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version 6.00 User ’ s Guide 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 (T echnical Support) All rights reserved.
3 04/04 FOLLETT SOFTW ARE COMP ANY PRODUCT LICENSING TERMS ***IMPOR T ANT*** 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 W eb sites, including at www .
4 04/04 5. New V ersions. 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.
5 04/04 Product, whether or not such modification is authorized by Follett Softwar e Company . 1 1. DISCLAIMER OF W ARRANTY . FOLLETT SOFTW ARE COMP ANY DISCLAIMS ALL OTHER W ARRANTIES, EITHER EXPRESS.
6 04/04 13. Arbitration. Y ou 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.
7 04/04 disclosure is subject to restrictions as set forth in subparagraph (c) (1) (ii) of the Rights in T echnical Data and Computer Product clause at DF ARS 52.227-7013. Manufacturer: Follett Softwar e Company , 1391 Corporate Drive, McHenry , IL 60050-7041.
8 04/04 Notes.
9 Contents Welcome 27 Getting started 28 V iewing the online User 's Guide 28 Getting help 29 About our customized training 29 Contacting Follett Software Company 29 Follett's tollfree nu.
10 04/04 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 .
11 04/04 Setting up r eserves 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.
12 04/04 Finding patr ons or copies 123 Important messages for patrons 126 Sounds 126 Handling block conditions during a transaction 127 Adding or editing a patron recor d 129 V iewing and printing pa.
13 04/04 Marking a patron's checkout lost 161 Charging a fine for the lost copy 163 T roubleshooting 164 Chapter 12 Managing holds 165 A brief introduction to holds 165 A brief introduction to re.
14 04/04 How to add or edit a patron r ecord 187 How to add, edit, and delete addresses 188 How to add or edit an important message or a note 189 How to add, r eplace, or remove a patron picture 189 H.
15 04/04 Starting and getting around in Inventory 215 Chapter 20 T aking inventory of your collection 217 Beginning an inventory 217 Entering copies into Inventory 218 Entering copies dir ectly into t.
16 04/04 Chapter 22 Using the Easy Editor 255 When to use the Easy Editor 255 W orking with bibliographic r ecords 255 Brief MARC Recor d tab 256 Added Description tab 257 Providing access through sub.
17 04/04 Chapter 26 Exporting MARC records 31 1 Getting r eady to export 31 1 Exporting bibliographic records 312 Exporting authority records 318 Splitting a collection 318 Using a PHD 318 Using categ.
18 04/04 V ideorecor dings 354 Electronic resour ces 355 T ag 856Electronic Location and Access 355 System notes and considerations 357 Related materials 358 eBooks 360 W ebsites 366 Computer files.
19 04/04 Running Process Misses 396 Search Stations 403 Chapter 33 Setting up your search stations 403 Accessing Setup 403 General Setup tab 404 Choosing the OP AC interface 405 Controlling user acces.
20 04/04 Constr ucting the URL for the main page 432 Constr ucting the URL for the Setup Information page 432 Changing the setup password 432 A note about browser settings 433 The Setup Information pa.
21 04/04 eBooks 467 T itlePeek button 469 Printing search results 470 Searching tools 470 Customizing the limiters 470 Repeating a sear ch 472 Patron Empowerment 472 Accessing other applications 474 U.
22 04/04 Generating a Copies Added Report 506 Generating a Copies by Funding Source or V endor Report 507 Generating a Copies W ith Different Call Numbers Report 51 1 Generating a Copies W ith Other C.
23 04/04 Generating a Patr on 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 circul.
24 04/04 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 anothe.
25 04/04 Appendix E Using a PHD+, PHD+ II, or PHD Laser+ 653 PHD+, PHD+ II, and PHD Laser+: the T elxon models 653 Supported barcodes 654 Connecting a PHD to your computer 655 Downloading the applicat.
26 04/04 Collecting patron bar codes 676 Collecting copy barcodes 677 Examining bar code scans 678 Reviewing or deleting individual scans 678 V iewing scan counts 678 Erasing scans 679 T roubleshootin.
27 W elcome W elcome 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 patr on management system.
04/04 28 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 curr ently support four PHD models: PHD+, PHD+ II, PHD Laser+, and the PHD Dolphin+.
04/04 Welcome 29 T o open the online guide, from the computer desktop, open the Follett Applications folder and doubleclick the User ' s Guide icon. Y ou can also access the Follett Applications menu from the W indows Start | Programs menu or from the Mac OS Apple menu.
04/04 30 V isit our W eb site Follet t Softwa r e Company's home page is located at http://ww w .fsc.follett.co m . F r om our home page, you'll discover: What's new at Follett Soft.
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.
04/04 32 System Setup What you'll need T o aid you in setting up Circulation Plus/Catalog Plus quickly and accurately , we recommend that you gather the following information before you start: .
04/04 Chapter 1 System Setup basics 33 Getting around in System Setup T o begin setting up your software, from the computer desktop, open the Follett Applications folder and doubleclick the System Setup icon. Y ou can also access the Follett Applications menu from the W indows Start | Programs menu or from the Mac OS Apple menu.
04/04 34 System Setup these options ar e described in Appendix C, Bibliographic and authority templates." Help menuContains options for finding help pertaining to System Setup.
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 bar.
04/04 36 System Setup 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.
04/04 Chapter 2 Setting up your site 37 1. From the Site tabs, select the Information tab: Country where your site is located. This determines the address format. T o 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.
04/04 38 System Setup Selecting a barcode symbology Circulation Plus and Catalog Plus can recognize the following bar code symbologies: Follett Classic symbologies Generic Codabar Codabar .
04/04 Chapter 2 Setting up your site 39 How to select and define barcode symbologies 1. From the Site tabs in System Setup, select the Barcodes tab: T o cancel changes before saving Note: If your site only uses Follett Classic symbologies for patrons and library materials, you're finished.
04/04 40 System Setup 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'r e finished, click Save. Important: Y ou must fill in all fields that are enabled.
04/04 Chapter 2 Setting up your site 41 How to change an application password 1. From the Site tabs, select the Passwords tab: T o cancel changes before saving Tip: T o remove password protection from your Follett applications, select the hidden text (*s), and then press DELETE .
04/04 42 System Setup T ransferring the PHD application to a PHD Follett Software's PHD application allows your PHD to r ecognize 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.
04/04 Chapter 2 Setting up your site 43 How to change the PHD settings If the default port and speed aren't corr ect 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.
04/04 44 System Setup 2. T o add an event, click New . T o edit an event, select the event under Event List, and click Edit. The dialog appears: T o erase the note for this event 3. Add or make changes under Event Information. T ype the time and date that the event you are scheduling begins and ends.
45 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 pr oba.
04/04 46 System Setup Circulation Plus/Catalog Plus have thr ee default circulation types: Suggested use for default circulation types Circulation type Suggested use Regular R Use the Regular cir culation type for library materials that can be checked out for the standard loan period set by your library .
04/04 Chapter 3 Preparing to catalog your collection 47 circulation types. Cir culation Desk automatically assigns the T emporary circulation type to temporary copies cr eated during a checkout. Y ou can also define any one of the Circ T ypes as the default.
04/04 48 System Setup T o set up the default call number locations, follow these steps: 1. From the Cataloging tabs in System Setup, select the Call Numbers tab: T o cancel changes before saving Default value is 900a. One of the five subfields must be filled in.
04/04 Chapter 3 Preparing to catalog your collection 49 If you want to use your call number prefixes to organize your collection by subject matter , we recommend you r un the Copies W ith Other Call N.
04/04 50 System Setup How to add or edit call number prefixes 1. T o add a call number prefix, choose New . The Add Call Number Prefix dialog appears. T o edit the description of an existing call number prefix, select one from the list, and then choose Edit.
04/04 Chapter 3 Preparing to catalog your collection 51 Sorting your call numbers 1. T o 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 .
04/04 52 System Setup Increasing access to your collection with categories Circulation Plus/Catalog Plus let you create categories for your collection. Y ou assign your categories to copies in your collection in Cataloging. Categories are most commonly used for report generation and curriculum support.
04/04 Chapter 3 Preparing to catalog your collection 53 T o access your categories, select Categories from the Cataloging tabs: Y ou can have up to 2,000 categories. From this window you can add, edit, or delete a category . Y ou cannot, however , delete or edit the T emporary category .
04/04 54 System Setup 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 Y es. Y ou will be asked if you want to continue.
04/04 Chapter 3 Preparing to catalog your collection 55 T o change the tag range for a brief record, follow these steps: 1. From the Cataloging tabs, select the Brief Recor ds tab: T o reset the brief.
04/04 56 System Setup 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 T itlePeek.
04/04 Chapter 3 Preparing to catalog your collection 57 Option Description Show Authority 856 tags... Lets you display virtual" Elec. Access hyperlinks in the OP ACs, W ebCollection Plus, and Cataloging (OP AC Display only). These virtual hyperlinks ar e created fr om information in the 856 tags of related authority records.
04/04 58 System Setup 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.
04/04 Chapter 3 Preparing to catalog your collection 59 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.
04/04 60 System Setup 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 or ders and track orders and funding sour ces, it is helpful if you have all information pertinent to particular vendors and funding sources.
04/04 62 System Setup 2. Enter a vendor description. 3. Enter a onetothree character alphanumeric code. 4. Federal T ax 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.
04/04 Chapter 4 Setting up Acquisitions 63 Contact tab There are thr ee extra informational tabs available for Add/Edit V endors: Contact, Notes, and Purchases.
04/04 64 System Setup Closed Ordersa total of all or ders with a status of Closed T otal Issued or Closedthe combined total of all Issued and all Closed orders for that vendor Click Save to save your changes. Note: W e recommend that you click Save at each stage when adding a vendor .
04/04 Chapter 4 Setting up Acquisitions 65 T o add funding source information, click New from the Funding Sour ces 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.
04/04 66 System Setup Notes tab Use the Funding Source Notes tab to capture any notes you want to stor e for a particular funding source. This is a freeform text entry field. Note: W e recommend that you click Save at each stage of a funding source add.
04/04 Chapter 4 Setting up Acquisitions 67 6. If the billto address is the same as the shipto address, check the Same As Bill T o Address check box. If not, click Ship T o and enter the shipto address. 7. Click Save. Note: W e recommend that you click Save at each stage of a Defaults add.
04/04 68 System Setup Notes.
69 Chapter 5 Preparing to circulate your collection The setup features discussed in this chapter include ways to do the following: group your patr ons for circulation purposes; make it easier to creat.
04/04 70 System Setup T o 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 passwor d dialog appears. The default password for Patron Maintenance is MODP A TRON .
04/04 Chapter 5 Preparing to circulate your collection 71 How to add or edit a patron type 1. T o create a patron type, choose New in the Patron T ypes tab. T o edit a patron type, select the patron type from the list, and then choose Edit. The desir ed dialog appears: This text appears at the top of all notices before the patron name.
04/04 72 System Setup Making it easier to create new patrons There are a few options in System Setup that enable you to cr eate new patrons faster and make it easier to find patrons when searching for them. T o set up these options, follow these steps: 1.
04/04 Chapter 5 Preparing to circulate your collection 73 The Location and User Field prompts you enter in the Patron Defaults tab appear in the Edit Patron dialog in Patron Maintenance: Location prom.
04/04 74 System Setup 4. From the Default Patr on T ype list, select your most common patron type. Whenever you add a patron, Patr on Maintenance automatically assigns this type to the new patron recor d. When you import patron records that don't have patron types, this patron type is assigned to those recor ds.
04/04 Chapter 5 Preparing to circulate your collection 75 Holds. They cannot view any other tab or any fine notes you have created. In W ebCollection Plus, the tabs appear as one page. If you choose to allow patrons to place holds and reserves, Hold/Reserve buttons appear on the OP AC's selection list and on the record display window .
04/04 76 System Setup Circulation policies: who can have what and for how long Now that you've completed setting up your cir culation types and your patron types, you're ready to take your existing cir culation policies and define them in System Setup.
