats for internal and
mailed distribution. Using the internal distribution format, you can print
either one or two notices on a single page.
If you use the mailing format, each notice requires a separate page for each
patron. When using this format, you can choose to include To the
parents/guardians of." This will print above the student's name and
address.
Notice Template: Select the desired wording template for the notices. Reports
comes with two templates:
Standard Overdue Notice: Use this template to issue warnings and fines for
items past due for a short time.
Standard Bill Notice: This notice contains a stronger tone than the Standard
Overdue Notice. It is intended for use when the item in question has been
overdue for a substantial period of time and you assume that the patron
won't be returning it.
After selecting your report options, click Print.
See also: For an explanation of the printing process, see page 495.
For information on creating and using patron types and circulation types, see
Grouping your patrons by type" on page 69 and Grouping your collection
according to lending period" on page 45.
For information on customizing your notice templates, see Customizing your
overdue, bill, and ready hold notices" on page 82.
The notice heading includes, in addition to the name and barcode, the following
patron information if it is available:
Mailing format: graduation year
Internal format: Location 1, Location 2, and graduation year.
For either format, the ID appears (along with the barcode) if you selected either
ID or Barcode and ID as the Required Patron Field in System Setup | Setup |
Patron Maintenance | Patron Defaults.
04/04
Chapter 38 Circulation reports
These samples of Overdue/Bill Notices are in the Internal format (2 per page):
Reports uses the salutation you defined for the patron's assigned patron type (see page 71).
Jackson School Library
10/01/2003 @ 4:20pm
Overdue/Bill Notices
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Homeroom : 406
Library period : 4th
Grad: 2006
Barcode: P 29487
Dear Brad Majors:
The following items are overdue. Please return them as soon as possible.
Title
Call Number
Barcode
Due Date
Fine
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
The enchanted loom : mind in the universe
574 JAS
T 21065
9/15/2003
Overdue
101 costumes for all ages, all occasions
792 Cum
T 65872
9/15/2003
Overdue
My place in space
520 HIR
T 53229
9/20/2003
Overdue
Be your own rock and mineral expert
552 PIN
T 19884
9/20/2003
Overdue
Car repairs you can make
629 HAR
T 58739
9/20/2003
Overdue
Reports displays the wording you defined for the selected notice template (see page 82).
In this example, the copies are overdue only a few days, so we used the Standard Overdue Notice wording and did not
select the Show Price for Overdues check-box.
In this example, some copies have been overdue for well over a month and we suspect the patron will not return them.
We used the Standard Bill Notice wording and selected Show Price for Overdues and Show All Assessed Fines.
Jackson School Library
11/01/2003 @ 4:20pm
Overdue/Bill Notices
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Homeroom : 143
Library Period : 3rd
Grad: 2006
Barcode: P 3549
Dear Ian McKellen:
The following items are long overdue and assumed to be lost. Please pay the
amount listed below as soon as possible.
Title
Call Number
Barcode
Due Date
Fine
Price
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Big meetings, big results : strategic event planning fo
658.4 MCM
T 56789
9/12/2003
Overdue
$45.45
Wizardry : a treatise on things illusory
823 VYS
T 58226
9/12/2003
Overdue
$29.95
Total Price of Items
$75.40
Wizardry and wild romance
823 MOO
T 45572
Saving a continent
508 SMI
T 64811
Charge for Internet use
Fine Owed
$1.75
Fine Owed
$1.50
Fine Owed
$2.00
Total Fines Outstanding
Any user-defined fine types appear on an Overdue/Bill Notice only if you select the Show All Assessed Fines option.
To create custom fine types, see page 81.
$5.25
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The following Overdue/Bill Notice was created using the Internal (1 per page)
distribution format with Show All Assessed Fines and Show Price for Overdues
selected:
Jackson School Library
11/3/2003 @ 4:20pm
Overdue/Bill Notices
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Homeroom : Bettiscombe
Library period : 6th
Grad: 2009
Barcode: 1929
Dear Penelope Hobhouse:
The following items are overdue. Please return them as soon as possible.
Title
Call Number
Barcode
Due Date
Fine
Price
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
A kid’s first book of gardening : growing plants indoors
635 FEL
T 31055
10/09/2003
Overdue
$9.95
Growing colors
535.6 MCM
T 76589
Margaret Rutherford : an autobiography
792 Rut
T 18927
10/09/2003
Overdue
$11.88
10/09/2003
Overdue
$17.00
Total Price of Items
ABC book of flowers for young gardeners
635.9 STO
T 86061
$38.83
Fine Owed
$3.50
The agony of the leaves : the ecstasy of my life with tea
641.3 GUS
T 64021
Fine Owed
$.75
The best of Gooseberry Patch : a collection of fresh reci
635 MAR
T 85542
Fine Owed
$.25
Total Fines Outstanding
$4.50
04/04
Chapter 38 Circulation reports
The following Overdue/Bill Notice was created using the Mailing (1 per page)
distribution format, including To the parents/guardians of" above the patron
name:
Jackson School Library
10/3/2003 @ 4:20pm
Overdue/Bill Notices
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
To the Parents of: Frank L. Wright:
Graduation Year: 2006
The following items are overdue. Please return them as soon as possible.
Title
Call Number
Barcode
Due Date
Fine
Price
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
ABC of architecture
720 OGO
T 21066
9/09/2003
Overdue
$10.76
Architect : a candid guide to the profession
720.23 Lew
T 56789
9/09/2003
Overdue
Total Price of Items
Inside Japan
952.04 JAM
$21.96
$32.72
T 21061
Fine Owed
$1.50
Arches to zigzags : an architecture alphabet
721 CRO
T 21064
Fine Owed
$.75
Total Fines Outstanding
$2.25
Jackson Middle School Library
123 Apple Tree Lane
Springgreen, IL 60050
To the parents/guardians of
Frank L. Wright
123 Prairie Ave.
Springgreen, IL 60050
Barcode : P 3549
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Generating an Overdue List
The Overdue List provides you with a simple list of patrons with overdue copies.
If you need to check to see if the materials are on the shelf before you issue
Overdue Notices, you can print this list in Shelf List order.
Select the method for generating the
report - either by Shelf List, Patron
Name, or user/location fields.
Select the limiters for the report. If
printing by Shelf List, Due Date is
the only available limiter.
The Overdue List has these options:
Shelf List: Select the method for searching the library database. Then select
the range of call numbers for the report. For instructions on selecting the
starting and ending records, see page 489.
Patrons: Select the method for searching the library database - Name,
Location fields, or User fields. Then select the range of patrons for the report.
For instructions on selecting the starting and ending records, see page 489.
Note: Location and User Fields are customizable patron record prompts. For
additional information on changing these prompts, see page 72.
To limit the report to patrons having a specific patron status, select the status
from the Patron Status drop-down.
To limit the report to patrons belonging to specific patron types, click Patron
Types (see page 493).
To keep the patron's Barcode/ID from printing on the list, check the Hide
Barcode/ID check box.
To limit the report to materials due at a specific time, enter a Due Date range.
Note: Regardless of the date range you enter, this option will not include
items not currently overdue. To include items that are not yet overdue,
you'll need to run the report as of a future date. For information on
changing the report date, see page 494.
04/04
Chapter 38 Circulation reports
The following is an excerpt from the Overdue List printed by Shelf List:
Central Columbia M. S. Library
2/19/2004 @ 6:33am
Overdue List
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Call Number
Title
Barcode
Due Date
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
796.357 SUL
The art of base–stealing
T 18776
03/11/2004
FIC STE
Nine coaches waiting
T 17249
02/21/2004
FIC TRA
2 Spruce Lane
T 18680
08/08/2004
PB FIC
Eight tales of terror
T 6418
02/21/2004
PB FIC MAG
Seven spiders spinning
T 24963
02/21/2004
PB FIC RIN
The second bend in the ri
T 26236
02/21/2004
The following is an excerpt from the Overdue List printed by Patron Name:
Central Columbia M. S. Library
2/19/2004 @ 6:37am
Overdue List
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Patron Name
Barcode/ID
Call Number
Title
Barcode
Due Date
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Abbate, Amanda
P 35726
796.357 SUL
The art of base–stealing
T 18776
03/11/2004
FIC STE
Nine coaches waiting
T 17249
02/21/2004
Abraczinskas, Emily
PB FIC RIN
P 33427
The second bend in the ri
T 26236
02/21/2004
Printing Patron Barcode Labels
Patron Barcode Labels lets you create new or replacement barcode labels for your
patrons. On new barcodes, it prints your full site name (retrieved from System
Setup | Site | Identification), the scannable barcode, and the eye-readable
barcode number. On replacement barcodes, it prints the patron's first name,
middle initial, and last name (retrieved from Patron Maintenance), the scannable
barcode, and the eye-readable barcode number.
The application retrieves the barcode number from the Patron Barcode field and
your barcode symbology from System Setup | Site | Barcodes | Patrons. If your
symbology is Code 39 (generic, or Mod 10, 11, or 43) or Codabar (generic or Mod
10), the barcodes print in that symbology. If your symbology is anything else, the
barcodes print in the Code 39 symbology. Even though the symbology may be
different, your scanner and PHD can read the barcodes.
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Important: If Circulation Plus is installed on a server and not on your
workstation, you or your technician must install the barcode fonts to
your workstation before printing barcodes. To do so, insert our
product installation disk into your CD drive, select the Workstation
tab, highlight Barcode Fonts for Reports, and click Install.
For a Mac OS workstation, run the Workstation Installer, and select
the Barcode Fonts check box. Your Macintosh restarts when the
installation is complete.
Select either Unused or Used barcodes.
Select the quantity of Unused barcodes.
To start printing barcodes on other than the
first label on the sheet, set Starting Label to
the correct position.
Use the offset options to align the barcodes on
the labels.
Patron Barcode Labels have the following options:
Barcodes: Select a method for identifying barcodes to be printed.
If you select Unused Barcodes, press Starting At, and choose either your
highest barcode or the last barcode before a gap in your barcode sequence.
Then select the number of barcodes (up to 990) that you want to print.
If you select Used Barcodes, press Starting At and Ending At to select the
range of barcode numbers that you want. The application prints only the
barcode numbers in use within that range; it skips any unused barcode
numbers. For instructions on selecting the starting and ending numbers, see
page 487.
If you select Used barcodes by Barcode List, click Edit List to add or remove
numbers. For instructions on building lists, see page 492.
If you select Used barcodes by Location or User Fields, enter the Starting and
Ending range.
Note: Location and User Fields are customizable patron record prompts. For
additional information on changing these prompts, see page 72.
Template: Only one template is currently supported. It is available from
Follett Software Company, product # 75032 (1-800-323-3397), or from
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Chapter 38 Circulation reports
University Products, Inc., product # 9-62450-16 (1-800-628-1912,
http://www.librarysuppliers.com). The label stock has 30 labels per sheet, 3
across and 10 down. Each label is 2 5/8" by 1".
Starting Label: To start printing on other than the first label on the sheet, set
this to the correct position. Reports counts labels from left to right/top to
bottom. For example, to start printing on the first label of the third row, set
Starting Label to 7.
Offsets: Use the offset options to fine-tune the printing alignment. The
horizontal and vertical offsets let you adjust the left and top margins,
respectively. Each increment is equal to 1/10th of a millimeter. The offsets
required vary from printer to printer. These offsets are in addition to the
unprintable area defined in your printer's properties.
Important: Before you print from a Mac OS workstation, you must also select
File | Page Setup and choose the 8.5" x 11" paper with the
smallest margins (approximately .17" left/right and .11"
top/bottom). Depending on your printer, you may also have to
select the option for a larger print area. Please note that the page
setup reverts to its default settings when you close Reports.
Important: This feature is intended for use on laser, not inkjet, printers.
The first time you print barcodes at a workstation, print a few tests on plain
paper, and do the following:
Make sure that the barcode is centered on the label. If not, adjust the offsets
and try again. Scanners require some white space at either end of the barcode
bars. When you print, Reports saves the offset settings you used at the
workstation so that you do not have to set them again.
Make sure that your scanner and/or PHD can read the barcodes. The quality
of the printout varies from printer to printer; some older printers cannot
produce scanner-readable barcodes. All testing was done using laser
printers. In addition, the type of scanner you have and the maximum width
of its laser beam affect its ability to read the barcodes.
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Generating a Patron Barcode List
The Patron Barcode List lets you create a list of patron names and barcodes for
easy scanning of patrons at the Circulation Desk. Barcode lists can be alphabetic
by patron, a group of patrons selected via a PHD, or by a group as determined by
location or user fields.
Important: This feature is intended for use on laser, not inkjet, printers.
The application retrieves the barcode number from the Patron Barcode field and
your barcode symbology from System Setup | Site | Barcodes | Patrons. If your
symbology is Code 39 (generic, or Mod 10, 11, or 43) or Codabar (generic or Mod
10), the barcodes print in that symbology. If your symbology is anything else, the
barcodes print in the Code 39 symbology. Even though the symbology may be
different, your scanner and PHD can read the barcodes.
Important: If Circulation Plus is installed on a server and not on your
workstation, make sure you have installed the barcode fonts to your
workstation. If you have not, follow the instructions on page 568 to
install them from our CD.
Select the patrons for the list.
Limit the list to certain patrons.
Start a new page after each group.
After selecting your options,
click Print.
The Patron Barcode List has these options:
Patrons: Select the method for searching the library database. Then select the
range of patrons for the report. For instructions on selecting the starting and
ending records, see page 489.
Note: Location and User Fields are customizable patron record prompts. For
additional information on changing these prompts, see page 72.
Limiters: To limit the report to patrons belonging to specific patron types,
click Patron Types (see page 493).
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Chapter 38 Circulation reports
For patrons with a specific status, select the one you want.
For patrons with certain graduation years or library card expiration dates,
select the Only Patrons With check box, choose Graduation Year or Card
Expiration Date, and enter the desired range of years.
Page Breaks: Select the check box to start a new page after each group in the
report. Groups are determined by the criterion you selected in the Select By
list. This option is only available if you chose a location or user field.
After selecting your report options, click Print.
The following is an excerpt from a Patron Barcode List:
Jackson School Library
7/12/2001 @ 2:30 pm
Patron Barcode List
Page 1
-----------------------------------------------------------------------Aard, Anders Anthony
Aard, Burton Blunt
201015
Abbott, Krystal Faye
201026
Acosta, Arturo
P1216
P1995
The first time you print a barcode list at a workstation, print a few tests and make
sure that your scanner and/or PHD can read the barcodes. The quality of the
printout varies from printer to printer; some older printers cannot produce
scanner-readable barcodes. In addition, the type of scanner and the maximum
width of its laser beam affect its ability to read the barcodes.
See also: For an explanation of the printing process, see page 495.
For instructions on collecting patron scans with the PHD+, PHD+ II, or PHD
Laser+, see page 663.
To collect patron scans with a PHD Dolphin+, see page 676.
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Generating Patron Cards
Patron Cards lets you print several kinds of patron cards: Rolodex/rotary cards
to be kept at the circulation desk; ID cards to be carried by the patrons; and 3" x
5" cards to be kept in a file drawer. The information on the patron card varies
according to the template selected. See the table on page 574 for specifics.
Select the range of patrons
for the card printing.
Determine your card stock settings.
Choose to include pictures
or scannable barcodes.
Limit the card printing to
specific groups of patrons.
The Patron Cards have these options:
Patrons: Select the method for searching the library database. Then select the
range of patrons for the report. For instructions on selecting the starting and
ending records, see page 489.
Note: Location and User Fields are customizable patron record prompts.
For additional information on changing these prompts, see page 72.
Label Template: Select the template that matches your card stock.
Starting Label: To start printing on other than the first card on the sheet, set
this to the correct position.
Offsets: To fine-tune where printing starts on the card, use the offset options.
The horizontal and vertical offsets let you adjust the left and top margins,
respectively. Each increment is equal to 1/10th of a millimeter. See the table
on page 573 for the recommended offsets for each template.
Note: The exact offsets for each template vary from printer to printer. To
ensure that the printing is aligned correctly, print a few tests on plain
paper the first time you use a template at a workstation. When you
print, the Reports module saves the exact offsets for that template to
the workstation. Please note that the offsets you define are in addition
to the unprintable area defined in your printer's properties.
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Chapter 38 Circulation reports
573
If you select the Avery Patron ID Card (05361) template, select the Print
Patron Pictures check box if you have pictures in your patron records and
you want them on the cards.
To include a scannable barcode on the card, select the Print Barcodes check
box and then the Barcode or ID field. If you choose ID, the scannable
barcodes include the forward slash (/) so that you can scan them in
Circulation Desk. (Scannable barcodes are not available for pinfeed printers.)
Reports retrieves the number from the Patron Barcode or ID field and your
barcode symbology from System Setup | Site | Barcodes | Patrons. If your
symbology is Code 39 (generic, or Mod 10, 11, or 43) or Codabar (generic or
Mod 10), the barcodes print in that symbology. If your symbology is anything
else, the barcodes print in the Code 39 symbology. Even though the
symbology may be different, your scanner and PHD can read the barcodes.
Important: If Circulation Plus is installed on a server and not on your
workstation, make sure you have barcode fonts installed on your
workstation. If you do not, follow the instructions on page 568 to
install them from our CD.
Limits: You can limit the card printing to those for certain patrons:
For specific patron types, click Patron Types (see page 493).
For patrons with a specific status, select the one you want.
For patrons with certain graduation years or library card expiration dates,
select the Only Patrons With check box, choose Graduation Year or Card
Expiration Date, and enter the desired range of years or expiration dates.
After selecting your report options, click Print.
Important: If you choose to include a scannable barcode, please note that they
require a laser, not an inkjet, printer.
The first time you print patron cards with scannable barcodes, print a few tests
and make sure that your scanner and PHD can read the barcodes. The quality of
the printout varies from printer to printer; some older printers cannot produce
scanner-readable barcodes. In addition, the type of scanner and the maximum
width of its laser beam affect its ability to read the barcodes.
Template
Horizontal Offset*
Vertical Offset* Lines per card
Chars per line
Avery Small Rotary
2.25" by 4" (05385)
115
190
9
35
Avery Large Rotary
3" by 5" (05386)
460
200
16
47
Avery ID Card
2" by 3.25" (05361)
600
150
11
29
Rolodex ID
2.25" by 4" (67620)
600
205
9
35
Pinfeed ID Card **
1 2/3" by 2 7/8"
(Follett product no. 75093)
80
NA
8
32
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Template
Horizontal Offset*
Vertical Offset* Lines per card
Chars per line
Pinfeed Cont. Rolodex Card **
2 1/6" by 4"
(Follett product no. 75031)
80
NA
45
8
* Estimates only. Actual horizontal and vertical offsets vary from printer to printer.
** The pinfeed label templates are not available on Mac OS.
Stock for the templates supported by Patron Cards is available from the
following vendors: Follett Software Company (1-800-323-3397); Avery
(1-800-462-8379, http://www.avery.com); Demco, Inc. (1-800-356-1200,
http://www.demco.com); and University Products Inc. (1-800-628-1912,
http://www.librarysuppliers.com).
Important: Before you print from a Mac OS workstation, you must also select File
| Page Setup and choose the 8.5" x 11" paper with the smallest
margins (roughly .17" left/right and .11" top/bottom). Depending on
your printer, you may also have to select the option for a larger print
area. Please note that the page setup reverts to its default settings
when you close Reports.
The information on the patron card varies according to the template selected.
Use the following table to determine the fields that print on your card stock:
Template
Site
Patron Scannable
name name barcode
Barcode ID
number number
Loc Grad Birth Patron
1
year date picture
Avery small rotary
2.25" by 4" (05385)
X
X
If
selected
If
selected
X
X
Avery large rotary
3" by 5" (05386)
X
X
If
selected
If
selected
X
X
X
X
X
X
X
X
If
selected
If
selected
Avery ID Card
2" by 3.25" (05361)
X
Rolodex ID
2.25" by 4" (67620)
X
X
X
Pinfeed: ID Card
(75093A)
X
X
X
X
X
Pinfeed: Cont.
Rolodex Cards
(75031)
X
X
X
X
X
See also: For an explanation of the printing process, see page 495.
For instructions on collecting patron scans with the PHD+, PHD+ II, or PHD
Laser+, see Collecting inventory, copy, or patron data" on page 663.
To collect patron scans with a PHD Dolphin+, see page 676.
X
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Chapter 38 Circulation reports
The following is a sample of an Avery Small Rotary 2.25" by 4" (05385) card:
Patron Name
Location 1
Fenzel, Kurt Thomas
Fitzweiler
Scannable Barcode
or ID
Graduation Year
2005
P 201015
Barcode or
ID Number
The following is a sample of an Avery ID (05361) card:
Site Name
Barcode Number
ID Number
Birth Date
Freshwater Elementary School
P 201015
345668577
2/17/1988
Fenzel, Kurt Thomas
Patron Picture
Scannable Barcode
or ID
Patron Name
Generating a Patron Name List
The Patron Name List lets you create customized lists of selected patrons. If your
library has a PHD, you can use this list to generate attendance lists or provide
staff members conducting remote circulations with a list of patrons that are
restricted, inactive, or with expired library cards. You can also generate lists of
patrons based on graduation years or patron types.
Note: Patron types are labels, created and assigned by the library staff, used to
identify specific groups of patrons. For information on creating and using
patron types, see page 69.
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Select the range of patrons for the list.
Limit the list to certain patrons.
Start a new page after each group.
After selecting your report options,
click Print.
The Patron Name List has these options:
Patrons: Select the method for searching the library database. Then select the
range of patrons for the report. For instructions on selecting the starting and
ending records, see page 489.
Note: Location and User Fields are customizable patron record prompts. For
additional information on changing these prompts, see page 72.
Limits: You can limit the list to certain patrons:
For specific patron types, click Patron Types (see page 493).
For a specific Patron Status, select it from the list.
For patrons with certain graduation years or library card expiration dates,
select the Only Patrons With check box, choose Graduation Year or Card
Expiration Date, and enter the desired range of years.
Page Breaks: Select the check box to start a new page after each group in the
report. Groups are determined by the criterion you selected in the Select By
list. This option is only available if you chose a location or user field.
See also: For an explanation of the printing process, see page 495.
For instructions on collecting patron scans with the PHD+, PHD+ II, or PHD
Laser+, see Collecting inventory, copy, or patron data" on page 663.
To collect patron scans with a PHD Dolphin+, see page 676.
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The following is an excerpt from a Patron Name List:
Jackson School Library
10/3/2003 @ 4:41pm
Patron Name List
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Homeroom
Patron Name
Barcode
ID
Patron Status
Exp Date
Grad YR
Type
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
B–014
Abright, Jessica
P 1
874–733–2121
Active
6/1/2005
2005
S
Generating a Patron Statistics Report
The Patron Statistics Report lets you examine the circulation statistics for your
patrons grouped by patron type and location or user fields. Use this report to
measure the impact of library reading programs on circulation or to monitor the
circulation habits of each patron type using your library.
Note: Patron types are created and assigned by the library staff and are used to
identify specific groups of patrons. For information on creating and using
patron types, see page 69.
The Summary report displays
statistics associated with the
selected groups. The Detailed
report displays statistics for
individual patrons in the selected
groups.
Select the field(s) you would like
to group by. Options include
Patron Type, user fields, and
location fields.
Limits report to specific groups
of patrons.
Starts a new page after
each group.
After selecting your report options,
click Print.
Note: If you want to calculate the patron statistics as of a particular date, you can
use the Set Report Date feature to override the current system date. For
more information, see Changing the date used to run reports," page 494.
See also: For an explanation of the printing process, see page 495.
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The following is an excerpt from the Patron Statistics Report using the summary
format:
Jackson School Library
10/3/2004 @ 4:43pm
Patron Circulation Statistics
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Patron Type
Homeroom
Monthly
Yearly
Last Year
Total
Patrons
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Student
Homeroom Granger
1 (
8%)
10 ( 11%)
22 ( 21%)
50 ( 22%)
10
Homeroom Smith
6 ( 46%)
31 ( 33%)
45 ( 45%)
81 ( 35%)
15
The following is an excerpt from the Patron Statistics Report using the detailed
format:
Jackson School Library
10/3/2004 @ 4:43pm
Patron Circulation Statistics
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Patron Type & Homeroom
Patron/Barcode
Monthly
Yearly
Last Year
Total
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Student & Homeroom Granger
Aten, Lori/P 16
6
12
46
64
Ruckle, Emily/P 13
2
6
27
35
Note: Percentages on the Patron Circulation Statistics Reports are rounded up.
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Chapter 38 Circulation reports
Generating a Used or Unused Patron Barcodes Report
The Used/Unused Patron Barcodes Report lets you create a list of patron barcode
numbers that are already assigned to patrons or that are available for
reassignment. Give a copy of this list to your staff before they enter new patrons
into the library database.
Pick the type of patron barcodes you
want listed in the report.
Enter the range for used barcodes.
Enter the starting number and
quantity for unused barcodes.
After selecting your report options,
click Print.
The Patron Barcode Report has these options:
Barcode Type: Select Used or Unused.
Range: For a list of used barcodes, select or enter the range of barcodes you
want. For help on selecting the starting and ending records, see page 489.
Quantity: For a list of unused barcodes, select or enter the starting barcode
number and the quantity of barcodes you want included in the report.
Note: Make sure the barcode numbers entered in the Starting At and Ending
At fields match the symbology defined in System Setup | Setup | Site
| Barcodes | Patrons (see page 37).
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The following are excerpts from Used/Unused Patron Barcodes Reports:
Displays the barcode symbology defined for patrons in System Setup (see page 37).
Jackson School Library
10/13/2003 @ 4:47pm
Used/Unused Patron Barcode: Used Barcodes
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Barcode Number/Range
––––––––––––––––––––
Symbology = Follett Classic
P 7450
P 7454
P 7460
P 7463 – P 7464
P 7467
If you picked Used barcode
numbers, the report displays
consecutive barcodes as a
range of barcodes.
Jackson School Library
10/13/2003 @ 4:48pm
Used/Unused Patron Barcode: Unused Barcodes
Page 1
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Barcode Number/Range
––––––––––––––––––––
Symbology = Follett Classic
P 7451
P 7452
P 7453
If you picked Unused barcode
numbers, the report displays
each barcode in the report on a
separate line.
581
Chapter 39 System reports
This chapter contains information about two reports that contain information
about your system: System Circulation Statistics and System Information.
Unlike all other reports which are available only in the Reports module, these
system reports are accessible from five other modules as well: Cataloging;
Circulation Desk; Inventory; Patron Maintenance; and System Setup.
How many overdue books are there today? How many checkouts have we had
this year? How many total copies do we have? Access your summary statistics
without running a report.
Ordering books? Find out your highest barcode used and your barcode
symbology here. Network problems? You can find the IP address of your server
and your workstation here. When do holds expire? Do we charge fines on grace
days? Access your setup information quickly, without opening System Setup.
Is an inventory in progress? What comport do I connect my PHD to? All these
questions, and more, can be answered by viewing one of the system reports.
To access the reports, select Help from the menu (not the Help button) in one of
these modules. Click on About <module name>. The About window displays the
total number of patrons, titles, and copies in your database. Then choose either
the Statistics (if you have Circulation Plus) or the Information button.
Click to close
the About box.
Click to view
Circulation Statistics.
Click to view
System Information.
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Generating your System Circulation Statistics
To view your circulation statistics, click the Statistics button. The System
Circulation Statistics dialog appears. This window displays the number of
circulations and holds placed during a given time period for your library:
List includes Years, Months,
Days, and Hours.
Acceptable values are 1-90.
Updates the current data with
the system's circulation statis
tics for the selected period.
Prints directly to you printer.
For Union Catalog Plus: The System Circulation Statistics Report is not
available.
Generating a System Information Report
To view several kinds of information about your system, click the Information
button. The System Information Report opens in your text viewer where it can be
edited or printed. This report, divided into sections, provides a quick way to
access circulation, setup, and network information about your library:
Summary information on checkouts, overdues, fines, and holds
The total numbers of titles, copies, and patrons in your database
The highest barcodes used for copies and patrons
Your site identification and information
Your patron and library barcode symbologies
PHD port information
Cataloging setup information
Default patron type, required patron field, and patron empowerment
information
Setup information on your holds, fines, and notices
Inventory statistics: numbers of marked, missing, and unmarked; and
whether an inventory is open or closed
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Chapter 39 System reports
The contents of the Servers.ini file that identifies your current server
Your workstation configuration, including your unique-node mode, IP
address, amount of memory, processor, and the operating system
Product installation information (names, places, and dates) and the contents
of your program directories
The following is an excerpt from a System Information Report:
Freshwater Elementary School
10/13/2000 @ 10:38am
System Information
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Statistics
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Current Checkouts
14
Current Overdues
1
Total Checkouts
164
Last Year’s Checkouts
864
This Year’s Checkouts
41
This Month’s Checkouts
11
Today’s Checkouts
6
Current Fines
12
Total Fines Due
$154.85
Current Holds
3
Utilization
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Titles
247
Copies
318
Highest Copy Barcode Used
T 8842
Patrons
126
Highest Patron Barcode Used
P 964
DX Records
17
Database ID
6B658CAO–7B7K–11D4–AO71–0080C745F288
Data Exchange Retry time
30
Member Data Exchange IP address
168.192.0.2
Participation Level
3
Appears only for DX
Filters
members of union catalogs.
Material Types:
<none>
Categories:
Temporary, Category 1
Call Number Prefixes:
TEM
Circulation Types:
TEM
Site
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Identification
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Full Site Name
Freshwater Elementary School
Short Site Name
FES
MARC Organization Code
IMch–FES
Contact Person
Alison Dunlop
Address Line 1
535 Green Bay Road
Address Line 2
City
McHenry
State
IL
Zip Code
60050
While other reports and module windows provide this same information
separately, the System Information Report is an easy place to obtain it quickly
and conveniently.
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Note: If you need to contact Follett Technical Support for assistance at any time,
please have this report on-screen or printed out.
More information for union catalogs and members
If yours is a union catalog, your report omits circulation and inventory statistics,
and barcode, PHD, and patron information. It adds, however, data exchange
information about the union catalog and each member. In the Utilization section
are the number of DX records in the transfer queue, the database ID, the retry
time, and the IP address of the union catalog's Data Exchange Server. In the
Member Information section are the full site name, MOC, member ID, the
member's Data Exchange Server IP address, participation levels, and filters of
each DX member. The information for each non-DX member is limited to the full
site name, MOC, and member ID.
If your site is a DX member, the Utilization section of the report includes your
database ID, the retry time, the IP address of your Data Exchange Server, and
your participation level and filters. See the illustration on page 583.
Guthrie Union Catalog
10/13/2003 @ 10:38am
System Information
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
. . . .
. . . .
Utilization
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Titles
6247
Copies
9318
DX Records
17
Database ID
6B658CAO–7B7K–11D4–AO71–0080C745F288
Data Exchange Retry time
30
Union Data Exchange IP address
168.192.0.2
. . . .
. . . .
Member Information
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
1. Freshwater Elementary School
MOC
IMchG–FES
Member ID
10904
Data Exchange IP address
168.192.2.0
Participation Level
3
Filters
Material Types:
<none>
Categories:
Temporary, Category 1
Call Number Prefixes:
TEM
Circulation Types:
TEM
2. Sunnydale Elementary School
MOC
IMchG–SES
Member ID
10908
Non–DX Member
585
Chapter 40 Extracting data
This chapter contains general information on extracting data; instructions on how
to extract data; suggestions for using the data; and a table of the fields included
in the extraction files.
About extracting data
Extract Data allows you to retrieve information from your database without
using our Reports module. You can retrieve four types of data:
Copies/titles, by call number range
Copy transactions, by date range
Category transactions, by date range
Patrons, by a range of names, location 1 or 2, or user field 1 or 2
The output file is in a commadelimited ASCII format. That is, every field in the
record is separated by a comma. (This is identical to the format of the Patrons.out
file that you can generate from Export Patrons in Patron Maintenance.) The first
record in the extract file is a header line, containing the names of the fields
included in the file. These fields, for all four files, are listed in the table at the end
of this chapter.
Note: If the Collect Patron Transaction Histories check box in System Setup is
unchecked and you have removed patron history in Utilities, data linking
patrons to copies will not be extracted.
For Union Catalog Plus: If you're running Union Catalog Plus, Copies/Titles is
the only available data type option. The extracted data will not include any
circulation statistics or patron information.
How to extract data
On the Reports main window, select File | Extract Data from the menu. In the
dialog, select the data type desired and the range. If you choose to extract
Patrons, what appears in the drop-down list depends on what you defined in
System Setup. Then click the Browse button and enter or select your destination
file name and extension.
Note: We recommend that you use the .txt file extension.
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Click to select a
call number range
for copies/titles.
Enter a date range
for transactions.
Click to select the field
and choose the range
for patron data.
Click to select
or enter the
destination file.
When you click Extract, a progress window appears. When the extraction is
complete, the Cancel button changes to Close. If you interrupt this process by
clicking the Cancel button, no extract file is created.
To include information about the patrons connected to the transactions, check the
Extract Patron Data box on the Misc tab of System Setup | Setup | Circulation.
This adds patron fields to the Copies/Titles, Copy Transactions, and Category
Transactions data files.
Using extracted data
Files in commadelimited ASCII format can be imported into a number of
applications. For instance, if you import the file into a spreadsheet program, you
can delete any fields you don't want, and then sort and filter the data to create
custom lists and reports.
For example, to use your extracted data in MS Excel, launch Excel and open your
data extraction file. When you open a text file, Excel automatically launches a
threestep Import Wizard:
1.
Set the Original data type to Delimited.
2.
Select Comma as the only delimiter for the file.
3.
Keep the default column data format of General.
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Chapter 40 Extracting data
Excel imports the file, placing each field in a column with the field name in the
first row:
To edit the extraction
file easily . . .
. . . import it into a
spreadsheet program.
You can delete, rearrange, sort, and filter the rows or columns. You can run the
Find feature to locate specific certain data, or, in combination with Replace,
update it.
Examples: To locate patrons with missing or incomplete addresses, extract the
Patrons data and filter the address columns for blanks.
To determine how many checkouts occur between 3:00 and 4:00, extract the Copy
Transaction data and analyze the date and time columns.
To see which students are actually reading books in the Geography category,
check the Extract Patron Data check box in System Setup, and extract the
Category Transaction data.
Using your data in our examples
We have prepared, using MS Excel, a few custom reports to demonstrate some of
the many possible ways to analyze your data. These reports consist of a
spreadsheet with preconfigured formulas and an interpretive graph. If you have
a Windows workstation, you can open these files and import your own data
extraction file. To do so, you must have the following:
Microsoft Excel (version 97 or later) installed
The FSC Installation disk (version 4.2 or later)
Your data extraction file and its path and filename
Important: Do not save your data extraction file to the root directory of your
hard drive. Place it inside a folder. Make sure the extension is .txt.
Insert the FSC Installation disk into your CD drive. Using Windows Explorer,
locate and open the Extras/Samples/Reports/Extract Data folder. Select the
desired report (e.g., Collection Details.xls) by doubleclicking it. This should
launch your MS Excel and open a spreadsheet containing the custom formatting.
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On the spreadsheet, locate the button named Import <data type> file. Click the
button and enter the path and filename of your data extraction file.
Use your data extraction file of:
With this spreadsheet file:
Copies/Titles
NonfictionDetails.xls
Copy Transactions
Monthly Transactions.xls
Category Transactions
Category Transactions.xls
Patrons
Patron Graduation.xls
When you click OK, your data will be imported, formatted, analyzed, and
graphed automatically:
Click to enter the
path to your data
extraction file.
Your data is analyzed . . .
. . . and graphed.
To access these reports easily, copy them to your local workstation. To make
additional reports, please see your MS Excel documentation.
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The following table contains the names of the fields in the four extraction files:
Copies/Titles
Copy Transactions
Category Transactions
Patrons
(Copy) Barcode
Call Number
Title
Author
LCCN
ISBN
ISSN
Material Type
Publication Date
Copy Status
Inventory Status
Sub location
Acquisition Date
Price
Description 1
Enumeration 1
Description 2
Enumeration 2
Description 3
Enumeration 3
Copy Number
Funding Source
Vendor
Circulation Type Code
Circulation Type Description
Circulation Total
Yeartodate Statistics
Last Year's Statistics
Monthtodate statistics
Today's Statistics
Member (MOC)
Last Name**
First Name**
Middle Name**
Patron Barcode**
(Patron) ID**
Location 1**
Location 2**
User Field 1**
User Field 2**
Graduation Year**
Patron Type Code
Patron Type Description
Due Date
Date Checked Out
(Transaction) Type
Modifier*
Date
Time
Title
LCCN
ISBN
ISSN
Material Type
Material Age (pub. date)
Barcode
Call Number
Circulation Type Code
Circulation Type Description
Transaction Circulation Type
Code
Transaction Circulation Type
Description
Transaction Call Number
Last Name**
First Name**
Middle Name**
Patron Barcode**
(Patron) ID**
Patron Type Code
Patron Type Description
Transaction Patron Type Code
Transaction Patron Type
Description
Transaction Amount
Transaction Balance
(Transaction) Type
Modifier*
Date
Time
Category Number
Category Description
Last Name**
First Name**
Middle Name**
Patron Barcode**
(patron) ID**
Patron Type Code
Patron Type Description
Transaction Patron
Type Code
Transaction Patron Type
Description
Status
Barcode
ID
Last Name
First Name
Middle Name
Address Line 1
Address Line 2
City (address line 3)
State (address line 4)
Zip/Postal Code
Phone Number
Gender
Graduation Year
Birth Date
Card Expiration Date
Location 1
Location 2
User Field 1
User Field 2
Patron Type Code
Patron Type Description
(current) Checkouts
(current) Overdues
(current) Fine Amount
(current) Refund
Amount
* The Modifier field lists any additional information about the transaction: Renewal, Reshelf, Refund Deleted, Fine
Deleted, Pending Hold, Pending Reserve, Ready Hold, Ready Reserve, or Reserved.
** These fields are included only if you select the Extract Patron Data option in System Setup | Circulation | Misc.
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Notes
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Utilities
Chapter 41 Database maintenance utilities
This chapter contains instructions on how to start Utilities, information on the
different functions included in Utilities, tips on when to run them, and what to
do if a utility is interrupted. A description of the Registered Products feature and
common exception report messages are also included.
About Utilities
Utilities contains a collection of functions designed to diagnose and address
problems in the library database. The application divides these utilities into two
groups: Maintenance and Advanced.
Maintenance utilities let you diagnose database problems and regenerate selected
files. These utilities include the following functions:
Check Database Integrity
Rebuild MARC Headings
Rebuild Keywords
Rebuild File Indexes
Advanced utilities let you rebuild the entire library database or selected files, or
delete the database. These utilities include the following functions:
Rebuild Database
Empty Database
Reload File
Enable/Disable Data Exchange
Remove Patron History
When should I run a utility?
If you experience any database related problems with your Follett Software
applications, we recommend that you run the Check Database Integrity utility.
This Maintenance utility rebuilds the database file indexes and examines the
library database. If it encounters any errors, it records them in an exception
report along with any suggested solutions. If the utility did not report a problem
but the symptoms persist, or if you are uncertain about how to use a utility, call
Follett Software's Technical Support department.
Important: Do not run any Advanced utility unless directed to do so by Follett
Software Company's Technical Support department or by an
exception report generated by another utility.
See also: For more information on when to run a certain utility, see About the
Maintenance utilities" (page 593) or About the Advanced utilities" (page 598).
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What if a utility is interrupted?
If a utility is abnormally interrupted, by power loss or by someone rebooting the
computer for example, the next time you try to access any other FSC application,
an error message appears. This message directs you to run the interrupted utility
before attempting to run any other application. You cannot proceed without
running the indicated utility.
If you have any problems running an interrupted utility, please contact Follett
Software Company's Technical Support department.
Backing up your library database
In order to protect the library database from corruption or data loss, we strongly
recommend that you backup your library database on a regular basis. It's a good
idea to keep at least two copies of the most recent backup in a safe place. When
you create the backup copies, be careful not to copy over your last backup.
Before running any Advanced or Maintenance utility, you should create a backup
copy of the library database.
Important: If you are experiencing any problems with the library database, do not
overwrite an existing backup until you have corrected the problem.
See also: For instructions on backing up your database, see Chapter 42, Backing
up your database."
Starting Utilities
Utilities requires exclusive access to the library database. Before you can start
Utilities, you must close all of the other Follett applications that are running. If
you are running WebCollection Plus, Z39.50 Server, or Follett Integration Service
(FIS), you may need to stop these services.
Important: If you are part of a union and are participating in data exchange, you
must also stop the services for the Follett Data Exchange Server (the
Follett Data Exchange Gateway and the Follett Services Manager).
Since the Follett Services Manager can be started by a transmission of
data from another member of the union, if you can't start your
Utilities module, you may need to wait until network traffic subsides.
As a last resort, shut down the machine running the Follett Data
Exchange Server.
To start Utilities, open the Follett Applications folder on the computer desktop,
and doubleclick the Utilities icon.
Note: You can also access the Follett Applications menu from the Windows
Start | Programs menu or from the Mac OS Apple menu.
If you are using the password protection option in System Setup to limit access to
Utilities, a password dialog appears. Type the Utilities password (by default
FIXDATA) and click OK.
See also: For more information about password protection, see Protecting your
Follett applications with passwords" on page 40.
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Chapter 41 Database maintenance utilities
The Utilities main window appears:
Menu bar
From the menu bar, you can access each of the utilities, as well as the help topics.
File Contains the command to close Utilities.
Maintenance Diagnostic and index rebuilding utilities. For instructions on
running these utilities, see About the Maintenance utilities" on page 593.
Advanced Utilities designed to repair database problems. For instructions
on running these utilities, see About the Advanced utilities" on page 598.
Help Contains the commands used to access the help topics, glossary, and
product information for Utilities. It also contains the Registered Products
dialog, which lists the other Follett Software products that are installed on
the library computer system (see page 603).
About the Maintenance utilities
From the Utilities Maintenance menu, you can run the Check Database Integrity
utility, the Rebuild Keyword utility, the Rebuild MARC Headings utility, or the
Rebuild File Indexes utility.
Important: Utilities requires exclusive access to the library database. For more
information, see Starting Utilities" on page 592.
The Maintenance utilities provide you with tools for diagnosing library database
problems and rebuilding selected headings and index files.
Important: Depending upon the size of your database and the amount of
computer memory available, it may take several hours to run one of
the Maintenance utilities. You may wish to run them overnight.
However, if you do run a Maintenance utility overnight, make sure to
disable any automatic backup applications. This will help prevent
conflicts between the backup application and the utility.
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The following table briefly describes each utility and lists some of the reasons for
running them:
Maintenance utility
Description
Check Database Integrity
Rebuilds the file indexes, examines the library database, and
diagnoses any problems it encounters. After the utility is
finished, it records all findings and recommendations in an
exception report.
Use this utility if you experience any database problems or
receive any critical error messages.
Important: We recommend that you run this utility before
using any other Maintenance or Advanced utility.
Rebuild Keywords
Empties the keyword index and then regenerates the entire
keyword index for the library database.
Use this utility if you experience any problems using the
keyword search option in OPAC or Cataloging.
Rebuild MARC Headings Recreates the bibliographic, authority, and copy headings
used during database searches.
Use this utility if you experience any problems conducting
title or copy searches in any Circulation Plus/Catalog Plus
application.
Rebuild File Indexes
Recreates the index files used to keep track of the
information stored in the library database.
Check Database Integrity
If you experience any critical error messages in the Circulation Plus or Catalog
Plus applications, or if the library computer system freezes, use the Check
Database Integrity option to diagnose the problem.
Important: We recommend that you run this utility before any other Maintenance
or Advanced utility.
This utility rebuilds the file indexes and checks the database for invalid or
corrupted data. If the utility discovers any problems, it records them in an
exception report along with any suggested solutions.
To start the Check Database Integrity utility, select Check Database Integrity from
the Maintenance menu. A message appears, informing you that this utility may
take a long time and asking you to confirm the command. Click Yes to proceed. A
progress dialog appears when the process begins. This dialog describes each step
of the procedure. When the utility finishes, the Cancel button on the progress
dialog changes to Close.
To exit the progress dialog, click Close. An exception report appears,
documenting the progress of the Check Database Integrity utility. If the utility
encountered any problems during the process, it records them here along with
any suggested solutions. Depending on the problem, the exception report may
direct you to run another Maintenance or Advanced utility to correct it.
See also: For a list of common exception report messages, see Interpreting the
Utilities exception report" on page 603.
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Chapter 41 Database maintenance utilities
Rebuild Keywords
Each time the Rebuild Keywords utility runs, it empties the keyword index and
then rebuilds it for the entire library database. Depending on the size of the
library database, this can take a long time to finish. You can save time by using
one of the following options to maintain the keyword index during the daily
library operations:
If you want to automatically build keywords when you save new or updated
bibliographic records, select the Create Keyword Entries as MARC Records
are Saved option from the Cataloging Misc tab in System Setup. For
additional information on this option, see page 55.
If you would rather update the keyword index periodically, use the Update
Keywords option in Cataloging. This option lets you build keywords for any
new or modified bibliographic records. For additional information on this
option, see page 345.
Use the Rebuild Keywords utility if you experience any problems conducting
keyword searches with OPAC or Cataloging.
To start the Rebuild Keywords utility, select Rebuild | Keywords from the
Maintenance menu.
A message appears, informing you that this utility may take a long time and
asking you to confirm the command. Click Yes to proceed. A progress dialog
appears when the process begins. This dialog displays each step of the procedure
and displays the title of each processed record.
Important: If you interrupt this process, you must run it again or you will only be
able to successfully conduct keyword searches on the processed titles.
When the utility finishes, the Cancel button on the progress dialog changes to
Close. To exit the dialog, click Close.
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Rebuild MARC Headings
The Rebuild MARC Headings utility recreates the headings used to locate
bibliographic, authority, and copy records during searches. Each heading
corresponds to a type of search. The Rebuild MARC Headings utility can rebuild
the following headings:
Title
Author
Call Number
ISBN/ISSN
LCCN/Control Number
Category
Subject
Series
Accelerated Reader
Authority
Lexile
Reading Counts
Use this utility if you experience any problems with any of the search options
listed above. If the problem only applies to certain types of searches, restrict the
rebuild process to the corresponding heading type.
Example: If author information doesn't appear during database searches, limit
the MARC headings that the utility will rebuild to the Author headings.
1.
To access the Rebuild MARC Headings utility, select Rebuild | MARC
Headings from the Maintenance menu.
The Rebuild MARC Headings dialog appears:
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Chapter 41 Database maintenance utilities
2.
To rebuild all the headings in the library database, select Rebuild All MARC
Headings. If you want to limit the rebuild process to a few areas, choose
Rebuild Selected MARC Headings, and select the headings you want.
Important: Once the headings rebuild process begins, you cannot interrupt it.
3.
To start the rebuild process, click Rebuild. A message appears, informing you
that this utility may take a long time and asking you to confirm the
command. Click Yes to proceed. The progress dialog that appears displays
each step of the procedure and displays the title of each processed record.
When the utility finishes, the Cancel button on the progress dialog changes to
Close. To exit the dialog, click Close.
See also: For a list of the MARC tags used to generate bibliographic and
authority headings, see Appendix B, Bibliographic and authority tags."
Rebuild File Indexes
The Rebuild File Indexes utility provides a method for recreating the index files
used to keep track of information stored in the library database. You can choose
specific files to rebuild, or you can recreate all the files in the database.
1.
To access the Rebuild File Indexes utility, select Rebuild | File Indexes from
the Maintenance menu.
The Rebuild File Indexes dialog appears:
2.
If you want to rebuild all the file indexes in the library database, select
Rebuild All File Indexes. If you want to restrict the rebuild process to specific
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indexes, choose Rebuild Selected File Indexes, and then select the file indexes
you want to rebuild.
Important: Once the file index rebuild process begins, you cannot interrupt it.
3.
To start the rebuild process, click Rebuild. A message appears, warning that
you cannot stop the process once it begins and asking you to confirm the
command. Click Yes to proceed. A progress dialog appears, describing each
step of the procedure. When the utility finishes, the Cancel button on the
progress dialog changes to Close.
4.
To exit the dialog, click Close. An exception report appears, documenting the
progress of the Rebuild File Indexes utility. If the utility encountered any
problems during the process, it records them here along with any suggested
solutions. Depending on the problem, the exception report may direct you to
run a Maintenance or Advanced utility to correct it or to contact Follett
Software Company's Technical Support department.
See also: For a list of common exception report messages, see Interpreting
the Utilities exception report" on page 603.
About the Advanced utilities
The Advanced utilities are designed to correct major problems in the library
database. Due to the nature of these utilities, we strongly recommend that you do
not run the Advanced utilities unless directed to do so by Follett Software
Company's Technical Support department or by an exception report generated
by another utility.
Important: Utilities requires exclusive access to the library database. For more
information, see Starting Utilities" on page 592.
Note: Before running any other utility, we recommend that you run the Check
Database Integrity utility (see page 594). This Maintenance utility examines
the library database for problems. If it encounters any, it records them in an
exception report along with any suggested solutions.
The following table briefly describes each Advanced utility:
Advanced utility
Description
Rebuild Database
Examines the library database and corrects any problems it
encounters. It also rebuilds the keyword and crossreference
indexes and MARC headings.
Reload File
Copies the selected database file, deletes the original, and
then transfers the valid contents of the copy back into the
library database.
Remove Patron History
Removes the connection between all patrons and the copies
they have checked out, incurred a fine on, or placed a hold
on. This menu option is only available if the Collect Patron
Transaction Histories check box is unchecked in System
Setup.
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Chapter 41 Database maintenance utilities
Advanced utility
Description
Empty Database
Deletes the contents from the library database, including all
authority, bibliographic and patron records, copies, key
words, indexes, and setup information.
Enable Data Exchange/
Disable Data Exchange
Starts or stops the automatic data exchange between a union
and a member.
Rebuild Database
Important: Do not run this utility unless directed to do so by Follett Software
Company's Technical Support department or by an exception report
generated by another utility, such as Check Database Integrity.
The Rebuild Database utility conducts the same functions as all the Maintenance
utilities. It rebuilds the MARC headings and file indexes, examines the database,
and checks the required links between the files. In addition, the utility attempts to
correct any problems it finds. If it encounters a problem it cannot fix, it records
the problem and any suggested solutions in an exception report.
Important: Depending upon the size of your database and the amount of
computer memory available, this utility may take several hours to
run. We suggest that you run the Rebuild Database utility overnight.
However, if you do run a Rebuild Database utility overnight, make
sure to disable any automatic backup applications. This will help
prevent conflicts between the backup application and the utility.
1.
To start the Rebuild Database utility, select Rebuild Database from the
Advanced menu. The Rebuild Database dialog appears:
2.
If you want to rebuild the entire library database, select Rebuild Database.
If you want to limit the rebuild process, select Rebuild Selected and choose
from the following check box options:
File Relationships Deletes and recreates the indexes, checks the links
between related files, and corrects any problems it encounters.
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MARC Database Deletes and recreates the indexes and MARC
headings, and corrects any problems it encounters. You also have the
option of rebuilding the keyword and crossreference (authority) indexes.
Important: The MARC Database option automatically deletes the keyword
and crossreference indexes. If you select the MARC Database
check box but don't rebuild keywords or crossreferences, you
cannot conduct keyword searches or examine crossreferences
during database searches. To regain this functionality, you must
use Cataloging's Update Keywords option (see page 345), the
Rebuild Keywords utility (see page 595), or the Rebuild
CrossReferences option in Cataloging (see page 346).
3.
To rebuild the library database using the options you selected, click Rebuild.
A message appears, informing you that this utility may take a long time and
asking you to confirm the command. Click Yes to proceed. A progress dialog
appears, describing each step of the process. When the utility finishes
rebuilding the database, the Cancel button changes to Close.
4.
To exit the progress dialog, click Close. An exception report appears,
documenting the progress of the Rebuild Database utility. If the utility
encountered any problems during the process, it records them in the
exception report along with any corrective actions taken by the utility or
suggested solutions. Depending on the problem, the exception report may
direct you to run a Maintenance or Advanced utility to correct it or to contact
Follett Software Company's Technical Support department.
See also: For a list of common exception report messages, see Interpreting
the Utilities exception report" on page 603.
Reload File
Important: Do not run this utility unless directed to do so by Follett Software
Company's Technical Support department or by an exception report
generated by another utility.
If your database has corrupted files, Follett Software Company's Technical
Support department or an exception report generated by another utility, such as
Check Database Integrity, may advise you to use the Reload File utility to clean
up the problem. This utility copies the selected database file and then deletes the
original. Once it's removed, the utility rebuilds the file and transfers the valid
contents of the copy into the new file.
Note: The Reload File utility requires Write access to the TEMP directory. If a
message indicates the application cannot access the TEMP directory, verify
that the directory exists on the workstation running the Reload File utility
and that you have the appropriate rights to the directory. If a message
indicates the workstation doesn't have enough available hard drive space,
you will need to free up some hard drive space before continuing.
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Chapter 41 Database maintenance utilities
1.
To start the Reload File utility, select Reload File from the Advanced menu.
The Reload File dialog appears:
2.
From the Select Database Files list, choose the desired files and click Reload.
A message appears, informing you that this utility may take a long time and
asking you to confirm the command. Click Yes to continue. A progress dialog
appears when the process begins, describing each step in the process. When
the utility finishes, the Cancel button on the progress dialog changes to Close.
3.
To exit the progress dialog, click Close. An exception report appears,
documenting the progress of the Reload File utility. If the utility encountered
any problems during the process, it records them here along with any
suggested solutions. Depending on the problem, the exception report may
direct you to run a Maintenance or Advanced utility to correct it.
See also: For a list of common exception report messages, see Interpreting
the Utilities exception report" on page 603.
Remove Patron History
Important: If the Collect Patron Transaction Histories check box in System Setup
is checked, this menu option is not available.
To remove the connection between all patrons and the copies they have checked
out, incurred a fine on, or placed a hold on, select Remove Patron History from
the Advanced menu. A message appears:
If you are sure that you want to remove the connection between patrons and their
associated copies, click Yes.
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Warning: Performing this operation will remove all patron statistics. Once the
Remove Patron History process begins, the changes cannot be
undone.
Empty Database
The Empty Database utility erases the entire database, including bibliographic
and authority records, copies, keywords, indexes, setup information, and
patrons.
Warning: The Empty Database utility deletes all information from the
database, including MARC records, copies, and patrons.
The deletion cannot be undone.
Important: Do not run this utility unless directed to do so by Follett Software
Company's Technical Support department.
To remove the contents from the library database, select Empty Database from
the Advanced menu. A message appears, warning you that the process cannot be
interrupted and asking you to confirm the command. If you verify the decision to
empty the database, a second message appears, asking you to finalize the
decision. Click Yes to proceed. A progress dialog appears while the utility
empties the library database.
When the utility finishes, the Cancel button on the progress dialog changes to
Close. To exit the progress dialog, click Close.
Note: If you are running Union Catalog Plus, Empty Database does not delete
member configuration information. If you want to delete all configuration
information about a member, open System Setup | Member, highlight the
desired member, and click Delete.
Enable/Disable Data Exchange
Enable/Disable Data Exchange is a toggle switch that starts or stops the
automatic data exchange service between a union and a member. This function
should only be used in conjunction with the instructions provided by Follett
Software Company's Data Services department during a union build.
Important: Do not change this setting unless directed to do so by Follett Software
Company's Data Services department.
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Chapter 41 Database maintenance utilities
Viewing your registered products
To view a list of the Follett Software Company products installed on the library
computer system, select Registered Products from the Help menu.
Closes the Registered
Products dialog
Important: If a product you installed is missing from this list, or if a listed
product should not be on the list, please call Follett Software
Company's Technical Support department. To delete an entry in the
list, you'll need a special password.
Interpreting the Utilities exception report
While the utilities are designed to repair problems in the library database, they
occasionally discover problems that require additional direction from you. If a
utility encounters a problem it cannot repair, it records the event in an exception
report. These messages usually include a solution to the specific problem. If you
discover such a message, simply follow the instructions. If the problem persists,
contact Follett Software Company's Technical Support department. Exception
reports reside within your Follett folder.
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The following image contains a sample exception report:
Check Database Integrity
10/13/2000 @ 01:58 pm
Step 1 of 3 : Rebuild Indexes
Acceptable Records: 0
Invalid Records: 0
Total Files: 21
Files Processed: 21
File: MARC Header
Step 1 of 3 : COMPLETED
Step 2 of 3 : Check MARC Integrity
File: Authority Data
Total Records: 0
Acceptable Records: 0
Invalid Records: 0
File: Bibliographic Data
Total Records: 122
Acceptable Records: 122
Invalid Records: 0
File: Synchronization
Total Records: 0
Acceptable Records: 0
Invalid Records: 0
Step 3 of 3 : COMPLETED
IMPORTANT: Problems have been found during processing. To
correct these problems, please run Advanced | Rebuild Database | File Relationships.
To ensure the best possible service, we strongly recommend that you keep a log
containing a description of any problems you encounter and the date they
occurred, as well as the solutions used to correct them.
The following table lists the most common exception report messages:
Message
Description
Problems have been found during
processing. To correct these prob
lems, please run <utility>.
To recover from these problems, simply run the utility indicated
in the message.
Operation failed: (-#) <Error>
This message provides a number and brief description of the
<Utility> will correct this problem. problem. To recover from this problem, run the utility indicated
in the message.
Operation failed: (-#) <Error>
Contact Follett Technical Support.
This message provides a number and brief description of the
problem. Due to the complexity of this problem, you must call
Follett Software Company's Technical Support department for
assistance.
Important: To ensure quality service, have the error number and
description ready before calling Technical Support.
605
Chapter 42 Backing up your database
This chapter provides information for developing an effective backup and
recovery strategy and instructions for using Follett Software's Backup and
Restore application.
Develop a backup strategy
If you ever need to recover from damaged data, you must have a recovery plan in
place before the problem occurs. Backing up your data on a regular basis is the
simplest and most effective plan for data recovery.
Some reasons for data loss include: disk crash, fire, theft, software or hardware
failure, accidental deletions, and power spikes. If any of these happen, you can
use your backup to restore your data, eliminating the need to reenter lost data.
In addition to data recovery, the backup can be used for data storage, saving
valuable space on the server's hard drive.
How do I back up my database?
To maintain the integrity of your data, it is vital that you use reliable backup
software. Manually copying your data files to another media is not an effective or
safe backup method.
Follett Software's Backup and Restore application, which is included with
Circulation Plus and Catalog Plus, lets you back up your library's database,
including your records, transactions, configuration, and the setup for your Follett
applications. With Backup and Restore, you can back up to a zip disk, floppy
disks, or to a secondary hard drive or network drive. Instructions for using
Follett Software's Backup and Restore begin on page 607.
Note: If you wish to use other types of media (e.g., CD, tape), additional software
may be required. If this is the case, back up to your hard drive, then use
the software to transfer the backup file to the media.
Note: This document uses zip" as a generic term to refer to any 100MB or
250MB diskette or associated drive. Follett Software Company does not
recommend any particular brand.
Under certain circumstances you may want or need to use software from a
thirdparty vendor. For example, if you want to back up to a tape device or back
up your entire system, you will need a thirdparty solution. Many thirdparty
backup solutions will let you select the type of backup to perform. Generally, you
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can choose to back up specific directories and files or all the files and directories
on the server. As each vendor uses different terminology to define the backup
types, you'll need to refer to the vendor's documentation for definitions and
instructions. For information about backing up your Follett applications with
thirdparty software, see the instructions beginning on page 610.
Media rotation
One key element of any data recovery plan is the rotation of your backup media.
Whatever type of media you're using, a systematic rotation of your media lets
you restore selected files, selected subdirectories, or entire disk/volumes. This
saves time and enables you to choose the most accurate and current data to
restore. Another advantage of rotating media is cost effectiveness. That is, you
won't have to use as many zip disks, floppy diskettes, tapes, etc. The following
table suggests a method of rotating six sets of media:
Mon.
Tue.
Wed.
Thu.
Fri.
Offsite
Database
Database
Database
Database
System
System
Week 1
Set 1
Set 2
Set 3
Set 4
Set 5
(Set 5)
Week 2
Set 1
Set 2
Set 3
Set 4
Set 6
(Set 6)
In the above example, backup your database on Monday with Set 1, use Set 2 on
Tuesday, etc. On Friday, run a backup of the system and take that backup offsite.
The next week, use Set 6 on Friday, and then take that set offsite and bring Set 5
back for the next Friday's backup.
Note: Follett Software's Backup and Restore will only back up your database
files. To back up your entire system, you will need to use a backup solution
from a thirdparty vendor.
Backup tips
For a backup to be an effective part of your data recovery plan, you must back up
regularly. The following points are good guidelines to follow, regardless of the
backup software you use:
Label your backups with the day, volume number, type of backup, and
current version number of your Follett application, so that, if the need arises,
you can quickly decide which backup to restore.
Rotate your backup media regularly. Since every type of media wears out
over time, it's best to always keep one new set on hand.
Keep your backup media in their protective cases and away from any
magnetic fields, power supplies, telephones, monitors, and security systems.
Store one total backup offsite. Whether at home, office, or somewhere else,
offsite storage of backups is the best protection against fire, flood, or theft.
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Chapter 42 Backing up your database
Using Follett Software's Backup and Restore
Follett recommends that you back up your Circulation Plus/Catalog Plus
database on a daily basis. This ensures that all daily transactions, configuration,
and setup for the Follett applications are preserved should you need to restore.
If you have just upgraded from an earlier version of the application, make sure
you perform a backup of your data. You cannot restore a backup created with an
earlier version to the new version of the application.
The Backup and Restore application included with your Follett applications can
be used to back up your data to floppy disks, zip disks, and secondary hard
drives.
Note: If you wish to use other types of media (e.g., CD, tape), additional software
may be required. If this is the case, back up to your hard drive, then use
the software to transfer the backup file to the media.
Important: For these procedures, you must limit access to the library database.
The Backup process requires restricted use of the database. Programs
that only read" from the database can be running during a backup:
OPACs
Z39.50 Server
WebCollection Plus services
Programs that can change the data must be stopped:
All Follett applications (except the read" applications above):
Cataloging, Circulation Desk, Alliance Plus, Inventory, Patron
Maintenance, Reports, System Setup, Utilities
Follett Data Exchange Gateway (for unions)
Follett Service Manager (for unions)
Follett Integration Service (FIS)
The Restore process requires exclusive use of the database. All of the
services and applications listed above must be stopped or closed.
To start Backup and Restore, stop or close the applications and services as
outlined above. Open the Follett Applications folder on the computer desktop,
and doubleclick the Backup and Restore icon.
Note: You can also access the Follett Applications menu from the Windows
Start | Programs menu or from the Mac OS Apple menu.
If you are using a password to limit access to Utilities, a password dialog
appears. Since Utilities and Backup and Restore use the same password, type the
Utilities password (by default FIXDATA) and click OK.
The Backup and Restore main window appears with the Backup tab open, as
shown in the following section. From the menu bar, you can close Backup and
Restore or access the help topics and product information.
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Backing up your database
Before you back up your database, depending on the media you're using, there
are one or two things you can do to help the process run smoothly:
If you're backing up to floppy disks, make certain that you have enough
formatted, highdensity diskettes on hand. If you're rotating disk sets (see
page 606), the backup process lets you overwrite a previous backup file;
however, it does not erase any other files on the disks. When reusing a
backup set, you should keep the disks in their original order.
If you're backing up to highercapacity media (zip disk or secondary hard
drive), you may be able to store several backup files on the same device.
However, to avoid overwriting an existing backup file, you must save each
backup to a different folder.
Note: On Mac OS you can create a new folder on the fly when you select
your destination. On Windows you must create the new folder
through Windows Explorer or My Computer.
Once you have prepared your backup media, if you haven't already, start Backup
and Restore (see page 607). The main window appears with the Backup tab open:
If you support multiple databases, make
certain you're backing up the right one.
To choose a destination for your backup
file, click the Browse button, then locate
and select the drive or folder you want.
Information about your database or
selected destination appears here.
To include keywords in your backup, select
this option. If you don't back up keywords,
you'll need to run the Update Keywords
process (see page 345) if you restore your
database from this backup.
Once you've selected a valid destination,
the Backup button is enabled. Click it to
start the process.
To back up your database, simply follow the steps on the Backup tab.
If there isn't enough room for the backup at your selected destination, a warning
appears below the destination field. You can reduce the size of the backup file by
clearing the Backup Keywords option. If clearing Backup Keywords isn't
sufficient, or if you want to back up your keywords, either make room at the
selected destination or choose a new one.
Note: If you selected a floppy drive, space isn't an issue. A message informs you
that you'll be prompted as additional floppy disks are needed. Make
certain to label and number each disk before you insert it.
04/04
Chapter 42 Backing up your database
When you click Backup, if the application detects another backup file at your
selected destination, a message with a description of the existing file appears. If
you want to overwrite the existing file, click Yes. If you're rotating disk sets (see
page 606), make certain that you don't overwrite your most recent backup.
Unless you used floppy disks, a message appears when the backup is complete,
asking if you would like to verify your backup. We recommend that you click
Yes. This will ensure that your backup is complete and that it is restorable.
If you are saving your backup files to removable media (zip disk or floppy disks),
make certain to label your backup and store it in a safe place.
Important: Do not change the backup file name. The restore process requires the
backup filename, FSCBCKUP.001.
Restoring your database
If you need to restore your database, before you start, make certain that you have
the most recent backup on hand. If you backed up to floppy disks, make certain
that you have the complete backup set and that they are in order.
Important: The restore process requires exclusive access to the library database.
Please make sure that no other Follett programs are running on any
library workstation and that Z39.50 Server and WebCollection Plus
are stopped.
To restore your database from a backup file, if you haven't already, start Backup
and Restore (see page 607), and click the Restore tab:
If you support multiple databases, make
certain you're restoring the right one.
To locate your backup file, click the Browse
button, then locate and select the file you
want. The filename must be FSCBCKUP.001.
Once you've selected a valid backup file,
the Restore button is enabled. Click it to
start the restore process.
To restore your database, simply follow the steps on the Restore tab.
The file you select must be named FSCBCKUP.001. If the filename is incorrect, or
if the backup wasn't created using Follett Software's Backup and Restore, an
error message appears. Click OK and locate the correct file.
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Note: If you're restoring from floppy disks, insert the first disk of the backup set,
and then click Browse and select your floppy drive. You'll be prompted to
insert each disk in the set as it's needed.
The application also alerts you if you select a backup file with a site name that is
different than the site you're restoring. Click Yes only if you're certain that you
want to use the file.
When you click Restore, the application first verifies that the backup file is
complete. If you've backed up your database to floppy disks, the application
requests each disk in the backup set for verification.
Note: If the backup file is incomplete or otherwise corrupt, a message appears
instructing you to use a different backup file.
If verification is successful, you can choose to restore your database or cancel the
process. To continue with the restore process, click Yes. If you're restoring from
floppy disks, the application prompts you to reinsert the first disk in the backup
set. The application displays a progress dialog as it replaces the contents of your
database with the information in the backup file.
When the restore is complete, a message appears outlining the tasks you should
perform. As a standard measure, we recommend that you run the Check
Database Integrity utility (see page 594). These tasks are also listed on the
exception report that documents the restore's progress and records any problems
it encounters.
Note: If your backup file did not include keywords, you'll have to rebuild them
with the Rebuild Keywords utility before you can conduct keyword
searches. For more information, see Rebuild Keywords" on page 595.
Review the exception report carefully. If you notice numerous warnings of
corrupted records, you may need to restore from a different backup file. Contact
Follett Software's Technical Support department for assistance.
Using another vendor's backup software
If you decide to use backup software from a thirdparty vendor, Follett
recommends backing up the application data in the DATA directory on a daily
basis. This ensures that all daily transactions, configuration, and setup for the
Follett applications are preserved should you need to restore.
The location of the DATA directory depends on whether your site is a singleuser
or multiuser environment. When you install the FairCom database server and/or
Follett applications, make note of the directory structure so that you will be able
to locate the DATA directory. Please keep this information on hand in case you
need to contact Follett Technical Support.
Singleuser sites
If you are running Follett's singleuser applications, back up the DATA and
TEMP directories, as well as their subdirectories. These directories are located
under CC40.
Important: To back up these directories successfully, you must first make certain
that none of the Follett applications are running.
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Chapter 42 Backing up your database
Multiuser sites
Sites running Follett's multiuser applications should back up the DATA directory
and its subdirectories. The default path is FAIRCOM\DATA.