04/04 Chapter 5 Preparing to circulate your collection 77 T o access your circulation policies, from System Setup, select Setup | Cir culation. If you defined a password for Circulation Setup, a passwor d dialog appears. The default passwor d for Circulation Setup is SOBEIT .
04/04 78 System Setup How to limit loan periods 1. In the Policies tab, select the patron type you want to establish loan periods for from the Patron T ype 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.
04/04 Chapter 5 Preparing to circulate your collection 79 T o 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.
04/04 80 System Setup A reserve has a reserve period equal to its loan period. For example, if a patr on reserves an item for March 18th, and the loan period is 10 days (2 weeks) for that circulation type, the r eserve period is March 18-April 1. A reserve automatically expires a day after the end of the r eserve period.
04/04 Chapter 5 Preparing to circulate your collection 81 Activating automatic fine calculation and refunds System Setup lets you decide whether you want to char ge fines, and if so, how they're calculated. Depending on library policy , you may not want all fine options active.
04/04 82 System Setup 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.
04/04 Chapter 5 Preparing to circulate your collection 83 T o access your templates, select the Notices tab from Circulation in System Setup: This box shows you which template is used as the default when generating a notice. Y ou can always select a different template when generating a notice.
04/04 84 System Setup If you want to create a new template with completely new wording, choose New . The Add T emplate 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.
04/04 Chapter 5 Preparing to circulate your collection 85 Setting your library' s hours Setting up your library hours in System Setup is important because Cir culation Desk uses this information when calculating due dates and fines for hourly checkouts.
04/04 86 System Setup Circulation Desk also uses the default annual calendar to automatically cr eate 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. T o set up or change your current calendar , follow these steps: 1.
04/04 Chapter 5 Preparing to circulate your collection 87 When you'r e finished, choose Save on the Edit New Annual Calendar Defaults dialog. The Calendar tab appears: T o open or close a day of the week for every week of the year , click on the weekday button.
04/04 88 System Setup Setting up alert sounds (and more) for your circulation desk System Setup lets you set up sounds for certain Cir culation Desk events (including block conditions). Fr om the Misc tab, you also set your default circulation type and, if you want, set an inactivity timeout period for Cir culation Desk.
04/04 Chapter 5 Preparing to circulate your collection 89 Select your most common circulation type. The sounds you choose will play whenever the associated event occurs.
04/04 90 System Setup Additional sounds ar e available on your Follett Software Installation CD. T o use them at your workstation, insert the CD into the CD drive.
91 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.
04/04 92 System Setup Steps for building your union catalog 2. Enter your union catalog's site and cataloging information through the union catalog's System Setup.
04/04 Chapter 6 Building your union 93 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 .
04/04 94 System Setup catalog, but it also prevents better" recor ds from another level 5 member replacing its own recor ds. 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.
04/04 Chapter 6 Building your union 95 catalog. For example, the MARCspecific filter for Material T ypes could keep a member 's cataloged A V equipment from being transferred to the union catalog. A copy recor d is sent if it passes the copyspecific filters and if its associated MARC recor d passes the MARCspecific filters.
04/04 96 System Setup Entering union catalog site information 1. T o 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.
04/04 Chapter 6 Building your union 97 2. By default, the Identification tab uses the address format for the United States. T o 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.
04/04 98 System Setup 4. Through the union catalog's System Setup, you can enter events for patr ons to view in the union catalog OP AC (see page 410) or with W ebCollection Plus for Union (see page 450). T o add or maintain events for the district, select the Events tab: T o delete an event, select the event and click Delete.
04/04 Chapter 6 Building your union 99 Cataloging tabs appear with the Call Numbers tab open. Only the tabs you need are enabled: T o cancel changes before saving T o 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.
04/04 100 System Setup 3. System Setup lets you set starting and ending tag numbers to determine if a recor d is brief or full from the Brief Records tab: Resets the brief record range to the defaults: 305 through 899 T o cancel changes before saving A brief record has no information in the specified tag range.
04/04 Chapter 6 Building your union 101 From the Misc tab, you can also arrange your member databases into gr oups. In W ebCollection Plus for Union, users can limit their searches to these groups. Important: Y ou must set up your members before you can create groups.
04/04 102 System Setup Y ou add and maintain members through System Setup. T o 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).
04/04 Chapter 6 Building your union 103 Entering member site information 1. T o 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.
04/04 104 System Setup 2. T o define the barcode symbology the member uses for their library materials, select the Barcodes tab: T o cancel changes before saving T o test the symbology , see page 40. Select the symbology the member uses for library materials.
04/04 Chapter 6 Building your union 105 Entering member cataloging information 1. T o 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.
04/04 106 System Setup 2. If the member uses categories to group related items in their collection, select the Categories tab: Each member can have up to 2,000 categories. Deletes the selected category T o add or edit categories, see page 53. From this tab you can add, edit, or delete categories for the member .
04/04 Chapter 6 Building your union 107 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 requir ed.
04/04 108 System Setup 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 .
04/04 Chapter 6 Building your union 109 1. T o 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: When you select an option, a brief explanation appears on the dialog.
04/04 1 10 System Setup Note: Since filter rules prevent recor ds from being sent to the union catalog, reports run at the union catalog may not exactly r eflect the member 's collection. 3. From the Err or Logging tab, you specify the types of errors that should be logged and where to log them.
04/04 Chapter 6 Building your union 111 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. T o save your settings, click Save.
04/04 1 12 System Setup Updating DX member information At some point, you may need or want to update a DX member 's information: T o change a member 's participation level or filtering rules, from the Members dialog (see page 102), select the member and click Connect.
04/04 Chapter 6 Building your union 11 3 nonDX members' full recor ds before importing any brief recor ds. Y ou also need a general idea of the quality of each member 's MARC r ecords and attempt to import the highest quality recor ds first: 1.
04/04 1 14 System Setup Notes.
11 5 Circulation Desk Chapter 7 Circulation Desk basics The basic features of Circulation Desk discussed in this chapter include the following: starting Cir culation Desk; limiting access for Circulat.
04/04 1 16 Circulation Desk W indows: T o accept the date and time stated in the message, click No. T o change the system date or time, click Y es and the W indows Date/T ime Properties dialog appears. After you make your changes, the date/time confirmation message displays the new settings.
04/04 Chapter 7 Circulation Desk basics 11 7 successful checkout and describes the basic elements of many of the Circulation Desk windows: The barcode you type or scan appears here.
04/04 1 18 Circulation Desk menu on the menu bar . Y ou can also switch between windows by using the key combinations on the Circulation menu. When you switch windows, Circulation Desk retains the current patr on.
04/04 Chapter 7 Circulation Desk basics 11 9 2. Once you enter the password, the Limit Circulation Desk Access dialog appears: 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.
04/04 120 Circulation Desk Important: Y ou cannot continue with this process until the correct passwor d is entered. 2. Once you enter the password, full access to Circulation Desk is restored.
04/04 Chapter 7 Circulation Desk basics 121 Receipts can be printed from several areas of the Cir culation Desk, including Check Out, Holds/Reserves, Fines, and Lost Copies.
04/04 122 Circulation Desk Showing and hiding patron pictures If your library has patron pictures for patron recor ds, you will have the option to show those pictures. See also: For information on attaching pictures to patron records, see page 189. From the Cir culation Desk File menu, choose Show Patron Pictur e.
04/04 Chapter 7 Circulation Desk basics 123 T yping or scanning barcodes When you successfully scan a bar code, it immediately appears in the T ype or Scan a Barcode text box.
04/04 124 Circulation Desk 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.
04/04 Chapter 7 Circulation Desk basics 125 From the Cir culation Desk window , select the Find T itle button. The Find T itle dialog appears: T o initiate the search Y ou can use the up and down arrow keys to navigate through the list of titles and copies.
04/04 126 Circulation Desk 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.
04/04 Chapter 7 Circulation Desk basics 127 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 patr on or copy , you hear this sound.
04/04 128 Circulation Desk 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". Y ou can change it in System Setup.
04/04 Chapter 7 Circulation Desk basics 129 If you prefer greater control over the ability to override block conditions, then you may want to define the Circulation Desk Override passwor d. Once you have defined the Circulation Desk Override passwor d in System Setup, you must enter the password to complete the transaction.
04/04 130 Circulation Desk Viewing and printing patron information Y ou can view the following information about a patron from either Cir culation Desk or Patron Maintenance: current checkouts; transa.
04/04 Chapter 7 Circulation Desk basics 131 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.
04/04 132 Circulation Desk Note: If the Collect Patron T ransaction 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. T o take action on any checkouts, fines, holds, or reserves, switch to the appropriate Circulation Desk window .
04/04 Chapter 7 Circulation Desk basics 133 T o view the number of circulation and holds transactions r ecorded 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.
04/04 134 Circulation Desk 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 bar code or by selecting it using the Find T itle button. This feature enables you to find out quickly when a copy is due.
04/04 Chapter 7 Circulation Desk basics 135 T o view the recent checkouts of a copy , choose Checkouts in the Copy Status window . The Checkouts dialog appears: T o view circulation and hold statistics for the selected copy , choose Copy Details. T o view circulation and hold statistics for the title, choose T itle Details.
04/04 136 Circulation Desk T roubleshooting This table lists some problems that may occur while using Circulation Desk: Basic troubleshooting for Circulation Desk Problem Suggestion Copy barcode won&a.
137 Chapter 8 Checking out items This chapter provides instr uctions for checking out copies, adding or editing patrons during a checkout, adding titles during a checkout, handling noncir culating items, showing due dates, and setting special due dates for checkouts and renewals.
04/04 138 Circulation Desk How to check out a copy The basic checkout procedur e involves entering two barcodes: the patron barcode and the copy barcode: T ype or scan the patron barcode. If the patron barcode is missing or damaged, use the Find Patron button.
04/04 Chapter 8 Checking out items 139 If the loan period for the copy is defined as zero, a message appears stating that the copy is noncirculating. For more information about noncir culating copies, see Handling noncirculating copies" on page 141.
04/04 140 Circulation Desk permanent recor d, Circulation Desk assigns a material type of Book (Monograph) to all titles created during a checkout. A temporary title recor d is for titles that change frequently or have short circulation periods. For example, you might use temporary title r ecords to circulate paperbacks and unbound magazines.
04/04 Chapter 8 Checking out items 141 1. In the T ype or Scan a Barcode text box, type or scan an unassigned barcode. If your patron and copy barcodes ar e distinct, a message appears asking you if you want to add a title.
04/04 142 Circulation Desk if you want to check out the noncirculating copy . If you choose Y es, the NonCir culating Due Date dialog appears: 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.
04/04 Chapter 8 Checking out items 143 From the Cir culation menu, select the Show Date W indow option. The Date W indow displays: Select the patron type from list. These dates are based on the corresponding loan policies you set up for the selected patron type.
04/04 144 Circulation Desk 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. T o turn off the special due date, clear the Use Special Due Date check box, and choose Save.
04/04 Chapter 8 Checking out items 145 Check Out error messages (Cont.) Message Cause There are pending holds on ... Are you sure you want to check it out to .
04/04 146 Circulation Desk Notes.
147 Chapter 9 Renewing items In Circulation Desk, you can r enew some or all of a patron's checkouts fr om the Check Out window . Y ou can also renew stacks of copies quickly from the Renewals window , even if they're checked out to different patr ons.
04/04 148 Circulation Desk When you choose Renew , the Renew dialog appears: List of patron's current checkouts. If only renewing some copies, highlight them on this list.
04/04 Chapter 9 Renewing items 149 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 patr on information for each item.
04/04 150 Circulation Desk T roubleshooting 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 T roubleshooting at the end of Chapter 8, Checking out items.
151 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 bar code at the start of a checkin: If the copy's barcode is missing or damaged, try searching for the copy by title.
04/04 152 Circulation Desk 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-standar d copy status, or was a temporary item, see the section on setting up alert sounds on page 88.
04/04 Chapter 10 Checking in items 153 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. Y ou do not need to check these copies in before reshelving them.