To back up the DATA directory successfully with thirdparty software, you must
do one of the following:
Prior to backup, close all your Follett applications, then stop the FairCom
database server as described in the Installation Guide.
Note: If you are running Z39.50 Server and/or WebCollection Plus, you must
stop them. Once backup is complete and you have restarted the
FairCom database server, restart Z39.50 Server and WebCollection Plus
to reestablish the connections.
Or if you do not want to shut down the FairCom database server, you must
use backup software that can back up open files. You must also prepare your
FairCom database server for backup by running the Backup Prep utility
included with the Follett multiuser applications. For more information, see
the following section, Preparing the database for backup."
Important: If you are backing up open files, you must be certain that the
database is not updated in any way while the backup is in process
(i.e., no cataloging, circulation, or other utility activity).
Preparing the database for backup
Before you back up open files, run the Backup Prep utility to help ensure a
complete and reliable backup of your database. BKUPPREP.EXE is located in the
CC40 or in the WCOMMON folder.
Note: The Backup Prep utility cannot be run on Mac OS.
If you do not have access to the WCOMMON directory, you'll need to copy the
necessary files from the Follett Software CD to the machine you'll use to run
Backup Prep:
1.
On your local network, create a new directory named BKUPPREP.
2.
From the EXTRAS\BKUPPREP directory on the CD, copy the entire contents
of the folder to the BKUPPREP directory you created.
Running Backup Prep
Backup Prep can either be run manually or included as part of an automated
backup script, depending upon your preferences and backup routine.
Manual backup
If you normally start your database backup manually, run Backup Prep
immediately prior to starting the backup:
1.
If Backup Prep is located in WCOMMON, from a DOS prompt, go to
WCOMMON, type BKUPPREP, and then press ENTER.
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If Backup Prep is located in BKUPPREP, from a DOS prompt, go to
BKUPPREP. The command you enter to run Backup Prep depends on the
protocol your database server is running:
TCP/IP: If your FairCom database server runs TCP/IP, type
BKUPPREP –s[FairCom server name]@[IP address] –pTCPIP
(e.g., BKUPPREP –sFSCSERVER@127.0.0.1 –pTCPIP).
IPX/SPX: If your FairCom database server runs IPX/SPX, type
BKUPPREP –s[FairCom server name]@[NetWare server name] –pSPX
(e.g., BKUPPREP –sFSCSERVER@Your_Server_Name –pSPX).
Important: By default, the FairCom server name is FSCSERVER. The server
name is case sensitive; you must enter it exactly as it appears in
the FairCom database server's CTSRVR.CFG file.
2.
When Backup Prep is complete, a message appears, informing you whether
or not the database was successfully prepared for backup.
3.
If Backup Prep was successful, continue with your backup.
If Backup Prep could not prepare the database for backup, make sure that the
FairCom database server is running, and then try again.
Automated backup
If your database backup routine is automated, schedule Backup Prep to run
before starting backup. Incorporate Backup Prep using the following information:
1.
If Backup Prep is located in WCOMMON, set your backup script to run the
command line BKUPPREP –e.
If Backup Prep is located in BKUPPREP, set your script to run the command
line BKUPPREP –e, followed by the –s and –p command line arguments,
which are described in detail in step 1 under Manual backup."
2.
After running Backup Prep, have your script check the return code:
If the return code is 0, Backup Prep succeeded and backup can start.
If the return code is 1, Backup Prep failed and backup should not start.
Restoring from backup
If you're using backup software from a thirdparty vendor and need to recover
from damaged data, you should restore your data backup to its original location.
Please refer to your backup software vendor's documentation for instructions.
Important: To perform a successful restore in a multiuser environment, you must
first shut down the FairCom database server. For instructions, see the
Installation Guide.
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Appendices
Appendix A Glossary
Accelerated Reader
access
A search that looks for materials belonging to the Accelerated Reader program. You
can search for items with a particular reading level, point value, subject, and/or au
thor.
A method of obtaining electronic resources and programs.
active status
A status assigned to patrons who are currently enrolled at a school or to patrons at a
public library who have checked out materials in the last two (or whatever designation
assigned) years. Opposite of inactive status.
Acquisitions
A module accessible through Cataloging and System Setup that allows librarians to set
up vendors, funding sources, and default billto/shipto information, making it easier
to create orders for new library acquisitions.
alias
A name, usually short and easy to type, that is translated into another name or string.
Many times used for commands.
Alliance A/V
ACCESS
A CDROM database containing bibliographic records for audio-visual materials for
use with the Alliance Plus software.
Alliance Plus
1. A Follett Software Company application that lets you add or enhance bibliographic
records in the library database with bibliographic records from a CDROM or online
database.
2. A CDROM database containing bibliographic records for titles published after 1970.
Follett Software Company releases a single Alliance Plus CDROM biannually.
Alliance Plus Data
Source
Any media or electronic source, such as Alliance Plus Online, CD-ROMs, or union
databases, that contains searchable records.
Alliance Plus Online
A Follett Software Company online subscription that lets you add or enhance
bibliographic records in the library database with bibliographic records from the
Alliance Plus Online database. This database is updated weekly and contains over
three million records.
Alliance Vintage
alphanumeric
ASCII
authority record
A CDROM database containing bibliographic records for pre1970 materials.
The letters, numbers, and symbols used for data entry.
American Standard Code for Information Interchange. The dominant character code
used for communication between computers. In ASCII, each number represents an
alphanumeric character or common keyboard symbol.
A record of the authoritative form of a name (personal, corporate, meeting, or
geographic), uniform title, series title, or topical term used as a heading in a library
catalog. The authority file governs the application of headings to new items as they are
added to the library collection. An authority record may also contain See from" and
See also from" references.
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Appendices
autorecon
available
Bar Tender
barcode
barcode number
barcode symbology
barcode scanner
baud
04/04
The automated process used to enhance the bibliographic records in the library
database with information from an Alliance Plus CDROM or Alliance Plus Online
database. Autorecon is an abbreviated term for Automated Retrospective Conversion.
A copy status that indicates a copy is on the shelf and available for checkout.
See Also copy status.
Thirdparty barcode-creation software product that works in concert with Follett
Software products.
A printed identification code composed of black and white lines that are machinereadable. In Circulation Plus and Catalog Plus, barcodes identify patrons and copies.
The combination of letters and numbers that represent the same identity as a scanned
barcode.
The structural rules and conventions for representing data within a particular barcode,
such as Code 39, Codabar, or Labelcode 4.
A device which, when passed over a barcode, reads the black and white lines and
translates them into letters and numbers so the computer can read them.
The unit in which the signalling rate of a communication channel is measured. 1 baud
is 1 symbol per second.
bibliographic record
The MARC record for each title in your collection. For each title, you create one
bibliographic record. Each bibliographic record can have multiple copy records if your
library has more than one copy of a title.
bibliographic template
Cataloging's bibliographic templates contain the tag, subfield, and indicator text fields
frequently used for creating MARC bibliographic records for the commonly cataloged
material types.
block condition
A warning message that interrupts a circulation transaction. These messages must be
acknowledged before proceeding with a transaction. Block conditions usually indicate
the transaction should not be allowed to proceed.
Boolean operators
Terms that express a logical relationship between keywords or phrases. The Power
search in OPAC and WebCollection Plus uses AND, OR, and BUT NOT.
brief record
A bibliographic record with only minimal cataloging information (title, author, and
local call number).
Catalog Plus
An integrated software product that automates library cataloging functions. Catalog
Plus consists of the following:
Cataloging
Cataloging
Reports
System Setup
OPAC
Utilities
A Follett Software module that allows users to create, update, delete, import, and
export MARC bibliographic records and copy records.
category
The userdefined name assigned to a group within your collection. Categories allow
copies to be grouped together for listings and statistical purposes.
checkin
The transaction that occurs when a patron returns a checkedout copy. When a copy is
checked in, the copy record status changes from checked out to available.
checkout
The transaction that occurs when a patron takes a copy out of the library. When a copy
is checked out, the copy record status changes from available to checked out.
04/04
Appendix A Glossary
Circulation Desk
The Circulation Desk module automates all tasks that would normally occur at the
library's circulation desk, such as checkins, checkouts, creating fines, and placing
copies on hold or reserve.
circulation limits
A general term referring to both the loan periods for the various circulation types and
the patron limits for the various patron types. Circulation limits are usually based on
existing library circulation policies.
Circulation Plus
An integrated software product that automates library circulation functions.
Circulation Plus consists of the following modules:
Circulation Setup
circulation type
classification system
client/server
client software
collection database
combo box
compression
control number
Circulation Desk
Cataloging
Patron Maintenance
Inventory
System Setup
Reports
Utilities
A function within System Setup that allows the librarian to set up library policy
electronically so that transactions performed using the Circulation Desk module
conform with existing library policies.
A copy's circulation type, when combined with a patron type, determines the loan
period of the copy.
A scheme for arranging books and other materials according to subject or form.
The most common ones are the Dewey Decimal Classification and the Library of
Congress Classification.
A multiuser configuration in which two or more computers on a network divide the
responsibilities for communicating and responding to requests made by the library
staff and patrons. The client software runs on the desktop of the library workstation
and acts as the interface used by the staff and patrons. The database server, running on
another computer, manages the library database. It receives requests from the clients,
locates the desired information, and sends the results back to the client workstation.
See network client.
A library's MARC record and copy database.
A type of control box. Combo boxes allow the user to either choose or enter
information needed to proceed with a task.
A means of compacting data to save storage space or transmission time. Generally
used for backup procedures. Although data is already coded in digital form for
processing, it can often be coded more efficiently (using fewer bits). For example,
run-length encoding replaces strings of repeated characters with a single character and
a count. Compressed data must be decompressed before it can be used.
An alphanumeric entry in the 001 tag of a MARC record that is a unique identifier for
that bibliographic record.
copy
An individual item in your collection, such as a book, CD, or video.
copy barcode
A barcode that identifies an individual copy item in your collection.
copy record
The data about an individual copy item in your collection stored in your database.
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copy status
The copy status indicates the assigned designation of a copy. The possible copy
statuses are:
Available
Lost
Checked out
At the bindery
Missing
Loaned out
On hold
The copy status can be changed from the Edit Copy dialog in Cataloging.
counters
daily startup
data
data extraction
An internal log in the application used to determine a physical count, such as monthly
and yearly circulation counters.
A group of tasks performed by Circulation Desk at the beginning of each new day of
circulation. The results of these tasks sometimes produce exception reports to alert
librarians of certain conditions, such as a hold expiring or being deleted.
Information stored in a field in a record in a file.
The process of copying certain data from the database to a comma-delimited ASCII
file. The data can then be further processed by another application.
data source
Any media or electronic source, such as Alliance Plus Online, CDs, or union databases,
that contains searchable records.
database
A general term referring to a collection of data stored in one or more files. Entries
within a database are usually called records that contain fields that contain data.
Example: Within the patron database, there will be a record for each patron. Individual
patron records contain fields that specify the patron's home address, alternate address,
patron type, etc.
database integrity
A term used most often in records management to indicate that all relevant records are
filed correctly.
database server
DCOM
dedicated server
default
deleted hold
diacritics
diagnostics
dialup networking
digital resource
direct access
drop-down list
1. A computer on a network where data files are stored.
2. A software application that manages the flow of data files on the network.
Distributed Component Object Model. A packet transfer schema that uses globally
unique names to transfer data across a network. Employed by several Follett services,
including Follett Data Exchange Server.
A computer not used for a workstation.
A value that the application uses if you do not enter an alternate choice.
A hold that has been purged from the hold queue and can no longer be revived.
Special marks used above and below letters to indicate a special phonetic condition.
Diacritics generally appear in words adopted by English from another language or in
words in a foreign language.
In Utilities, the user can run Check Database Integrity to analyze the database for in
valid or corrupted data.
A method of connecting to a network over a telephone line using a modem.
See electronic resource.
A method of connecting to an electronic resource residing on a tangible (touchable)
carrier; e.g., floppy disk or CD. The connection requires a computer.
A selection list, on a dialog, that is hidden until a button is clicked.
04/04
Appendix A Glossary
duplicate copy
DX
See Replicate copy.
See Union Data Exchange.
dynamic IP address
An IP address that changes each time the computer connects to the Internet. Dynamic
IP addresses are useful if your library uses dialup networking to access the Internet.
See Also IP address.
Easy Editor
One of the two data entry windows in Cataloging, used to add, edit, or delete MARC
records. See also MARC Editor.
eBook
ejournal
An electronic version of a printed book.
An electronic version of a printed journal or other serial publication.
electronic access
A method of connecting to an electronic resource residing on a computer, either locally
or on the Internet. Information entered in the 856 tag (an access method and an address
- the how and the where) provides access to an electronic resource. Clicking the hyper
linked 856 in OPAC or WebCollection Plus causes the browser to display the resource.
electronic resource
A source of information in a digital format, rather than on paper or another medium,
accessed by means of a computer, either locally or remotely. Computer programs,
games, online services, eBooks, and Web pages are all examples of electronic resources.
ellipsis
An ellipsis (...) after a menu item means that, after the user chooses an item, the system
prompts the user for additional information before the operation is carried out.
exception report
expired hold
export
extraction
field
file
file server
Find Headings
Find-It-All Collection
An exception report lists items that were not processed correctly for some reason, or
were deleted. Use printed exception reports to review the results of a batch process.
A hold for which the expiration date has passed. An expired hold cannot become
pending or ready until its expiration date is extended.
The process of transferring bibliographic and copy, authority, or patron records from
the current database to a file for transfer to another system.
The process of copying certain data from the database to a comma-delimited ASCII
text file. The data can then be transferred to another application.
A section of a record which contains specific data.
Example: A field in a copy record could be a barcode number or a copy price.
Any organized collection of data, documents, or records.
1. A computer on a network in which all shared applications are stored.
2. A software application that monitors and controls the flow of information on a net
work (e.g., Windows NT/2000, AppleShare, and Novell NetWare).
An option in both the Easy and MARC Editors that allows users to quickly search
previouslycataloged author, subject, or series headings.
A collection of subscription-based modules that enable patrons to find, evaluate, and
use all types of information resources available over the Internet.
Find-It-All Knowledge
Links
A Find-It-All Collection module that provides access to over 160,000 safe, highquality, Web sites aligned to both state and national standards (State Standards
available Spring 2002). (This is a Follett subscriptiononly service.)
Find-It-All One Search
A Find-It-All Collection module that allows patrons to search multiple information
sources such as the library collection, fulltext databases, and online encyclopedias, all
at once, from one common interface, returning a combined results list. (This is a Follett
subscriptiononly service.)
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fine
fine increment
fine limit
fine threshold
Fines are generated by Circulation Plus when a patron does not return a copy on time
(overdue fine), when a patron reports a lost copy (lost fine), or when a returned copy
shows signs of damage (damaged fine). A fine type of refund allows librarians to track
money owed back to a patron for payments made on lost items that have been re
turned. The librarian can create additional fine types as needed; however, userdefined
fine types are not associated with copies
The amount of fine penalty that accumulates each day, or other specified time period,
and is applied to a patron record.
The maximum fine for a damaged, lost, or overdue copy.
The maximum amount a patron can accumulate in fines before Circulation Desk noti
fies the librarian. For example, if you want Circulation Desk to notify you whenever a
patron with a fine penalty attempts a transaction, set the threshold to zero.
fine type
There are four default fine types available in Circulation Plus: Overdue, Damaged,
Lost, and Refund. Additional types can be created in System Setup. See Also fines.
firewall
A combination of hardware and software used to protect the library network from
unauthorized access.
fixed field
fixed-length tag
Follett Classic
Some 00X fields in MARC bibliographic records are called fixed fields because they
contain a fixed number of character positions which can only be filled by selecting
certain defined characters.
Any barcode consisting of seven or fewer characters, regardless of the barcode
symbology, with type identifier of P, T, or X preceding the number.
full record
A bibliographic record that includes title, author, publisher, physical description, call
number, subject, series, and notes fields.
heading
The name of a person, corporate body, geographic location, title proper of a work, or
an authorized content descriptor, used as an access point in a catalog.
hold
hold priority
A request by a patron for an item that is not currently available. See also Reserve.
A number that represents the ranking of a hold in the hold queue. The lower the
priority number, the higher a hold's position in the hold queue. You can edit the hold
priority for each patron type in System Setup.
hold queue
A list of patrons who have placed a hold or reserve on a title.
hold status
There are three hold statuses that appear when viewing the hold queue:
Ready the copy is ready for the patron
Pending the copy will become ready when it is returned
Expired the hold expiration date has passed
holdable
Indicates the copy can have a hold placed on it.
holdings
The materials in the library's collection.
holdings code
home page
HTML
The identification code used to uniquely identify an individual library.
See MOC.
The main screen of a hypertext document on a Web site. All other pages on a Web site
are usually accessible by following links from the home page. A subset of Web pages.
HyperText Markup Language. The standard language for describing the format and
structure of pages on the Web.
04/04
Appendix A Glossary
HTTP
HyperText Transport Protocol. The Internet protocol that allows Web browsers to
retrieve information from servers.
hyperlink
An image or highlighted text (reference) in a document used to jump to another place
(target) in a document.
ID number
A unique userdefined number that identifies a patron, such as a student identification
number, social security number, locker number, etc.
IIS
illegal holds
import
Internet Information Server. Microsoft's Internet (Web) server based on the Windows
NT/2000 Server.
Attempted holds on copies that are not available because they have a copy status of
lost or missing or have a circulation type of *NC.
The process of moving bibliographic and copy, patron, or authority records from a file
to the current database.
inactive copies
Valid copy barcodes that are not presently used in your system.
inactive status
A status assigned to students who are not currently enrolled but who may return. Also
applies to patrons at a public library who have not checked out materials in the last
two (or whatever designation assigned) years but are likely to do so again. This status
triggers a block message. Opposite of active status.
indicator
A one-character field in a MARC record used to express a condition. MARC records
allow for the use of one or two indicators for each tag which are distinguished by their
positions in the record (that is, first position and second position); e.g., the number of
nonfiling characters in a title is entered in the second indicator of the 245 tag.
installation
interest levels
The process of loading an application onto a computer.
A search limiter that lets you reduce the search results to bibliographic records that
have the first indicator in the 521 tag set to 2, and contain one of the following
standard interest levels in subfield _a:
Internet
invalid copies
Inventory
inventory statistics
inventory status
Preschool
K3
36
All Juvenile
710
All Secondary
58
Young Adult
Adult
Professional
All Grades
An international network comprising thousands of smaller networks. Computers
attached to the Internet use the TCP/IP protocol to communicate.
Copy barcodes that do not match your current barcode symbology.
A Circulation Plus module that is used to begin, conduct, and finalize an inventory.
You can also reset missing copies from the Inventory module.
The resulting counts from conducting an inventory.
Circulation Plus uses three inventory statuses to track inventory:
Marked the copy has been inventoried
Unmarked the copy has not been inventoried
Missing at the time the last inventory was finalized, the copy had not been
marked
619
620
Appendices
04/04
IP address
Internet Protocol address. An IP address is analogous to a postal address. It identifies
the location of a computer or device on a network running TCP/IP. An IP address
consists of twelve numbers divided into four sets of three.
Example: 192.168.213.120
IPX/SPX
Internetwork Packet Exchange/Sequence Packet Exchange. A protocol used for com
munication and file transfer between workstations. SPX is a transport layer protocol.
ISBN
ISP
ISSN
keyword search
keywords
LAN
LCCN
International Standard Book Number. A 10-digit number that identifies an edition of a
work issued by a particular publisher. Entered in the 020 tag of the MARC record.
Internet Service Provider.
International Standard Serial Number. An 8-digit number that, along with the key title,
uniquely identifies a serial publication. Entered in the 022 tag of the MARC record.
A search method using keywords or phrases that also supports wildcards.
Words recognized by the online public access catalogs (OPACs) during keyword
searches. The list includes all significant words or phrases found in the title, author,
notes, subjects, and series fields of the bibliographic record.
Local Area Network. A computer network that spans a relatively small area.
Library of Congress Control Number. An 8- or 12-digit number that uniquely
identifies the item cataloged. Entered in the 010 tag of the MARC record.
library calendar
An area within System Setup. Before the Circulation Desk module can be used to
automate transactions effectively, the librarian must define the open and closed days
for the library (library calendar) in System Setup.
limiters
Search settings that allow the user to control the scope of their search results by
selecting specific ranges from established categories. Follett applications support the
following limiters:
loan period type
locatable copy
main entry
MARC
MARC 21
MARC bibliographic
record
MARC data
Material type
Publishing year
Reading level
Loan period types are assigned according to patron type and circulation type. There
are three loan period types available in Circulation Plus:
local access
Interest level
Daily the loan period units are in days
Hourly the loan period units are in hours
Fixed copies are due on an assigned date
See direct access.
A copy with a copy record status of available, checked out, loaned to another library, at
the bindery, or on hold.
The primary access point for a bibliographic record, usually the author entry.
MAchine Readable Cataloging. A set of standards developed by the Library of
Congress for identifying, storing, and communicating cataloging information.
The name of the harmonized USMARC and CAN/MARC formats, adopted in 1999.
See bibliographic record.
The computerized information stored in a bibliographic database record.
04/04
Appendix A Glossary
MARC Editor
MARC Magician
material
material type
menu
menu bar
MOC
One of the two data entry windows in Cataloging, used to add, edit, or delete MARC
records. See also Easy Editor.
A separately-purchased application that corrects control field errors, punctuation, and
indicators, and allows you to perform global editing.
Physical entities that carry intellectual property (for example, books, graphics, audio
recordings, machinereadable data files).
1. Refers to the physical type of an item, such as book or video, not the physical
description (300 tag), represented by a material-type icon in the Follett applications.
2. A search limiter that lets you narrow the search results to bibliographic records that
match a particular material type.
A list of options available to the user of an application. Clicking on the menu title
causes the list to appear. Clicking on an entry in the list causes the computer to
perform that operation.
The menu bar extends across the top of the window and displays the title of each
available menu. Even when the window changes, the menu bar is always visible at the
top of the window.
An acronym for MARC Organization Code. Also known as a holdings code, used to
uniquely identify an individual library, assigned by the Library of Congress.
modem
An electronic device for converting between serial data from a computer and an audio
signal for transmission over telephone lines.
modem port
The modem connection port, typically on the back of a computer, identified usually by
a small telephone handset icon.
module
A software component that interacts with other modules in a larger system. Examples
in Follett Software applications are Cataloging, Circulation Desk, and Utilities.
monograph
mount
multiuser environment
A bibliographic item in one part, or a finite number of parts (as opposed to a serial).
The act of making an external directory structure, such as a CDROM database,
available to a local computer system.
A network consisting of a server or servers and workstations. Typically the applica
tions are stored on a file server and are licensed for multiple users at the workstations.
NetWare
A registered trademark of Novell, Inc., a manufacturer of networking software.
network
Two or more computers connected by cable or wire having the ability to communicate
with each other.
network client
In a client/server environment, the network client runs on the workstation and
supports communication with a server. The client used by your library depends on the
network operating system used to support the FairCom database server.
See the Installation Guide for more information.
NLM
nonfiling characters
nonFollett Classic
NetWare Loadable Module. A term used to identify utilities that are loaded into the
NetWare server's memory (either automatically by the operating system or manually
with the LOAD command) and reside there until unloaded either by rebooting or
using the UNLOAD command.
The number of characters you want the computer to skip when indexing a title.
Example: If you want the title The Outsiders listed under Outsiders," you would type
the value 4 in the appropriate indicator which represents the number of nonfiling
characters plus the space after the article.
Any barcode of 8 or more characters without a P, T, or X preceding the number.
621
622
Appendices
04/04
nonholdable copies
See illegal holds.
Novell
A registered trademark of Novell, Inc., a manufacturer of networking software.
ODBC
Abbreviation of Open DataBase Connectivity, a standard database access method
developed by Microsoft Corporation. The goal of ODBC is to make it possible to access
any data from any application, regardless of the database management system (DBMS)
handling the data. ODBC works by inserting a middle layer, called a database driver,
between an application and the DBMS. The purpose of this layer is to translate the
application's data queries into commands that the DBMS understands. For this to
work, both the application and the DBMS must be ODBC-compliant; that is, the
application must be capable of issuing ODBC commands, and the DBMS must be
capable of responding to them.
ondemand data sharing
OPAC
path
parallel port
partnering
patron barcode
Patron Maintenance
patron type
pending hold
peripheral
Accessed through Selected Database Sources in Cataloging, it lets DX members search
for, and save down, MARC records in the union catalog database. The Follett Data Ex
change Server provides the communication link.
An Online Public Access Catalog. A computer application for locating materials in a
library. Used by patrons to search the library's database from a search station. OPACs
have replaced card-based catalogs in many libraries.
The route to a file through a file system.
The portion of a URL that identifies the location of a folder containing file. Typically
preceded by a single forward slash (/).
See printer port.
When a union catalog and member site share updated MARC and copy information
through Follett Data Exchange Server.
A barcode used to identify your individual patrons.
A Follett Software module in Circulation Plus that allows the user to create, import,
export, update, and delete patron records.
A grouping designation given to like patrons. Patron Maintenance comes with two
default types: Student and Faculty. You can create as many patron types as you need;
e.g., Aide, Student Volunteer, Juniors, Seniors.
After a patron places a hold, the hold remains pending until the item is returned.
When the item is returned, the pending hold becomes a ready hold.
A computer accessory used for input and/or output operations; e.g., CD-ROM drive.
PHD
Portable Handheld Device. A barcode scanner that collects, stores, and transmits data.
You can use a PHD to simplify certain circulation, cataloging, inventory, and reporting
activities. Circulation Plus and Catalog Plus currently support four PHD models:
PHD+, PHD+ II, PHD Laser+, and the PHD Dolphin+.
phrase
A combination of words used in a keyword search that appear near one another in the
searchable fields of a title record. The words that make up a phrase can be separated
by a single space or stop word or words. Example: President of the United States.
physical description
A term referring to the 300 tag in a MARC record. This tag contains information on the
item's dimensions and other physical details.
physical carrier
A tangible medium on which electronic data or resources are stored; e.g., floppy disk.
Power search
A keyword search in Cataloging, OPAC, and WebCollection Plus that uses up to three
words or phrases, and can include wildcard characters, Boolean operators, and the
selection of search fields to narrow or expand a search.
04/04
Appendix A Glossary
primary address
The address that appears on bills and notices which are to be mailed home. This
address appears on the Addresses dialog box in Patron Maintenance.
printer port
The connection port, typically located on the back of a computer, indicated usually by
a small printer icon and used for connecting a printer or other devices. The printer port
is sometimes referred to as the parallel port.
process misses
The manual process used to enhance the bibliographic records in the library database
with information from an Alliance Plus CDROM or the Alliance Plus Online database.
Use process misses to enhance bibliographic records that were not matched during an
autorecon.
progress window
proof sheet
A window that displays a list of data being processed or a list of the current status of
an ongoing process.
A printed copy of a bibliographic record, available in Cataloging.
protocol
A set of rules governing communications between computers. The most common
protocol is HTTP.
publishing year
A search limiter that lets you reduce the search results to titles published within a
selected range of years.
reading level
Reading Program
ready hold
Rebuild File Indexes
A search limiter that lets you narrow the search results to titles with the first indicator
of the 521 tag set to 0 and a value between 0.0 and 20.0 in subfield _a.
A search that looks for materials belonging to a reading program. You can search for
items with a particular reading level, point value, subject, and/or author.
A hold that is available to be picked up by the patron.
A utility that restores specific index files that may be corrupted.
Reindex Database
A MARC utility option that rebuilds specific MARC record index files that may be cor
rupted.
Reload
This is an option in Follett Data Exchange Server that allows a member site to reload its
participation information at the union after restoring from a tape backup.
remote access
Remote Circulation
A method of connecting to an electronic resource residing on another computer, either
on a local network or on the Internet.
A Circulation Desk option that allows the librarian to process checkout and checkin
transaction data that has been collected with a PHD.
Replicate copy
A Cataloging option that allows the librarian to duplicate existing copy information for
a new copy.
Reports
An application module for generating reports. Reports are divided into two categories:
reserve
reserve shelf
restricted
retrospective conversion
(recon)
Circulation reports
Cataloging reports
A hold request placed for an item needed on a specific future date. See also hold.
A physical place in the library where ready holds and reserves are placed until patrons
claim them. Also called the hold shelf.
Although userdefined, restricted status typically means that a patron's library
privileges are limited in some way. Patrons who violate library policies may have
restricted status.
A process in which brief bibliographic records are converted into full MARC records.
623
624
Appendices
scanner
search types
04/04
See barcode scanner.
There are fifteen search indexes available for finding titles in Cataloging:
Author
ISBN/ISSN
LCCN
Title
NBN
Subject
Series
Call Number
Category
Power
Keyword
Barcode
Lexile Measure
Reading Counts!
Accelerated Reader
The online public access catalogs provide eleven different searches:
searchable fields
secondary address
selection list
serial
serial port
Title
Author
Subject
Series
Call Number
Category
Power
Keyword
Lexile Measure
Reading Counts!
Accelerated Reader
Areas of the library database searched during a keyword search. OPAC allows you to
search all fields during a Power search or to limit your search to the titles, authors,
notes, subjects, or series fields.
The alternate or supplemental mailing address defined for patrons in Patron
Maintenance.
A list of entries from the library database. This list contains the closest matches to the
information entered during a search. Also called a hitlist.
Any publication (periodicals, newspapers, annuals, journals, numbered monographic
series) issued in successive parts and bearing numerical or chronological descriptions.
A connector on a computer to which you can attach a serial line connected to a
peripheral (such as a PHD) that communicates using a serial protocol. Also called a
com port. See also modem port.
series
Separate, independent works, usually related by subject, issued at different times
under a collective title. For example, The Rivers of America series.
server
A general term referring to either a file or database server, in general, or the FairCom
database server, in particular.
set up
To enter the information that will be used by the computer to process other entries.
shortcut
singleuser environment
Site Setup
SMTP
software update
software upgrade
sorting
sounds like
A symbolic link, typically a desktop icon, that can be clicked to launch an application.
Used instead of typing in a string path or opening a tree.
A nonnetwork environment. All applications and databases are stored on the same
computer. No files are shared with other computers.
A function within System Setup that allows the user to enter the library's
identification, fiscal information, password security, and barcode symbologies for
patrons and library materials.
Simple Mail Transfer Protocol. protocol used to transfer electronic mail between com
puters. It is a servertoserver protocol; other protocols are used to access the messages.
Minor enhancements added to an existing software product.
New features added to an existing software product.
The computer's process of arranging the requested data in the order specified.
A type of search used in Patron Maintenance based on the sound of a name, not the
spelling.
04/04
Appendix A Glossary
special due date
SQL
stop words
subfield
tag
tag number
TCP/IP protocol
template
temporary record
text file
An option in the Circulation Desk module that allows the librarian to assign a
nonstandard due date to copies on checkout to a patron.
Abbreviation of Structured Query Language, and pronounced either see-kwell or as
separate letters. SQL is a standardized query language for requesting information from
a database.
Words that are ignored during a keyword search. Stop words are generally leading
articles, conjunctions, or prepositions.
A portion of a MARC tag (field) containing data.
An element (field) of a bibliographic record. It may contain subfields.
A threedigit number used to identify a MARC record field.
Transmission Control Protocol/Internet Protocol. This is the standard protocol for
communications and file transfer over many networks, including the Internet.
A predefined form used as a guide for entering data.
A title (and copy) that will retain its status for a limited amount of time. Created on
the fly" at the Circulation Desk when no permanent record exists for the item. Once the
item is returned and there is no fine or hold, the title (and copy) are deleted from the
database automatically.
A file that contains only text or ASCII characters. Saving files as text-only allows these
files to be used by a variety of programs and computers.
title record
The bibliographic record for a particular item in the collection. There is only one title
record, but it can have many copy records connected to it.
transaction
A transaction is an event occurring between a patron and an item in the collection; e.g.,
checking out, checking in, placing a hold, or paying a fine.
type identifier
A single character in a barcode that indicates that the barcode is either a patron
barcode or a book barcode. Traditionally, a P in position 1 identifies a patron barcode,
and a T in position 1 identifies a book (title) barcode. It can be either alpha or numeric.
It is used by the application to differentiate Patron 1234 from Title 1234.
UNC
Union Data Exchange
unmount
Universal Naming Convention. The format used to specify a file, using two
backslashes to indicate the name of the computer, and one slash to indicate the path
within the computer, as in:\\the server\the volume\the path\the file name.
A Follett service" that allows Unions and members to transfer MARC record and
copy data across a network automatically.
The act of making an external directory structure, such as a CDROM database,
inaccessible to a local computer system.
Update Keywords
A utility used to update the keyword index in the library database. This utility is only
available if Catalog Plus is installed.
UPS
Uninterruptible Power Supply. A thirdparty hardware/software package designed to
protect a specific computer from sudden power loss and possible data corruption by
providing an emergency power source for the computer.
URI
A Uniform Resource Identifier. The generic set of all names and addresses which refer
to objects on the Internet.
URL
A Uniform Resource Locator. An address system that uses a standardized access code
for finding files located on computer networks. Consists of an access scheme followed
by a file location. A subset of URIs.
625
626
Appendices
04/04
USB
userdefined fine types
USMARC
Universal Serial Bus.
Besides the default fine types that come with Circulation Desk Setup, a user can add
fine types as needed; for example, band uniform rental for which a fine could be as
sessed if the band uniform was damaged. These fines are not associated with copies.
As of 1999, an obsolete term for the format of machine readable bibliographic and
authority records. Replaced by MARC 21.
USMOC
An acronym for US MARC Organization Code. Also known as holdings code, used to
uniquely identify an individual library and assigned by the Library of Congress. As of
1999, an obsolete term. Replaced by MOC.
Utilities
A module in Circulation Plus and Catalog Plus that allow users to diagnose or correct
problems in their databases.
Visual OPAC
A highly graphical interface for Catalog Plus developed for the inexperienced patron.
WAN
Web browser
Web server
WebCollection Plus
Web page
WebPath Express
(formerly 856Express)
Wide Area Network. A computer network that spans a long distance and uses
specialized computers to connect smaller networks.
A program that retrieves and displays Web pages.
The computer and/or software that runs the Web server program, such as
WebCollection Plus. This host" responds to HTTP-protocol requests.
The online public access catalog application that allows users to search the library's
database via the Internet.
A block of data available on the World Wide Web, identified and accessed by a URL. It
is a file written in HTML, stored on a server.
A service available from Follett Software Company that provides access to selected
Web sites through your OPACs, WebCollection Plus, and Cataloging.
Web site
Any computer on the Internet running a World Wide Web server process. A particular
Web site is identified by the hostname part of a URL.
wildcard
A character used during keyword searches when the user is unsure of the spelling of a
keyword or phrase or the form after the root. Use the question mark (?) to replace an
unknown letter and the asterisk (*) for unknown letters or to broaden a search: i.e.,
wom?n for both woman and women or teach* for teach, teacher, teaching.
workstation
World Wide Web
A computer on a network that bears no responsibilities for file sharing or database
management. Used for library patron searches or circulation/cataloging activities.
The graphical Internet hypertext service that uses the HTTP protocol to retrieve data.
627
Appendix B Bibliographic and authority tags
This appendix contains information about the following cataloging information:
Bibliographic tags: MARC tags used in bibliographic records; reading and
interest levels and the 521 tag; reading programs and the 526 tag; searchable tags;
MARC tags used in Cataloging and OPAC searches; Authority tags: MARC tags
used in Authority records.
Bibliographic tags
The bibliographic tags recognized by Cataloging and the subfields on which they
are indexed are identified and explained starting on page 628.
Use the following key to interpret the Bibliographic tags table column headings:
Key for the bibliographic tag description table
Column
Description
No.
This column contains the tag number.
Description
This column contains the name of the tag according to the MARC 21 Format
for Bibliographic Data publication.
Rep
This column identifies each tag as repeatable or nonrepeatable.
Pos1 and Pos 2
Y: Repeatable
N: Nonrepeatable
These columns contain the default contents of the tag's first and second
indicator positions, respectively.
Note: This symbol ∅ represents a blank space and is only required when you
are modifying templates during System Setup.
Valid
This column contains the subfields allowed in each tag.
Nonrep
This column contains the nonrepeatable subfields for each tag.
Indexed
This column contains the indexed subfields for each tag. These are the
subfields used to conduct searches.
Note: N/A is used to identify tags without subfields. This symbol only appears
in the subfield columns (Valid, Nonrep, and Indexed).
Important: The numbers entered in the indicator columns (Pos1 and Pos2) are the
bibliographic template defaults. Other values are available.
628
Appendices
04/04
Bibliographic tags
Tag
Indicators
No.
Description
Rep
000
Leader
001
Pos1
Pos2
Subfields
Valid
Nonrep
Indexed
N
N/A
N/A
N/A
Control Number
N
N/A
N/A
N/A
003
Control Number Identifier
N
N/A
N/A
N/A
005
Date and Time of Latest Transaction
N
N/A
N/A
N/A
006
Fixed-Length Data Elements Additional Material
Characteristics General Information
Y
N/A
N/A
N/A
007
Physical Description Fixed Field General Information
Y
N/A
N/A
N/A
008
Fixed-Length Data Elements General Information
N
N/A
N/A
N/A
010
Library of Congress Control Number
N
abz
a
a
015
National Bibliography Number
N
a6
6
a
020
International Standard Book Number
Y
acz6
ac6
a
022
International Standard Serial Number
Y
∅
ayz6
a6
a
024
Other Standard Identifier
Y
1
∅
acdz26
acd26
028
Publisher Number
Y
0
0
ab6
ab6
034
Coded Cartographic Mathematical Data
Y
3
∅
abcdefgh
jkmnpst6
adefgjkm
np6
035
System Control Number
Y
az6
a6
037
Source of Acquisition
Y
abcfgn6
ab6
040
Cataloging Source
N
abcde6
abce6
041
Language Code
N
abdefgh6
abdefg6
043
Geographic Area Code
N
050
Library of Congress Call Number
Y
051
Library of Congress Copy, Issue, Offprint Statement
052
∅
ab2
∅
4
ab3
b3
Y
abc
abc
Geographic Classification
Y
ab
a
055
Classification or Call Numbers Assigned in Canada
Y
∅
0
ab28
ab2
060
National Library of Medicine Call Number
Y
∅
4
ab
b
082
Dewey Decimal Classification (Call) Number
Y
0
∅
ab2
b2
086
Government Document Classification (Call) Number
Y
∅
az26
a26
100
Main Entry Personal Name
N
1
abcdefgk
lnpqtu46
abdfglqtu6
abcdeq
110
Main Entry Corporate Name
N
2
abcdefgk
lnptu46
acfgltu6
abcdn
04/04
Appendix B Bibliographic and authority tags
Bibliographic tags (Cont.)
Tag
Indicators
No.
Description
Rep
Pos1
111
Main Entry Meeting Name
N
130
Main Entry Uniform Title
210
Pos2
Subfields
Valid
Nonrep
Indexed
2
acdefgkl
npqtu46
acdfglqtu6
acden
N
0
adfghklm
noprst6
afghlorst6
adklmnps
Abbreviated Title
N
0
∅
ab268
ab6
222
Key Title
Y
0
ab68
ab6
ab
240
Uniform Title
N
1
0
adfghklm
noprs6
afghlors6
adklmnps
245
Title Statement
N
1
0
abcfghknps6
abcfghs6
ab
246
Varying Form of Title
Y
3
∅
abfghinp56
abfghi56
ab
247
Former Title or Title Variations
Y
1
1
abfghnpx6
abfghx6
ab
250
Edition Statement
N
ab6
ab6
254
Musical Presentation Statement
N
a6
a6
255
Cartographic Mathematical Data
Y
abcdefg6
abcdefg6
256
Computer File Characteristics
N
a6
a6
260
Publication, Distribution, etc. (Imprint)
R
abcefg6
efg6
270
Address
Y
abcdefghijk
lmnpqrz46
bcdefghi6
300
Physical Description
Y
abcefg36
be36
310
Current Publication Frequency
N
ab6
ab6
321
Former Publication Frequency
Y
ab6
ab6
362
Dates of Publication
Y
az6
az6
440
Series Statement/Added Entry Title
Y
anpvx6
avx6
anp
490
Series Statement
Y
alvx6
lx6
a
500
General Note
Y
a356
a356
501
With Note
Y
a56
a56
502
Dissertation Note
Y
a6
a6
504
Bibliography, etc. Note
Y
ab6
ab6
505
Formatted Contents Note
Y
agrt6
a6
506
Restrictions on Access Note
Y
abcde356
a356
507
Scale Note for Graphic Material
N
ab6
ab6
508
Creation/Production Credits Note
N
a6
a6
0
0
0
0
∅
629
630
Appendices
04/04
Bibliographic tags (Cont.)
Tag
Indicators
No.
Description
Rep
Pos1
510
Citation/References Note
Y
511
Participant or Performer Note
Y
515
Numbering Peculiarities Note
Y
520
Summary, etc. Note
Y
Target Audience Note
521
Pos2
Subfields
Valid
Nonrep
0
abcx36
abcx36
0
a6
a6
a6
a6
∅
ab36
ab36
Y
∅
ab36
b36
Y
0
abcdixz568
abcdi56
Indexed
See also: For additional information about the 521 tag, see
page 634.
526
Study Program Information Note
See also: For additional information about the 526 tag, see
page 635.
530
Additional Physical Form Available Note
Y
abcd368
abcd368
533
Reproduction Note
Y
abcdefmn
3678
ade367
534
Original Version Note
Y
abcefklmn
ptxz68
abcelmpt6
538
System Details Note
Y
a6
a6
546
Language Note
Y
ab36
a36
550
Issuing Body Note
Y
a6
a6
555
Cumulative Index Note
Y
∅
abcd36
acd36
586
Awards Note
Y
∅
a36
a36
590
Local Notes
Y
a
a
600
Subject Added Entry Personal Name
Y
1
7
abcdefghk
lmnopqrst
uvxyz2346
abdfghloq
rstu236
abcdeklm
qtvxyz
610
Subject Added Entry Corporate Name
Y
2
7
abcdefghk
lmnoprstuv
xyz2346
acefghlors
tu236
abcdklnpt
vxyz
611
Subject Added Entry Meeting Name
Y
2
7
acdefghkl
npqstuvxy
z2346
acdfghlqst
u236
acdeklnp
tvxyz
630
Subject Added Entry Uniform Title
Y
0
7
adfghklm
noprstvxy
z236
afghlorst
236
adklmnps
vxyz
650
Subject Added Entry Topical Term
Y
∅
7
abcdevxyz
236
abcde236
avxyz
651
Subject Added Entry Geographic Name
Y
7
avxyz236
a236
avxyz
655
Index Term Genre/Form
Y
7
abcvxyz 236
a2356
avxyz
∅
04/04
Appendix B Bibliographic and authority tags
Bibliographic tags (Cont.)
Tag
Indicators
No.
Description
Rep
658
Index Term Curriculum Objective
69X
Pos1
Pos2
Subfields
Valid
Nonrep
Indexed
Y
abcd26
acd26
ab
Local Subject Access Fields
Y
abcdefghij
klmnopqr
stuvwxyz
0123456789
a
avxyz
700
Added Entry Personal Name
Y
1
∅
abcdefghk
lmnopqrst
ux3456
abdfghloqr
stux356
abcdeq
710
Added Entry Corporate Name
Y
2
∅
abcdefghk
lmnoprstu
x3456
acfghlorstu
x356
abcdn
711
Added Entry Meeting Name
Y
2
∅
acdefghkln
pqstux3456
acdfghlqst
ux356
acden
730
Added Entry Uniform Title
Y
0
∅
adfghklmn
oprstx356
afghlorstx
356
adklmnps
740
Added Entry Uncontrolled Related/Analytical Title
Y
0
2
ahnp56
ah56
a
753
System Details Access to Computer Files
Y
abc6
abc6
790
Added Entry Local
Y
abcdefghijk
lmnopqrst
uvwxyz012
3456789
a
a
791
Added Entry Local
Y
abcdefghijk
lmnopqrst
uvwxyz012
3456789
a
a
800
Series Added Entry Personal Name
Y
1
abcdefghk
lmnopqrst
uv46
abdfghloqr
stuv6
abcdklmqt
810
Series Added Entry Corporate Name
Y
2
abcdefghkl
mnoprstu
v46
acfghlorst
uv6
abcdklnpt
811
Series Added Entry Meeting Name
Y
2
acdefghkln
pqstuv46
acdfghlqs
tuv6
acdeklnpt
830
Series Added Entry Uniform Title
Y
0
adfghklmn
oprstv6
afghlorstv6
adklnp
852
Location
Y
∅
∅
abcefghijkl
mnpqstxz
2389
ahjlmnpq
t2386
856
Electronic Location and Access
Y
4
abcdfghijkl
mnopqrstu
vwxz236
hjklnopq
r236
631
632
Appendices
04/04
Bibliographic tags (Cont.)
Tag
Indicators
No.
Description
Rep
900
Local Call Number
901
Copy Information
Pos1
Pos2
Subfields
Valid
Nonrep
N
a
a
Y
abcdef
abcdef
Indexed
Tags in the Easy Editor
The following table shows the tags and subfields in the MARC record that are
used when cataloging in the Easy Editor. For further information on the tags,
their indicators, and subfields, see the previous Bibliographic tags table.
Tags in the Brief MARC Record tab
Field name
Tag/subfield
Title
245a
Subtitle
245b
Responsibility
245c
Edition
250a
LCCN
010a
ISBN
020a
ISSN
022a
Material Type
000
Author
100a
Dates
100d
Place of Publication
260a
Publisher
260b
Date of Publication
260c
Extent
300a
Other Detail
300b
Size
300c
04/04
Appendix B Bibliographic and authority tags
Tags in the Added Description tab
Field name
Tag/subfield
Series
440a
Volume
440v
General Note
500a
Summary Note
520a
Interest Level
521a
Study Program
526a
Web URL
856u
Description
856z
Tags in the Subjects tab
Field name
Tag/subfield
Topical
650a
Personal
600a
Geographic
651a
Local
690a
General
6XXx
Geographic
6XXz
Chronological
600d, 65Xy, or 690y
Form
6XXv
Tags in the Added Entries tab
Field name
Tag/subfield
Other Author Name
700a
Dates
700d
633
634
Appendices
04/04
Reading and interest levels and the 521 tag
The Target Audience Note (521 tag) in the MARC 21 bibliographic record
contains information about reading and interest levels. The 521 tag is a repeatable
tag. Decide what type of reading or interest level that you will be putting in the
tag, and set the first indicator accordingly. Then enter the value in subfield a. The
following table outlines some of the possible indicator and value combinations.
Reading and interest levels
Target Audience
Information
First
Indicator
Subfield Information
Reading Grade
Level
0
_a (R) Any value or range of values between 0.1 and 20.0.
Interest Grade
Level
2
_a (R) Must contain one of the following:
Lexile Measures
8
Preschool
K-3
3-6
All Juvenile
5-8
7-10
All Secondary
All Grades
Young Adult
Adult
Professional
_a (R) Can include up to a four digit Lexile value, one of the
following two letter prefixes, or both (e.g. AD 200).*
AD-Adult Directed
BR-Beginning Reading
IG-Illustrated Glossary
NC-NonConforming Text
NP-NonProse
_b (NR) Must contain the word Lexile for the record to be
found during a Lexile search.
Important: Make sure you set the indicator to 8. Otherwise, the
Lexile measure does not appear in a Lexile Search results
list. In addition, an Alliance Plus autorecon may update a
521 tag with an indicator of 0 or 2, but skips one with an 8.
* For more information on Lexile Measures, visit http://www.lexile.com.
Examples:
Tag
521 0ø
521 2ø
521 8ø
Subfield
_a
_b
_a
_a
_b
Entry
6.2
Follett Library Resources
3-6
850
Lexile.com
04/04
Appendix B Bibliographic and authority tags
There are two ways you and your patrons can search for items in your collection
that belong to a reading or study program:
A keyword search examines the 521 tag. You can retrieve titles belonging to
any reading program.
A Lexile search examines the 521 tag specifically for Lexile information.
FSC's FindaBook service can add the 521 tag information to the applicable
records in your MARC database if you participate in these programs.
Important: For the Lexile Search to find the record, 521_b must contain the
word Lexile". If you do not enter a point value in 521_a, the
selection list will show a 0 in the Points column.
For the Lexile Search to display the Lexile measure, the first
indicator must be set to 8.
Reading programs and the 526 tag
The Study Program Information Note (526 tag) in the MARC 21 bibliographic
record contains information about reading and study programs. To retrieve titles
in Cataloging and OPAC that belong to a program, you must follow the
guidelines provided in the following table:
526 tag
Study Program Information Note (R)
Guidelines
Indicator 1
Display constant controller
0
Reading program
8
No display constant generated
Enter 0 if you participate in a reading
program.
Indicator 2
Undefined
Subfields:
_a
Program name (NR)
Enter the name of the study or reading
program. Enter Accelerated Reader or
AR if you use the Accelerated Reader
Search feature. Enter Reading Counts
or RC if you use Scholastic Reading
Counts!
_b
Interest level (NR)
Enter the interest level that is assigned
to the item by the study program.
Note: The level entered here may not
always agree with the interest level in
the 521 tag.
_c
Reading level (NR)
Enter the reading level assigned by the
program.
Note: The level entered here may not
always agree with the reading level in
the 521 tag.
_d
Title point value (NR)
If your study program assigns point
values to individual titles, enter it here.
_i
Display text (NR)
Enter any information that should
precede the name of the study program.
635
636
Appendices
04/04
526 tag
Example:
Study Program Information Note (R)
Guidelines
_z
Public note (R)
Enter a note that will display in the
OPAC. Use this subfield for quiz
numbers related to this item in the
reading program.
_5
Institution to which field applies (NR)
Enter your MARC Organization Code.
Tag
526 0ø
Subfield
_a
_c
_d
_z
Entry
Accelerated Reader
2.7
0.5
1234
There are two ways you, in Cataloging, and your patrons, in the OPAC, can
search for items in your collection that belong to a reading or study program:
The keyword search examines the 526 tag. You can retrieve titles belonging to
any reading program.
The Accelerated Reader and Reading Counts! searches examine the 526 tag
for information. With those search dialogs, you can further limit the search to
a certain reading level range, point value range, a subject and/or an author.
Important: For the Accelerated Reader Search to find the record, you must
enter either Accelerated Reader or AR at the beginning of
subfield a. The same is true for Reading Counts!, where you must
enter either Reading Counts or RC.
In the text OPAC, the full Marc record display includes subfields a, b, c, d, and z
(at Union Catalog Plus sites, subfield 5 also displays). In the visual OPAC, the
record display includes subfields a, c, d, and z.
Tip: FSC's Reading Program Recon available through Alliance Plus can add the
526 tag information to the applicable records in your MARC database if you
have a subscription to the Reading Program Recon service. See your
automation consultant.
04/04
Appendix B Bibliographic and authority tags
Searchable tags
This section describes the MARC bibliographic and authority tags used to
conduct searches in Cataloging and the OPAC. The following table contains a list
of the corresponding tags that Cataloging checks when searching. For more detail
on these tags, see the table of bibliographic tags starting on page 627.
Cataloging and OPAC search types
When you search for:
Cataloging/OPAC looks in these tags:
Title
130, 222, 240, 245, 246, 247, 730, 740
Author
100, 110, 111, 700, 710, 711, 790, 791
Call number
Looks in the copy record, not the MARC bibliographic record
Barcode
Looks in the copy record, not the MARC bibliographic record
ISBN
020
ISSN
022
LCCN
010
National Bibliographic
Number
015
Category
Looks in the copy record, not the MARC bibliographic record
Subject
600, 610, 611, 630, 650, 651, 655, 658, 690-699
Series
400, 410, 411, 440, 490, 800, 810, 811, 830
Keyword (Author)
100, 110, 111, 700, 710, 711
Keyword (Title)
130, 222, 240, 245, 246, 247, 730, 740
Keyword (Note)
270, 500, 501, 505, 508, 510, 511, 520, 521, 526, 530, 538, 546, 550, 586,
590, 753, 856
Keyword (Series)
400, 410, 411, 440, 490, 800, 810, 811, 830
Keyword (Subject)
600, 610, 611, 630, 650, 651, 655, 657, 658, 690, 691, 692, 693, 694, 695,
696, 697, 698, 699
Accelerated Reader
526
Reading Counts!
526
Lexile
521
637
638
Appendices
04/04
Tags displayed in online public access catalogs
The online public access catalogs allow your patrons to switch between full and
brief record formats. The following table lists the bibliographic tags displayed in
each format:
Tags used in brief and full record display
OPAC heading
Tags used
Title
245
Uniform Title
210, 240
Key Title
222
Added Title
246, 247
Author
1XX
Series
4XX, 800, 810, 811, 830
Published
260
Phys. Desc.
300
Edition
250
Notes
5XX
Address
270
Elec. Access
856
Subject
6XX
Added Entry
7XX
Call Number
900*
*The 900 tag is only used if a record has no copies attached to it.
Brief
Full
Visual OPAC
a only
505a, 511a,
520a, 521,
526 only
04/04
Appendix B Bibliographic and authority tags
Authority tags
All authority records saved in the MARC Editor must have data entered in one
100series tag (100, 110, 111, 130, 150, 151, or 155). The authority tags used by
Cataloging to index authority records for searching and cataloging are identified
starting on page 639.
Use the following key to interpret the Authority tags table column headings.
Key for the authority tag description table
Column
Description
No.
This column contains the tag number.
Note: The asterisk (*) indicates that the tag is no longer valid. This character
only appears in the No. column.
Description
Rep
Pos1
This column contains the name of the tag according to the MARC 21 Format
for Authority Data publication.
This column identifies each tag as repeatable or nonrepeatable.
Y: Repeatable
N: Nonrepeatable
This column contains the default contents of the tag's first indicator position. If
the number in this column appears in parentheses, the indicator is a nonfiling
character.
Note: This symbol ∅ represents a blank space and is only required when you
are modifying templates during system setup. This symbol only appears in the
Pos1 column.
Pos2
This column contains the contents of the tag's second indicator position. If the
number in this column appears in parentheses, the indicator is a nonfiling
character.
Valid
This column contains the subfields allowed in each tag.
Nonrep
This column contains the nonrepeating subfields for each tag.
Indexed
This column contains the indexed subfields for each tag. These are the sub
fields used to conduct searches.
Note: N/A is used to identify tags without subfields. This symbol only appears
in the subfield columns (Valid, Nonrep, and Indexed).
Important: The figures presented in the indicator columns (Pos1 and Pos2) are
Cataloging defaults. Other combinations may be possible.
Authority tags
Tag
Indicators
No.
Description
Rep
000
Leader
001
Control Number
Pos1
Pos2
Subfields
Valid
Nonrep
Indexed
N
N/A
N/A
N/A
N
N/A
N/A
N/A
639
640
Appendices
04/04
Authority tags (Cont.)
Tag
Indicators
No.
Description
Rep
003
Control Number Identifier
005
Pos1
Pos2
Subfields
Valid
Nonrep
Indexed
N
N/A
N/A
N/A
Date and Time of Latest Transaction
N
N/A
N/A
N/A
008
Fixed-Length Data Elements
N
N/A
N/A
N/A
010
Library of Congress Control Number
N
az
a
a
035
System Control Number
Y
az6
a6
040
Cataloging Source
N
abcdf
abcf
053
LC Classification Number
Y
abc5
abc
073
Subdivision Usage
N
az6
z6
083
Dewey Decimal Classification Number
Y
0
abcz256
abcz26
100
Heading Personal Name
N
1
abcdefghkl
mnopqrstv
xyz6
abdfghloq
rst6
abcdeklm
qtvxyz
110
Heading Corporate Name
N
2
abcdefghkl
mnoprstvx
yz6
acfghlorst6
abcdklnp
tvxyz
111
Heading Meeting Name
N
2
acdefghkln
pqstvxyz6
acdfghlqst6 acdeklnpt
vxyz
130
Heading Uniform Title
N
adfghklm
noprstvxy
z6
afghlorst6
adklmnpsv
xyz
150
Heading Topical Term
N
abvxyz6
ab6
avxyz
151
Heading Geographic Name
N
avxyz6
a6
avxyz
155
Heading Genre/Form
N
avxyz6
a6
avxyz
400
See From Tracing Personal Name
Y
1
abcdefghik
lmnopqrst
vwxyz56
abdfghiloq
rstw6
abcdeklmq
tvxyz
410
See From Tracing Corporate Name
Y
2
abcdefghik
lmnoprstv
wxyz56
acfghilorst
w6
abcdklnptv
xyz
411
See From Tracing Meeting Name
Y
2
acdefghikl
npqstvwxy
z56
acdfghilqst
w6
acdeklnp
tvxyz
430
See From Tracing Uniform Title
Y
adfghiklm
noprstvwx
yz56
afghilorst
w6
adklmnpsv
xyz
450
See From Tracing Topical Term
Y
abivwxy
z56
abiw6
avxyz
4
4
0
0
04/04
Appendix B Bibliographic and authority tags
Authority tags (Cont.)
Tag
Indicators
No.
Description
Rep
451
See From Tracing Geographic Name
455
Pos1
Pos2
Subfields
Valid
Nonrep
Indexed
Y
aivwxyz56
aiw6
avxyz
See From Tracing Genre
Y
aivwxyz56
aiw6
avxyz
500
See Also From Tracing Personal Name
Y
1
abcdefghik
lmnopqrst
vwxyz056
abdfghiloq
rstw6
abcdeklm
qtvxyz
510
See Also From Tracing Corporate Name
Y
2
abcdefghik
lmnoprstv
wxyz056
acfghilors
tw6
abcdklnptv
xyz
511
See Also From Tracing Meeting Name
Y
2
acdefghikl
npqstvwxy
z056
acdfghilqs
tw6
acdeklnp
tvxyz
530
See Also From Tracing Uniform Title
Y
adfghiklm
noprstvw
xyz056
afghilors
tw6
adklmnpsv
xyz
550
See Also From Tracing Topical Term
Y
abivwx
yz056
abiw6
avxyz
551
See Also From Tracing Geographic Name
Y
aivwx
yz056
aiw6
avxyz
555
See Also From Tracing Genre
Y
aivwx
yz056
aiw6
avxyz
665
History Reference
N
a6
6
666
General Explanatory Reference Name
N
a6
6
667
Nonpublic General Note
Y
a56
a6
670
Source Data Found
Y
ab6
ab6
675
Source Data Not Found
N
a6
6
680
Public General Note
Y
ai56
6
681
Subject Example Tracing Note
Y
ai6
6
688
Application History Note
Y
a56
a6
856
Electronic Access
Y
4
0
641
642
Appendices
04/04
Notes
643
Appendix C Bibliographic and authority templates
The MARC bibliographic and authority templates determine which tags and
corresponding values appear automatically when you create a new record. If you
only do occasional cataloging, we recommend that you use the input templates as
they are. But if you are a professional cataloger and find yourself making the
same changes every time you create a new MARC bibliographic or authority
record, you may want to edit the template.
Note: Bibliographic and authority templates cannot be modified on Mac OS.
Modifying templates can save you time when creating new records. The settings
should correspond to your most frequently cataloged items. For example, if you
do your own original cataloging, change the bibliographic 040 tag, subfields _a
and _c, so they contain your MARC organization code. This means you won't
have to type the code in for every new record you create. Or, if you always use
Library of Congress subject headings, modify the 650 tag, changing the second
indicator to 0" and deleting subfield _2.
You can't delete input templates or create new ones, but when the need arises,
you can modify them. This appendix contains instructions for the following:
selecting a template; editing the leader, 007, and 008 tags; editing an existing tag
in a template; inserting a tag into a template.
Selecting a template
The instructions for modifying templates show dialogs from the book
(bibliographic) and personal name (authority) templates. The steps are the same
for all input templates, but the values and tags vary. We strongly recommend that
you refer to the Library of Congress publications, MARC 21 Format for
Bibliographic Data and MARC 21 Format for Authority Data, for additional
guidance.
1.
From the System Setup menu bar, choose either Templates | Bibliographic or
Templates | Authority. The appropriate selection list box appears. Highlight
the template you want to edit and click Edit to bring up the template editor.
644
Appendices
04/04
2.
From the template editor, you can edit the Default leader, 007 (bibliographic
templates only), or 008 fixedlength tags, or edit, insert, or delete the
variablelength tags, as discussed on the following pages.
Modifying bibliographic and
authority templates works the
same way. First, highlight the
template and click edit to bring
up the template editor.
Then, at the template editor, make the appropriate changes:
Click here to edit the leader,
007 (bibliographic only), and
008 tags.
Click here to clear all
edited information and
restore the template to
default values.
These tags appear when
you create a record using
the selected template.
Click here to insert a new
tag into the template.
Click here to edit
the highlighted tag.
Click here to delete the
highlighted tag. You can't
delete tags that must exist.
04/04
Appendix C Bibliographic and authority templates
Editing the leader, 007, and 008 tags
To edit the leader, click Edit for the Default leader. The dialog appears, where you
can click on the down arrows and select the appropriate content for the various
fields. Click Help for additional information. When you're done, click Ok.
To edit the 007 (bibliographic templates only) or 008 tags, follow the same
procedure, except click Edit for the Default 007 or 008 tags. There is information
in the 007 and 008 tags that is material specific. If you modify one of these tags,
make sure to modify the other accordingly for the material type.
At the template editor, click here to edit the leader,
007, or 008 tag, and the appropriate dialog appears.
For this illustration, we've chosen to edit the leader.
Click on the down arrows for a
list of values to choose from.
Click on Help for infor
mation about the fields
in these dialogs.
Fixed as z, indicating
that the record is an
authority record.
When you finish making
changes, click on OK.
Editing an existing tag in a template
In the Template tag selection list box, highlight the tag you want to edit, and then
click Edit. The Tag parameters editor dialog for the selected tag appears, where
645
646
Appendices
04/04
you can make the necessary changes, as described in the following illustration:
Check here to
make this tag
required for
the template.
Type the default indicators
here. If you want the first in
dicator to be blank, be sure
to type a blank space be
fore the second indicator.
Type the default subfields here. Type the underscore, then the
subfield letter, then any information you want to be automatically
included. There is a limit of 28 characters total. Don't type spaces
or commas between subfields.
You can customize the descrip
tive prompt that appears for the
tag or use the default prompt.
Inserting a tag into a template
Under the Template tag selection list box, choose Insert. The Insert tag parameter
dialog appears, where you enter the tag number and click Ok. Then, to edit the
new tag, highlight it, click Edit, and make the changes as described above.
Note: If the tag is repeatable, you can add the tag multiple times into the
template.
In the Template tag selection list box, click
Insert. When the dialog comes up, type the
number here and click Ok, then select the
new tag from the list and edit its contents.
647
Appendix D Barcode symbologies
If your site uses any barcode symbology other than Follett Classic, you must
define the barcode symbology. This appendix contains the following information:
an overview of barcode composition; basic barcode terminology; a listing of your
barcode symbology options; instructions for defining your barcode symbologies;
and a description of how to assign barcodes to items and patrons.
What does a barcode contain?
A barcode contains two primary parts: bars and spaces. A row of numbers
beneath the barcode, called the eyereadable line, is an interpretation of what the
bars and spaces represent.
As shown in the figure below, the bars and spaces can be broken down even
further into the following components:
Type identifier
Location code
Item number
Check digit
CODE 39 MOD 10
3 1234 00001006 4
Type identifier
Location code
Item number
Check digit
In this example, the components begin in the following positions:
Position 1
Position 2
Position 6
Position 14 (last)
Length = 1
Length = 4
Length = 8
Length = 1
The order of the components may vary except for the check digit, which always
remains in the last position if it is part of the symbology.
Not every barcode symbology will contain all of the components. For example,
your site might not use location code.
Important: If you will be using a PHD to collect barcodes, your barcodes must
include a Type Identifier regardless of the symbology you choose.
Follett Classic symbologies assume a Type Identifier of P" for patron
barcodes and a T" for library material barcodes.
648
Appendices
04/04
Barcode terminology
For explanations of the terminology used in barcode names and some criteria for
selecting Follett Classic or one of the other symbologies, see the following table:
Barcode terminology
Barcode term
Description
Check digit
The check digit is always the last character and ensures accurate read
ings when barcodes are scanned.
Follett Classic
A family of barcode symbologies consisting of barcodes that contain
seven visible positions or fewer. The Follett Classic family of symbologies
includes: Code 39, Interleaved 2 of 5, Codabar, LabelCode IV, and La
belCode V.
If your barcodes fit this description, choose Follett Classic as your
symbology.
Generic
Means the barcode symbology does not use a check digit.
Mod 10
Symbologies with Mod 10 check digit calculations can be used for bar
codes with all numeric characters. The 10 numeric characters are used
to calculate a check digit algorithm.
Mod 11
The same restrictions apply to symbologies using the Mod 11 algorithm
as to those that use Mod 10. The only difference is that the check digit
in Mod 11 can also use the +" symbol.
Mod 43
The Mod 43 check digit uses the 26 alpha characters, the 10 numeric
characters, and these symbols:
. $ + % / and the space.
The item number portion of the barcode must still be all numeric.
If your barcodes contain alpha characters for the type identifier or loca
tion code, you will probably choose a symbology that uses a Mod 43
check digit.
04/04
Appendix D Barcode symbologies
What are your barcode options?
The Follett applications recognize many industrystandard barcode symbologies.
The following table lists and describes your barcode options:
Symbology
Description
Follett Classic symbologies
A family of symbologies consisting of barcodes that contain
seven visible positions or fewer. The Follett Classic family of
symbologies includes: Code 39, Interleaved 2 of 5, Codabar,
LabelCode IV, and LabelCode V.
Generic Codabar
Codabar barcodes can have up to 14 visible positions and be
composed of 16 different characters: 0 through 9, plus the
symbols:
- $ : / . and +.
Generic symbologies do not use check digits. The item number
portion of the barcode must be all numeric.
Codabar Mod 10
A variation of the Codabar symbology that uses the Mod 10
check digit algorithm. Any symbology that uses the Mod 10
algorithm must be entirely numeric.
Generic Code 39
Code 39 barcodes can have up to 14 visible positions and be
composed of 43 characters: 0 through 9, the 26 uppercase
letters of the alphabet, and the following symbols:
- . $ / + % and the space.
Generic symbologies do not use check digits. The item number
portion of the barcodes must be all numeric.
Code 39 Mod 10
Code 39 Mod 11
These are variations of the Code 39 symbology. Mod 10 uses
the Mod 10 algorithm, meaning that the barcode must be
entirely numeric. Mod 11, like Mod 10, also requires that the
barcode be entirely numeric with the exception of the check
digit, which can be the +" symbol.
Code 39 Mod 43
Mod 43 barcodes use the Mod 43 check digit algorithm, mean
ing that any of the 43 acceptable characters may be used in the
type identifier, location code, and check digit portions of the
barcode. The item number must be numeric. If your site uses
an alphabetical type identifier or location code, you should use
this symbology.
Generic Interleaved 2 of 5
Interleaved 2 of 5 barcodes can have up to 14 visible positions
and must be entirely numeric.
Interleaved 2 of 5 A
A variation of the Interleaved 2 of 5 symbology that uses the
A" check digit algorithm.
Generic LabelCode 5
LabelCode 5 barcodes consist of five data digits and a check
digit.
See also: For a list of the barcode symbologies that can be read by the PHD units,
see page 38.
649
650
Appendices
04/04
Defining the barcode symbology
When you define a barcode symbology, you tell Circulation Desk, Cataloging,
and Patron Maintenance:
If a component, such as the location code, exists in the symbology your site
uses.
The position of the component in the barcode symbology.
The length of the component.
Together, this information makes up the barcode symbology definition that
appears in the Barcodes tab in System Setup:
You cannot edit the definition of
the Follett Classic symbology.
If you select Follett Classic, the
grayed information does not cor
respond to the Follett Classic
definition, but rather the default
definition for a nonFollett Clas
sic symbology or the lastde
fined nonFollett Classic symbol
ogy.
To cancel changes
before saving
For nonFollett Classic symbolo
gies, you must specify the be
ginning position and the length
of each component. Refer to the
barcode image on page 647 for
a visual example.
Note: To obtain specific information about your barcode symbology, please
contact your barcode vendor.
04/04
Appendix D Barcode symbologies
The following table lists and describes the information you need to know about
your barcodes to set up your barcode symbologies for Circulation Plus/Catalog
Plus:
Barcode Setup dialog options
Field
Description
Symbology
Name of the barcode symbology that the system uses to check
barcodes when searching for a patron or library item.
Uses Type Identifier Char
acters
To have a position in your barcodes to distinguish between patrons
and library materials, select this check box.