04/04 154 Circulation Desk Message Cause This copy was loaned out. Please update your records. The copy being checked in was loaned out to another library . Since you pr obably keep track of copies you loan to other libraries, you should update your paperwork before you check in these copies.
155 Chapter 1 1 Dealing with fines and lost copies This chapter contains a brief explanation of the kinds of fines you can cr eate in Circulation Desk and instr uctions for the following: recor ding p.
04/04 156 Circulation Desk The following shows the Fines window and describes its features: All of the patron's current fines and refunds appear in the fines list.
04/04 Chapter 1 1 Dealing with fines and lost copies 157 For more information on printing fine r eceipts, see the following sections. See also: For an example of a refund receipt, see page 161. For information about printing a patr on's curr ent fines, see page 130.
04/04 158 Circulation Desk Recording payment for a single fine T o record payment for a single fine, select the fine the patron wants to pay fr om the list of fines in the Fines window and choose Pay . The Pay Fine dialog appears: T ype the amount you want to waive, if any , here.
04/04 Chapter 1 1 Dealing with fines and lost copies 159 T o create fines manually , choose New from the Fines window . The New Fine dialog appears: 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 .
04/04 160 Circulation Desk Editing fines After creating a fine, you can change the amount of the fine, the amount paid, or the amount waived. T o edit a fine, highlight the fine you want to edit from the list of fines in the Fines window and choose Edit.
04/04 Chapter 1 1 Dealing with fines and lost copies 161 Giving refunds Circulation Desk only generates refunds in two situations: If a patron has r eported 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.
04/04 162 Circulation Desk therefor e, do not show up as missing on an inventory report. For mor e information about copy status and inventory status, see Overview of an Inventory" on page 209.
04/04 Chapter 1 1 Dealing with fines and lost copies 163 Charging a fine for the lost copy While marking a copy lost, if you choose to cr eate a fine for a lost copy , the New Fine dialog appears: The amount in the Amount text box normally comes from the copy information or the Fine Limit.
04/04 164 Circulation Desk T roubleshooting 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.
165 Chapter 12 Managing holds This chapter contains instr uctions for placing holds and reserves, managing and editing holds and reserves, and interpreting the Daily Holds Pr ocessing exception report. Circulation Desk allows you to place holds and r eserves for patrons; OP AC allows patrons to place holds and r eserves for themselves.
04/04 166 Circulation Desk 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.
04/04 Chapter 12 Managing holds 167 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.
04/04 168 Circulation Desk Y ou 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. Y ou can get to the Hold Queue from either the Holds/Reserves window or the Copy Status window (see page 134) by clicking Holds/Reserves.
04/04 Chapter 12 Managing holds 169 5. T o 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.
04/04 170 Circulation Desk T o extend the expiration date of a hold, from the Holds/Reserves window (see page 167), highlight the hold and click V iew/Edit.
04/04 Chapter 12 Managing holds 171 holds second, and pending holds last. Holds with the same status are sorted in ascending or der according to priority and the date placed. The lower the priority value, the higher the hold's position is in the queue.
04/04 172 Circulation Desk 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.
04/04 Chapter 12 Managing holds 173 The exception report is divided into sections that show what action Circulation Desk has taken on the holds and reserves.
04/04 174 Circulation Desk T roubleshooting 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.
175 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 regar ding what to do before you start.
04/04 176 Circulation Desk 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 pr oduce block conditions continue as if the patron had violated none of your loan policies.
04/04 Chapter 13 Circulating items with a PHD 177 T o 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 Cir culation Desk window , select Remote Circ. The Remote Circulation window appears: T o change the transfer settings, see step 6.
04/04 178 Circulation Desk T o create a temporary title record and copy for each copy not found in the database during processing, choose Cr eate a temporary copy .
04/04 Chapter 13 Circulating items with a PHD 179 Interpreting the Remote Circulation Processing exception report If there were any exceptions encountered during processing, the Remote Circulation Processing exception r eport appears in the report viewer .
04/04 180 Circulation Desk 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 T ype is already at the maximum limit set in System Setup.
04/04 Chapter 13 Circulating items with a PHD 181 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.
04/04 182 Circulation Desk Message Cause This patron is restricted. This patr on has a restricted status. This usually indicates that you do not want to check out or renew any copies to this patron. T o prevent this message from appearing, print out a list of restricted patr ons fr om Reports before cir culating with your PHD.
183 Patrons Chapter 14 Patron Maintenance basics This chapter contains general information and instr uctions for using Patron Maintenance, including searching for patron recor ds.
04/04 184 Patrons the passwor d and click OK . The Patron Maintenance default password is MODP A TRON . The Patron Maintenance main window appears: Menu bar From the Patron Maintenance main window , you can choose to search for a recor d, create a record, edit or delete existing recor ds once they are found, or access the menu bar .
04/04 Chapter 14 Patron Maintenance basics 185 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.
04/04 186 Patrons and then click Search. Patron Maintenance displays a list of patr ons 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.
187 Chapter 15 Maintaining individual patron records This chapter contains general information about maintaining individual patr on recor ds and specific instructions for the following maintenance tas.
04/04 188 Patrons How to add, edit, and delete addresses Patrons can have up to two addresses in their recor ds. Y ou can add addresses when you ar e creating a patron r ecord or later when you are editing the r ecord. When ther e is more than one address, the addr ess identified as the patron's primary address will be used for patron notices.
04/04 Chapter 15 Maintaining individual patron records 189 How to add or edit an important message or a note T o display miscellaneous information about a patron when his or her record is accessed, Patron Maintenance lets you attach important messages and notes to patron recor ds.
04/04 190 Patrons Patron picture format requirements Picture Property V alid specifications Windows file formats JPEG File Interchange Format (*.jpg), W indows Bitmap (*.bmp), T agged Image File Format (*.tif), and PC Paintbrush (*.pcx). Mac file formats W indows (.
191 Chapter 16 Maintaining patron records in batches This chapter provides general information about globally editing patron recor ds. It also provides instructions for making sequential and global updates, making updates using a PHD, making global deletes, and deleting patrons with a PHD.
04/04 192 Patrons 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 patr on field that you want to use as a basis for the change.
04/04 Chapter 16 Maintaining patron records in batches 193 These prompts depend on the entry made in System Setup. Do Not Change is the default. If you select Change, a list of possible values for that field appears. Clear deletes any data in the field.
04/04 194 Patrons 1. W ith your PHD, scan the barcodes of the patr ons you want to update. For instr uctions on collecting patr on scans with the PHD+, PHD+ II, or PHD Laser+, see Collecting inventory , copy , or patron data" on page 663. T o collect patron scans with a PHD Dolphin+, see page 676.
04/04 Chapter 16 Maintaining patron records in batches 195 When you click Update, a confirmation message appears. T o continue, click Y es. Once the data transfer process begins, a progr ess dialog appears. If any problems occurred during the patr on update process, an exception report is generated.
04/04 196 Patrons 2. After you make your selections, click Delete. A confirmation message appears. Click OK. While deleting the selected patrons, Patr on Maintenance displays a progr ess dialog.
04/04 Chapter 16 Maintaining patron records in batches 197 2. From the Patron Maintenance main window , select Edit | Delete Patrons via PHD. The following dialog appears: These instructions change based on the PHD you choose.
04/04 198 Patrons Interpreting the exception report The following table lists messages that may be generated when the system checks your patron barcodes during the pr ocessing of your PHD data: Patron.
199 Chapter 17 Importing patron information This chapter contains general information about importing patr on recor ds and patron pictures, formatting information, getting r eady to import, importing patron recor ds, importing patron pictures, and interpreting the exception report.
04/04 200 Patrons 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 recor d portion of the file.
04/04 Chapter 17 Importing patron information 201 Patron fields (Cont.) Field Example Maximum length Format Middle name String 10 Jo" Card expiration date Num YYYYMMDD 8 (exactly) 20050630 Gra.
04/04 202 Patrons The patron in the following example is Patty Sellers, whose recor d data is the same as that shown in the above table. In the export file, this recor d would appear as a single line terminated by a hard return. Please note that ther e are no trailing spaces at the end of the recor d.
04/04 Chapter 17 Importing patron information 203 Merge, or Replace, that Patron Maintenance executes when a duplicate recor d is found. T ypically used when adding new patron records. Skips incoming records if they exist in database. Select barcode or ID as specified in System Setup for identifying your patrons.
04/04 204 Patrons 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>.
04/04 Chapter 17 Importing patron information 205 1. On the Patron Maintenance main window , select File | Import Patron Pictures from the menu. The Import Patr on 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.
04/04 206 Patrons Interpreting the exception report Any errors encountered during the import patr on pictures pr ocess 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>.
207 Chapter 18 Exporting patron records This chapter contains general information about exporting patr on recor ds, discusses what you'll need to get ready , and provides instructions on how to export patron recor ds.
04/04 208 Patrons 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 recor ds and check the destination path displayed in the File Name text box.
209 Inventory Chapter 19 Inventory basics After circulating your collection, you may notice that some items just aren't where they'r e supposed to be. Inventorying your collection lets you know exactly what you have and what is missing or just misshelved.
04/04 210 Inventory 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.
04/04 Chapter 19 Inventory basics 21 1 The following table shows the relationship between an item's copy status and its beginning inventory status: Copy status Beginning inventory status A vailab.
04/04 212 Inventory 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).
04/04 Chapter 19 Inventory basics 213 Inventory Checklist As you take inventory of your collection, use this checklist to keep track of your progr ess.
04/04 214 Inventory 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. Y ou can use any combination of the following inventory methods: Scan copies directly into the Inventory main window .
04/04 Chapter 19 Inventory basics 215 Starting and getting around in Inventory From the computer desktop, open the Follett Applications folder and doubleclick the Inventory icon. Note: Y ou can also access the Follett Applications menu from the W indows Start | Programs menu or from the Mac OS Apple menu.
04/04 216 Inventory Notes.
217 Chapter 20 T aking inventory of your collection This chapter provides detailed instructions for the entir e inventory process, including the different methods of entering items into inventory . Y ou'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 .
04/04 218 Inventory complete, close the progr ess dialog. The Inventory main window now allows you to enter barcode scans directly , and enables all of the other Inventory options: T o enter inventory data from a PHD or data file, see pages 221 and 227, respectively .
04/04 Chapter 20 T aking inventory of your collection 219 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 pr ocess the data.
04/04 220 Inventory 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.
04/04 Chapter 20 T aking inventory of your collection 221 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.
04/04 222 Inventory 2. T o transfer the scans from the PHD, from the Inventory main window , click Remote or select Inventory | Remote Inventory . The Remote Inventory dialog appears: T o identify items that are shelved out of order, set the Shelf Checking options.
04/04 Chapter 20 T aking inventory of your collection 223 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).
04/04 224 Inventory T o 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. W e recommend that you do not exceed 1500 scans on any one remote batch disk.
04/04 Chapter 20 T aking inventory of your collection 225 The different values in Records in file" and Records this session" show that you are adding to an existing data file. As you enter items, the number of records (scans) in the data file increases, as does the number of bytes.
04/04 226 Inventory 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 bar code.
04/04 Chapter 20 T aking inventory of your collection 227 Game card interface scanner: T ype either UKMIC (IBM MicroChannel computers only) or UKREG (any other game card interfaced scanner) and press ENTER . T ype RMTBA T and press ENTER . T o complete the file, press F6 (which inserts a ^Z) and press ENTER .
04/04 228 Inventory Interpreting the Remote Inventory exception report The Remote Inventory exception report alerts you to items that may r equire some followup on your part. Only Missing items are checked in and made A vailable when you process remote inventory data.
04/04 Chapter 20 T aking inventory of your collection 229 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.
04/04 230 Inventory Remote Inventory exception messages (Cont.) Exception message What it means W ARNING: Difference between call numbers of current and next copy is greater than selected dif ference of <Check Dewey op tion>.
04/04 Chapter 20 T aking inventory of your collection 231 Printing reports of your Missing items After you finalize your inventory , print an Inventory List by T itle and an Inventory List by Call Number that show your Missing items.