This position ensures that you do not accidentally scan a patron
number instead of a library material number, which could cause
you to check out a copy instead of scanning a new patron. This can
only happen if you use the same symbology for both.
Important: If you plan to use a PHD, you must check this box. Enter
the Type Identifier Characters for your symbology in the next field.
One of
This field does not accept entries unless you selected the Uses Type
Identifier Characters check box. You can use up to six separate
alpha or numeric uppercase characters (one in each box).
Defaults: 2=patrons, 3=library materials
Note: Patron and library item barcodes cannot have the same
identifier characters.
Uses a Location Code
To use positions in your barcodes to identify your location, select
this check box. For more information, see Location Code: Posi
tion" below.
Type Identifier: Position
The position in the barcode where the type identification character
is located.
Type Identifier: Length
The number of digits in the type identifier. This can be either zero
or one, depending on the symbology.
Location Code: Position
The location code is typically 4-5 characters and helps identify all
the titles that belong to your library. Sites considering participation
in interlibrary loaning will want to use a location code. Make sure
your location code is unique from the other libraries in your dis
trict or other interlibrary loan entities.
If you do not check the Uses Type Identifier Characters check box,
the Location Code must be in position 1.
Location Code: Length
Number of digits in the location code, up to 8.
Item Number: Position
The position in the barcode where the item number data begins.
Item Number: Length
The number of digits in the item number, up to 14.
Check Digit: Position
The position in the barcode where the check digit is located. This
field is initially None. It changes to Last if the selected symbology
is neither Generic nor Follett Classic.
651
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Appendices
04/04
Barcode Setup dialog options (Cont.)
Field
Description
Check Digit: Length
The number of digits in the check digit. This field is initially 0. It
changes to 1 if the selected symbology is neither Generic nor Fol
lett Classic.
Total length
The total number of characters and digits in the barcode, including
the check digit. If you are editing this field, you can only enter the
numbers 4 through 14.
Assigning barcodes
Circulation Plus/Catalog Plus allows you to automatically assign the next
highest available barcode number to an item or a patron. For example, when you
create a patron record, you can either manually assign a barcode by scanning the
number of a physical barcode, or you can let Patron Maintenance automatically
assign a barcode number for you. It does this by finding the highest number that
has been used in your patron barcode symbology and incrementing the item
number by one. If necessary, a check digit is also calculated, but the rest of the
barcode definition remains the same.
Important: Circulation Plus/Catalog Plus use the next highest available barcode,
not the first unused barcode.
Keep the following in mind when allowing Circulation Plus and Catalog Plus to
assign barcode numbers for you:
Before you assign a barcode, one barcode must already exist that matches
your symbology. For example, if you change your symbology for library
materials to a 14digit Code 39 Mod 10 symbology, you must first manually
assign a barcode number to an item before the system can automatically
assign a barcode number.
If you define a nonFollett Classic symbology in System Setup, Circulation
Plus and Catalog Plus use the nonFollett Classic symbology as the basis for
generating new barcode numbers, not Follett Classic.
If you assign the highest item number available in your symbology,
Circulation Plus and Catalog Plus cannot automatically assign any more
barcode numbers for you. For example, if you use Follett Classic as your
symbology for library materials, and you assign T 9999999 to an item, you
will no longer be able to automatically assign any more barcode numbers to
library materials.
While Circulation Plus and Catalog Plus support item number lengths up to
14 characters, the Assign Barcode feature is limited to barcode symbologies
containing item lengths of 9 characters or less. If your symbology includes an
item number length greater than 9, you cannot use the Assign Barcode
feature.
653
Appendix E Using a PHD+, PHD+ II, or PHD Laser+
A PHD (Portable Handheld Device) is a barcode scanner that collects, stores, and
transmits data. You can use a PHD to simplify certain circulation, cataloging,
inventory, and reporting activities. Follett Software currently supports four PHD
models. This appendix provides a comparison of the three Telxon models and
instructions for their use and maintenance.
Important: This appendix is intended to complement, not duplicate, the reference
materials that came with your Telxon PHD.
See also: For information about the PHD Dolphin+ from Hand Held® Products,
see Appendix F, Using a PHD Dolphin+."
PHD+, PHD+ II, and PHD Laser+: the Telxon models
Currently, Follett Software supports three Telxon PHDs: the original PHD+, the
PHD+ II (July 1993), and the PHD Laser+ (spring 1997). As the following table
shows, there are a few differences between the three models:
Feature
PHD+ (PTC-620)
PHD+ II (PTC-600) PHD Laser+ (PTC-960L)
Number of scans
300 to 350*
4000 to 5000*
4000 to 5000*
Number and size of batteries
4 AAA
3 AA
1 alkaline 9 volt
Backup battery
lithium
supercap (super
capacitor)
supercap (super capaci
tor)
* These are general estimates. The actual number of scans depends on the amount of memory in the
unit. To determine the maximum scans, from the PHD main menu, press <L>. The unit's available
memory appears (in bytes). Divide this figure by 22.
The battery requirements are also different for the three units. Consult your
Telxon guide or Maintenance information" (page 668) for battery information.
The PHD you have purchased includes:
a PHD+ unit with four size AAA rechargeable NiCd batteries,
or a PHD+ II with three size AA rechargeable NiCd batteries,
or a PHD Laser+ with one 9v alkaline battery.
One cable to connect the PHD to your computer.
Telxon Corporation guide explains the PHD unit parts and features, how to
install its batteries, how to recharge them, and so on.
The PHD+ and PHD+ II also include a battery charger for the rechargeable
NiCd batteries. The recharger for the PHD Laser+ is sold separately.
The purchase price of your PHD includes a oneyear warranty. Before the
expiration date, you will receive a reminder to purchase the maintenance
agreement for another year. Contact Follett Software Company's Technical
Support if you experience problems with your PHD.
654
Appendices
04/04
Supported barcodes
The Telxon PHDs support most of the barcodes supported by Circulation Plus
and Catalog Plus with the exceptions noted below:
Barcode Symbology
PHD+
PHD+ II
PHD Laser+
Follett Classic
X*
X*
X*
Generic Codabar
X
X
X
Codabar Mod 10
X
X
X
Generic Code 39
X
X
X
Code 39 Mod 10
Code 39 Mod 11
Code 39 Mod 43
X
X
X
X**
X**
X**
Interleaved 2 of 5 A
X
X
X
Generic LabelCode 5
X
X
Generic Interleaved 2 of 5
* The Telxon PHDs do not support LabelCode IV, a Follett Classic symbology. The PHD
Laser+ also doesn't support Follett Classic LabelCode V or Generic LabelCode 5.
** If you use Generic Interleaved 2 of 5 barcodes (nonFollett Classic), some minor modi
fications to the PHD application are necessary. See the following section for instructions.
Important: To scan properly, your barcodes must include a Type Identifier
regardless of symbology. Follett Classic symbologies assume a Type
Identifier of P" for patron barcodes and a T" for library materials.
See also: For more information about the barcode symbologies supported by
Circulation Plus and Catalog Plus, see Appendix D, Barcode symbologies."
Reading Generic Interleaved 2 of 5 barcodes
To enable your Telxon PHD to read the Generic Interleaved 2 of 5 barcode
symbology, you must make some modifications to the PHD application:
1.
Locate these 6 files (circ*.*) in the CC40\WCOMMON or \MCOMMON
folder: CIRC.600, CIRCA.600, CIRCB.600, CIRC.932, CIRCA.932,
CIRCB.932.
2.
If you have a PHD+ or PHD+ II, use the files with the .600 extension.
If you have a PHD Laser+, use the files with the .932 extension.
3.
Rename CIRC.600 to CIRC.OLD or CIRC.932 to CIRC.OLD.
4.
Rename CIRCB.600 to CIRC.600 or CIRCB.932 to CIRC.932.
5.
In System Setup, download the application to your PHD.
Note: After downloading the application, when you press the N key on your
PHD, the application version number should be 1.B-B.
04/04
Appendix E Using a PHD+, PHD+ II, or PHD Laser+
Connecting a PHD to your computer
Warning: Only connect the PHD cable to the computer when the computer is
turned off. This prevents a static charge or power surge from
damaging or destroying your equipment or data.
To connect a Telxon PHD to your computer, use the following instructions:
1.
Turn off your computer and PHD.
2.
Plug the prong end of the PHD cable into your PHD's base and plug the
other end of the cable (9 or 25 pin serial) into the appropriate
communications port at the back of your computer.
3.
Turn on your computer and your PHD.
Important: USBonly Macintosh computers will require a USB to serial port
adapter. For instructions and recommendations, please see the Read
Me file, which you'll find on your Follett Software CD under Extras in
the USB Notes folder.
Downloading the application
Use the following steps to load the current version of the PHD application onto
each PHD your library uses before you use it.
Once the application is loaded, you'll only need to repeat the process if:
The PHD screen displays the message, Ready to Update?"
You upgrade to a new version of Circulation Plus/Catalog Plus.
Your barcode symbologies change.
You share your PHD with other libraries that use different symbologies.
You've replaced the PHD's memory or batteries.
You also use your PHD for TextLink and have previously loaded TextLink's
PHD application. One application overwrites the other.
Important: USBonly Macintosh computers require a USB to serial port adapter.
For instructions and recommendations, please see the Read Me file on
your Follett Software CD, under Extras in the USB Notes folder.
655
656
Appendices
04/04
1.
Make certain your PHD is connected to your computer.
2.
From the Site tabs in System Setup, select the PHD tab:
Select the PHD model
you're using.
If the default port and speed
aren't correct, click Edit and
make the desired changes.
For instructions, see How to
change the PHD settings"
(page 43).
These instructions
change based on the
PHD you choose.
3.
Once you've selected the correct PHD model and adjusted the PHD settings
as desired, simply follow the instructions displayed on the dialog.
A progress dialog appears while the application is transferred to your PHD.
When the process is complete, click Close to return to Site Setup.
Using a Telxon PHD
This section gives you the basic information you need to use a PHD, to enter
keypad commands, and to type or scan barcodes. For instructions on using a
04/04
Appendix E Using a PHD+, PHD+ II, or PHD Laser+
Telxon PHD to collect information for remote circulation, see page 661. To collect
inventory, copy, or patron information, see page 663.
The main menu, prompts,
and messages appear in the
display screen.
The Normal mode functions
are printed above the keys.
The Telxon PHD main menu
The PHD main menu is the starting place for all PHD operations. To access the
PHD main menu, turn on the PHD by pressing the ON/OFF key. If the main menu
doesn't appear, press D (Exit) until it does:
Acq, Inv, Circ,
SEND, ERASE, END
Important: If you haven't transferred the PHD application to your PHD (see
page 655), the main menu won't appear.
657
658
Appendices
04/04
Keys used most often
Of the 35 keys on the keyboard, you will typically use only 13 of them (see the
following table):
Frequently used keys
Key
Function
ENTER
Yes
SP
No or Space bar
D
Exit
E
To send scanned data to the computer, from the PHD main menu, press E.
F
To erase the scanned data in your PHD, from the PHD main menu, press F.
O
When your PHD is in the Circulation or Inventory mode, press O to check how many
scans are stored in your PHD.
At a data entry screen, use this key to move forward to check the next scan stored in
your PHD.
At a data entry screen, use this key to move backwards to check the previous scan
stored in your PHD.
CLEAR
Clears a message from the PHD screen.
C
From the PHD main menu, press C to change to Circulation mode.
I
From the PHD main menu, press I to change to Inventory mode.
L
To see how much memory is available in the scanner for scanned data, press L. Divide
the number by 22 to determine how many scans the unit should hold.
N
To see which version of the PHD application is loaded in the scanner, press N.
How to change key functions
You can change key functions by using a combination of keys. To switch to a
key's alternate function, press the SHIFT key. In shift mode, a circumflex ( )
appears in the upperleft position of the display. To move out of the shift mode,
press SHIFT again.
Example: To enter a letter, press the SHIFT key, press the letter you want, and
then press SHIFT again to return to normal mode.
If your library uses patron IDs rather than patron barcodes, press SHIFT . SHIFT
(shift, period, shift), which generates a forward slash on the PHD, and then type
the patron's ID.
Note: There are no special characters on the keypad such as %, $, +, or – for Code
39 Mod 43 barcode labels. The absence of these keys prevents you from
typing the Code 39 Mod 43 barcodes with these characters.
04/04
Appendix E Using a PHD+, PHD+ II, or PHD Laser+
PHD features
Feature
How it works
Additional data entry line
at end of file
When you are at the end of the file, the bottom of the screen
displays an empty line for entering data.
If you try to move forward past the last entry in the file, the END
OF FILE message appears.
If you try to move backward past the first entry in the file, the
BEGINNING OF FILE message appears.
Note: Press D for EXIT to return to the data entry screen.
Memory message
When the PHD memory is full, the message MEMORY FULL ap
pears. You cannot scan any more barcodes until you upload the
current barcode list to the computer and erase the PHD file.
Power saver
Automatic off: If you do not touch the PHD+ keypad for one min
ute, the unit automatically turns itself off. This is a special feature
designed to conserve battery power.
Automatic return at on: The PHD remembers where it was when
it went off. The next time you turn it on, the PHD returns to that
point in the application.
Scan key and backlight
key (PHD Laser+ only)
The PHD Laser+ has a scan key and a backlight key under the
display and above the keypad.
PHD task commands
While you're in a PHD data file, use the keypad commands in the following table
to do file maintenance tasks such as checking the number of barcodes scanned or
making corrections before transferring the data to the computer.
PHD task commands for file maintenance
Task
How to do it
Check the number of bar
codes scanned
To see how many barcodes you've scanned, press O for Status.
Correct a typing mistake
Press (Backspace) to move backwards, deleting characters as the
cursor moves to the left. Correct the error before pressing ENTER.
Note: Once you press ENTER, the barcode number is saved. It can
be deleted but not changed.
Delete a barcode number
already entered
At a data entry screen, press until the number you want to de
lete appears. Then hold down I (Delete) until you hear three beeps,
indicating that the number is deleted.
Note: To go back to a barcode you've passed, press .
Enter a barcode
To enter title record barcodes, type the barcode using the keypad
numbers, and then press ENTER.
To enter patron record barcodes less than 7 digits in length, press
SHIFT, press P, and then press SHIFT again. Type the barcode using
the keypad numbers, and then press ENTER.
659
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Appendices
04/04
PHD task commands for file maintenance (Cont.)
Task
How to do it
Moving backwards in a
data file
Press (Backspace) to move back in the file. When you reach the
beginning of the file, a message appears.
Note: When you review stored barcode numbers, you cannot enter
any new scans. To start scanning again, move to the end of the file
or press D to exit.
Moving forwards in a data
file
Press to move ahead or forward in the file.
If you try to move forward past the last number scanned, the
message appears: END OF FILE.
Note: When you review sorted barcode numbers, you cannot enter
any new scans. To start scanning again, move to the end of the file
or press D to exit.
Return to the PHD main
menu
Press D (Exit) until the PHD main menu appears.
If you are not at the end of the file, press D (Exit) once to get there,
and then press D (Exit) again to return to the PHD main menu.
Note: You may exit and reenter to scan more patron or copy
barcodes at any time.
Mastering barcode scanning
Scanning barcodes is a simple operation that anyone can master. If the barcodes
are placed on the outside of a copy, it's possible to scan 1,000 items in an hour. If
the barcode is located inside, the scanning rate may drop to 500 an hour.
Note: If a barcode won't scan, you can type it on the PHD keypad.
The following sections provide instructions for scanning barcodes with the
different Telxon models and instructions for reversing the scan head on the
PHD+ or PHD+ II.
PHD+ or PHD+ II: To scan barcodes using a PHD+ or PHD+ II scanner,
remember these points:
The PHD should just barely touch the surface. Pushing down too hard will
make the scanner movement uneven, thereby impeding the reading, and
possibly damage the scanner tip and barcodes.
Move the PHD across the barcode at a moderate speed (a slower movement
than used with the barwand scanner).
Allow the PHD to read some white space before and after the barcode.
Make sure the scanner tip is clean. Dirt or glue from labels will diminish
scanning performance.
04/04
Appendix E Using a PHD+, PHD+ II, or PHD Laser+
PHD Laser+: To scan barcodes using a PHD Laser+ scanner:
1.
Point the unit at the barcode label and press the SCAN button. A red light
emits from the scanner's head.
2.
The line of light must extend beyond both ends of the barcode for the
barcode to be read. To determine the optimal distance from the barcode,
position the scanner about 2" from the barcode, and then gradually pull it
farther away until it beeps and the red light on top flashes. Once you
determine the best distance, you will be able to scan quickly and easily.
What if you're left handed?
The PHD+ and PHD+ II scan head is reversible. (The PHD Laser+ uses a broad
beam and has no tip.) To reverse the scan head on the PHD+ or PHD+ II, push
the buttons on both sides of the base of the scanner attachment while firmly
lifting upward. Reverse the scan head, then push it back into position.
PHD scanning sounds
A single beep sounds when you press a key or scan a barcode. (A red light
opposite the scanning tip, facing the person operating the PHD, also flashes
to indicate a successful scan.)
A drawnout beeeeep" sounds either to indicate an error in data entry or the
PHD memory is almost full. If the memory is low, stop scanning as soon as
possible. Mark where you are on the shelf and return to the computer to
upload the file.
Three beeps sound when you hold down a special function key (e.g., F for
erase when erasing a file stored in the PHD) or to warn of a low battery.
Recording remote circulations
Your PHD's circulation mode lets you check out, renew, and check in copies
outside your library or resource center. Before you start, make certain to complete
the steps outlined in Before recording transactions with a PHD" on page 176.
Important: Erase any old circulation data from your PHD before you start
collecting new remote circulation scans (see page 664).
661
662
Appendices
04/04
Starting circulation mode and setting the date
To collect remote circulation data with the PHD:
1.
Turn on your PHD (see page 657). From the PHD main menu, press C
(Circulation). A message appears asking if you want to change the date and
time. If the date and time are correct, press SP (No) and skip to Checking
out and renewing items" below or Checking in items" below.
Important: Circulation Desk processes transactions based on the month and
day you entered them into the PHD. The year is pulled from the
workstation's system date. To ensure that your statistics are
accurate, we recommend that you upload the PHD data to
Circulation Desk on the same day as the transaction.
2.
If you need to change the date and time, press ENTER (Yes). The ENTER
CURRENT TIME prompt appears. Enter the correct hour and minutes, and
press ENTER after each. At the prompt, either press A to indicate AM or P for
PM. Follow the prompts to enter the current month (1-12), date (1-31), and
year (0-99). Press ENTER after each step.
If you want to check out items, see the following section. If you need to check
in items, see Checking in items" on page 663.
Checking out and renewing items
1.
To checkout or renew items, once you've accepted or changed the date, the
CHECKOUT? prompt appears. Press ENTER (Yes).
2.
The SCAN PATRON prompt appears. To select the patron borrowing or
renewing the copies, scan or type the patron's barcode. (After typing a
barcode, press ENTER to save it.)
Note: If your library uses patron IDs rather than a defined barcode
symbology, you can type them into your PHD by pressing SHIFT .
SHIFT (shift, period, shift), which generates a forward slash, then
typing the ID number.
3.
The SCAN BARCODE prompt appears. To check out a copy to the selected
patron, scan or type the copy barcode. Repeat this step for each item the
current patron is checking out or renewing.
To change patrons, press D (Exit) and repeat steps 2 and 3 until you are
finished checking out items.
If you want to switch to checkin, press D (Exit) until you return to the PHD main
menu. Press C (Circulation) to reenter circulation mode, press SP (No) to accept
the time and date, and then continue with the following section, Checking in
items."
When you are finished with the PHD, press D (Exit) until you return to the PHD
main menu, and then turn off the PHD to conserve the battery charge.
Important: Transfer the data to Circulation Desk as soon as possible (page 176),
and then erase the scans from your PHD (page 664).
04/04
Appendix E Using a PHD+, PHD+ II, or PHD Laser+
Checking in items
1.
To check in items, once you've accepted or changed the date, press SP (No) at
the CHECKOUT? prompt, and then press ENTER (Yes) at the CHECKIN?
prompt.
2.
The SCAN BARCODE prompt appears. To check in a copy, scan or type its
barcode. (After typing a barcode, press ENTER to save it.) Repeat this step for
each copy you want to check in.
If you want to switch to checkout, press D (Exit) until you return to the PHD
main menu. Press C (Circulation) to reenter circulation mode, press SP (No) to
accept the time and date, and then continue with the previous section, Checking
out and renewing items."
When you are finished with the PHD, press D (Exit) until you return to the PHD
main menu, and then turn off the PHD to conserve the battery charge.
Important: Transfer the data to Circulation Desk as soon as possible (page 176),
and then erase the scans from your PHD (page 664).
Collecting inventory, copy, or patron data
Your PHD's inventory mode lets you do much more than gather copy barcode
scans for Inventory. You can also use the inventory mode to collect patron or copy
barcodes for the PHD features in Cataloging, Patron Maintenance, and Reports.
Warning: To avoid accidentally changing or deleting the wrong records, make
certain to erase any existing scans from inventory before you start
collecting new scans.
To collect barcode scans for any of these PHD features:
1.
Turn on your PHD (see page 657). From the PHD main menu, press I
(Inventory).
2.
The SCAN BARCODE prompt appears. Scan or type each barcode you want
to enter. (After typing a barcode, press ENTER to save it.)
Important: To be identified as a patron or a copy barcode, it is critical that
your barcodes contain a Type Identifier. When typing in patron
barcodes at this prompt, if you are using Follett Classic
symbologies, you must include the preceding P". If you don't,
your PHD assumes that you are entering a copy barcode.
If your library uses patron IDs rather than a defined barcode
symbology, you can type them: Press SHIFT . SHIFT (shift, period,
shift), which generates a forward slash, and then enter the ID
number.
If you are finished with the PHD, press D (Exit) until you return to the PHD main
menu, and then turn off the PHD to conserve the battery charge.
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Important: If you're gathering scans for an inventory, process the scanned data as
soon as possible. If you continue to circulate during an inventory, it's
likely that an item you scanned may be checked out before you
process the remote inventory data from the PHD. When you process
the data, the exception report will notify you of any items that are
checked out. Inventory does not check these items in.
See also: For instructions on transferring the data in your PHD to a particular
application, see the appropriate section:
Patron Maintenance Updating patron records using a PHD" (page 193),
Deleting patrons with a PHD" (page 196).
Inventory Using a PHD to inventory your collection" (page 221).
Cataloging Exporting bibliographic records" (page 312), Update
categories, circulation types, or copy status with a PHD" (page 338),
Remove categories from copies with a PHD" (page 340), Delete copies with
a PHD" (page 342).
Reports Printing from a PHD" (page 496).
Important: After transferring the data, if you don't need the data for another
process, erase the scans from your PHD (see below).
Erasing data from a PHD
As soon as you've transferred the data in your PHD to a workstation through
Circulation Desk, Inventory, Cataloging, Patron Maintenance, or Reports, if you
don't need the data for another process, erase the data file from your PHD.
1.
Turn on your PHD (see page 657). From the PHD main menu, press F (Erase).
The INVENTORY? prompt appears. To delete all the scans in the inventory
file, press ENTER (Yes). Press SP (No) to skip the file.
Repeat this process at the ACQUISITIONS? and CIRCULATION? prompts.
Warning: To avoid accidentally changing or deleting the wrong records,
make certain to erase any existing scans from inventory before
you start collecting new scans.
2.
The ERASE FILES? prompt appears. To delete the selected files, hold down
ENTER (Yes) until you hear three beeps. The ERASING FILES prompt
appears. The PHD main menu reappears when processing is finished. You
are ready to scan another set of barcodes with the PHD.
Troubleshooting
The following table lists some of the common problems encountered while using
a Telxon PHD and provides troubleshooting solutions:
04/04
Appendix E Using a PHD+, PHD+ II, or PHD Laser+
Common usage problems with the Telxon PHD
If you have this problem
Try this
Barcode won't scan.
Use the keypad to type the number (you may have to use the SHIFT
key if typing letters), and then press ENTER.
Duplicate scans
With the PHD+/PHD+ II scanner, if you do a back and forth scan
motion and hear a beep twice or accidentally read the same material
or same shelf twice don't worry about it. There are no uses of the
PHD where this might cause a problem during data processing.
PHD doesn't hold as
many scans as it should.
Contact Follett Software Company to obtain a memory update to
enable the PHD scanner to hold 4000 to 5000 scans.
PHD occasionally locks
Corrosion sometimes builds up on the battery contacts, causing the
up or performs erratically. batteries not to charge or causing the PHD to malfunction.
To correct corrosionrelated problems, try the following:
PHD doesn't display the
message Ready to Up
date." Therefore, I can't
load the application.
Remove and replace the batteries.
Make sure the batteries are seated tightly.
Wipe off the battery contacts.
Gently run a nail file over the battery contacts.
Avoid touching the ends of the batteries with your fingers.
If you are using an older PHD model, it probably contains the 56*
chip. You must upgrade the PHD to the 57* chip before transferring
the PHD application.
To check your PHD chip:
Turn off the PHD and press the SP and ENTER keys.
While holding down the SP and ENTER keys, simultaneously
press and release the ON/OFF key.
Continue holding the SP and ENTER keys for seven seconds.
You should get a *56>" or *57>" message.
If the message is a *56>", press and hold down the 6 key for three
beeps. You need to update the EPROM chip in your unit. If the mes
sage is *57>.", hold down the 6 key for three beeps. An update menu
appears. Select either 1. Ready to Update or 2. No Change. Choosing 2
will bring you back to the main menu. (Your PHD does not require
the EPROM chip update.)
If you get a 62>, 65>, 66>, 68>, or 69> message, hold down the 6 key
until the unit displays TP_." Type 59 and then press ENTER. After the
download message, press the 3 key for three beeps, select either 1.
Ready to Update or 2. No Change. Choosing 2 will bring you back to
the main menu.
If your PHD requires the EPROM chip update and you are covered
under an Extended Maintenance Agreement (EMA), there is no cost to
update the EPROM chip. For more information, please contact Cus
tomer Service for literature explaining the PHD EPROM chip.
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Common usage problems with the Telxon PHD (Cont.)
If you have this problem
Try this
Scans are sluggish.
There could be several causes for sluggish scans. Try the following:
Clean the scanner tip on the PHD+ or PHD+ II. You can pry the
tip off the unit with a dime or screwdriver and clean it on the
inside with a lintfree cloth and denatured alcohol. Be sure the
tip is dry before replacing it on the unit.
Make sure you are holding your PHD at the correct angle. For
more information, see the Telxon guides.
Make sure you are scanning some white space at the beginning
and the end of each barcode scan.
Check your PHD display for messages.
Typing error
Press BACKSPACE to correct the error before pressing ENTER. (This
key deletes characters as it moves the cursor.)
You get caught" in Ac
quisitions mode.
The acquisitions module in the software provided with your PHD
was formerly used for ordering books from Follett Library Resources.
If you find yourself in this application by mistake, follow these steps
to return to a main menu:
Press EXIT until you return to the PHD menu. If you encounter a YES/
NO question, answer with a NO in order to exit the menu.
If the screen has the command, Select Printout Type Group I," press
S and then ENTER.
If the screen has the command, What Sequence Group II," press A,
then ENTER, and then EXIT.
If the screen has the command, Processing Group III?" press 1, then
ENTER.
If the screen has the command, Setup Group IV," press X, N, E, and
then EXIT.
The following table lists some of the common error messages encountered while
using your PHD and provides troubleshooting solutions:
Telxon PHD error messages
Message
Cause & solution
CANNOT CONNECT
The baud rate autodetect failed. Check the cable connections, and then
try changing the port connection.
CANNOT LOGIN
ERROR OPENING
XACTION FILE
INVALID ENTRY
The file you are trying to transfer from your PHD to the computer is
empty.
The response is in the wrong format; for example, an unreadable or
damaged barcode. If the scanner can't read a copy's barcode, use the
keypad to type the number, and then press ENTER. Use the SHIFT key
if typing letters.
If your barcodes are less than 7 digits and don't contain type identifiers,
you may have to type the barcodes into your PHD. This is especially
important for any reports or global editing done in Patron Maintenance.
If your barcodes don't contain a type identifying character such as P
space or T space, patron lists and/or global editing will not be an option
using the PHD.
04/04
Appendix E Using a PHD+, PHD+ II, or PHD Laser+
Telxon PHD error messages (Cont.)
Message
Cause & solution
LOST DSR
Your PHD is not connected to the computer or is connected to the wrong
port. Check the cable connections, and then try changing the port.
LOW BATTERY
The NiCd batteries need to be charged. Do this immediately! If you are
using a PHD Laser+, change the 9volt alkaline.
MEMORY FULL
No more barcodes can be scanned until the currently stored barcodes are
transferred to the computer and the file is erased.
See also: For steps describing how to erase files, see Erasing data from
a PHD" on page 664.
Rebooting your Telxon PHD
Note: Some of the following procedures assume you are familiar with
downloading application software into your PHD (page 655).
You may have to reboot your PHD if one of the following happens:
You need to determine what type of chip is in your unit.
You get a low battery message constantly, even after replacing or recharging
your batteries.
You want to download application software to the unit.
The PHD+/PHD+ II displays black squares.
If any of these conditions exist, turn off your unit. While holding down the SP
and ENTER keys, press and release the ON/OFF key. Continue to hold the SP and
ENTER keys for seven seconds. The unit will display a version of the chip being
used (for example 57*>).
If you get a 56*> message, press and hold down the 6 key for three beeps. This
unit cannot be used with Windows. You will need to update the EPROM chip in
your unit.
Note: If your PHD requires the EPROM chip update and you are covered under
an Extended Maintenance Agreement (EMA), there is no cost to update the
EPROM chip. For more information, please contact Customer Service for
literature explaining the PHD EPROM chip.
If you get a 57*> message, hold down the 6 key for three beeps. An update menu
appears. Select either 1. Ready to Update or 2. No Change. Choosing 2 will bring
you back to the main menu.
If you get a 62>, 65>, 66>, 68>, or 69> message, hold down the 6 key until the unit
displays TP_". Type 59 and then press ENTER. After the download message,
press the 3 key for three beeps, select either 1. Ready to Update or 2. No Change.
Choosing 2 will bring you back to the main menu.
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Important: Rebooting a Telxon PHD will erase all scans from its memory.
Maintenance information
The PHD is a precision electronic device and must be treated with care. To ensure
the longevity of your PHD, make sure you follow these guidelines.
Important: Make sure your PHD is turned off before connecting or removing any
accessories, replacing the batteries, or replacing the memory chip.
Storing your PHD
When storing your PHD for more than 16 days, follow these guidelines:
Always store your PHD with the NiCd batteries inserted. Charge the
batteries, insert them into the unit, and then store in a cool place.
During this storage time, turn the device on periodically (at least once a
month) and check for a LOW BATTERY message. If you see this message,
charge the batteries immediately.
Protect the device from extreme heat, cold, and moisture.
Cleaning your PHD
Moisten a soft, clean, lintfree cloth with a mild, nonabrasive cleaner and wipe
the outside surfaces. Take the following precautions when cleaning your PHD:
Do not saturate the cloth used to wipe the device.
Do not spray or pour liquids directly onto the device.
Never use a paper towel to clean the device.
Charging and recharging batteries
We recommend you use only NiCd rechargeable batteries in the PHD+/PHD+ II.
The PHD+ requires four AAA NiCd batteries. The PHD+ II requires three AA
NiCd batteries. The batteries for both devices are designed to provide power for
approximately five hours of continuous use when charged properly. The PHD
Laser+ comes with a 9 volt alkaline battery, but a rechargeable battery pack and
recharger may be purchased from FSC. See the following section for installation
instructions.
Warning: Only recharge NiCd batteries. Charging regular or reusable alkaline
batteries with the Telxon charger causes them to explode.
If the device is stored in below freezing temperatures for more than
one hour, do not charge the NiCd batteries until they return to room
temperature.
04/04
Appendix E Using a PHD+, PHD+ II, or PHD Laser+
To charge the batteries for your PHD unit, make sure the device is turned off.
Connect the battery charger to the port (location and type of end vary from unit
to unit). Plug the battery charger into an electrical outlet.
Charge all units for 16 hours initially. Thereafter charge them for a minimum of 8
hours only when the LOW BATTERY message appears. Remove the battery
charger from the outlet, and then disconnect the charger from the PHD.
Installing a rechargeable battery pack
If you change from alkaline batteries to NiCd batteries in a PHD+ or PHD+ II, no
modification of the unit is needed.
If you purchased the rechargeable battery pack for the PHD Laser+, please follow
these instructions to install it:
1.
With the unit turned off, remove the hand strap by twisting the clip at the
lower end. Then, remove the battery cover.
2.
Locate the white wiring harness on the lower left side. Attached to the
harness are two wires connected to the battery and one that forms a loop.
Grasp this loop and pull up. The harness will unplug from the unit.
3.
Remove the harness, wires, and 9volt battery from the unit.
4.
Carefully remove the gluedin foam insert that surrounded the battery.
5.
Place the rechargeable battery pack into the unit, making sure that it is right
side up. Check to see that the battery pack is making connection with the
contacts located in the bottom of the scanner.
Note: Do not remove the wrapping from the batteries.
6.
Replace the battery cover and hand strap.
7.
Connect the recharger to the bottom of the unit and recharge the unit for a
minimum of 14 hours. The packs do not come charged from FSC. When the
unit is recharging, the red light located in the middle of the keypad should be
lit. This indicates that the unit is charging.
8.
Keep the wiring harness and the foam insert. You may use it later if you wish
to convert back to alkaline batteries.
Backup power
The PHD+ contains a lithium backup battery. When the NiCd batteries are
removed, the lithium battery has a life of about 1000 hours (16 days) if the device
is not turned on. We recommend you replace the lithium battery every five years.
Note: For information on replacing the lithium backup battery, contact the Follett
Returns Department.
The PHD+ II and PHD Laser+ contain a super capacitor (supercap). The super
capacitor provides backup power to protect the application program only long
enough for the NiCd batteries to be charged. By itself, it can only sustain the
PHD+ II/PHD Laser+ for 20 minutes of continuous use.
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Warning: If your Telxon PHD is left without batteries for more then 20
minutes, all scans stored in it will be lost.
Disposing of old batteries
Eventually, your batteries will no longer hold a charge. For environmental safety,
we recommend that you do not throw your batteries in the trash. Many
companies accept used batteries and recycle them or dispose of them properly.
One such company is:
Power Express
Recycling Dept.
Portola Valley, CA USA
Tel: 1-800-POWER-EX
671
Appendix F Using a PHD Dolphin+
A PHD (Portable Handheld Device) is a barcode scanner that collects, stores, and
transmits data. You can use a PHD to simplify certain circulation, cataloging,
inventory, and reporting activities. Follett Software currently supports four PHD
models. This appendix provides instructions for using the PHD Dolphin+ from
Hand Held® Products. It also includes a troubleshooting table and a Quick
Reference Guide.
Important: This appendix is intended to complement, not duplicate, the Hand
Held Products document that came with your PHD Dolphin+. Please
keep the Hand Held Products document for future reference.
See also: For information about one of the Telxon PHDs, see Appendix E.
Getting started
If you're using your PHD Dolphin+ for the first time, make certain your package
contains everything on the enclosed packing list. Your package should also
include a document from Hand Held Products that provides information on the
HomeBase and battery maintenance.
Once you've verified that you have everything you need, use the document from
Hand Held Products to set up the HomeBase and install and charge the battery.
The HomeBase is the hub of your PHD Dolphin+ system: not only is it the
communications link between your PHD and your computer it also provides
battery management. Make sure it is connected to a convenient workstation that
has access to Circulation Plus/Catalog Plus.
Loading the PHD application for the first time
Before you can use your PHD, you need to load Follett Software's PHD
application. This application tells your PHD which barcode symbologies your
library uses and how to work with the other Follett applications.
To load the application the first time, place the PHD Dolphin+ in the HomeBase.
If the LCD screen is blank, press the ON/SCAN key. The screen prompts you to go
to System Setup. Use the instructions on page 42 to set up the options on the
PHD tab. When you're ready, press your PHD's ENTER key, then click the Load
button on the PHD tab.
Note: After installing the PHD application the first time, if you need to reinstall
the application, simply follow the instructions on page 42.
Once you've loaded the PHD application, your PHD is ready to use.
If you also use your PHD Dolphin+ with TextLink, you must also load the PHD
application from TextLink before using it with TextLink. Unlike a Telxon PHD,
the two applications can reside concurrently on a PHD Dolphin+.
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Appendices
04/04
PHD Dolphin+ basics
With the PHD application installed, your PHD Dolphin+ should appear identical
to the one pictured below. Take a moment to become familiar with the layout of
the keypad and the functions of the various keys. When you're ready, see the
following sections for more information about your PHD.
This symbol (
) shows the charge in the main battery. When
the battery is low, it starts blinking. While the PHD is charging, a
blinking arrow (
) appears; a checkmark (
) appears
when the battery is fully charged.
This symbol indicates which mode
the keypad is in. Use the SHIFT key
to toggle between numeric (
)
and alpha (
) mode.
Press the ON/SCAN key to wake up" the PHD
from sleep mode, or to scan a barcode.
You can also press ON/SCAN to jump to the main
menu from any other menu.
When prompted for a yes/no response, the
ENTER key equals YES. When entering data
with the keypad, press ENTER to save it.
To switch between numeric and alpha mode,
press the SHIFT key.
When prompted for a yes/no response, the BKSP
key equals NO. BKSP also lets you return to the
previous screen. When entering data with the key
pad, before you press ENTER to save it, you can
use BKSP to back up and correct a mistake.
Note: Any error messages you receive will clear
automatically after a moment. If you prefer, you can
also press BKSP to clear the message.
To turn on the LCD backlight, press SHIFT to put the PHD
in alpha mode and press SP once. To conserve power, the
backlight turns off automatically after 60 seconds. In numeric
mode, SP enters a space.
Navigating the PHD Dolphin+
Selecting the right PHD function is as easy as one, two, three, four. Starting with
the main menu, shown above, every menu option is tied to a specific function
key. The function keys (F1, F2, F3, F4) are located on either side of the ON/SCAN
key. To select a menu option, just press the corresponding key.
Entering alpha and special characters
Although the keypad is designed primarily for entering numbers, you can also
enter alpha and special characters. To switch from numeric to alpha mode, press
the SHIFT key. The alpha mode symbol (
) appears at the bottom of the screen.
04/04
Appendix F Using a PHD Dolphin+
You'll notice that there are three letters or symbols to the left of each numeric key
and the ." key:
To enter the first letter or symbol next to a key, press the key once.
To enter the second letter/symbol, press the key twice within one second.
To enter the third letter/symbol, press the key three times within one second.
To switch back from alpha to numeric mode, press the SHIFT key again.
Note: The PHD Dolphin+ keypad does not support the special characters +, –, or
/. The absence of these keys prevents you from typing Code 39 Mod 43
barcodes that contain these characters and from entering patron ID
numbers manually.
Supported barcodes
The PHD Dolphin+ supports all the barcodes supported by Circulation Plus and
Catalog Plus. For more information about the barcode symbologies supported by
Circulation Plus and Catalog Plus, see Appendix D, Barcode symbologies."
Important: To scan properly, your barcodes must include a Type Identifier
regardless of symbology. Follett Classic symbologies assume a Type
Identifier of P" for patron barcodes and a T" for library materials.
Verifying your symbologies
The barcode symbologies you set up (page 37) in System Setup are sent to your
PHD when you load the PHD application (page 42). If you share your PHD with
other libraries with different symbologies, you'll need to reload your application.
If you're not certain what symbologies are currently on your PHD Dolphin+,
from the main menu press F4 (Setup), then press F1 (About) from the Setup
Menu. The product information for the PHD Dolphin+ application appears. To
see what symbologies are loaded, press F4 (Barcode Info). If you're using a
symbology other than Follett Classic, the line below the symbology name
indicates the total length (Len) of the barcode and the Type Identifier (Id) used.
Note: Even if a particular symbology is specified for library materials or patrons,
the PHD Dolphin+ will also recognize and accept Follett Classic barcodes.
Scan and battery capacity
The PHD Dolphin+ can store up to 4,000 scans for each feature (i.e., Circulation,
Inventory, Patrons, and Copies) in the PHD application. However, we
recommend that you upload the scans to a workstation after gathering about
1,200 to minimize any possible loss due to mechanical or user error.
With a full battery charge, you can use your PHD Dolphin+ for up to 20 hours.
However, to maintain this level of performance, you must follow the battery
maintenance guidelines provided in the Hand Held Products document that
came with your PHD Dolphin+.
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Collecting circulation information
Circulation mode lets you check out, renew, and check in copies outside your
library or resource center. Before you start, make certain to complete the steps
outlined in Before recording transactions with a PHD" on page 176.
Important: Circulation Desk processes transactions using the month and day you
entered them into the PHD. The year is based on the workstation's
system date. To ensure accurate statistics, we recommend uploading
the PHD data to Circulation Desk on the day of the transaction.
To enter circulation mode, from the main menu press F1. The Circulation Plus
menu appears. Press F1 again to open the Library Circulation menu. From the
Library Circulation menu you can:
Check in items. See the following section.
Check out or renew items. See page 675.
Review your circulation scans. See page 678.
Erase your circulation scans. See page 679.
Important: Before collecting new circulation scans, make certain to erase the
circulation data you have already processed (see page 679).
Checking in items
1.
To check in items using your PHD, select F1 (Check In) from the Library
Circulation menu. A message appears asking you to confirm the system date
and time. If the date and time are correct, press BKSP (No) and skip to step 3.
2.
If you need to change either the date or time, press ENTER (Yes). The Date
Entry screen appears, with the current system month. If it's correct, press
ENTER. If incorrect, use BKSP to position the cursor, make the necessary
changes, and then press ENTER. Repeat this process for the remaining date
and time fields. At the prompt, press F2 to indicate AM or F4 for PM.
Note: When entering the date or time, the keypad must be in numeric mode
(
). If it isn't, press the SHIFT key to switch modes.
When the date and time are correct, press BKSP (No) to continue.
3.
The Library Check In screen appears. To check in an item, scan by pressing
the ON/SCAN key, or type its barcode. (After typing a barcode, press ENTER
to save it.) Repeat this step for each item.
Note: The Library Check In screen displays the barcode of the last item you
checked in. If you get called away or need to switch to a different PHD
feature, this lets you pick up where you stopped.
To leave the Library Check In screen, press BKSP. When you are finished
collecting scans, return the PHD Dolphin + to the HomeBase.
Important: Transfer the scans to Circulation Desk as soon as possible (page 176),
and then erase the scans from your PHD (page 679).
04/04
Appendix F Using a PHD Dolphin+
Checking out and renewing items
1.
To check out or renew items using your PHD, select the F2 option (Check
Out) from the Library Circulation menu. A message appears asking you to
confirm the system date and time. If the date and time are correct, press
BKSP (No) and skip to step 3.
2.
If you need to change either the date or time, press ENTER (Yes). The Date
Entry screen appears, with the current system month. If it's correct, press
ENTER. If incorrect, use BKSP to position the cursor, make the necessary
changes, and then press ENTER. Repeat this process for the remaining date
and time fields. At the prompt, press F2 to indicate AM or F4 for PM.
Note: When entering the date or time, the keypad must be in numeric mode
(
). If not, press the SHIFT key to switch modes.
When the date and time are correct, press BKSP (No) to continue.
3.
The Library Check Out screen appears. Scan, by pressing the ON/SCAN key,
or type the barcode for the patron who is borrowing or renewing items.
(After typing a barcode, press ENTER to save it.)
4.
After you enter the patron's barcode, you're prompted to enter an item
barcode. Scan or type the barcode of each item the patron wants.
Once you've entered the first item barcode for a patron, you can enter
another item or switch to another patron by entering a patron's barcode.
Important: To be identified as a patron or a copy barcode, it is critical that
your barcodes contain a Type Identifier. When typing in patron
barcodes at this prompt, if you are using Follett Classic
symbologies, you must include the preceding P". If you don't,
your PHD assumes that you are entering a copy barcode.
Note: The Library Check Out screen displays the last barcode you entered. If
you get called away or need to switch to a different PHD feature, this
allows you to pick up where you stopped. Please note that if you enter
a patron barcode but don't check out any items for the patron, the
patron's barcode is not saved.
To leave the Library Check Out screen, press BKSP. When you are finished
collecting scans, return the PHD Dolphin+ to the HomeBase.
Important: Transfer the scans to Circulation Desk as soon as possible (page 176),
and then erase the scans from your PHD (page 679).
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Collecting inventory scans
You can use your PHD's inventory mode to gather copy barcode scans for
Inventory. Using a PHD eliminates the extra work of bringing the books to a
workstation, thereby decreasing your overall inventory time.
To enter inventory mode, from the main menu press F1. The Circulation Plus
menu appears. Press F2 to open the Library Inventory menu. From the Library
Inventory menu you can:
Scan items for Inventory. See the following steps.
Review your inventory scans. See page 678.
Erase your inventory scans. See page 679.
Important: Before collecting new inventory scans, make certain to erase the
inventory scans you have already processed.
1.
To collect inventory scans with your PHD, select the F1 option (Scan Items)
from the Library Inventory menu. The Library Inventory screen appears.
2.
Scan (press the ON/SCAN key) or type the barcode of each item you want to
enter into Inventory. (After typing a barcode, press ENTER to save it.)
Remember, if you scan the items in the order you find them on the shelves,
Inventory can check your shelf order when you process the data.
Note: The Library Inventory screen displays the barcode of the last item you
entered. If you get called away or need to use a different PHD feature
before processing the scans, this lets you pick up where you stopped.
When you are finished collecting scans, press the BKSP key to exit the scanning
mode; then return the PHD Dolphin+ to the HomeBase for processing.
Important: Process your inventory scans as soon as possible (see Using a PHD to
inventory your collection" on page 221). If you circulate during an
inventory, it's likely items you scanned will be checked out before you
process the remote inventory data. Once you've processed your
inventory scans, erase them from your PHD (page 679).
Collecting patron barcodes
You can use your PHD's patron mode to gather patron barcodes for maintenance
or reporting purposes. A PHD lets you collect and process patron records that
may not have anything else in common, thereby reducing your overall effort.
To enter patron mode, from the main menu press F1. The Circulation Plus menu
appears. Press F3 to open the Patrons Menu. From the Patrons Menu you can:
Scan patrons for Patron Maintenance or Reports. See the following steps.
Review your patron scans. See page 678.
Erase your patron scans. See page 679.
Warning: To avoid accidentally changing or deleting the wrong patron
records, make certain to erase any existing patron scans before
you start collecting new scans.
04/04
Appendix F Using a PHD Dolphin+
1.
To collect patron scans with your PHD, select the F1 option (Scan Patron)
from the Patrons Menu. The Scan Library Patron screen appears.
2.
Scan by pressing the ON/SCAN key, or type the barcode of each patron you
want. (After typing a barcode, press ENTER to save it.)
Note: The Scan Library Patron screen displays the last patron barcode you
entered. If you get called away or need to use a different PHD feature
before processing the scans, this lets you pick up where you stopped.
To leave the Scan Library Patron screen, press BKSP. When you are finished
collecting scans, return the PHD Dolphin + to the HomeBase.
See also: To transfer the scans in your PHD to a particular application, see the
appropriate section: Updating patron records using a PHD" (page 193),
Deleting patrons with a PHD" (page 196), or Printing from a PHD"
(page 496).
Important: After transferring the data, if you don't need the data for another
process, erase the scans from your PHD (page 679).
Collecting copy barcodes
You can use your PHD's copy mode to gather copy barcodes for exporting
MARC records, editing copies, or creating reports. A PHD lets you process copy
records that may not have anything else in common, thereby reducing your
overall effort.
To enter copy mode, from the main menu press F1. The Circulation Plus menu
appears. Press F4 to open the Copies Menu. From the Copies Menu you can:
Scan copies for Cataloging maintenance or Reports. See the following steps.
Review your copy scans. See page 678.
Erase your copy scans. See page 679.
Warning: To avoid accidentally changing or deleting the wrong copy
records, make certain to erase any existing copy scans before you
start collecting new scans (see page 679).
1.
To collect copy scans with your PHD, select the F1 option (Scan Copies) from
the Copies Menu. The Scan Copies screen appears.
2.
Scan, by pressing the ON/SCAN key, or type the barcode of each copy you
want. (After typing a barcode, press ENTER to save it.)
Note: The Scan Copies screen displays the last copy barcode you entered. If
you get called away or need to use a different PHD feature before
processing your scans, this lets you pick up where you stopped.
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To leave the Scan Copies screen, press BKSP. When you are finished collecting
scans, return the PHD Dolphin + to the HomeBase.
See also: To transfer the scans in your PHD to a particular application, see the
appropriate section:
Exporting bibliographic records" (page 312),
Update categories, circulation types, or copy status with a PHD" (page 338),
Remove categories from copies with a PHD" (page 340),
Delete copies with a PHD" (page 342), and
Printing from a PHD" (page 496).
Important: After transferring the data, if you don't need the data for another
process, erase the scans from your PHD (page 679).
Examining barcode scans
In certain situations, you may want to review the barcode scans stored in your
PHD. You may have missed a section while taking inventory scans or checked
out an item to a restricted patron. Maybe you want to see the number of scans in
your PHD so you'll know whether you should upload them now or after the next
section. Whatever the situation, one of the following options should provide you
with exactly the information you need.
Reviewing or deleting individual scans
To step through the barcodes that are stored for a particular feature, go to that
feature's menu and press F3 (Review scans). The Review Scans screen first
displays the last barcode you entered. Press F1 to see the previous barcode, F2 to
see the next one. A message alerts you when you reach the beginning or end of
the file.
To delete a particular scan from your PHD, locate the barcode and press F4. A
message appears asking you to confirm your choice. To delete the scan, press
ENTER (Yes). After deleting the scan, the PHD displays a brief confirmation.
Note: If you're reviewing Library Circulation scans, you'll notice that each
barcode is identified by type:
Check In Items checked in.
Patron Patrons that checked out or renewed items.
Item Items (copies) checked out or renewed.
To avoid orphaned transactions, you cannot delete patron barcodes from
the Review Library Circ screen. If you need to undo a transaction, delete
the Item" scans that follow the patron's barcode. The PHD automatically
removes the patron's barcode when you delete their last item.
Viewing scan counts
If you want to see the number of scans being stored for each feature, from the
main menu, press F4 (Setup), then press F1 (About) from the Setup Menu. The
04/04
Appendix F Using a PHD Dolphin+
product information for the PHD Dolphin+ application appears. Press F3 (Scan
Counts) to see the number of scans in of each feature.
Important: The PHD Dolphin+ can store up to 4,000 scans for each feature.
However, we recommend that you upload the scans to a workstation
after gathering 1,200 for a feature to minimize any possible loss due to
mechanical or user error.
Erasing scans
As soon as you've sent the barcode scans in your PHD to a workstation, if you
don't need them for another process, we recommend that you erase them from
your PHD. The PHD Dolphin+ provides you with two options for erasing
scanned barcodes:
To erase only the barcode scans for a particular feature, go to that feature's
menu and press F4 (Erase <FEATURE> scans). A message appears asking
you to confirm your choice. To delete the scans for the feature, press ENTER
(Yes). After deleting the scans, the PHD displays a brief confirmation.
To erase all the barcode scans in your PHD, from the main menu press F4
(Setup), then press F4 (Utilities) from the Setup Menu. The Utilities Menu
appears. Press F4 (Erase ALL scans). A message appears asking you to
confirm your choice. To delete all the scans in your PHD, press ENTER (Yes).
After deleting all the scans, the PHD displays a brief confirmation.
Troubleshooting
When attempting to send scans from, or load the application to, the Dolphin,
error messages may appear in the computer window, the Dolphin LCD screen, or
the Dolphin File Transfer dialog (on the computer). The following table contains
some of the error messages that may appear and the procedure to follow. It also
includes instructions for rebooting your Dolphin. Rebooting the Dolphin or
loading the application does not erase any scans stored in the Dolphin.
Message
Cause / Solution
Bytes:
The Dolphin is attempting to contact the Follett
application but is receiving no reply.
Blocks:
Errors: <number>
MSG: Timeout
(on the Dolphin screen)
You may not have clicked Update, Delete, Proceed, Load,
or Download on the computer after pressing F3-Send on
the Dolphin. Click the button on the computer window
while the Errors counter is still incrementing.
Or, a physical connection does not exist. Check all
hardware connections.
C:\>
The loading of the PHD application did not complete.
(on the Dolphin screen)
Reboot the Dolphin by simultaneously pressing and
releasing the ON SCAN, SHIFT, and BKSP keys.
If the message to load the application appears, do so.
If the main menu appears, you can resume normal use.
If another C:\> appears, follow the instructions for
DOS0011: Invalid Format below.
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Appendices
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Message
Cause / Solution
Could not open the PHD+ program
file.
The Follett application attempted to contact the Dolphin to
load the application, but received no reply.
(on the computer window)
You may not have pressed the correct key on the Dolphin
to load the PHD application. Press ENTER for a first-time
application load, or F3-Update Software on the Setup
menu on subsequent loads. In either case, also click Load
on the PHD tab.
DOS0011: Invalid Format
The REMOTE.EXE file (one of the files transferred to the
PHD Dolphin+ during the application load) is either
incomplete or missing.
(on the Dolphin screen)
File not transferred!
(on the Dolphin File Transfer dialog)
1.
If necessary, press SHIFT to change to alpha
mode.
2.
Type DEL <SP> REMOTE at the C:\> prompt.
3.
Change to numeric mode. Type . (a period).
4.
Change to alpha mode. Type EXE. The full
command should now be DEL REMOTE.EXE
5.
Press the Enter key. The C:\> prompt appears.
6.
Reboot the Dolphin by simultaneously pressing
and releasing the ON SCAN, SHIFT, and BKSP
keys. A message to load the application appears.
7.
On your computer, open the
System Setup |Site | PHD tab.
8.
Click Load on the PHD tab, and press Enter
on the Dolphin to load the application.
The Follett application attempted to contact the Dolphin
but received no reply. Click Exit on the Dolphin File Trans
fer dialog to close it.
You may not have pressed F3-Send after clicking Update,
Proceed, or Load on the computer. Retry: Click the
button on the computer and press F3 on the Dolphin.
Or, a physical connection does not exist. Check your PHD
settings and all hardware connections. When
retrying, Docked" should appear underneath your PHD
settings (e.g., Com1-9600) on the Dolphin File Transfer
dialog. Empty" indicates that there is no connection.
Waiting for device
(on the Dolphin File Transfer dialog)
The Follett application is attempting to contact the
Dolphin but is receiving no reply.
You may not have pressed F3-Send on the Dolphin after
clicking Update, Download, Delete, Proceed, or Load on
the computer. Press F3 on the Dolphin.
Or, a physical connection does not exist. Check your PHD
settings and all hardware connections. When
retrying, Docked" should appear underneath your PHD
settings (e.g., Comx-9600) on the Dolphin File Transfer
dialog. Empty" indicates that there is no connection.
04/04
Appendix F Using a PHD Dolphin+
Message
Cause / Solution
The end of file was reached.
The Follett application contacted the Dolphin but no scans
were transferred. File not transferred!" and/or Waiting
for device" may have appeared on the Dolphin File
Transfer dialog. There are several possible causes:
(on an exception report or the
computer window)
A path statement in the server's Dcomm.ini file is wrong.
DownLoadDir=" must be followed by either the UNC or
shared drive path to the CC40\TEMP folder. Discover the
correct path by running a Help|About|Information re
port; scroll down to Contents of \???\CC40
Directories"; copy this path; paste it behind DownLoad
Dir=" and add \Temp".
Example: Contents of \\Libraries\CC40\ Directories"
will produce DownLoadDir=\\Libraries\CC40\Temp".
Or, you do not have rights to the CC40\Temp directory.
See your system administrator. Rights and permissions are
outlined in our Installation Guide.
Or, there are no scans in the correct memory area of the
Dolphin (e.g., the Dolphin was in F4-Copies instead of
F2-Inventory when scanning). To check the location of the
scans, from the main menu, press F4, F1, and F3 in succes
sion.
Or, there is a very large number of scans in the Dolphin
and you loaded the PHD application from an older
version of Circulation Plus/Catalog Plus. Load the
application again (the scans will not be erased) and resend
the scans.
Or, you may not have pressed F3-Send after clicking Up
date, Proceed, or Load on the computer. Retry: Click the
button on the computer and press F3 on the Dolphin.
Note: The COMM light on the HomeBase lights during any communication. It flashes green when
attempting to connect to the computer and red or orange when a connection has been made. On the
Dolphin File Transfer dialog, Docked" or Empty" indicates whether a connection exists or not.
To Reboot the Dolphin: Simultaneously press and release the ON SCAN, SHIFT, and BKSP keys.
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PHD Dolphin+ Quick Reference Guide
Important Keys
ON SCAN
This key serves three purposes:
Turns on the PHD Dolphin+
Triggers the laser when in scanning mode
Returns you to the Main Menu when not in scanning mode
BKSP
This key serves three purposes:
Backspaces when in scanning mode
Acts as the NO key
Acts as the ESC key to return you to the previous menu
ENTER
This key acts as the YES key.
F1, F2, F3, and F4
Use these function keys to select the menu options presented on the PHD
Dolphin+ display screen.
SHIFT
This key toggles the yellow number keys between alpha and numeric modes.
When the number keys are in numeric mode, this symbol appears in the
lower left corner of the screen. If you press a number key, that number is
entered on the screen.
When the number keys are in alpha mode, this symbol appears in the lower
left corner of the screen. If you press a number key once, the first letter
appears on the screen; twice, the second letter; three times, the third letter.
There is no OFF key. The PHD Dolphin+ automatically turns itself off after about
a minute of inactivity.
04/04
Appendix F Using a PHD Dolphin+
PHD Dolphin+ Main Menu
Battery Indicator.
A solid battery, or
one with a checkmark,
indicates a full charge.
Number-key mode Indicator.
Shows the current mode numeric or alpha.
There are two ways to return to the Main Menu:
Press the ON SCAN key when not in scanning mode.
Press the BKSP key repeatedly.
Procedures
In this section are the procedures, in abbreviated form, that you can perform
using the PHD Dolphin+.
Note: Before performing any of these procedures, charge the PHD Dolphin+ in
the HomeBase for at least six hours, and erase any pre-existing scans from
the PHD Dolphin+.
Loading the PHD Dolphin+ application
On the computer:
1.
Open System Setup | Setup | Site.
2.
Click the PHD tab.
3.
Select the PHD Dolphin+ radio button.
4.
Check your PHD settings.
On the PHD Dolphin+:
5.
Insert the PHD Dolphin+ into the HomeBase.
6.
From the Main Menu, press F4-Setup.
7.
Press F3-Update Software.
On the computer:
8.
Click Load.
The application may take 4-5 minutes to fully load. Do not remove the PHD
Dolphin+ from the HomeBase until the Main Menu reappears.
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Entering scans into Inventory with the PHD Dolphin+
On the computer:
1.
Open Inventory.
2.
Click the Remote button on the toolbar.
3.
Select the PHD Dolphin+ radio button.
4.
Make any other desired on-screen selections.
On the PHD Dolphin+:
5.
From the Main Menu, press F1-Circulation Plus.
6.
Press F2-Inventory.
7.
Press F1-Scan Items.
8.
Scan the copy barcodes by pressing ON SCAN to trigger the laser.
9.
Press BKSP to exit scanning mode.
10. Press ON SCAN to return to the Main Menu.
11. Insert the PHD Dolphin+ into the HomeBase.
12. Press F3-Send.
On the computer:
13. Click Proceed.
04/04
Appendix F Using a PHD Dolphin+
Creating reports using patron or copy barcodes
You can generate the following reports using the PHD Dolphin+:
Bibliography Report
Title List
Patron Barcode List
Patron Cards
Patron Name List
On the computer:
1.
Open Reports.
2.
Select the desired report.
3.
Select either Titles via PHD or Patrons via PHD in the Select by: list.
4.
Click Print Preview, Print to File, or Print.
5.
Select the PHD Dolphin+ radio button.
On the PHD Dolphin+:
6.
From the Main Menu, press F1-Circulation Plus.
7.
Press F3-Patrons or F4-Copies, depending on your desired report.
8.
Press F1-Scan Copies (or Patrons).
9.
Using the ON SCAN button, scan the barcodes of the copies (or patrons)
to be included in the report.
10. Press BKSP to exit scanning mode.
11. Press ON SCAN to return to the Main Menu.
12. Insert the PHD Dolphin+ into the HomeBase.
13. Press F3-Send.
On the computer:
14. Click Download.
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Updating or deleting patron records via the PHD Dolphin+
You can edit the following six patron record fields using the PHD Dolphin+:
Patron status
Patron type
Location 1 or 2
User Field 1 or 2
You can also delete patron records using the PHD Dolphin+.
On the computer:
1.
Open Patron Maintenance.
2.
From the Edit menu, select one of the following:
Update via PHD
Delete Patrons via PHD
3.
Select the PHD Dolphin+ radio button.
4.
Make any other desired on-screen selections.
5.
Click Update (or Delete).
On the PHD Dolphin+:
6.
From the Main Menu, press F1-Circulation Plus.
7.
Press F3-Patrons.
8.
Press F1-Scan Patron.
9.
Using the ON SCAN button, scan the barcodes of the patrons to be edited
or deleted.
10. Press BKSP to exit scanning mode.
11. Press ON SCAN to return to the Main Menu.
12. Insert the PHD Dolphin+ into the HomeBase.
13. Press F3-Send.
On the computer:
14. Click Yes to the message, Update (or Delete) these patrons?"
04/04
Appendix F Using a PHD Dolphin+
Exporting MARC records via the PHD Dolphin+
On the computer:
1.
Open Cataloging.
2.
From the File menu, select Export MARC 21/852 Holdings Format | via
PHD.
3.
Select the PHD Dolphin+ radio button.
4.
Select the desired check boxes.
On the PHD Dolphin+:
5.
From the Main Menu, press F1-Circulation Plus.
6.
Press F4-Copies.
7.
Press F1-Scan Copies.
8.
Using the ON SCAN button, scan the barcodes of the copies to be
exported.
9.
Press BKSP to exit scanning mode.
10. Press ON SCAN to return to the Main Menu.
11. Insert the PHD Dolphin+ into the HomeBase.
12. Press F3-Send.
On the computer:
13. Click Export.
14. Choose the file name and location.
15. Click Save.
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Updating copy records via the PHD Dolphin+
The following copy record fields may be edited using the PHD Dolphin+:
Circulation Type
Category
Copy Status
On the computer:
1.
Open Cataloging.
2.
From the Edit menu, select Update Copies via PHD.
3.
Select the PHD Dolphin+ radio button.
4.
Select the desired update options.
5.
Click Update.
On the PHD Dolphin+:
6.
From the Main Menu, press F1-Circulation Plus.
7.
Press F4-Copies.
8.
Press F1-Scan Copies.
9.
Using the ON SCAN button, scan the barcodes of the copies to be edited.
10. Press BKSP to exit scanning mode.
11. Press ON SCAN to return to the Main Menu.
12. Insert the PHD Dolphin+ into the HomeBase.
13. Press F3-Send.
On the computer:
14. Click Yes to the message, Update these copies?"
04/04
Appendix F Using a PHD Dolphin+
Removing categories from copy records via the PHD Dolphin+
On the computer:
1.
Open Cataloging.
2.
From the Edit menu, select Remove Category via PHD.
3.
Select the PHD Dolphin+ radio button.
4.
Select the category to be removed.
5.
Click Remove.
On the PHD Dolphin+:
6.
From the Main Menu, press F1-Circulation Plus.
7.
Press F4-Copies.
8.
Press F1-Scan Copies.
9.
Using the ON SCAN button, scan the barcodes of the copies that will have
the category removed.
10. Press BKSP to exit scanning mode.
11. Press ON SCAN to return to the Main Menu.
12. Insert the PHD Dolphin+ into the HomeBase.
13. Press F3-Send.
On the computer:
14. Click Yes to the message, Remove category from these copies?"
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Appendices
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Deleting copy records via the PHD Dolphin+
1.
Open Cataloging.
2.
From the Edit menu, select Delete Copies via PHD.
3.
Select the PHD Dolphin+ radio button.
4.
Select the check box, if desired.
5.
Click Delete.
On the PHD Dolphin+:
6.
From the Main Menu, press F1-Circulation Plus.
7.
Press F4-Copies.
8.
Press F1-Scan Copies.
9.
Using the ON SCAN button, scan the barcodes of the copies to be deleted.
10. Press BKSP to exit scanning mode.
11. Press ON SCAN to return to the Main Menu.
12. Insert the PHD Dolphin+ into the HomeBase.
13. Press F3-Send.
On the computer:
14. Click Yes to the message, Delete these copies?"
04/04
Appendix F Using a PHD Dolphin+
Circulating with the PHD Dolphin+
1.
Open Circulation Desk.
2.
Click the Remote Circ button on the toolbar.
3.
Select the PHD Dolphin+ radio button.
4.
Make all other desired on-screen selections.
On the PHD Dolphin+:
5.
From the Main Menu, press F1-Circulation Plus.
6.
Press F1-Circulation.
7.
Press F1-Check In or F2-Check Out.
8.
Press ENTER if you need to change the date, or BKSP if you do not.
9.
Using the ON SCAN button, scan the patron and copy barcodes as
prompted.
10. Press BKSP to exit scanning mode.
11. Press ON SCAN to return to the Main Menu.
12. Insert the PHD Dolphin+ into the HomeBase.
13. Press F3-Send.
On the computer:
14. Click Proceed.
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Erasing scans in the PHD Dolphin+
You can erase scans from just one feature (Circulation, Inventory, Patron, or
Copies) at a time, or erase all the scans at the same time.
To erase scans from one feature only:
1.
From the Main Menu, press F1-Circulation Plus.
2.
Select the feature whose scans you want to delete: F1, F2, F3, or F4.
3.
Press F4-Erase (CIRC, INV, PAT, or COPY) scans.
4.
Press ENTER to confirm that you wish to delete them.
To erase all scans in all four features at the same time:
1.
From the Main Menu, press F4-Setup.
2.
Press F4-Utilities.
3.
Press F4-Erase ALL Scans.
4.
Press ENTER to confirm that you wish to delete all the scans.
Determining the number of scans in the PHD Dolphin+
To see how many scans are in the memory of each feature of the PHD Dolphin+:
1.
From the Main Menu, press F4-Setup.
2.
Press F1-About.
3.
Press F3-Scan Counts.
693
Appendix G The Bar Tender
The Bar Tender for Windows can be used to replace missing or damaged barcode
labels and to print patron barcode labels. After installing The Bar Tender with the
instructions in The Bar Tender for Windows reference manual, the following
information will help you define the page layout and barcode information, print
sequential barcodes, and print patron barcode labels.
Setting up The Bar Tender
Before you can print barcodes with The Bar Tender, you need to define the layout
of your label stock and decide what information should appear on the labels.
Specifying the label stock layout
From The Bar Tender main menu, choose File | Page Setup, or choose the Page
Setup icon from the toolbar. The Page Setup dialog appears. Define your label
stock's paper size, orientation, margins, and labels. The labels in the Preview
group box change to reflect your definition. Click OK.
Note: If you've purchased stock from Follett Software Company, use the
following specifications:
Page setup for Follett Software label stock
Page Setup field
Follett label stock
Paper size
Letter 8.5 x 11 in.
Orientation
Portrait
Margins
Label
Top
.500 in.
Bottom
.500 in.
Left
.312 in.
Right
.312 in.
Width
2.625 in.
Height
1.000 in.
Vert. Repeat
1.000 in.
Columns
3 across
Editing the barcode label contents
To add a barcode to your label, from The Bar Tender main menu, choose Create |
Bar Code, or choose the Create Bar Code icon from the toolbar. Click in the label
viewing area of the main window. A barcode appears on the label. Reposition the
barcode, if necessary, so that it is centered on the label.
Note: If you want to add the library name to the label, move the barcode toward
the bottom portion of the label.
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Appendices
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Defining the barcode
1.
To define the barcode specifications, double-click on the barcode or choose
Modify | Selected Object. From the Modify Selected Bar Code Object dialog,
select the Bar Code tab, and then choose a symbology from the Symbology
dropdown list.
Note: If you're using labels from Follett Software Company, under
Dimensions, change the X dimension to 9.2 mils and set the Ratio to
Auto. This reduces the size of the barcode, allowing other text to be
added to the labels.