04/04 232 Inventory Marking items Missing outside an inventory Occasionally there will be items that are missing from the shelf but have a copy status of A vailable 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.
233 Cataloging Chapter 21 Cataloging basics This chapter provides a brief introduction to the Cataloging module and MARC recor ds. Y ou'll also find instructions for customizing the Cataloging toolbar , setting up security , searching differ ent databases for the recor ds you want, and adding, deleting, or printing out MARC recor ds.
04/04 234 Cataloging 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 r ecord standar d.
04/04 Chapter 21 Cataloging basics 235 Starting Cataloging T o start Cataloging, from the computer desktop, open the Follett Applications folder and doubleclick the Cataloging icon. Y ou can also access the Follett Applications menu fr om the W indows Start | Programs menu or from the Mac OS Apple menu.
04/04 236 Cataloging EditContains commands for editing text and inserting diacritics in MARC recor ds (see page 276), accessing the global and individual update and delete features, and several PHD options (see Chapter 27, Maintaining your collection").
04/04 Chapter 21 Cataloging basics 237 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.
04/04 238 Cataloging 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.
04/04 Chapter 21 Cataloging basics 239 Clearing this check box: Has this effect ( it also removes any toolbar button ) : Delete Copies Disables Edit | Delete Copies via PHD Disables Edit | Delete Copi.
04/04 240 Cataloging Clearing this check box: Has this effect ( it also removes any toolbar button ) : Update Keywords Disables T ools | Update Keywords Rebuild Cross-References Disables T ools | Rebu.
04/04 Chapter 21 Cataloging basics 241 T ry more than one type of sear ch. Start with one of the standard numbers, such as the LCCN, ISBN, or ISSN to find a specific recor d. If you don't have one of these numbers, try searching by the title, author , or subject.
04/04 242 Cataloging T o set your limiters, select Limiters from the T ools menu or toolbar: Allows you to select multiple material types Click to save the limiters. Reading levels can range from 0.1 to 20.0. T o enter a number above 14.9, type it in the text box.
04/04 Chapter 21 Cataloging basics 243 T o 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. T o limit your search to titles that are above or below a certain point value, enter a point value range.
04/04 244 Cataloging 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. Any entries here are optional. Enter a Lexile Measure. The search can be narrowed to plus or minus 0, 50, or 100 Lexiles.
04/04 Chapter 21 Cataloging basics 245 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 hundr ed titles display , so you are more likely to r eceive relevant titles if you use specific point values and keywor ds.
04/04 246 Cataloging 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. T o close the dialog when you are finished, click Save. 4. Back in the main window , on Cataloging's toolbar , choose Selected Database Sources fr om the database drop-down list.
04/04 Chapter 21 Cataloging basics 247 Y ou 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.
04/04 248 Cataloging 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 requir ed an exact match (e.g., LCCN and barcode searches), the recor d opens in the MARC V iewer .
04/04 Chapter 21 Cataloging basics 249 If you're searching Selected Database Sources, the selection list shows (fr om left to right) the title, the matching entry , and the source of each record. If you're searching for authority recor ds, the selection list shows the heading, usage, and the date the recor d was last updated.
04/04 250 Cataloging When you display a netLibrary eBook, ther e 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 W eb site. In OP AC Display , the netLibrary hyperlink (856 tag) does not appear .
04/04 Chapter 21 Cataloging basics 251 T o access title information, click the TitlePeek button. The available information appears in your browser . Adding, saving, copying, and editing MARC records If the recor d you want doesn't exist in your database, you can create a new recor d from scratch, or copy or import it from another sour ce.
04/04 252 Cataloging V iew window , click Save; or , from the selection list, highlight the desired recor d, select File | Add T itle, and click Y es to the message asking if you want to duplicate the recor d. Y ou can then edit it, if needed, and add copies.
04/04 Chapter 21 Cataloging basics 253 Cataloging can automatically delete a MARC recor d when its last copy is deleted. T o enable this feature, open the System Setup module, select Setup | Cataloging | Misc, and select the Delete T itle When Last Copy is Deleted check box.
04/04 254 Cataloging Notes.
255 Chapter 22 Using the Easy Editor This chapter provides information and instr uctions for adding and editing bibliographic r ecords in the Easy Editor . Even if you have little or no cataloging experience, the Easy Editor lets you create solid MARC recor ds and perform other routine cataloging tasks.
04/04 256 Cataloging appears, giving you the option to duplicate the selected recor d. Select Y es to duplicate the recor d or No to start from scratch. T o edit a record, from the MARC V iew window (see page 249), select File | Edit T itle | Easy .
04/04 Chapter 22 Using the Easy Editor 257 Group/Field What it contains Tips T itle T itle Subtitle Responsibility Main title Additions to the main title 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.
04/04 258 Cataloging the interest grade level, or study pr ogram information. Y ou 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.
04/04 Chapter 22 Using the Easy Editor 259 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. T o enter a new subject, from the first dropdown list select the category that matches the subject's primary term.
04/04 260 Cataloging 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 recor d.
04/04 Chapter 22 Using the Easy Editor 261 Using the Find Headings feature T o 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.
04/04 262 Cataloging What' s next? After making all the necessary changes to a recor d, click Save. When you save a bibliographic r ecord, Cataloging checks that you enter ed the required title i.
263 Chapter 23 Using the MARC Editor This chapter provides information and instr uctions for manually adding and editing bibliographic and authority recor ds 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 .
04/04 264 Cataloging Adding new bibliographic records T o add a bibliographic record from scratch, you first need to select a template for the title information. From the selection list or MARC V iew window (see pages 248 and 249), choose File | Add T itle | MARC.
04/04 Chapter 23 Using the MARC Editor 265 The MARC Editor: an overview W ith the MARC Editor window opened, you'r e ready to enter or edit the record's information.
04/04 266 Cataloging 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.
04/04 Chapter 23 Using the MARC Editor 267 will find that many of the tags you need are already listed. Fr om 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 .
04/04 268 Cataloging 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.
04/04 Chapter 23 Using the MARC Editor 269 T o change the material type and its icon, access the MARC Leader Codes dialog as instructed above, and select the corr ect Record type (06) from the list: Click to display the list of material types.
04/04 270 Cataloging Record type code Its icon Uses Material type j musical sound recording music on CD, cassette, or vinyl k two-dimensional nonprojected graphic activity cards, charts, drawings, fla.
04/04 Chapter 23 Using the MARC Editor 271 006 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.
04/04 272 Cataloging 007 tag The 007 (Physical Description) tag is an optional, repeatable tag. Some bibliographic r ecords have multiple 007 tags, while some audiovisual material recor ds have none. The information in the 007 tag must agree with the 008 tag, and vice versa.
04/04 Chapter 23 Using the MARC Editor 273 T o edit the 008 tag, doubleclick in the 008 data, or with your cursor in the 008 field, choose T ag | Edit 008 tag. The Fixed Field 008 T ag Editor dialog appears: Click on the middle button to edit the material-type values.
04/04 274 Cataloging Editing indicators T o 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.
04/04 Chapter 23 Using the MARC Editor 275 T o add a subfield to a tag, position your cursor in the tag and click the Insert subfield button, or select Subfield | Insert Subfield.
04/04 276 Cataloging If the you need to, you can also add diacritics and other common symbols to your subfield data. T o insert a diacritic or symbol, place your cursor where you want the diacritic, then click the Diac's button or select Edit | Insert Diacritic.
04/04 Chapter 23 Using the MARC Editor 277 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.
04/04 278 Cataloging W orking with authority records In everyday conversation and writing, we refer to people, physical objects, and abstract concepts by different names.
04/04 Chapter 23 Using the MARC Editor 279 quickly locate a recor d, use the Find Headings button in the MARC Editor to search the existing authority headings for an author , subject, or series. T o add an authority record from scratch, continue with the following section, Adding new authority recor ds.
04/04 280 Cataloging 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 recor ds. For example, Elizabeth Smith can be the author or subject of a book.
04/04 Chapter 23 Using the MARC Editor 281 page 273). However , as described in the following sections, authority records have a few special considerations when it comes to fixed-length tags and crossr eference creation.
04/04 282 Cataloging T o edit the 008 tag, doubleclick in the 008 data, or with your cursor in the 008 field, choose T ag | Edit 008 tag. The Fixed Field 008 T ag Editor dialog appears: Use the radio buttons to toggle between positions 6-15 and 16-39.
04/04 Chapter 23 Using the MARC Editor 283 If a bibliographic recor d uses the authorized form in an indexed subject, author , or series heading, Cataloging can use the tracing information in the authority recor d to create crossr eferences.
04/04 284 Cataloging If you wanted to suppress all crossr eferences from that tag, from the Refer ence display dropdown list you would select a = Reference not displayed." Now the related heading is recor ded in the authority record, but is not crossr eferenced in Cataloging or OP AC.
285 Chapter 24 Working with copies Each item in the librarybook or otherwiseneeds 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.
04/04 286 Cataloging 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 A vailable), and Acquisition Date (to today's date).
04/04 Chapter 24 Working with copies 287 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 .
04/04 288 Cataloging The Checkouts button is not available. The Description/Enumeration, V endor , 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.
289 Chapter 25 Importing MARC records This chapter includes instr uctions for the different methods of importing bibliographic and authority recor ds and interpreting the exception report.
04/04 290 Cataloging 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 total8 before a decimal point and 2 after). Prices without a decimal point are consider ed to have two decimal places (e.
04/04 Chapter 25 Importing MARC records 291 the import runs faster , but you then need to run the Update Keywords utility before you can perform keywor d searches (see page 345). Important: If you need to import records from a W innebago database, there ar e some additional steps you should take.
04/04 292 Cataloging Important for Winnebago Imports: When you select the W innebago Records option, you're alerted that some additional processing may be necessary . If your database already contains recor ds, you will also be reminded to run a backup before pr oceeding (see page 607).
04/04 Chapter 25 Importing MARC records 293 Example: If you enter 1000 in the text box, Import assigns that barcode number to the first copy recor d 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.
04/04 294 Cataloging 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). Y ou can change this name, or delete the category altogether , in System Setup (see page 53).
04/04 Chapter 25 Importing MARC records 295 For Union Catalog Plus: Assigning copies on import The import dialog is slightly different if you are importing to Union Catalog Plus. T o assign the copies to a member , select the option which best suits your needs.
04/04 296 Cataloging 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.
04/04 Chapter 25 Importing MARC records 297 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 encounter ed during the import (see Interpreting the exception report," page 308).
04/04 298 Cataloging 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.
04/04 Chapter 25 Importing MARC records 299 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.
04/04 300 Cataloging Field name v6.7 v3.x v4.x Changes Call number X X Call numbers with mor e than 30 characters are tr uncated and a message indicating the affected record is written to the exception report. Fund X X Funding sour ce information in tag 852_x is moved to tag 852_xFUND: and truncated to 24 characters.
04/04 Chapter 25 Importing MARC records 301 Field name Changes v4.x v3.x v6.7 User defined 2 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 W innebago catalog applica tions.
04/04 302 Cataloging In CIRC/CA T v6.7, start from the system's main menu and select W innebago CIRC/CA T | Setup/Utilities | System Utilities | Setup Barcodes. If you're importing from a W innebago Spectrum v3.x database, you'll need to examine your barcodes to determine what they contain.
04/04 Chapter 25 Importing MARC records 303 Barcode forma t Recons truct ed barcode Fill ch aracter Locati on code T ype indicat or 4. BBBBBBBFIF 3 0 002567403R 5. ILLLLFFBBBBBBF 3 1234 1 3123411025674$ 6. ILLLLBBBBBBBBF 3 1234 3123400025674. 7. ILLLLBBBBBBBBB 3 1234 31234000025674 8.
04/04 304 Cataloging After entering your barcode format, click Next to proceed. Important: All the barcode information you enter in the Barcode W izard 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 ar e intact and are a Follett Classic symbology (e.
04/04 Chapter 25 Importing MARC records 305 Note: Remember that even though a symbology can have up to six type identifiers, you must import only one identifier at a time.