Comparison of Follett and The Bar Tender barcode symbologies
System Setup symbologies
The Bar Tender symbologies
Follett Classic
Any symbology 7 digits or less:
Regular Code 39 (without a check digit) recommended
Code 39 Mod 10
Regular Code 39 with Unison Mod 10 check digit
Code 39 Mod 11
Currently not supported
Code 39 Mod 43
Regular Code 39 with Mod 43 check digit
Interleaved 2 of 5 A
Currently not supported
Codabar Mod 10
Currently not available with Mod 10 check digit
Generic Code 39
Regular Code 39
Generic Interleaved 2 of 5
Interleaved 2of5
Generic Codabar
Codabar
Generic LabelCode 5
Currently not supported
If you're using a check digit, select the Check Digit check box, and then
choose your check digit type from the dropdown list (Unison Mod 10 or
Mod 43 are the most common types used).
2.
Select the Data Source tab. Enter the beginning barcode number in the Screen
Data text field (e.g., T 1001), and set the Data Source option to Screen Data.
To print a range of barcodes, check the Serialize check box. To specify how
you would like the barcode numbers to serialize, click Serialize Options.
After completing your barcode specifications, click OK.
Adding text to the label
1.
To add text, such as your library's name, to the barcode label, from The Bar
Tender main menu, choose Create | Text, or choose the Text icon from the
toolbar. Click on the label above the barcode. The text field appears on the
label as Text Data."
04/04
Appendix G The Bar Tender
2.
To modify the text field's size and contents, double-click on Text Data or
choose Modify | Selected Object. From the Modify Selected Text Object
dialog, select the Font tab. If the text field is too large to fit on the label,
reduce the font size point size 9 will probably work best, but you can
experiment with different font sizes and typefaces.
3.
Select the Data Source tab. Enter your library name, or whatever you want to
print on the label, in the Screen Data text field, and set the Data Source option
to Screen Data. After completing your text modifications, click OK.
You may need to reposition the text on the label. If necessary, you can go back to
the Modify Selected Text Object dialog and make additional changes.
Printing sequential barcode labels
1.
After completing your setup, from The Bar Tender main menu, choose File |
Print, or choose the Print icon from the toolbar. The Print dialog appears. To
define the desired printer and paper source, click on Printer Setup. If you are
printing one page at a time, it may be easier to set the source to manual feed.
To save your printer setup, click OK.
2.
If you are printing a sequential list, make sure the Use Input Data File check
box is not selected. Define the range of the labels you want to print by setting
the Identical Copies of Label to 1 and the Number of Serialized Labels to 30.
3.
To begin printing labels, click Print.
Saving sequential barcode setup
After printing sequential barcode labels, you will want to save your setup. If you
use this file the next time you print sequential labels, The Bar Tender will start
with the number at which it left off.
To save this label setup, from The Bar Tender main menu, choose File | Save, or
choose the Save icon from the toolbar. Save the file with a name you will
remember (e.g., TITLE.BTW or CODE39.BTW).
Printing patron barcode labels
Since some of the setup options for the patron barcode labels are the same as the
setup for sequential barcode labels, you can use the file you just created as a basis
for your new setup.
1.
Open the file you saved in Saving sequential barcode setup." From The Bar
Tender main menu, select File | Save As and create a new file name, such as
PATRONS.BTW.
2.
To modify the barcode, double-click on the barcode or choose Modify |
Selected Object. From the Modify Selected Bar Code Object dialog, select the
Data Source tab. Set the Data Source option to Input File Data and set the Use
Data Field # to 1. After verifying that the Serialize check box isn't selected,
click OK.
695
696
Appendices
04/04
3.
To select and setup the patron file you want to use, from The Bar Tender
main menu, select File | Input Data File Setup. From the Input Data File
Setup dialog, set the Type option to Text File. In the Data Selection group box,
click Select. The Specify Data File dialog appears.
4.
Set the List Files of Type to All [*.*], and then change the Drives option to the
location of the patron export file you wish to input.
See also: Patron export files are created in Patron Maintenance. For more
information, see Chapter 18, Exporting patron records."
Under File Name, select the patron export file you want to print, and then
click OK. The Input Data File Setup dialog reappears.
5.
To view the records you have selected, click View Selected Records. The first
record in the View Select Records dialog is the leader from the patron file,
usually the library name. The rest of the list contains the patron numbers you
want to print. (The last name is in Field 3, and the first name is in Field 4. All
fields can be viewed by scrolling to the right in the dialog.) After verifying
the records are correct, click OK.
6.
To prevent the patron file header record from printing, in the Data Selection
group box, change the Record Selection dropdown list to Range, and then
click Options. From the Record Range Options dialog, change the Starting
Record # to 2, and then click OK.
To Print these labels with just the library name and the patron barcode
number, go to step 8. To add patron names to the barcode labels, continue
with step 7.
7.
Add a text field using the steps for Adding text to the label" on page 694.
Modify the font size of the text field as necessary. To specify the contents of
the text field, from the Modify Selected Text Object dialog, select the Data
Source tab. Set the Data Source option to Input File Data. To display the
patron's last name, set the Use Data Field # to 3. After completing your text
modifications, click OK. To add the patron's first name to the label, repeat
this step and set the Use Data Field # to 4. You may need to reposition the
text or barcode on the label.
8.
To print the patron barcode labels, choose File | Print, or choose the Print
icon from the toolbar. From the Print dialog, select the Input Data File check
box. Set the Identical Copies of Label to 1, and then click Print. After printing,
save your changes to the file.
Barcodes in The Bar Tender
The Bar Tender for Windows reference manual (provided with the full program
when purchased) describes in detail how to modify barcodes. If you are using
any of the following symbologies with a check digit (checksum) and are planning
to create barcodes in The Bar Tender, do not type the last digit of any 8- through
14-character barcode:
Codabar Mod 10
Code 39 Mod 10
Code 39 Mod 11
Code 39 Mod 43
04/04
Appendix G The Bar Tender
Entering a check digit character in The Bar Tender will result in invalid barcodes.
Example: To define the barcode specifications for a Code 39 Mod 10 barcode with
a check digit, after selecting the symbology and check digit type, select the Data
Source tab:
Enter the beginning barcode
number in the Screen Data text
field without the check digit
(e.g., 318IU00000806), and
then set the Data Source.
The following is an example of a Code 39 Mod 43 barcode created by The Bar
Tender:
The Bar Tender automatically
calculates the check digit.
(Not shown actual size.)
697
698
Appendices
04/04
Notes
699
Appendix H Configuring scanners
This appendix contains the following: information on using the ISBN barcode
scanning feature; information on determining which scanners can be used to scan
the ISBN barcodes; and the programming barcodes you'll need to configure these
scanners.
Uses
Most items in your collection have ISBN barcodes imprinted on them by their
publisher or producer. To make use of these barcodes in the library, you can
configure your scanner to read them. If you have the item in hand, you can scan
the ISBN barcode during several procedures:
Searching for items in Cataloging. Scan the ISBN on the back cover of the
book, and press the ISBN search button (not the Barcode button) on the
toolbar to find its MARC record.
Entering the ISBN when cataloging items. Put the cursor in the 020 tag in the
MARC Editor, or in the ISBN text box in the Easy Editor, and scan the ISBN.
Using this method allows error-free data entry in a critical tag.
Building an LCCN-ISBN-ISSN list when exporting MARC records, or
generating a Bibliography Report or Title List. In the LCCN-ISBN-ISSN List
dialog, select the ISBN radio button, and scan in the ISBNs to build the list.
You do not even have to press the Add button between scans.
Entering the ISBN when creating a record on the fly" at the Circulation
Desk. When the Checkout procedure encounters an unidentified copy
barcode, you may choose to create a permanent record. In the Add Title
dialog, put the cursor in the ISBN text box, and just scan the ISBN to enter it.
Selecting a scanner
Of the scanners supported by Follett Software Company, the following scanners
can be used to scan ISBNs in version 4.x or higher of the Follett applications:
ScanTeam 3400 CCD scanner. (See instructions starting in next section.)
ScanTeam 5400 Laser scanner. (See instructions starting on page 701.)
ImageTeam 3800 Image Reader. Reads ISBN by default. (No programming is
necessary.)
700
Appendices
04/04
The following scanners will not support the scanning of ISBNs in Circulation Plus
or Catalog Plus, version 4.x or higher:
The ScanTeam 3210 CCD scanner and the PSC Quick Laser+ scanner.
If you want to utilize the scanning feature, you will need to upgrade to a
different scanner.
PSC Quick Scan Laser+ scanner. If you want to utilize the scanning feature,
you will need to upgrade to a different scanner.
ScanTeam 3400 CCD
Note: The programming sheet included in this section can only be used with the
ScanTeam 3400 CCD scanner (DOS/WIN/MAC) with certain software
revisions.
Getting ready
Before you start programming the ScanTeam 3400 CCD, you'll need to verify that
you have the correct scanner by doing the following:
1.
Determine which scanner you have by viewing the label underneath the
scanner. Item numbers 522022, 522021, 722151, and 722150 are all item
numbers associated with a ScanTeam 3400 CCD Scanner.
2.
Determine which software revision is installed in your scanner by viewing
the label underneath the scanner. If you have any of the following revisions,
then you may proceed with the programming of the Scan Team 3400 CCD
scanner. Version: 1.0, 1.1, 3.0, 4.0.4, 4.0.5, 4.0.6, or 4.0.7.
Note: If you have software revision 4.0.6.2 (DOS/WIN) or 4.0.7.2 (MAC) or
greater, then you will not need to perform this programming. ISBN
scanning is already enabled in scanner(s) with this software revision.
04/04
Appendix H Configuring scanners
Programming codes for ScanTeam 3400 CCD scanner
To program the ScanTeam 3400 CCD for ISBN scanning, scan the following seven
programming codes. Scan the barcodes in order from 1) through 7). Scan each
barcode only once. After scanning each barcode, you will hear 1 or 2 beeps,
indicating that the scan was successful.
1) 2 beeps
5) 1 beep
2) 1 beep
6) 1 beep
3) 1 beep
7) 2 beeps
4 ) 1 beep
ScanTeam 5400 Laser
Note: The programming sheet included in this section can only be used with the
ScanTeam 5400 Laser scanner (DOS/WIN/MAC) with certain software
revisions.
Getting ready
Before you start programming the ScanTeam 5400 Laser, you'll need to verify that
you have the correct scanner by doing the following:
1.
Determine which scanner you have by viewing the label underneath the
scanner. Item numbers 722246 and 722245 are all item numbers associated
with a ScanTeam 5400 Laser Scanner.
2.
Determine which software revision is installed in your scanner by viewing
the label underneath the scanner. If you have any of the following revisions,
701
702
Appendices
04/04
then you may proceed with the programming of the Scan Team 5400 Laser
scanner. Version: 2.0.4 or 2.0.5.
Note: If you have software revision 2.0.5.2 (DOS/WIN) or 2.0.4.2 (MAC) or
greater, then you will not need to perform this programming. ISBN
scanning is already enabled in scanner(s) with this software revision.
Programming codes for ScanTeam 5400 Laser scanner
To program the ScanTeam 5400 Laser for ISBN scanning, scan the following two
programming codes. Scan the barcodes in order, starting with number 1). Scan
each barcode once only. After scanning each barcode, you will hear 2 beeps,
indicating that the scan was successful.
1) 2 beeps
2) 2 beeps
703
Index
Symbols
?. See wildcards
*. See wildcards
*NC circulation type, 46
Numbers
006 tags, 271
007 tags, 272
templates, 645
008 tags
authority, 281
bibliographic, 272273
templates, 645
490 tags, indexing, 56
521 tags
cataloging instructions, 634635
displaying in OPAC, 412
526 tags
cataloging instructions, 635636
deleting globally, 334335
6xx tags, deleting globally, 332
852 tags
subfield table, 289307
in Winnebago, compared, 299
856 tags
in authority records, 358
cataloging tips, 355357
deleting globally, 334335
displaying in OPAC, 406408, 415
as hyperlinks, 466
showing authority tags in OPAC, 57
WebPath Express and data exchange (DX), 92
A
a. See nonfiling characters
Accelerated Reader
See also 526 tags; searching
cataloging instructions, 635636
searching in Cataloging, 242
searching in OPAC, 461
accent symbols. See diacritics
access rights. See Installation Guide
Acquisitions
adding vendors, 61
bill-to/ship-to information, 66
billing and shipping address, 373
calculating amounts, 373
changing address information, 378
Defaults tab, 66
editing funding sources, 64
filling out an order, 372
finding an order, 375
funding sources, 64
line items, 374
order life-cycle, 371
order status, 371
orders notes, 373
printing an order, 379
purchase information, 63
receiving line items, 376
vendor contact information, 63
vendor information, 61
vendor notes, 63
addresses
editing patron, 188
formatting site, 3637
setting up library mailing address, 3536
viewing patron info in Circulation Desk,
130133
advanced utilities. See utilities
Alliance Plus (module)
See also autorecon; Process Misses
autorecon, 385, 390
704
Index
04/04
description of, 385, 386, 390
interrupting, 390
keyword replacement, 389
preparing for, 387, 391
restarting, 388
running, 387390, 391394
standard numbers and, 387
updating bibliographic records, 386387
password, 41
selecting a data source, 382
starting, 381382
Alliance Plus CDs
for autorecons, 382
changing in Cataloging, 245247
copying records from, 251
searching in Cataloging, 245247
Alliance Plus Online
for autorecons, 382
copying records from, 251
proxy configuration, 58
searching in Cataloging, 245247
an. See nonfiling characters
analyzing your collection, 323324
and. See Boolean operators
annual calendars, 8587
annual statistics. See statistics
application rights. See Installation Guide
articles. See nonfiling characters
asterisks. See wildcards
attendance list. See patron name list
audiovisual equipment, cataloging tips, 353
authority records
cataloging electronic resources, 358
changing views in Cataloging, 249
creating, 252, 279280
creating cross-references, 278284
deleting, 252253
duplicating, 251, 252
exporting, 318
format guides for, 234
Headings without Authorities Report, 517
importing, 307308
in the MARC Editor, 278284
required information, 282283
searching for, 240245
selecting a template, 279
subfield 'w', 283284
tags corresponding to bibliographic tags, 280
templates, 643646
automatically resetting search stations. See
inactivity timeouts
autorecon
See also Alliance Plus
in Book Cart, 347352
copy requirement for, 385, 390
B
backup
See also restoring from backup
Backup and Restore vs. third-party software,
605
media rotation, 606
requirements for third-party software, 610
running Backup Prep, 611612
suggestions, 606
Backup and Restore
backup file name, 609
and exclusive mode, 607
media rotation, 606
media types, 605, 608
password, 41, 607
restoring in, 609610
restricted use of the database, 607
using, 607
vs. third-party software, 605
The Bar Tender, 693698
barcode check digits, 696698
editing barcode labels, 693695
label stock, 693
printing patron barcode labels, 695696
printing sequential barcode labels, 695
setting up, 693695
Barcode Wizard, for Winnebago records, 301303
barcodes
See also The Bar Tender
Assign Barcode button, 652
assigning to copies in Cataloging, 286
assigning to copies on import, 292294
Circulation Desk command sheet, 118
components of, 647
converting Winnebago, 301303
Follett Classic, 38, 648
handling unrecognized, in Circulation Desk,
123
limiting reports by, 492
PHD requirements, 38
printing for copies, 514
04/04
Index
printing on patron cards, 572
printing on patron lists, 570
printing patron labels, 567
recognized by Follett applications, 649
scanning in Circulation Desk, 123
scanning with a PHD Dolphin+, 676677
sounds while scanning, 127
supported by the PHD Dolphin+, 673
supported by the Telxon PHDs, 654
symbologies, 647652
defining symbologies, 3940
mixing symbologies, 38
selecting symbologies, 38, 649
setting up symbologies, 3740
testing symbologies, 40, 650652
terminology, 648
test print for patron labels, 569
torn or missing labels at checkin, 151
type indentifiers in, 38
typing into PHD Dolphin+s, 672
typing into Telxon PHDs, 659
Used/Unused Copy Barcodes Report, 535536
Used/Unused Patron Barcodes Report,
579580
Winnebago, examining, 297
Winnebago, on import, 301303
batch processing. See global processing
batteries
PHD Dolphin+, 671
Telxon PHDs, 668
bibliographic records
See also tags
adding temporary, in Circulation Desk,
139141
adding to Book Cart, 346347
adding with the Easy Editor, 255262
adding with the MARC Editor, 264
enhancing with Book Cart, 346352
brief record tags, default, 5455
CEMARC records, 266
changing the material type icon, 268281
changing views in Cataloging, 249
creating, 252
creating during checkout, 139141
creating reports with extracted data, 585586
database utilities, 591604
deleting, 252253
deleting 526 tags globally, 334335
deleting 6xx tags globally, 332
deleting 856 tags globally, 334335
deleting 9xx tags globally, 334335
deleting after export, 316
deleting headings globally, 332
deleting titles without copies automatically, 57
deleting titles without copies globally, 335
duplicating, 251, 252
enhancing with an autorecon, 385387,
390391
exporting, 312317
format guides for, 234
importing, 289307
Leader, default, 645
main entry tags, 266, 280
matching rules in an autorecon, 385, 390
material types information, 268
merging copies onto, in Book Cart, 351
recommended content, 265267
replacing in an autorecon, 386
replacing in Process Misses, 398399
replicating, 263
searching for in Cataloging, 240245
searching for in Circulation Desk, 123125
size limits, 266
splitting a collection, 318320
tags recognized by Cataloging, 627632
templates, 643646
temporary records, 139141
and union data exchange, 95
updating headings globally, 324326
updating reading/interest levels, 386387
updating review sources, 386387
updating with Alliance Plus, 386387
updating with an autorecon, 385, 390
using the Easy Editor, 255262
using the MARC Editor, 263266
variable-length tags, 273
viewing circulation statistics, 135
viewing in Book Cart, 351
bibliography
creating in Book Cart, 349352
creating in Reports, 502503
creating in text OPAC, 475
creating in Visual OPAC, 484
creating in WebCollection Plus, 439
Bibliography Report, 502503
bills, customizing, 8284
bindery. See copy status
block conditions
on checkout, 138
handling, 127129
overriding, 129
password, 41
Book Cart, 346352
adding records on import, 291
705
706
Index
adding records to, 346347
autorecon in, 347348
enhancing records in, 346
using MARC Magician with, 348349
merging copies in, 351
printing the contents, 349350
viewing records in, 351
Bookbag
setting up for Visual OPAC, 416
setting up in OPAC, 406408
using in text OPAC, 475
using in Visual OPAC, 484
WebCollection Plus, 439
books. See copies
BookWhere. See Z39.50 Server Guide
Boolean operators, 460463
borrowing. See circulation
borrowing limits. See loan policy setup
brief MARC records
See also bibliographic records; Easy Editor
and autorecon, 385, 390
defining, 5455
discussed, 265267
fields in, 266
report, 503
Brief Records Report, 503504
browse searching, WebCollection Plus search
setup, 444
browser settings, for WebCollection Plus, 433
but not. See Boolean operators
buttons
Cataloging toolbar, 236
OPAC toolbar, 411
Visual OPAC, 418428
WebCollection Plus toolbar, 438
C
calendars, setting up, 8587
call number prefixes
creating, 50
defined, 4851
editing, 50
printing a list of, 504
sorting order, 51
updating copies globally, 326
04/04
call numbers
adding to copies in Cataloging, 286
default tag location, 4748
printing a list of copies with different call
numbers, 511
printing a list of copies with other call
numbers, 512
printing a list of copies without call numbers,
513
sorting order, 51
card printing, patron, 572575
cataloging
See also authority records; bibliographic
records; copies
using Alliance Plus databases, 245247
audiovisual equipment, 353
computer files, 367370
copy information, 285
with the Easy Editor, 255262
eBooks, 360366
electronic resources, 355370
local electronic resources, 357358
with the MARC Editor, 263
vertical file materials, 353354
videorecordings, 354355
websites, 366367
Cataloging (module)
description of, 233
limiting access to, 238240
menu bar, 235
password, 41, 235
printing in, 253
restoring access to, 238
security settings, 238240
setting up, 4560
starting the application, 235240
toolbar options, 236240
categories
<added by import>, 52
adding to copies in Cataloging, 286
adding to copies on import, 292294
assigning with a PHD, 338340
creating, 53
creating reports with extracted data, 585586
deleting, 54
discussed, 5254
editing, 53
extracting transaction data, 585586
maximum number, 53, 106
printing a list of, 504
printing title lists by category, 530531
removing from copies with a PHD, 340341
04/04
Index
removing from copies with a PHD Dolphin+,
689
removing globally, 54
renaming, 53
setting up, 5254
sorting order, 57
splitting a collection using, 318
updating copies individually, 330
Category Statistics Report, 539540
ceiling dates
checking out and, 138
setting up, 77
CEMARC records, fields in, 266
Check Database Integrity utility, 594
checking in
See also circulation; fines; holds; remote
circulation; reserves
alert sounds, 152
assessing fines when, 158159
barcode labels damaged or missing, 151
copies with holds or reserves, 152
error messages, 152154
lost or missing copies, 152154
overdue copies, 151
reshelving items, 152
troubleshooting, 152154
checking out
See also circulation; remote circulation
ceiling date and, 138
creating patron records when, 139
error messages, 144146
handling block conditions when, 138
loan period setup, 7678
netLibrary eBooks, 467
non-circulating copies, 141142
non-standard circulation types, 127
procedure, 138142
renewing copies, 147148
special due dates, 143144
temporary records, 139141
troubleshooting, 144146
checkouts, viewing in Circulation Desk, 135
Checkouts/Fines Transactions Report, 540542
circulation
See also remote circulation
basic transactions, 122129
bibliographic record searches, 123125
block conditions in, 138
block messages, table of, 127129
checking in, 151154
checking out, 137146
command sheet, 118
Date Window in, 142143
during inventory, 210212
fines, 155157
holds, 165174
loan period setup, 7678
messages for patrons, 126
patron record searches, 123125
printing fine receipts, 156
printing refund receipts, 161
receipt printer, 120121
remote with a PHD Dolphin+, 691
renewals, 147150
reserves, 165
scanning barcodes, 123
searching for bibliographic records, 123
searching for patron records, 123
setting a special due date, 143144
Transaction Tracker, 120121
troubleshooting, 136
viewing copy status, 134135
viewing due date list, 142
viewing patron pictures, 122
viewing patron records, 130133
Circulation Desk. See circulation
Circulation Desk (module)
clearing patron information for privacy, 118
daily holds processing, 115118
daily holds processing exception report,
171173
daily startup, 115118
entering barcodes, 123
handling unrecognized barcodes, 123
limiting access to, 118120
passwords, 41
restoring access to, 118
scanning barcodes, 123
security, 118120
setting up sounds, 88
sounds, 126127
Circulation Statistics Report, 542545
circulation types
adding to copies in Cataloging, 286
adding to copies on import, 292294
assigning with a PHD, 338340
creating, 47
default for new copies, 46
default types, 46
discussed, 4547
editing, 47
non-standard, 127
printing a list of, 504
707
708
Index
printing a list of copies with certain, 516
setting maximum checkouts for, 78
standard, 88
updating copies globally, 326
updating copies individually, 330
classroom transactions. See remote circulation
clearing the Circulation Desk window, 118
clock setup, 88
closed days
in fine calculations, 82
setting up, 8587
Code Table List, 504505
Collection Age by Call Number Report, 545546
Collection Age by Subject Report, 547
collection reports
analyzing your collection with, 323324
Bibliography, 502503
Collection Age by Call Number, 545546
Collection Age by Subject, 547
Collection Statistics, 548549
Collection Value, 550551
Titles by Category, 530531
Collection Statistics Report, 548549
Collection Value Report, 550551
computer files, cataloging tips, 367370
converting databases. See Conversion Guide
04/04
duplicating, 285
editing, 285288
entering into inventory, 218230
extracting transaction data, 585586
global updates, 326329
individually updating categories, 330
individually updating circulation types, 330
individually updating copy statuses, 330
linking to funding source tables, 327329
linking to vendor tables, 327329
marked, defined, 211
marking as lost, 161163
marking as missing, 232
maximum per title, 266
merging in Book Cart, 351
missing, defined, 211
non-circulating, 141142
printing barcodes for, 514
renewing checkouts on, 149
required information, 286
resetting missing to unmarked, 231
scanning barcodes with a PHD Dolphin+,
677678
scanning barcodes with a Telxon PHD, 663
subfields for imported records, 289291
unmarked, defined, 211
updating globally, 326329
updating with a PHD, 338343
viewing checkouts in Circulation Desk, 135
viewing circulation statistics, 135
viewing status in Circulation Desk, 134135
from Winnebago, compared, 299
cookie files, and WebCollection Plus, 433
Copies Added Report, 506
copies
See also barcodes; call numbers; categories;
circulation types; copy status;
description/enumerations; funding sources;
sub locations; vendors
added, report, 506
adding, 285288
assessing fines for lost, 163164
assigning categories, 286
checking availability in WebCollection Plus,
445
checking in, 151154
checking out, 138142
creating eBook, 365
creating reports with extracted data, 585586
deleting, 288
deleting lost, globally, 330
deleting missing, globally , 330
deleting with a PHD, 342346
deleting with a PHD Dolphin+, 690
deleting with a scanner, 337
Copies by Funding Source/Vendor Report, 507
Copies with Different Call Numbers Report, 511
Copies with Other Call Numbers Report, 512
Copies without Call Numbers Report, 513
Copy Barcode Labels, printing, 514
Copy List by Circulation Type Report, 516
Copy List by Status, 551552
copy status
adding to copies in Cataloging, 286
assigning with a PHD, 338340
at the bindery, 135
changing Missing to Available, 210
checking in WebCollection Plus for Unions,
445
interlibrary loan, 135
and inventory, 211
lost, 161163
on loan, 135
04/04
Index
updating copies individually, 330
viewing during circulation, 134135
counters, about resetting, 37
cross-references
See also authority records
creating as authority records saved, 56
rebuilding in Cataloging, 346
directory rights. See Installation Guide
due dates
non-circulating, 141142
setting up, 7678
special, 143144
viewing in Circulation Desk, 142143
DX. See Follett Data Exchange Guide
customer number, setting up, 35
customizing. See setting up
D
daily Circulation Desk startup, 115118
error messages, 136
daily holds processing, 116
daily library hours, setting up, 85
daily statistics. See collection statistics report;
statistics; system circulation statistics report
damaged copies, fines on, 158159
Data Exchange. See Follett Data Exchange Guide
data source setup
in Alliance Plus, 382383
in Cataloging, 245247
union catalog, 247
database servers
See also Installation Guide
backing up, 605612
maintenance, 605612
databases
See also utilities
diagnosing library database problems, 594
rebuilding, 599600
reindexing keywords, 595
reindexing MARC databases, 596597
date setup, 88
Date Slips, 552
DCOMM.INI, for PHD Dolphin+, 681
debts. See fines
description/enumerations
adding to copies in Cataloging, 286
displaying in OPAC, 412
updating copies globally, 326
diacritics, using in the MARC Editor, 276
diagnosing library database problems, 594
E
Easy Editor
Added Description tab, 257
Added Entries tab, 260
adding records, 255
adding, editing, or duplicating records,
255262
automatic punctuation in, 257
Brief Record tab, 256257
editing records in, 256
electronic resources tag, 257
fields on added description tab, 258
fields on added entries tab, 260
fields on brief record tab, 257
fields on subjects tab, 259
and Find Headings, 261
interest levels, 257258
recommended uses, 255
required information, 256257
saving records, 262
selecting the default editor, 57
Subjects tab, 259
tags supported in, 632633
eBooks
See also electronic resources
adding copies, 365
cataloging, 360366
in OPAC, 468
eBooks, Follett, in WebCollection Plus, 449
electronic resources
and Titles Without Copies Report, 533
cataloging computer files, 367
cataloging tips, 355370
cataloging websites, 366
deleting tags globally, 334335
enabling, 57, 415
enabling in OPAC, 406408
setting up in Visual OPAC, 415
tag in Easy Editor, 257258
viewing Follett eBooks in WebCollection Plus,
449
viewing in OPAC, 466470
709
710
Index
Empty Database utility, 602
enhancement request form, 727
ephemeral materials. See temporary records
04/04
F
FairCom Server. See database servers; Installation
Guide
file formats. See import file formats
error messages. See troubleshooting
File Reload utility. See Reload File utility
events
and daily Circulation Desk startup, 116118
entering, 4344
notes, 44
setting up, 4344
viewing in OPAC, 476
viewing in WebCollection Plus, 450
filtering rules (DX)
changing, 112
description of, 9495
impact on reports, 110
setting up, 94
exception reports
daily holds processing, 171173
exporting MARC records, 321322
importing MARC records, 308310
importing patron pictures, 206
importing patron records, 203204
remote circulation, 179182
remote inventory, 228230
updating patrons with a PHD, 198
utility, 603
Weeding log, 344
Find Headings
choosing the default list, 57
in the Easy Editor, 261
in the MARC Editor, 276
exporting
authority records, 318
bibliographic records, 312317
copy information, 315
deleting bibliographic records after, 316
exception reports from, 321322
patron records, 207208
via PHD, 315
by ranges, 313
by standard number, 313
in Union Catalog Plus, 317322
from Winnebago, 298
Extract Data, 585590
creating reports, 586
extract patron data check box, 88
fields available in, 589
selecting the fields, 589
setting up, 88
extracting data
about, 585
information you can retrieve, 585
patron history, 585
finalizing an inventory, 230231
Find by, orders in Acquisitions, 375
Find Patron dialog, in Circulation Desk, 124125
Find Title dialog
in Circulation Desk, 125
error messages, 136
Find-It-All Collection
in Cataloging, 245
in OPAC, 463
toolbar button, 237
finding a book order, 375
Fine Notices, 561565
fine notices, customizing, 82
fines
alert sounds at checkin, 155
checking in overdue copies, 151152
Checkouts/Fines Transactions Report,
540542
for closed days, 82
on damaged copies, 158159
editing, 160
error messages, 164
and fine limits, 163
grace periods for, 82
on lost copies, 163
on overdue copies, 158159
paying individual fines, 158
paying the fine balance, 157
printing overdue notices, 561565
printing receipts, 156
refunds for, 161
replacement-cost limits for, 82
setting limits for patron types, 77
04/04
Index
deleting subject headings, 332
deleting tags, 334335
deleting titles without copies, 335
linking copies to funding sources, 327329
linking copies to vendors, 327329
updating bibliographic headings, 324326
updating bibliographic records, 324326
updating call number prefixes, 326
updating circulation types, 326
updating enumeration descriptions, 326
updating funding sources on copies, 326329
updating patron records, 191192
updating sub locations, 326
updating vendors on copies, 326329
using a PHD, 338
setting up automatic option, 8182
setting up maximum allowed, 7678
setting up refund generation, 8182
setting up threshold, 77
setting up user-defined, 158
tracking payments, 156
troubleshooting, 164
types of, 155157
updating, 160
user-defined, 158
viewing patron information, 130133
waiving, 160
fixed due dates, setting up, 77
Follett Classic barcode symbologies, 648
Follett customer number, setting up, 35
grace periods, and fine calculations, 82
Follett Data Exchange Server
See also members; union catalogs
while building a union, 602
groups, setting up, 101
Follett eBooks
in OPAC, 468
in WebCollection Plus, 449
Follett Services Setup. See Follett Data Exchange
Guide
Follett Software Company, contacting, 29
foreign characters. See diacritics
formats for MARC records. See authority records;
bibliographic records
guest rights. See Installation Guide
guests. See patron records
H
hardware requirements. See Installation Guide
headings
deleting subject, globally, 332
Headings without Authorities Report, 517
headings list. See Find Headings
formats, file. See import file formats
Headings without Authorities, 517
full MARC records
See also bibliographic records
discussed, 265267
fields in, 266
help. See online help; troubleshooting
funding sources
adding in Acquisitions, 64
adding to copies in Cataloging, 286
adding to copies on import, 292
amounts in Acquisitions, 65
linking to copies, 327329
report of, 507
updating copies globally, 326329
Hold Statistics Report, 556
G
global processing
deleting lost copies, 330
deleting missing copies, 330
deleting patron records, 195196
hold notices
customizing, 8284
printing, 553
Hold Transactions Report, 557558
holdings. See copies
holds
alert sounds, 165
changing the priority, 170174
checking in copies with, 152
daily Circulation Desk startup, 115118
daily processing report, 171173
deleting, 168
discussed, 165166
during remote circulation, 179182
editing, 169170
expired, 169
extending expiration dates, 169171
711
712
Index
managing, 169
placing in Circulation Desk, 168169
placing in OPAC, 473474
placing in WebCollection Plus, 445
printing notices, 553555
queue, 170174
reviving, 169170
setting up patron limits, 7678
setting up requests in WebCollection Plus,
440442
setting up time limits, 7880
statistics report, 556
system statistics reports, 582
transactions report, 557558
troubleshooting, 174
viewing patron information, 130133
hours setup, 85
hyperlinks
See also electronic resources
in OPAC display, 250
I
04/04
WebPath Express bibliographic records, 291
Winnebago records, 297310
inactivity timeouts
for Follett eBooks, 449, 468
in Circulation Desk, 88
setting up in OPAC, 406
in WebCollection Plus, 446
indexes, rebuilding keyword, 595
indicators
editing tag, 274
editing the default, 645646
Information page, in WebCollection Plus, 450
installing FSC products. See Follett Data Exchange
Guide; Installation Guide; WebCollection Plus Guide;
Z39.50 Server Guide
interest levels
See also 521 tags; Easy Editor; limiters
cataloging, 634
displaying in OPAC, 412