04/04 306 Cataloging If your format does include fill character(s), enter the alpha or numeric character that is used. T ypically , 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.
04/04 Chapter 25 Importing MARC records 307 When the import process is complete, close the progr ess 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 .
04/04 308 Cataloging Warning: All changes made to your database are immediate. Y ou 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.
04/04 Chapter 25 Importing MARC records 309 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.
04/04 310 Cataloging Exception message What it means The MARC record does not contain a 245 tag, T itle Statement. 245 tag created from existing <main title tag>.
31 1 Chapter 26 Exporting MARC records Eventually , you'll need to make copies of some or all of the MARC recor ds 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.
04/04 312 Cataloging Exporting bibliographic records T o export title and copy records, from the Cataloging main window , choose File | Export MARC 21/852 Holdings Format: Lets you select individual r.
04/04 Chapter 26 Exporting MARC records 313 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. Y ou can use all three types in one list. T ype or scan the number in the text box, and click Add.
04/04 314 Cataloging T o search for records to define your range, click Starting At or Ending At. A dialog, specific to your search, appears: T ype your search term in the text box, and then click Find. The closest match to the search term is highlighted in the selection list.
04/04 Chapter 26 Exporting MARC records 315 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.
04/04 316 Cataloging Export includes all the copy fields except two: The Copy Note and the Circulation Note are not exported to a MARC file. These fields ar e actually text files that have no corresponding subfield in the 852 tag. Delete T itles/Copies After Export: This option is usually used for cleanup, or splitting a collection.
04/04 Chapter 26 Exporting MARC records 317 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 recor ds in the union catalog or select one member 's holdings.
04/04 318 Cataloging Exporting authority records T o export authority records, from the Cataloging main window , choose File | Export MARC 21 Authority . The Export MARC 21 Authority dialog appears: Check the drive and file name listed here. T o specify another location or file name, click Browse.
04/04 Chapter 26 Exporting MARC records 319 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.
04/04 320 Cataloging 4. From your shelves, collect the library materials that ar e moving. Scan or type their barcodes into the T o Copy Barcode text box on the Individual Update dialog.
04/04 Chapter 26 Exporting MARC records 321 Interpreting the exception report When exporting bibliographic and copy r ecords, you only have exceptions if you choose to delete the bibliographic r ecords after export, and if, for some r eason, a copy could not be deleted.
04/04 322 Cataloging Notes.
323 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.
04/04 324 Cataloging possible that you may legitimately get duplicate LCCNs; in those cases, try to get a unique ISBN for the recor d.) Correct standard numbers ar e important to support matching against Alliance Plus and when importing recor ds. T itles Without Copies: Look at this r eport when ordering materials.
04/04 Chapter 27 Maintaining your collection 325 Select a range of authors, subjects, or series to search. For instructions on selecting the starting and ending records, see page 314. Identify the method you want to use to search the library database.
04/04 326 Cataloging 3. After reviewing the information, indicate how you want to proceed with the update. Unless you click Cancel, a progr ess dialog appears while the recor d is updated (or skipped) and Cataloging searches for the next match. Note: Cataloging won't apply changes that would invalidate the tag.
04/04 Chapter 27 Maintaining your collection 327 Choosing Circulation T ype, in the Global Update Copy dialog, lets you quickly update materials for new units or research pr ojects. (For instance, you could change a circulation type of Regular to a circulation type of NonCir culating to keep those materials in the library .
04/04 328 Cataloging Vendor List –––––––––––––––––––––––––––––––––––––––––––––––––––––––.
04/04 Chapter 27 Maintaining your collection 329 b. Click Update All and then Y es 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 V endor List. Click Close.
04/04 330 Cataloging 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.
04/04 Chapter 27 Maintaining your collection 331 T o 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 the year, or range of years, that the copies were marked Missing.
04/04 332 Cataloging 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 recor ds. This lets you improve the uniformity , and reduce duplication, of the subject headings in your database.
04/04 Chapter 27 Maintaining your collection 333 2. Choose whether you want the exception r eport 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.
04/04 334 Cataloging Deleting tags globally W ith Global Delete T ag, you can find and delete any of the following bibliographic tags that contain obsolete, unwanted, or incorrect information: 526.
04/04 Chapter 27 Maintaining your collection 335 numbers, and the targeted tag. Use this information to help you decide whether to delete the tag or not: Displays the contents of the entire tag, with .
04/04 336 Cataloging T o delete the title records: 1. From the menu, select Edit | Global Delete | T itles W ithout Copies. The Global Delete T itles W ithout Copies dialog appears: Choose to keep certain MARC records that intentionally have no copies.
04/04 Chapter 27 Maintaining your collection 337 Using a scanner to delete copies Delete Copies via Scanner lets you remove copies fr om your database by creating a list of their barcodes. Y ou can create the list either by scanning the barcodes or by manually typing in the barcode numbers.
04/04 338 Cataloging Using your PHD for mass updates W ith a PHD, you can assign categories, cir culation types, or copy status to copies, remove categories from copies, and delete entir e copy records. As with all PHD functions, you should alr eady have loaded the PHD application (see page 42) before scanning bar codes.
04/04 Chapter 27 Maintaining your collection 339 These instructions change based on the PHD you choose. Warning: T o protect your equipment, make sure you turn off your PHD and computer before connecting or disconnecting the PHD. T o change the transfer settings, click Edit.
04/04 340 Cataloging Interpreting the exception report Any errors encountered during the update are entered on an exception r eport. This table lists the possible errors and their meanings: Error mess.
04/04 Chapter 27 Maintaining your collection 341 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.
04/04 342 Cataloging Deleting copies with a PHD This option r emoves copies from your database (for example, the books you're weeding from the collection). Warning: All deletions are immediate. Y ou cannot undo them by canceling the process. Copies are deleted even if they're checked out, on hold, at the bindery , or missing.
04/04 Chapter 27 Maintaining your collection 343 Y es. Once the data transfer process begins, a progr ess dialog appears. When the process is complete, close the progr ess dialog and carefully check the exception report. Interpreting the exception report Any errors encountered during the process are entered on an exception r eport.
04/04 344 Cataloging Viewing the W eeding log Every time a copy is deleted, Cataloging adds an entry to this cumulative log. V iew 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.
04/04 Chapter 27 Maintaining your collection 345 Excel imports the file, placing each field in a column with the field name in the first row and hyphens in the second. T o edit the Weeding log easily . . . . . . import it into a spreadsheet program. Tip: For easier viewing, disable word wrapping in your text editor .
04/04 346 Cataloging Rebuilding crossreferences Use the Rebuild CrossRefer ences function to: Build an initial crossr eference index Rebuild a corrupted crossr eference index R.
04/04 Chapter 27 Maintaining your collection 347 | Book Cart | Add T itle from the menu. In the MARC V iewer , click the Add to Book Cart button. By range: T o add a group of existing recor ds to the Book Cart, select T ools | Book Cart | Add to Book Cart.
04/04 348 Cataloging your default editor . Y ou could also print a list of these misses and then process any brief records manually with the Process Misses featur e in Alliance Plus (titles do need copies for this).
04/04 Chapter 27 Maintaining your collection 349 T o transfer records to MARC Magician, click the EZ T ransfer button or select T ools | Book Cart | EZ T ransfer from the menu. The EZ T ransfer dialog appears: Enter up to 60 characters to describe this group of records.
04/04 350 Cataloging NumberAuthor , AuthorT itle, or T itleAuthor , and choose to display annotations (tags 505 _a, 51 1_a, or 520_a). Tip: T o print a list of new items, add titles to the Book Cart by Acquisition Date. Specify a title for your report.
04/04 Chapter 27 Maintaining your collection 351 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 V iew MARC buttons will not be visible in the Book Cart toolbar .
04/04 352 Cataloging This process leaves your catalog with the one best" MARC r ecord with all of the copies attached to it. The exception report contains information about each move, each deletion, and any processing errors. Select the best record.
353 Chapte r 28 Cataloging tips Thi s chapter briefly covers some common nonbook materials that people often catalog. Mo r e detailed information on cataloging these materials is available at our W eb site at ww w .fsc.follett.com or f r om our Marketing department at 1-800-323-3397.
04/04 35 4 Cataloging W ith this new sou r ce of information, many libraries a r e giving up their vertical files for all materials except for local, historical, genealogical, and similar types of information.
04/04 Chapter 28 Cataloging tips 355 521 _aAudience note. 520 _aSummary note. 546 _aLanguage note. 600 17 _aPersonal or family name subject heading. _2sears 610 27 _aCorporate name subject heading. _2sears 611 27 _aMeeting name subject heading. _2sears 630 07 _aUniform title subject heading.
04/04 356 Cataloging 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 requir ed to enable access.
04/04 Chapter 28 Cataloging tips 357 Cataloging local electronic resources Not all electronic resour ces are on the Internet. Y ou can use the 856 tag to access electronic r esources that are stored on your local library or school network.
04/04 35 8 Cataloging Cataloging elect r onic r esou r ces, especially W eb sites, can be a timeconsuming task. He r e's a list of questions to ask befo r e investing your time: Audience: .
04/0 4 Chapte r 28 Cataloging tip s 359 Note: T o enable this featu r e, you must select the Show Authority 856 tags in O P AC option f r om System Setup's Cataloging Misc tab (see page 55). If an authority r eco r d and r elated bibliographic r eco r ds contain identical 856 tags, both links appear in the applications.
04/04 360 Cataloging 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.
04/04 Chapter 28 Cataloging tips 361 007 Physical Description Fixed Field (R) Position 00 Category Position 01 Specific Material Designation Position 02 Positions 03-05 Using the menu or toolbar button, insert a 007 tag. Select c = computer file fr om the list.
04/04 362 Cataloging _bState University of New York Press, _cc1987. 300 _alviii, 682 p., [16] p. of plates : _bill. ; _c24 cm. 490 1 _aThe writings of James Fenimore Cooper 530 _aAlso available as an electronic reproduction; _bScanitall, Inc., Chicago, Ill.
04/04 Chapter 28 Cataloging tips 363 000 Leader For this tag to contain the correct information, select the appropriate Bibliographic Material T ype template for the item you are cataloging.
04/04 364 Cataloging 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) _ a _b _c _d _f _n Both indicators are undefined.
04/04 Chapter 28 Cataloging tips 365 _d1789–1851. 245 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.
04/04 366 Cataloging 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 Noncir culating eBook (*NC) to use for nonphysical copies.
04/04 Chapter 28 Cataloging tips 367 A document available on the W eb: Ldr nam a 007 cr cnu 008 000629s1999 xxuab s 000 0 eng d 245 00 _aCalifornia Condor Restoration _h[electronic resource]. 256 _aElectronic data. 260 _a[S.l.] : _bPeregrine fund, _cc1999.
04/04 368 Cataloging 007 Physical Description Fixed Field (R) Position 00 Category Position 01 Specific Material Designation Position 02 Positions 03-05 Using the menu or toolbar button, insert a 007 tag. Select c = computer file fr om the list. Select a code that's appropriate for the carrier (e.
04/0 4 Chapte r 28 Cataloging tip s 369 _cNovell . 25 6 _aComputer operating system program. 26 0 _aOrem, Ut. : _bNovell, _c1998, c1993. 30 0 _ a1 CD–ROM ; _c4 3/4 in. 53 8 _aSystem requirements: Server–class PC with Pentium processor, CD–ROM drive.
04/04 370 Cataloging Notes.
371 Chapter 29 Acquisitions Located within the Cataloging module, Acquisitions lets you create orders for purchasing items for your collection. When cr eating an order , you can access the Funding Sour ce and V endor lists so that you can add either to an order .
04/04 372 Cataloging Adding or editing an order The on-screen dialog for adding or editing or ders is the same. T o create a new order , click New from the Acquisitions Orders dialog in Cataloging. T o retrieve an existing or der , search for it (see page 375), highlight it, and click Edit.
04/04 Chapter 29 Acquisitions 373 Calculating amounts The Amount tab is used to calculate additional monetary amounts associated with an order . Y ou 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 per centage and clicking Compute T ax.
04/04 374 Cataloging Adding a line item Clicking Add or Edit in the Line Items box on the Edit Or der 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.
04/04 Chapter 29 Acquisitions 375 Finding an order There are several ways you can find an existing or der: order number (default), vendor , order status, opened date, issued date, and closed date. 1. T o use the Find by options, choose one of the Find by methods from the list.
04/04 376 Cataloging 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.
04/04 Chapter 29 Acquisitions 377 V endor dialog. Notice that these are the same dialogs you used to establish this information in System Setup. Update vendor information and click Save.
04/04 378 Cataloging Important: If you add or edit funding source information fr om an Orders dialog in Acquisitions, you must click Save on both the Add/Edit Funding Source dialog and the Or der dialog for the changes to be saved.
04/04 Chapter 29 Acquisitions 379 Printing your order form Once you have completed the order , clicking Print sends the information to your printer formatted like a book order .
04/04 380 Cataloging ORDER Page 2 Issued Date: 11/01/2001 Account Number: SKYVW244 Order Number: 4 –––––––––––––––––––––––––––––––––.
381 Alliance Plus Chapter 30 Alliance Plus basics This chapter contains a description of Alliance Plus and instr uctions for starting Alliance Plus. These instr uctions ar e also valid for Alliance Plus for Union.
04/04 382 Alliance Plus From the computer desktop, open the Follett Applications folder and doubleclick the Alliance Plus icon. Y ou can also access the Follett Applications from the W indows Start | Programs menu or from the Mac OS Apple menu.
04/04 Chapter 30 Alliance Plus basics 383 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: T o perform a Reading Program Recon for Accelerated Reader or Reading Counts!, Alliance Plus Online must be selected.
04/04 384 Alliance Plus 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 recor d during a Process Misses session.
385 Chapter 31 Autorecon and Reading Program Recon This chapter contains a description of the Autor econ process and instructions for conducting an Autor econ (automated retrospective conversion) and a Reading Program Recon.
04/04 386 Alliance Plus Plus data source and adds any new r eview sources to the local recor d. Y ou can use this option to enhance your local full bibliographic recor ds by adding interest and r eading levels or to update local recor ds previously processed with an older Alliance Plus data source.
04/04 Chapter 31 Autorecon and Reading Program Recon 387 matching data source recor d. If the library record doesn't contain any r eading or interest level information or if the information does not match, Alliance Plus replaces the data in the library recor ds with the information fr om the data source.
04/04 388 Alliance Plus Before starting Autorecon, make sur e no one is adding, updating, or importing bibliographic r ecords into the library database. This r educes the likelihood that Alliance Plus will encounter any problems during the process and ensur es that the application checks every bibliographic recor d in the library database.
04/04 Chapter 31 Autorecon and Reading Program Recon 389 If you have not run an Autorecon or completed the last Autor econ, the Select Starting Call Number dialog appears: T ype the call number in the text box, and then click Find. The closest match to the call number is highlighted in the selection list.
04/04 390 Alliance Plus As Alliance Plus processes each bibliographic recor d, the progress window displays the results of the recor d comparison. The progress window also keeps track of the number of recor ds processed and missed (not found).
04/04 Chapter 31 Autorecon and Reading Program Recon 391 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.
04/04 392 Alliance Plus 1. From the Alliance Plus main window , click Reading Program. 2. Select Upload to upload a quiz file. T o upload a new quiz file, select browse. After the quiz file has been selected, click the Upload button. Once the quiz file has been uploaded, click the Close button.
04/04 Chapter 31 Autorecon and Reading Program Recon 393 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 recor d, the progress window displays the results of the recor d comparison.
04/04 394 Alliance Plus Notes.
395 Chapter 32 Process Misses This chapter contains a description of Pr ocess Misses and instructions for conducting a Process Misses session. About Process Misses Process Misses enhances the brief bibliographic recor ds in the library database with information from an Alliance Plus data source.
04/04 396 Alliance Plus without considering whether the local recor d has standard numbers. As a result, examining all brief recor ds can be extremely time consuming. Running Process Misses Before starting the Process Misses session, we strongly encourage you to r un an Autorecon for all available Alliance Plus data sour ces.
04/04 Chapter 32 Process Misses 397 2. Select the option you want to use to process the recor ds missed during Autorecon, and then click Pr oceed. If you interrupted the last Pr ocess Misses session, the Pr ocess Misses Restart dialog appears: T o start a new Process Misses session, click New .
04/04 398 Alliance Plus 3. T ype the copy call number you want to start with during the Process Misses session and click Select. The brief recor d processing options appear: The brief bibliographic re.
04/04 Chapter 32 Process Misses 399 T o search the database for a specific title, click Search by Title. The Title Search dialog appears: Alliance Plus highlights the closest matching title in the selection list when searching a CD, and an exact match when searching Alliance Plus Online.
04/04 400 Alliance Plus T o replace the brief record in the library database with the highlighted record from the Alliance Plus database, click Replace.
04/04 Chapter 32 Process Misses 401 Important: If the library has installed Catalog Plus, Alliance Plus deletes the keywor ds from the recor ds being replaced. However , if you selected the Create Keywor d Entries as MARC Records are Saved option in Cataloging setup, Alliance Plus rebuilds the keywords for the replacement recor d.
04/04 402 Alliance Plus Notes.
403 Search Stations Chapter 33 Setting up your search stations Use the information in this chapter to set up your OP ACs. Y ou can choose which interfacetext or visualto display to your patrons; whether they have access to other applications; and what search and print options are available to them.
04/04 404 Search Stations 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: T ext interface Visual interface The text interface lets the patron enter a term and choose one of the many indexes in your database to search.
04/04 Chapter 33 Setting up your search stations 405 Choosing the OP AC interface Decide which interface(s) to use. If you have TitlePeek, configure your proxy server . In the W orkstation Setup box, you can choose to display the T ext OP AC Only , the V isual OP AC Only , or give patrons the option of choosing the interface.
04/04 406 Search Stations Enter the address of your proxy server and its port number for this service. Click the Proxies button. Enter the IP addr ess of your proxy server and either accept the default TCP port number of 80 or enter your custom port number .
04/04 Chapter 33 Setting up your search stations 407 T o deter patrons from exiting the OP AC, the following also occurs when you select the Disable access to other applications option: The OP AC launches in full screen mode. On a Macintosh workstation, all other processes stop when the OP AC is launched.
04/04 408 Search Stations Button, Key Combination, or Menu Function Mac OS Windows NT Windows 95 and 98 T itle bar (rightclick) Requires password Requires password N/A W indows key Disabled Not modified N/A Note: If you want to further restrict your patr ons' access to your system, you may want to purchase thirdparty security softwar e.
04/04 Chapter 33 Setting up your search stations 409 Enter the name you want to appear in the T ools menu. T ype the path and name of the application's executable file (*.EXE in Windows) or use the Browse button to locate the desired application.
04/04 410 Search Stations interfacespecific options. If you are using the text interface, continue below . If you are using the visual interface only , go to page 415.
04/04 Chapter 33 Setting up your search stations 41 1 Unless your copies are assigned categories that are meaningful to your patrons, clear the Category check box.
04/04 412 Search Stations 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.
04/04 Chapter 33 Setting up your search stations 413 T o 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.
04/04 414 Search Stations T o limit by publishing year , reading level, or interest level, choose Select and define the desired range. T o limit searches by material type, select or clear the check boxes so only the material types you want to include are checked.
04/04 Chapter 33 Setting up your search stations 415 Visual OP AC Setup tab On the V isual OP AC Setup tab, you can: choose your home button set; decide whether or not to show hyperlinks in the recor d display; include annotations in the Bookbag printout; and select the Bookbag Report sort order .
04/04 416 Search Stations Note: If you did not select the Disable access to other applications check box on the General Setup tab and your search station is W ebenabled, the hyperlinks function.
04/04 Chapter 33 Setting up your search stations 417 The table below outlines the default sets. Y ou 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 Pr esidents.
04/04 418 Search Stations What' s next? If you choose to load the default button set when you click Save, you need go no further . Y ou can use these buttons as is. When you exit Setup, open the visual interface. Check to see that all the searches are pr oductive for your database, and determine your needs for any changes or additions.
04/04 Chapter 33 Setting up your search stations 419 Click a button to go back to that set. Click to add an action button to this set. Click a button to edit it. If the button loads another set of buttons, right click to edit it; left click to load its set.
04/04 420 Search Stations Note: T o edit an action button that loads another set of buttons, you must right click it on a W indows computer . On Mac OS, hold down the COMMAND (open apple) key while clicking it. Otherwise, the set that it loads appears.
04/04 Chapter 33 Setting up your search stations 421 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.
04/04 422 Search Stations Image Property V alid specifications Windows file formats JPEG File Interchange Format (*.jpg), PC Paintbrush (*.pcx), T agged Image File Format (*.tif), and W indows Bitmap (*.bmp). Mac file formats Graphics Interchange (*.gif), JPEG/JFIF compliant (*.
04/04 Chapter 33 Setting up your search stations 423 Y ou 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 (*.
04/04 424 Search Stations Tip: It's easiest to open the desired W eb page on your browser , copy the address, and paste it here. Example: Configur e a button named NASA to open the NASA Kid's Space W eb page by entering http://www.nasa.gov/kids.
04/04 Chapter 33 Setting up your search stations 425 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.
04/04 426 Search Stations provides an explanation and examples of power searches, page 412 has instr uctions 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.
04/04 Chapter 33 Setting up your search stations 427 Saving buttons Clicking Save saves the configuration for this button and r eturns you to the visual interface main window , still in Configuration mode. The new button appears in its set immediately on your workstation.
04/04 428 Search Stations Putting it all together There are many possibilities for configuring buttons and sets. Y ou can create them to support your school's curriculum, draw attention to certain resour ces, or fill special needs or interests.
04/04 Chapter 33 Setting up your search stations 429 After saving your setup Since the settings (except the V isual OP AC button configurations) are search station specific, if you need to make changes to the default settings, remember to set up each search station.
04/04 430 Search Stations Notes.
431 Chapter 34 Setting up WebCollection Plus After completing the W ebCollection Plus installation and connecting it to the FairCom database(s) in the Administrator , you can run W ebCollection Plus with its default settings.
04/04 432 Search Stations When the process requiring the exclusive use finishes, click Start Up on the Setup Information page, or Start in the Administrator module.
04/04 Chapter 34 Setting up WebCollection Plus 433 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 W ebCollection Plus requir es a few of the optional settings available in many browsers.
04/04 434 Search Stations The Setup Information page The W ebCollection Plus Setup Information page provides numer ous options that let you tailor your W eb OP AC to accommodate your patrons' needs. Important: Starting with version 5.10, you must enter a password to save any changes on the setup pages.
04/04 Chapter 34 Setting up WebCollection Plus 435 W ebCollection Plus For English/French or English/Spanish : There are several additional languagespecific options.
04/04 436 Search Stations Customizing the appearance of the pages W ebCollection Plus lets you personalize some of the text and graphics elements on the home and search pages: Change the background graphics and the logo.
04/04 Chapter 34 Setting up WebCollection Plus 437 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.
04/04 438 Search Stations T o disable this feature, clear the Use Custom Graphics check box on the Setup Information page, enter your password if necessary , and and click Save.
04/04 Chapter 34 Setting up WebCollection Plus 439 For W ebCollection Plus for Union : The Category search option and V isual W ebCollection are not available.
04/04 440 Search Stations 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 Patr on Empowerment section on page 445.
04/04 Chapter 34 Setting up WebCollection Plus 441 For WebCollection Plus for Union Union catalogs can choose to allow Hold and ILL r equests for each member catalog. Click Edit Members in the Member Information box. The Member Information list appears: Select the check boxes for email requests for each member , and enter their email address.
04/04 442 Search Stations Customizing the hold and interlibrary loan request forms Since every library's rules regarding who may r equest a hold or interlibrary loan vary to some degree, W ebCollection Plus lets you edit the instructions that appear on the request forms.