displaying in WebCollection Plus, 449
limiting searches by in Cataloging, 241242
limiting searches by in OPAC, 470471
updating with an autorecon, 386387
import file formats
copy records, 289
patron pictures, 204
patron records, 199202
interlibrary loans
See also copy status; WebCollection Plus
setting up requests in WebCollection Plus,
440442
import options, in Cataloging, 292294
inventory
See also remote inventory
checklist, 213214
circulation during, 210
copy status and, 211
data files for Mac OS, 225
deleting missing copies globally, 330
entering copies one at a time, 219220
entering copies with a data file, 227
entering copies with a PHD, 221
exception reports for remote, 228
exclusive use and Begin Inventory, 210
finalizing, 230231
full vs. partial, 217
Inventory List by Call Number, 558559
Inventory List by Title, 559560
messages, 219221, 228230
overview, 209212
using a PHD Dolphin+, 676
planning, 210
using a portable computer, 223227
processing a data file, 227
Remote Batch Disk utility, 224
remote batch files, 223
important messages
adding to patron records, 189
viewing in Circulation Desk, 126
importing
and adding to Book Cart, 291
authority records, 307308
by barcode, 295
bibliographic records, 289307
by control number, 296297
copies, 289307
enhanced records, 295296
exception reports from, 308310
Import Options in Cataloging, 292294
patron pictures, 204206
patron records, 202204
previewing an import, 294
reimporting your records, 296297
straight import, 291
unknown categories, 52
updated records, 295296
vendor records, 291
WebPath Express authority records, 307308
04/04
Index
creating remote batch files for DOS, 226
reopening last inventory, 231
resetting missing copies, 231
saving remote inventory data, 223
shelf-checking option, 222
starting an, 217
statistics in main window, 230
using a Telxon PHD, 663
Inventory (module)
Begin Inventory process, 217218
password, 41
statistics in main window, 218
Inventory List by Call Number, 558559
Inventory List by Title, 559560
ISBNs
See also MARC Editor Help
configuring scanners for, 699702
scanning in Cataloging, 247
leading articles
See also nonfiling characters
editing indicators for, 274
foreign language, 58
ignoring in search terms, 58
setup options, 58
levels of participation. See participation levels
Lexile measures
See also 521 tags; reports; searching
searching in Cataloging, 243
searching in OPAC, 461
Lexile Report, 520
library calendars, 8587
library cards, printing, 572575
library hours, setting up, 85
Library Information page, in WebCollection Plus,
450
library setup. See setting up
K
keypad instructions
PHD Dolphin+, 672
Telxon PHDs, 656
keywords
creating as bibliographic records are saved, 56
if not found in OPAC search, 464
if not found in WebCollection Plus search, 452
including in a backup, 608
Power searching in OPAC, 459
rebuilding, 595
searching by, 459460
updating in Cataloging, 345
WebCollection Plus search setup, 444
limiters
See also 521 tags
setting up in OPAC, 412414
using in Cataloging, 241242
using in OPAC, 470471
limiting access
to Cataloging, 238241
to Circulation Desk, 118120
in OPAC, 406408
limiting checkouts. See block conditions
links
setting up in OPAC, 408409
setting up in Visual OPAC, 423
setting up in WebCollection Plus, 448, 451
using in OPAC, 474
lists. See reports
L
label stock
copy barcodes, 515
patron barcode labels, 569
patron cards, 574
spine/pocket, 522525
The Bar Tender, 693
Leader tags
authority, 281
bibliographic, 268
templates, 645
loan periods, discussed, 4547
location fields in patron records, 72
logging in
in OPAC, 472
in WebCollection Plus, 445
login rights. See Installation Guide
lost copies, 161163
See also missing copies
checking in, 152154
deleting globally, 330
replacement-cost limits on fines for, 82
713
714
Index
M
main entries. See bibliographic records
maintenance
See also utilities
backing up your database, 605612
Telxon PHDs, 668670
maintenance utilities. See utilities
MARC 21 records. See authority records;
bibliographic records
MARC databases. See databases
MARC Editor
See also authority records; bibliographic
records; tags
adding bibliographic records, 264
and Alliance Plus autorecon, 265
authority fixed-length tags, 281282
creating authority records, 279280
customizing a template, 643
duplicating authority records, 278284
duplicating bibliographic records, 263266
editing authority records, 278284
editing bibliographic records, 263266
fixed-length tags, 268
overview, 265
printing proof sheets, 277
replicating bibliographic records, 263
saving authority records, 284
saving bibliographic records, 277
selecting a template, 264
selecting the default editor, 57
tags recognized by Cataloging, 627632
MARC Magician
and the Book Cart, 348349
launching from Cataloging, 237
toolbar button, 237
MARC Organization Code
in 852 tag, 289
and importing to union catalogs, 295297
obtaining, 36
setting up, 35
MARC proof sheet display, 249
MARC records. See authority records;
bibliographic records
04/04
printing in, 253
marked inventory status, 211
material type icons, changing, 268
material types
See also limiters
icons for eBooks, 467
limiting searches by in Cataloging, 241242
limiting searches by in OPAC, 470471
media center. See setting up
members
See also Follett Data Exchange Guide; union
catalogs; WebCollection Plus for Union
assigning copies to on import, 295297
getting records from the union database, 247
limiting reports, 494
limiting searches, 242
limiting searches by, 412414, 470471
setting up site information, 3536
members (union catalog)
adding records to the union, 112
adding, to the union, 101112
deleting, 112
filtering rules, 94
participation levels, 93
reloading DX members, 112
updating DX connections, 112
memory capacity
PHD Dolphin+, 673
Telxon PHDs, 658
merging copies, 351
messages. See important messages;
troubleshooting
missing copies
checking in, 152154
deleting globally, 330
marking as lost, 161163
outside of inventory, 232
resetting to unmarked, 231
missing inventory status, 211
resetting copies to unmarked, 231
MOC. See MARC Organization Code
module rights. See Installation Guide
MARC tags. See tags
monthly statistics. See circulation statistics report;
collection statistics report; statistics; system
circulation statistics report
MARC utilities. See utilities
multiple locations. See OPAC
MARC View Window
in Cataloging, 249
My Info
in OPAC, 473
04/04
Index
in WebCollection Plus, 445
setting up, 74
N
name lists, patron, 575577
navigation, in Visual OPAC, 479
netLibrary
accessing the website, 237
eBooks in Cataloging, 250
eBooks in OPAC, 467
setting up ID number, 35
toolbar button, 237
network rights. See Installation Guide
networks. See Installation Guide
NiCd rechargeable batteries, 668670
non-circulating copies, 141142
non-circulating eBook circulation type, 46
nonfiling characters
editing indicators for, 274
setup options, 58
not. See Boolean operators
notes
circulation, on copies, 286
copy, 286
event, 44
fine, 158
patron record, 189
notices
See also reports
customizing, 8284
for overdue copies, 561565
ready hold, 553555
salutations for patron types, 71
Novell NetWare. See Installation Guide
Novell networks. See Installation Guide
O
ODBC Driver. See Installation Guide; ODBC Driver
Guide
on-demand data sharing, in Cataloging, 247
Online Public Access Catalog. See OPAC;
WebCollection Plus
OPAC
See also WebCollection Plus
Boolean operators, 460463
copying setup to other search stations, 429
creating Visual OPAC button sets, 424
deleting Visual OPAC buttons, 427
description of text OPAC, 404
description of visual OPAC, 404
electronic resources in, 466470
enabling hyperlinks, 406408, 415
importing default Visual button sets, 416
importing Visual button sets into
WebCollection Plus, 447
limiting access in, 406
linking to outside applications, 408410
logging into, 472
naming Visual OPAC buttons, 420421
netLibrary eBooks, 467
Patron Empowerment in, 472
Patron Empowerment setup, 74
printing in text OPAC, 470
printing in visual OPAC, 481, 483, 484
record view in text OPAC, 463470
record view in visual OPAC, 482483
repeating searches, 472
searching in text, 458
selecting an interface, 405
setting display options, 412414
setting limiter options, 412414
setting search options, 410414
setting the Visual OPAC button action,
422426
setting up General tab controls, 404410
setting up links, 408
setting up multiple search stations, 429
setting up passwords, 409
setting up Text OPAC tab controls, 410414
setting up Visual tab controls, 415418
accessing Setup, 403
stop words, 459
TitlePeek in, 469
toolbar options, 411414
using links, 474
viewing events, 476
Visual OPAC button image specifications, 421
Visual OPAC button images, 421422
Visual OPAC button sets, default, 416417
Visual OPAC buttons, adding, 418428
Visual OPAC buttons, editing , 418428
Visual OPAC navigation, 479
Visual OPAC toolbar, 477
Visual Type-in Search, 480
visual vs. text interface, 404
wildcards in searching, 459
715
716
Index
OPAC display mode in Cataloging, 249
or. See Boolean operators
OTH call number prefix, 48
overdue copies
checking in, 151152
fines on, 158159
printing notices for, 561565
Overdue List, 566
Overdue/Bill Notices, 561565
customizing, 8284
overriding block conditions, 129
P
partial inventory, 217
See also inventory
participation levels
changing, 112
setting up, 93
passwords
default, for modules, 41
Follett eBooks, 449
for OPAC, 409
for patron login, 74
setting up, 4041
for WebCollection Plus setup, 432
Patron Barcode Labels, 567
test print, 569
Patron Barcode List, 570
Patron Cards, 572575
Patron Conversion. See Patron Conversion Utility
Guide
Patron Empowerment
setting up, 74
using in OPAC, 472474
in WebCollection Plus, 439, 445
patron history
extracting data, 585
removing, 601
patron information
viewing in Circulation Desk, 130
viewing in OPAC, 473474
viewing in WebCollection Plus, 445
Patron Maintenance, password, 41
Patron Name List, 575577
04/04
patron pictures
See also patron records
adding, 189190
import file formats for, 204206
importing, 204206
importing exception report, 206
importing from Herff Jones, 205
importing from Lifetouch, 205
picture folder for import, 204
supported formats, 190
viewing in Circulation Desk, 122
patron records
See also patron pictures
adding in Circulation Desk, 129
adding in Patron Maintenance, 187190
addresses, 188
Circulation Desk view, 130133
clearing a field in, 192
converting. See Patron Conversion Utility Guide
creating during checkout, 139
creating reports with extracted data, 585586
deleting globally, 195196
deleting individual, 190
deleting records by graduation year, 195196
deleting with a PHD, 196197
editing in Circulation Desk, 129
editing in Patron Maintenance, 187190
exporting, 207208
exporting to The Bar Tender, 207
fines, 155157
global processing, 191192
import error checking, 202
import file format for, 199202
important messages in, 189
important messages in Circulation Desk, 126
importing, 202204
importing errors, 203
as input data file for The Bar Tender, 207
location fields, 72
notes in, 189
Patron Empowerment setup, 74
patron pictures, 189190
printing barcode labels, 567
printing information in Circulation Desk, 132
printing library cards, 572575
printing statistics in Circulation Desk, 133
scanning barcodes with a Telxon PHD, 663
searching for, 184186
searching for in Circulation Desk, 123125
setting up required fields, 73
setting up user-defined field names, 7274
updating individually, 192193
updating with a PHD, 193195
Used/Unused Patron Barcodes Report,
579580
04/04
Index
user fields, 72
viewing patron info in Circulation Desk,
130133
viewing statistics in Circulation Desk, 133
patron searches
in Circulation Desk, 123125
in Patron Maintenance, 184186
patron statistics, removing, 601
Patron Statistics Report, 577578
patron types
defined, 6971
setting up circulation policies, 7678
setting up default, 7274
statistics report, 577
patrons. See patron records
paying fines
See also fines
fine balance, 157
individual fines, 158
printing receipts, 156
penalties. See fines
PHD
See also PHD Dolphin+; remote circulation;
Telxon PHDs
barcode requirements for, 38
changing port and speed, 43
deleting patron records with, 196197
inventorying your collection, 221223
loading the application, 4243
remote circulation, 175182
reports with, 496
splitting a collection with, 318320
updating copies, 338343
updating patron records, 193195
PHD Dolphin+, 671692
See also PHD; PHD messages
batteries, 671
charging, 671
checking your symbologies, 673
collecting remote circulations, 674
DCOMM.INI file, 681
deleting copies with, 690
display symbols, 672
editing copy records with, 688
editing patron records with, 686
entering scans into inventory, 684
erasing scans in, 679, 692
exporting MARC records with, 687
function keys, 672
HomeBase connection, 671
important keys, 682
loading the application, 683
loading the application the first time, 671
main menu, 683
memory capacity, 673
quick reference guide, 682692
rebooting, 679
remote circulation with, 691
removing categories with, 689
creating reports with, 685
reviewing your scans, 678
scan counts in, 678, 692
scanning copy barcodes, 677678
scanning in inventory, 676
scanning patron barcodes, 676677
supported barcodes, 673
troubleshooting, 679
PHD Laser+. See PHD; Telxon PHDs
PHD messages
(black squares), 667
56>, 57>, 62>, 65>, 66>, 68>, or 69>, 667
C:\>, 679
Cannot Connect, 666
Cannot Login, 666
DOS0011: Invalid Format, 680
Error Opening Xaction File, 666
Invalid Entry, 666
Lost DSR, 667
Low Battery, 667
Memory Full, 667
Processing Group III?, 666
Ready to Update?, 655
Select Printout Type Group I, 666
Setup Group IV, 666
Timeout, 679
What Sequence Group II, 666
PHD+. See PHD; Telxon PHDs
PHD+ II. See PHD; Telxon PHDs
phone numbers
Follett Software Company, 29
Technical Support, 30
phonetic symbols. See diacritics
pictures. See OPAC, Visual OPAC button image;
patron pictures
pocket labels, 522525
port, changing for a PHD, 43
Power searches. See keywords
pre-reserve processing days, setting up, 7980
prefixes. See call numbers
717
718
Index
printing
barcode labels with The Bar Tender, 695
copy barcodes, 514
date slips, 552
hold notices, 553555
overdue notices, 561565
patron barcodes, 567
patron information in Circulation Desk, 132
patron library cards, 572575
proof sheets, 277, 284
with Receipt Printer in Circulation Desk,
120121
reports, 495498
setting up in OPAC, 406
spine/pocket labels, 522525
system information, 582584
text OPAC options, 470
with Transaction Tracker in Circulation Desk,
120121
Visual OPAC options, 481, 483, 484
privileges. See Installation Guide
problems. See troubleshooting
Process Misses
See also Alliance Plus (module); autorecon
discussed, 395
limitations, 395
options for processing records, 395
options for updating bibliographic records,
399401
restarting, 397
running, 396402
searching Alliance Plus, 398399
starting, 396
updating bibliographic records, 386
04/04
QuickLinks, in WebCollection Plus, 448
R
R circulation type, 46
reading barcodes. See scanning
Reading Counts!
See also 526 tags; searching
cataloging instructions, 635
searching in Cataloging, 244
searching in OPAC, 462
reading level, displaying in WebCollection Plus,
449
reading levels
See also 521 tags; 526 tags; limiters
cataloging, 634
displaying in OPAC, 412
limiting searches by in Cataloging, 241242
limiting searches by in OPAC, 470
updating with an autorecon, 386387
Reading Program Recon, 390
reading programs
See also 526 tags
cataloging for, 635
deleting tags globally, 334
in the Easy Editor, 257258
enhancing library records with information,
390
Ready Hold Notices, 553555
rebooting
PHD Dolphin+, 679
Telxon PHDs, 667
program items. See shortcuts
Rebuild Database utility, 599600
prohibiting circulation. See block conditions
Rebuild File Indexes utility, 597598
pronunciation symbols. See diacritics
Rebuild Keywords utility, 595
proof sheets, 277, 284
Rebuild MARC Headings utility, 596597
proxy configuration
for Alliance Plus Online in Cataloging, 58
for TitlePeek in Cataloging, 58
for TitlePeek in OPAC, 405
Receipt Printer, setting up, 120
PTC-600/PTC-620. See Telxon PHDs
publishing years. See limiters
records. See authority records; bibliographic
records; copies; patron records
refunds, 161
See also fines
automatic refund generation option, 8182
printing receipts for, 161
registered products, viewing, 603
Q
question marks. See wildcards
Reload File utility, 600601
remote circulation, 175182
See also PHD; PHD Dolphin+; Telxon PHDs
04/04
Index
before recording transactions, 176
checking in copies with holds, 179182
exception report, 179182
gathering data with a PHD Dolphin+, 674675
gathering data with a Telxon PHD, 661663
processing collected transactions, 176182
reshelving non-checked out items, 177
troubleshooting, 182
using a PHD Dolphin+, 691
remote inventory
See also inventory; PHD; PHD Dolphin+;
Telxon PHDs
data files for Mac OS, 225
exception reports for remote, 228
using a portable computer, 223227
processing a data file, 227
Remote Batch Disk utility, 224
remote batch files, 223
creating remote batch files for DOS, 226
saving remote inventory data, 223
using a PHD, 221223
renewals, 147150
error messages, 150
setting a special due date, 143144
replacement-cost limits, 82
replacing bibliographic records, in Alliance Plus,
386
reports
See also exception reports
analyzing your collection, 323324
barcode list building, 492
Bibliography, 502503
Brief Records, 503504
Category Statistics, 539540
Checkouts/Fines Transactions, 540542
Circulation Statistics, 542545
Code Table List, 504505
Collection Age by Call Number, 545546
Collection Age by Subject, 547
Collection Statistics, 548549
Collection Value, 550551
Copies Added, 506
Copies by Funding Source/Vendor, 507
Copies with Different Call Numbers, 511
Copies with Other Call Numbers, 512
Copies without Call Numbers, 513
Copy List by Circulation Type Report, 516
Copy List by Status, 551552
customizing copy lists by call number, 51
Date Slips, 552
Extract Data, 585590
generating, 489498
Headings without Authorities, 517
Hold Statistics, 556
Hold Transactions Report, 557558
Inventory List by Call Number, 558559
Inventory List by Title, 559
Lexile, 520
Overdue List, 566
Overdue/Bill Notices, 561565
Patron Barcode List, 570
Patron Cards, 572575
Patron Name List, 575577
Patron Statistics, 577578
pick list for reserves, 557558
printing, 495498
Shelf List, 521
system, 581584
System Circulation Statistics, 582
System Information, 582
Title List, 525528
Titles Added/Updated, 529530
Titles by Category, 530531
Titles With Duplicate Standard Numbers,
531532
Titles Without Copies, 533534
Titles Without Standard Numbers, 534535
Used/Unused Copy Barcodes, 535536
Used/Unused Patron Barcodes Report,
579580
Weeding log, 344
Reports (module)
cataloging reports, 499536
circulation reports, 537580
password, 41
selecting the report date, 494
setting up options, 489494
starting the application, 487488
reserves
See also holds
checking in copies with, 152
circulating in the interim, 166
daily processing report, 171173
deleting, 168169
discussed, 166167
effect on circulation, 166
making ready, 166
pick list, 557558
placing in Circulation Desk, 168169
placing in OPAC, 473474
placing in WebCollection Plus, 445
setting up, 7980
transactions report, 557558
troubleshooting, 174
719
720
Index
resetting, search stations. See inactivity timeouts
reshelving items, 152
alert sounds, 152
in remote circulation, 177
resource sharing. See exporting; importing
restarting
autorecon, 388
Process Misses, 397
restoring access
to Cataloging, 238
to Circulation Desk, 118120
restoring from backup
See also backup
requirements for third-party software, 612
using Backup and Restore, 609610
restrictions. See block conditions
review sources
displaying in WebCollection Plus, 449
updating with an autorecon, 386387
rights. See Installation Guide
S
salutation for notices, 71
scanner, deleting copies with, 337
scanning ISBN barcodes, 699702
when searching, 247
search history
text OPAC, 472
Visual OPAC, 479
search limiters. See limiters
search results
using, in Cataloging, 248
using, in OPAC, 463470
using, in Visual OPAC, 481
search station setup. See Installation Guide
searching
See also OPAC
and 490 tags, 56
Accelerated Reader titles, 242, 461
all database sources, 246
Alliance Plus by standard number, 398
Alliance Plus by title, 399
Alliance Plus databases, 245247
for authority records, 240245
04/04
for bibliographic records, 123125, 240245
using Boolean operators, 460
creating cross-references as authority records
are saved, 56
creating keywords as bibliographic records
saved, 56
customizing copy lists by call number, 51
data source options in Cataloging, 245247
Find-It-All Collection in Cataloging, 245
Find-It-All Collection in OPAC, 463
Lexile measures, 243
Lexile measures in OPAC, 461
limiters in, 241242
OPAC options for, 410414
patron record search methods, 184186
for patron records, 123125, 184186
Power, in OPAC , 459
Reading Counts! titles, 244
Reading Counts! titles in OPAC, 462
repeating a search, 472
resetting search stations, 476, 484
by scanning ISBN, 241, 247
Selected Database Sources, 245247
tags searched, table of, 637
in text OPAC, 458463
in Visual OPAC, 477484
and wildcards, 459
security
See also passwords
limiting access to Cataloging, 238240
limiting access to Circulation Desk, 118120
Selected database sources, in Cataloging, 245247
servers. See database servers; Follett Data Exchange
Guide; Installation Guide
setting up
Acquisitions defaults, 66
The Bar Tender, 693695
barcode symbologies, 3740, 649
borrowing limits, 7678
brief MARC record tag range, 5455
calendar, 8587
call number locations, 4748
call number prefixes, 4851
call number sort order, 51
Cataloging toolbar, 236240
categories, 5254
ceiling dates, 77
country, 3637
cross-reference generation, automatic, 56
data exchange rules, 108
database sources in Cataloging, 245
date and time, 88
04/04
Index
default Cataloging editor, 57
default patron type, 7274
due dates, 76
events, 4344
Find Headings default list, 57
fine limits for patron types, 77
fines calculation option, 8182
fixed due dates, 77
Follett customer number, 3536
General OPAC tab, 404
groups, 101
holds limits for patron types, 77
holds time limits, 7880
inactivity timeouts for Circulation Desk, 88
keyword generation, automatic, 56
leading articles in search terms, 58
library hours, 85
library identification, 3536
library statistical year information, 3637
loan periods, 7678
location fields, 72
MARC Organization Code, 35
multiple search stations, 429
netLibrary ID number, 35
OPAC, 403430
passwords, 4041
Patron Empowerment, 74
patron fields, required, 72
patron passwords, 74
patron record user-defined fields, 7274
patrons, 6971
PHD, 42
pre-reserve processing days, 7980
printing in OPAC, 406408
report options, 489494
reserves, 7980
site address format, 3637
site identification, 3536
sounds for Circulation Desk, 88
starting the application, 33
State Standards, 443
Text OPAC tab, 410414
TitlePeek, 57
union catalog, 91114
user fields, 72
Visual OPAC tab, 415418
WebCollection Plus, 434456
WebCollection Plus for
keyword/power/browse, 444
sounds
adding new sounds, 90
alerts while checking in, 152
barcode scanning, 127
Circulation Desk, 126127
setting up for Circulation Desk, 88
special characters. See diacritics
special due dates, 143144
spine labels, 522525
spine/pocket labels
offsets, 523
vendor data, 523
splitting a collection, 318320
standard numbers, searching Alliance Plus during
Process Misses, 398
State Standards, setting up for WebCollection Plus,
443
statistics
Category Statistics Report, 539540
Circulation Statistics Report, 542545
Collection Age by Call Number Report,
545546
Collection Age by Subject Report, 547
Collection Statistics Report, 548549
Collection Value Report, 550551
Hold Statistics Report, 556
Patron Statistics Report, 577578
printing patron circulation statistics, 133
system circulation statistics, 582
viewing copy, in Circulation Desk, 135
viewing patron, in Circulation Desk, 130133
viewing title, in Circulation Desk, 135
status. See copy status
stop words, 459
student records. See patron records
sub locations
adding to copies in Cataloging, 286
adding to copies on import, 292294
updating copies globally, 326
Shelf List, 521
subfields
See also bibliographic records; tags
'w' in authority records, 283284
deleting, 275
diacritics in, 276
entering information, 275277
inserting, 274277
shelf-checking option, in inventory, 222
subject headings, deleting globally, 332
site setup. See setting up
symbologies. See barcodes
721
722
Index
symbols. See diacritics
System Circulation Statistics Report, 582
System Information Report, 582584
System Setup. See setting up
T
tags
See also authority records; bibliographic
records
000 (Leader), 268
006, 271
007, 272
008, 272
521, 634
526, 635
for Accelerated Reader program, 635
adding to a template, 646
authority fixed-length, 281282
authority, table of, 639642
bibliographic, table of, 627632
brief record range, 5455
deleting, 266267
deleting 6xx globally, 332
deleting 526, 856, 9xx globally, 334335
diacritics in, 276
displayed in OPAC, table of, 638
used in Easy Editor, 632633
editing subfields, 274277
editing, in the template, 645
electronic resource in Easy Editor, 257
fixed data (008), 272273
fixed-length, bibliographic, 268
indexing the 490, 56
indicators in, 274
inserting, 266267
interest level (521), 634
leader (000), 268
material type (006), 271
for material types, 268
physical description (007), 272
for Reading Counts! program, 635636
reading level (521), 634
reading program (526), 635636
required by MARC Editor, 277
required in authority records, 284
searchable, table of, 637
templates, 643646
variable-length tags (010-9XX), 273277
Technical Support, contacting, 30
04/04
Telxon PHDs, 653670
See also PHD; PHD messages
backup batteries, 669670
batteries, 668670
battery requirements, 653
charging batteries, 668
cleaning, 668
collecting inventory, copy, or patron data,
663664
collecting remote circulations, 661663
connecting, 655
differences between PHD+, PHD+ II, and
PHD Laser+, 653654
downloading the application, 655656
erasing scans in, 664
error messages, 666
functions, 658
key commands, 659660
keypad instructions, 656661
low battery warnings, 661
main menu, 657
maintenance, 668670
memory full message, 659
rebooting, 667668
recycling batteries, 670
reversing the scanner heads, 661
scan totals, 658
scanning , 660661
sounds, 661
storage, 668
supported barcodes, 654
troubleshooting, 664667
updating the application, 655656
TEM call number prefix, as used by Circulation
Desk, 140
TEM circulation type, 46
as used by Circulation Desk, 140
templates for MARC records. See authority
records; bibliographic records
Temporary category, as used by Circulation Desk,
140
temporary records, 139141
circulation type, 46
vs. permanent records, 234
the. See nonfiling characters
tildes. See diacritics
time setup, 88
timeouts. See inactivity timeouts
Title List, 525528
title records. See bibliographic records
04/04
TitlePeek
in Cataloging, 250
disabling in OPAC, 406
in OPAC, 469
proxy configuration, 405
proxy configuration for Cataloging, 58
setting up, 57
in WebCollection Plus, 448
titles. See bibliographic records
Titles Added/Updated Report, 529530
Titles by Category Report, 530531
Titles With Duplicate Standard Numbers Report,
531532
Titles Without Copies Report, 533534
Titles Without Standard Numbers Report, 534535
Titlewave, accessing the website, 237
toolbar options
Cataloging, 236240
OPAC, 411414
Visual OPAC, 477478
WebCollection Plus, 438
toolbars, customizing in OPAC, 411
Transaction Tracker, setting up, 120121
transactions. See circulation; remote circulation
troubleshooting
See also exception reports; utilities
checking in, 152
checking out, 144146
circulation, 136
Dolphin PHDs, 679
fines, 164
holds, 174
library database errors, 591604
patron picture imports, 206
patron record imports, 202, 203
reloading files, 600601
remote circulation, 182
renewals, 150
reserves, 174
Telxon PHDs, 664667
WebCollection Plus, 456
utilities, 591604
trustee rights. See Installation Guide
type identifiers
entering, in Circulation Desk, 123126
in barcodes, 38
Type-in Search, 480
Index
U
umlauts. See diacritics
uninstalling FSC products. See Installation Guide
union catalog notes
Accelerated Reader search, 242
Add Titles to Book Cart, 347
assigning copies on import, 295297
Bibliography Report, 502
category search, 246
Code table list, 505
Copy Barcodes Report, 535
copy information in OPAC, 465
copy information pane, 250
Data Source Setup, 247
Delete Copies via Scanner, 337
deleting subject headings by source, 333
deleting titles when last copy is deleted, 57
events in OPAC, 476
Global Delete Lost Copies, 331
Global Delete Missing Copies, 331
Global Update Copy, 326
importing by barcode, 296
Individual Update, 330
limitations in Cataloging toolbar setup, 236
limitations on editing MARC records, 236
limiter option in OPAC, 413
limiting access in Cataloging, 240
limiting searches by member, 242, 471
MARC Magician, 349
merging copies, 351
MOC requirement for members, 36
netLibrary eBooks, 468
Reading Counts! search, 244
searching by barcode, 241
spine/pocket labels, 522
System Information Report, 584
Titles Added/Updated Report, 529
Titles Without Copies Report, 533
Titles Without Standard Numbers Report, 535
Visual OPAC, 405
union catalogs
See also Follett Data Exchange Guide; members;
WebCollection Plus for Union
adding DX members, 106
adding non-DX members, 102106
adding non-DX members' records, 112
adding/editing copies, 287
copying records from, 251
deleting members, 112
events setup, 98
exporting MARC records, 317322
maintenance, 113
723
724
Index
reloading DX members, 112
searching, 247
and Selected database sources, 247
setting up groups, 101
setting up members, 101112
tags not exchanged, 92
union information setup, 95101
updating DX members, 112
Union Data Exchange Server
creating better bibliographic records, 95
error logging, 110
filtering rules, 94
matching rules, 95
participation levels, 93
tags not exchanged, 92
04/04
when to run, 591
Utilities (module)
accessing, 592593
description of, 591592
password, 41
starting, 592593
V
Union Information page, in WebCollection Plus,
450
vendors
adding in Acquisitions, 61
adding to copies in Cataloging, 286
adding to copies on import, 292
linking to copies, 327329
report of, 507
updating copies globally, 326329
unmarked inventory status, 211
vertical file materials, cataloging tips, 353354
updating from an earlier version. See Conversion
Guide
Visual OPAC. See OPAC
videorecordings, cataloging tips, 354355
URLs, Technical Support, 30
Used/Unused Copy Barcodes Report, 535536
Used/Unused Patron Barcodes Report, 579580
user fields in patron records, 72
for patron login password, 74
user rights. See Installation Guide
USMARC Organization Code. See MARC
Organization Code
utilities
advanced, 598602
backing up before running, 592
Check Database Integrity, 594
clearing the database, 602
diagnosing database problems, 594
Empty Database, 599, 602
enabling/disabling Data Exchange, 602
exception report messages, 603
exclusive access of the database, 592
interrupted, 592
maintenance, 593598
Rebuild Database, 598, 599600
Rebuild File Indexes, 594, 597598
Rebuild Keywords, 594, 595
Rebuild MARC Headings, 594, 596
rebuilding library database indexes, 597598
rebuilding MARC databases, 599600
reindexing keywords, 595
reindexing MARC databases, 596597
Reload File, 598, 600601
W
WebCollection Plus
See also WebCollection Plus Guide
customizing background graphics, 437
Bookbag, 439
and browser settings, 433
changing the text and graphics, 436
command for Setup Information page, 432
customizing hold request forms, 442
customizing ILL request forms, 442
customizing optional pages, 450451
customizing the logo, 437
events tab, 450
exiting the service, 431
Follett eBooks, 449
French, 454
graphics customization, 437
hold request forms, 440442
ILL request forms, 440442
importing Visual OPAC button sets, 447
inactivity timeouts, 446
Information page setup, 450
interest level, displaying, 449
Internet address, 432433
keyword/power/browse search setup, 444
Library Information page, 450
logo customization, 437
multi-language, 454
password for Follett eBooks, 449
04/04
Index
password for Setup Information page, 432
Patron Empowerment in, 445
Patron Empowerment setup, 74
Patron Empowerment toolbar buttons, 439
QuickLinks, 448
reading level, displaying, 449
review sources, displaying, 449
rights, 431
setting up, 434456
Spanish, 454
starting the service, 431
State Standards setup, 443
stopping the service, 431
testing your setup, 452453
TitlePeek in, 448
toolbar options, 438
troubleshooting, 456
URL for search page, 432433
URL for Setup Information page, 432
Visual OPAC setup, 447
Web Links page, 450, 451
WebCollection Plus for Union
See also WebCollection Plus Guide
Availability button, 445
customizing hold and ILL request forms, 442
entering member URLs, 445
Information page setup, 450
member list, 441
searching by groups, 439
setting up, 435
setting up groups, 101
testing member connections, 453
testing member settings, 452
WebPath Express
and data exchange (DX), 92
deleting bibliographic records, 335336
deleting bibliographic tags, 334
enabling hyperlinks, 57
importing authority records, 307308
importing bibliographic records, 291
websites
cataloging tips, 366367
link setup in WebCollection Plus, 448, 451
setting up links to in Visual OPAC, 423
weeding a collection
analyzing your collection, 323
Circulation Statistics Report, 542
Collection Age by Call Number Report, 545
Collection Age by Subject Report, 547
Collection Statistics Report, 548
deleting copies with a PHD, 342
deleting copies with a scanner, 337
deleting records after export, 316
deleting titles without copies automatically, 57
Titles Without Copies Report, 533
Weeding log, 344
Weeding log, 344
wildcards in searching, 459
Y
yearly statistics. See circulation statistics report;
collection statistics report; statistics; system
circulation statistics report
Z
Z39.50 Server. See Z39.50 Server Guide
725
726
Index
04/04
Enhancement request form
Please complete and send to:
Follett Software Company
1391 Corporate Drive
McHenry, IL 60050-7041
Attn: Marketing Department
Phone: (800) 323-3397
FAX: (815) 344-8774
Email address:
marketing@fsc.follett.com
An enhancement may be related to product functionality, a manual, or FSC service.
Please request only one enhancement per form.
Name:
Title:
Institution (full name):
Library Type:
Phone #:
District:
Elementary
Jr. High
High School
Special
Address:
City:
County:
State/Province:
Zip/Postal Code:
Enhancement Request: Check one and indicate the product, manual, or service name.
Product
Manual
Service
Describe enhancement:
Have you seen this functionality/service offered by other companies? If so, where?
Explain how this enhancement would help you:
(You may photocopy this page. Please use other side if needed.)
FSC Internal Use:
SNAP Customer#:
Module Name:
Request Type:
Submitted by (name and department):
Entered by:
Date:
Letter sent:
Public
The User's Guide
v6.00 0404A
40800A
730
</pre><hr>Source Exif Data: <br /><pre>File Type : PDF
File Type Extension : pdf
MIME Type : application/pdf
PDF Version : 1.4
Linearized : Yes
Encryption : Standard V1.2 (40-bit)
User Access : Print, Copy, Fill forms, Extract, Assemble, Print high-res
Create Date : 2004:03:01 14:11:10Z
Modify Date : 2004:03:03 13:41:37-06:00
Page Count : 730
Page Mode : UseOutlines
Creation Date : 2004:03:01 14:11:10Z
Producer : Acrobat Distiller 3.01 for Windows
Author : Follett Software Company
Mod Date : 2004:03:03 13:41:37-06:00
Metadata Date : 2004:03:03 13:41:37-06:00
Creator : Follett Software Company
Title : User's Guide version 6.00
Has XFA : No
</pre>
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