04/04 Chapter 34 Setting up WebCollection Plus 443 Setting up WebCollection Plus for State Standards If you have a subscription to State Standards, once you've installed or updated your W ebCollection Plus, you'll need to configure it for State Standards: 1.
04/04 444 Search Stations Setting up WebCollection Plus for Keyword/Power and Browse searches If you have a subscription to W ebPath Express, once you've installed or updated your W ebCollection Plus, you'll need to configure it for W ebPath Express: 1.
04/04 Chapter 34 Setting up WebCollection Plus 445 Checking a copy' s status from W ebCollection Plus for Union If any of your union catalog members are running W ebCollection Plus, your patrons can find out if a copy is available. Open the Member Information page by clicking Edit Members.
04/04 446 Search Stations While the Login dialog is almost identical to that in OP AC, the Patron Information page has a different formata list instead of a tabbed dialog: For privacy , only the patron's name and card expiration date appear at the top.
04/04 Chapter 34 Setting up WebCollection Plus 447 Setting up Visual WebCollection Plus T o make the V isual OP AC interface available to your patrons in W ebCollection Plus, select the check box for its toolbar button on the T oolbar Setup page (see page 438).
04/04 448 Search Stations Providing more information access for your patrons Accessing TitlePeek There are no options on the Setup Information pages for enabling T itlePeek. Once you select the check box that enables T itlePeek on the System Setup | Setup | Cataloging | Misc tab, the T itlePeek button appears on the T itle Information page.
04/04 Chapter 34 Setting up WebCollection Plus 449 Then, before you leave the Setup Information page, select the Enable QuickLinks check box, enter your password if necessary , and click Save. T o disable this feature, clear the Enable QuickLinks check box, enter your passwor d if necessary , and click Save.
04/04 450 Search Stations enter your Setup Information page password, and click Save. Make sure to distribute the eBook password to your patrons. Select to allow access from any browser and enter 1 - 10 alphanumeric characters. Select to allow access only from within your network.
04/04 Chapter 34 Setting up WebCollection Plus 451 Post library hours List your policies Provide a map of the library List new additions to your library's collection Incorpora.
04/04 452 Search Stations T esting your setup After saving your setup information, the main W ebCollection Plus Library (or Union) Search page appears.
04/04 Chapter 34 Setting up WebCollection Plus 453 button appears as desired. If not, return to the Setup Information page to change the settings. Return to the T itle Information page and proceed with the next step.
04/04 454 Search Stations W ebCollection Plus for English/French or English/Spanish The duallanguage versions of W ebCollection Plus give your patrons the option of using the application in either language.
04/04 Chapter 34 Setting up WebCollection Plus 455 Enter your institution's name, an announcement, and a custom footer in both languages. Select the default language for your patrons. The Default Language option determines what language appears by default when a patron accesses your W ebCollection Plus for the first time.
04/04 456 Search Stations T roubleshooting When starting or running W ebCollection Plus, error messages may appear in the W indows NT/2000 Event V iewer or in your browser during a sear ch. The following table contains some of the error messages that may appear .
457 Chapter 35 Using your OP AC An online public access catalog (OP AC) 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 OP AC.
04/04 458 Search Stations criteria, and set limiters on their searches. The search r esults are detailed and contain hyperlinks that allow the patron to expand or refine the search. The visual interface is designed for the lessexperienced patron.
04/04 Chapter 35 Using your OP AC 459 What is a Power search? Power search, an advanced keywor d 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.
04/04 460 Search Stations 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 Y ou get only titles that mention both cats and dogs.
04/04 Chapter 35 Using your OP AC 461 Accelerated Reader search Y our patrons can search the database for titles that meet the requir ements of the Accelerated Reader program. They can retrieve them if the MARC r ecords have the necessary information in the 526 tag (see page 635).
04/04 462 Search Stations When the patron clicks the Lexile button, the Lexile Search appears: Any entries here are optional. Click to open the Lexile dialog.
04/04 Chapter 35 Using your OP AC 463 When the patron clicks the RC button, the Reading Counts Search appears: Any entries here are optional. T o narrow the search, select a reading level range, and/or the point value. Click to open the RC dialog, or use the Search menu.
04/04 464 Search Stations After every search request, a selection list appears with the closest match highlighted. Selection lists also identify the search type and search term used. T o see more about an item, doubleclick it, or highlight it and click Select.
04/04 Chapter 35 Using your OP AC 465 Depending on your setup (see page 412), the recor d appears in full or brief format, but patrons can always switch between the two formats. But this window provides more than title details: Full vs. Brief record This button is dynamic.
04/04 466 Search Stations Electronic Location and Accessthe 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 r elated W eb sites). In full recor d view , Elec.
04/04 Chapter 35 Using your OP AC 467 Note: Y ou control whether or not virtual 856 tags display; see the Show Authority 856 tags in OP AC option on System Setup's Cataloging Misc tab (see page 55). For more information on virtual 856 tags, see page 358.
04/04 468 Search Stations 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.
04/04 Chapter 35 Using your OP AC 469 TitlePeek button If your library has a subscription to T itlePeek, 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.
04/04 470 Search Stations 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. T o print the contents of a window , select Print from the toolbar or File menu.
04/04 Chapter 35 Using your OP AC 471 T o access the Limiters dialog, select Limiters from the toolbar or T ools menu. The Limiters dialog appears with the current limiter settings.
04/04 472 Search Stations Repeating a search The search history contains a recor d of the last 14 searches. This allows patrons to quickly repeat a prior search. T o access the Search History dialog, choose T ools | Search History: T o repeat a search, either doubleclick the search term or highlight it and click Search.
04/04 Chapter 35 Using your OP AC 473 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 Patr on Maintenance.
04/04 474 Search Stations patron highlights the desir ed 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 OP AC automatically enters the highlighted title into the dialog.
04/04 Chapter 35 Using your OP AC 475 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.
04/04 476 Search Stations 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 thr ough System Setup (see page 43).
04/04 Chapter 35 Using your OP AC 477 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.
04/04 478 Search Stations 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 ar e not available on Mac OS. Important: Users must use a mouse or touchscreen to navigate in the visual interface.
04/04 Chapter 35 Using your OP AC 479 T racing your steps As the patron progr esses 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 .
04/04 480 Search Stations Using the T ype In Search Clicking an action button, configur ed to open the T ype In Search, displays this window: Enter a search term here. Then click a search button. Trace your steps in the Navigation list. Click to erase the entered term.
04/04 Chapter 35 Using your OP AC 481 Using the search results When the patron clicks a button that is configured to search the collection, or uses the T ype In Search window , a selection list of up to 500 results, sorted by title/author , appears: Trace your steps in Navigation.
04/04 482 Search Stations Viewing the record Each of the entries in the selection list is an oversize button that, when clicked, opens the recor d display window .
04/04 Chapter 35 Using your OP AC 483 From the r ecord display window , the patron can print the information for an individual recor d: Dunlop Elementary 10/13/2000 Title Information Page 1 –––.
04/04 484 Search Stations Using the Bookbag From the recor d 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.
485 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 car ds.
04/04 486 Reports 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.
04/04 Chapter 36 Reports basics 487 Examples: Common reporting tasks might include: Locating patrons with missing or incomplete addresses by extracting patron data and filtering the address columns for blanks.
04/04 488 Reports 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.
04/04 Chapter 36 Reports basics 489 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.
04/04 490 Reports 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 T itle dialog appears.
04/04 Chapter 36 Reports basics 491 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.
04/04 492 Reports Building a barcode list Some reports let you limit their contents to specific copies or patrons by cr eating a list of barcodes. These reports include Copy Bar code Labels, Spine/Pocket Labels, and Patron Barcode Labels.
04/04 Chapter 36 Reports basics 493 Limiting by patron type, circulation type, or category A few of the Circulation r eports let you limit their contents to specific patron types, circulation types, or categories. In these cases, the report options area contains a Patron T ypes, Circulation T ypes, or Categories button.
04/04 494 Reports Limiting by Union Catalog Plus member In Union Catalog Plus, most of the reports can be limited by member . Y ou 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.
04/04 Chapter 36 Reports basics 495 Printing the report After selecting the options for the specific report, you'r e 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.
04/04 496 Reports the saved report, and select the appropriate text file. Reports saves the r eport 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 br eaks may not be appropriate for your selected printer .
04/04 Chapter 36 Reports basics 497 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: These instructions change based on the PHD you choose.
04/04 498 Reports Notes.
499 Chapter 37 Cataloging reports This chapter contains instr uctions 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.
04/04 500 Reports 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).
04/04 Chapter 37 Cataloging reports 501 Cataloging reports (Cont.) Cataloging report Description T itles Without Standard Numbers Identifies incomplete bibliographic records.
04/04 502 Reports 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.
04/04 Chapter 37 Cataloging reports 503 The following is an excerpt from a Bibliography Report: Jackson Middle School Library Bibliography Report 10/13/2003 @ 3:28pm Page 1 –––––––––.
04/04 504 Reports The following is an excerpt from a Brief Records Report: Jackson Middle School Library 10/13/2003 @ 3:43pm Brief Records Page 1 ––––––––––––––––––.
04/04 Chapter 37 Cataloging reports 505 The following is an excerpt from a Code T able List: Jackson Middle School Library 10/13/2003 @ 3:47pm Code Table List Page 1 –––––––––––.
04/04 506 Reports 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 pur chased and received during a given period of time.
04/04 Chapter 37 Cataloging reports 507 The following is an excerpt from a Detailed V iew of the Copies Added Report: Central Columbia M. S. Library 2/13/2004 @ 6:23am Copies Added Page 1 ––––.
04/04 508 Reports 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. Limit the report by acquisition date or material type. Select the content of the report.
04/04 Chapter 37 Cataloging reports 509 The Copies by Funding Source or V endor Report contains the following options: Funding Sour ce or V endor: 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 .
04/04 510 Reports This excerpt is from a Summary by V endor (V endor List) Report: Vendor List –––––––––––––––––––––––––––––––––––.
04/04 Chapter 37 Cataloging reports 51 1 Generating a Copies With Different Call Numbers Report The Copies W ith Different Call Numbers Report lets you search your collection for copies that may have been assigned an incorrect call number . Y ou can use the report to check the various call numbers assigned to the copies of one title.
04/04 512 Reports Generating a Copies With Other Call Numbers Report The Copies W ith Other Call Numbers Report identifies copies using the Other" (OTH) call number prefix. Circulation Plus uses this pr efix to collect circulation statistics on any copy with an unrecognized call number prefix.
04/04 Chapter 37 Cataloging reports 513 Generating a Copies Without Call Numbers Report The Copies W ithout Call Numbers Report lets you locate incomplete copy recor ds.
04/04 514 Reports Printing Copy Barcode Labels Copy Barcode Labels lets you create new or r eplacement barcodes for your copies. It prints your full site name (retrieved from System Setup | Site | Identification), the scannable barcode, and the eyereadable barcode number .
04/0 4 Chapter 37 Cataloging report s 515 If you select Unused Ba r codes, p r ess Starting At, and choose either your highest ba r code or the last ba r code befo r e a gap in your ba r code sequence. Then enter the number of ba r codes (up to 990) that you want to print.
04/04 516 Reports 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 T ype The Copy List by Circulation T ype identifies copies that have a particular circulation type (or types) assigned to them.
04/04 Chapter 37 Cataloging reports 517 The following is an excerpt from a Copy List by Circulation T ype Report: Jackson Middle School Library 10/13/2003 @ 3:49pm Copy List by Circulation Type Page 1.
04/04 518 Reports T o create a meaningful Headings W ithout Authorities Report, your database must already contain both bibliographic and authority recor ds. For Union Catalog Plus: This report is not available. Choose the type(s) of headings you want to examine.
04/04 Chapter 37 Cataloging reports 519 Include titles: This detailed report includes, for each heading, a list of the titles in your bibliographic recor ds that do not have the corresponding authority recor ds. After selecting your report options, click Print.
04/04 520 Reports 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. Y ou can also search for items in the Beginning Reader (BR) and NonProse (NP) categories, which do not have numeric Lexile measur es.
04/04 Chapter 37 Cataloging reports 521 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).
04/04 522 Reports Generating Spine/Pocket Labels Spine/Pocket Labels lets you print labels based on a range of call numbers, barcodes, or acquisition dates. Y ou 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 recor d.
04/04 Chapter 37 Cataloging reports 523 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.
04/04 52 4 Reports Important: The horizontal/vertical o f fsets a r en't applied or saved when you choose Print P r eview or Print to File. If you print spine/pocket labels f r om a p r eview window or saved file, the labels won't be positioned cor r ectl y .
04/04 Chapter 37 Cataloging reports 525 The following is a sample of spine and pocket labels by call number , created with the OCLC 4" template: 599.744 599.744 Sau 599.8 599.8 Pat Sau Pat Saunier, Nadine. Patterson, Francine. The panda. Koko’s kitten.
04/04 526 Reports For Union Catalog Plus: T itles 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.
04/04 Chapter 37 Cataloging reports 527 The following is an excerpt from a T itle List based on T itle: Jackson Middle School Library 10/13/2003 @ 1:19pm Title List Page 1 –––––––––.
04/04 528 Reports The following is an excerpt from a T itle List based on Standard Number: Jackson Middle School Library 10/13/2003 @ 1:23pm Title List from LCCN/ISBN/ISSN List Page 1 –––––.
04/04 Chapter 37 Cataloging reports 529 Generating a Titles Added/Updated Report The T itles Added/Updated Report presents a list of titles that were added or updated and copies added in your collection during a selected time period.
04/04 530 Reports The following is an excerpt from a T itles Added/Updated Report: Jackson Middle School Library 10/13/2003 @ 1:24pm Titles Added/Updated Page 1 –––––––––––––.
04/04 Chapter 37 Cataloging reports 531 T o include copy information for each of the titles, check Show Copies. T o 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.
04/04 532 Reports move all the copies for that title to a single bibliographic recor d. 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.
04/04 Chapter 37 Cataloging reports 533 Generating a Titles Without Copies Report The T itles W ithout Copies Report lets you identify bibliographic records for weeding or locate incorrectly cataloged recor ds.
04/04 534 Reports The T itles W ithout Copies Report contains the following information: Jackson Middle School Library 10/13/2003 @ 1:49pm Titles Without Copies Page 1 ––––––––––.
04/04 Chapter 37 Cataloging reports 535 The following is an excerpt from a T itles W ithout Standard Numbers Report: Jackson Middle School Library 10/13/2003 @ 1:54pm Titles Without Standard Numbers P.
04/04 536 Reports 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.
537 Chapter 38 Circulation reports The chapter contains instructions for generating the r eports displayed on the Circulation Reports tab. Note: If haven't installed Circulation Plus, you can't access circulation reports.
04/04 538 Reports Circulation report Description Copy List by Status Pr esents the copies in your collection based on each item's copy status. Use this r eport to identify your copies based on any copy status (A vailable, Checked Out, On Loan, At The Bindery , Missing, On Hold, or Lost) (see page 551).
04/04 Chapter 38 Circulation reports 539 Circulation report Description Patron Statistics Presents your cir culation statistics in summary or detailed form by Patron T ype, Location, and user-defined fields. This report also includes the cir culation statistics collected since you installed Circulation Plus.
04/04 540 Reports 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 –.
04/04 Chapter 38 Circulation reports 541 Patrons: Select the method for searching the library database. Then select the range of patrons for the report. For instr uctions on selecting the starting and ending r ecords, see page 489. Note: Location and User Fields are customizable patr on recor d prompts.
04/04 542 Reports The following are excerpts from Checkouts/Fines T ransactions 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").
04/04 Chapter 38 Circulation reports 543 Include the categories assigned to each copy in the report. Limit the report to certain copies. Select the copies for the report. The Circulation Statistics Report has these options: Copies: Select the method for sorting the statistics in the report.
04/04 544 Reports 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.
04/04 Chapter 38 Circulation reports 545 The following Cir culation Statistics Report excerpt is in Shelf List Order: Jackson School Library 10/3/2003 @ 1:43PM Circulation Statistics – Shelf List Or.
04/04 546 Reports 10'sLists statistics for each group of 10 (000-009, 010-019, and so on). 100'sLists 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).
04/04 Chapter 38 Circulation reports 547 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 r eviewing this r eport, you can see which areas in your collection need weeding or enhancement.
04/04 548 Reports 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.
04/04 Chapter 38 Circulation reports 549 The following are excerpts from the Collection Statistics Report for monthly statistics, statistics fr om the previous year , and daily statistics: Jackson Sch.
04/04 550 Reports Generating a Collection V alue Report The Collection V alue 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 recor ds. Since some copy recor ds may not contain a price, Reports also provides you with an estimated value.
04/04 Chapter 38 Circulation reports 551 The following is an excerpt from a Collection V alue Report: Jackson School Library 10/3/2003 @ 3:59pm Collection Value Page 1 ––––––––––.
04/04 552 Reports The following is an excerpt from a Copy List by Status: Jackson School Library 10/3/2003 @ 4:00pm Copy List By Status – Available Page 1 ––––––––––––––.
04/04 Chapter 38 Circulation reports 553 Generating Hold Notices Use Hold Notices to notify your patrons when copies are ready for pickup. Notices print for both ready holds and ready r eserves. When a copy that satisfies a hold is checked in, Circulation Desk changes the hold status on the copy from Pending to Ready .
04/04 554 Reports 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.
04/04 Chapter 38 Circulation reports 555 The following Hold Notice was created using the mailing distribution style: Jackson School Library 10/3/2003 @ 4:00pm Hold Notice Page 1 –––––––.
04/04 556 Reports 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.
04/04 Chapter 38 Circulation reports 557 Generating a Hold T ransactions Report The Hold T ransactions 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.
04/04 558 Reports The following is an excerpt from a Hold T ransactions Report in call number order: Jackson School Library 10/3/2003 @ 4:13pm Holds By Call Number Transaction List Page 1 ––––.
04/04 Chapter 38 Circulation reports 559 The following is an excerpt from an Inventory List by Call Number: Jackson Middle School Library 10/3/2003 @ 4:17pm Inventory by Call Number: Marked Page 1 –.
04/04 560 Reports T o 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.
04/04 Chapter 38 Circulation reports 561 Generating Overdue/Bill Notices Use Overdue/Bill Notices to notify your patrons of over due materials or outstanding fines. Y ou can generate these notices in batches based on selected patron criteria. Y ou can further limit the notices to items belonging to specific circulation types.
04/04 562 Reports Note: Regardless of the date range, this option does not include items not currently overdue. T o 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 563 These samples of Over due/Bill Notices are in the Internal format (2 per page): Jackson School Library 10/01/2003 @ 4:20pm Overdue/Bill Notices Page 1 ––.
04/04 564 Reports 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 Li.
04/04 Chapter 38 Circulation reports 565 The following Overdue/Bill Notice was created using the Mailing (1 per page) distribution format, including T o the parents/guar dians of" above the pa.
04/04 566 Reports Generating an Overdue List The Overdue List pr ovides 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 or der .
04/04 Chapter 38 Circulation reports 567 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 –––––.
04/04 568 Reports 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 bar codes.
04/0 4 Chapter 38 Circulation report s 569 University P r oducts, Inc., p r oduct # 9-62450-16 (1-800-628-1912, http://ww w .librarysuppliers.com ). The label stock has 30 labels per sheet, 3 across and 10 down.
04/04 570 Reports Generating a Patron Barcode List The Patron Bar code List lets you create a list of patron names and bar codes for easy scanning of patrons at the Circulation Desk. Bar code lists can be alphabetic by patron, a group of patr ons selected via a PHD, or by a group as determined by location or user fields.
04/04 Chapter 38 Circulation reports 571 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 W ith check box, choose Graduation Y ear or Card Expiration Date, and enter the desired range of years.
04/04 572 Reports Generating Patron Cards Patron Car ds 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 patr ons; and 3" x 5" cards to be kept in a file drawer .
04/04 Chapter 38 Circulation reports 573 If you select the A very Patron ID Card (05361) template, select the Print Patron Pictures check box if you have pictures in your patr on records and you want them on the cards. T o include a scannable barcode on the card, select the Print Barcodes check box and then the Barcode or ID field.
04/04 57 4 Reports T emplat e Chars per line Lines per card V ertical Offset* Horizontal Offset* Pinfeed Cont. Rolodex Card ** 2 1/6" by 4" (Follett product no. 75031) 80 NA 8 45 * Estimates onl y . Actual horizontal and vertical o f fsets vary f r om printer to printe r .
04/04 Chapter 38 Circulation reports 575 The following is a sample of an A very Small Rotary 2.25" by 4" (05385) card: Fenzel, Kurt Thomas Fitzweiler 2005 P 201015 Patron Name Location 1 Gra.
04/04 576 Reports Select the range of patrons for the list. Limit the list to certain patrons. After selecting your report options, click Print. Start a new page after each group. The Patron Name List has these options: Patrons: Select the method for searching the library database.
04/04 Chapter 38 Circulation reports 577 The following is an excerpt from a Patron Name List: Jackson School Library 10/3/2003 @ 4:41pm Patron Name List Page 1 –––––––––––––.
04/04 578 Reports 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 –––––.
04/04 Chapter 38 Circulation reports 579 Generating a Used or Unused Patron Barcodes Report The Used/Unused Patron Bar codes Report lets you create a list of patron barcode numbers that are already assigned to patrons or that ar e available for reassignment.
04/04 580 Reports The following are excerpts from Used/Unused Patron Barcodes Reports: Displays the barcode symbology defined for patrons in System Setup (see page 37).
581 Chapter 39 System reports This chapter contains information about two r eports that contain information about your system: System Circulation Statistics and System Information.
04/04 582 Reports Generating your System Circulation Statistics T o 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 Y ears, Months, Days, and Hours.
04/04 Chapter 39 System reports 583 The contents of the Servers.ini file that identifies your current server Y our workstation configuration, including your unique-node mode, IP address, amoun.
04/04 584 Reports Note: If you need to contact Follett T echnical Support for assistance at any time, please have this report on-scr een 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.
585 Chapter 40 Extracting data This chapter contains general information on extracting data; instr uctions 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.
04/04 586 Reports Click to select or enter the destination file. 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. When you click Extract, a progr ess window appears.
04/04 Chapter 40 Extracting data 587 Excel imports the file, placing each field in a column with the field name in the first row: T o edit the extraction file easily . . . . . . import it into a spreadsheet program. Y ou can delete, rearrange, sort, and filter the rows or columns.
04/04 588 Reports 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/T itles NonfictionDetails.
04/04 Chapter 40 Extracting data 589 The following table contains the names of the fields in the four extraction files: Copies/Titles Copy T ransactions Category T ransactions Patrons (Copy) Barcode C.
04/04 590 Reports Notes.
591 Utilities Chapter 41 Database maintenance utilities This chapter contains instr uctions on how to start Utilities, information on the different functions included in Utilities, tips on when to r un them, and what to do if a utility is interrupted.
04/04 592 Utilities 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 r un the interrupted utility before attempting to r un any other application.
04/04 Chapter 41 Database maintenance utilities 593 The Utilities main window appears: Menu bar From the menu bar , you can access each of the utilities, as well as the help topics. FileContains the command to close Utilities. MaintenanceDiagnostic and index rebuilding utilities.
04/04 594 Utilities 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.
04/04 Chapter 41 Database maintenance utilities 595 Rebuild Keywords Each time the Rebuild Keywords utility runs, it empties the keywor d index and then rebuilds it for the entir e library database. Depending on the size of the library database, this can take a long time to finish.
04/04 596 Utilities Rebuild MARC Headings The Rebuild MARC Headings utility recr eates the headings used to locate bibliographic, authority , and copy recor ds during searches.
04/04 Chapter 41 Database maintenance utilities 597 2. T o 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.
04/04 598 Utilities 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 interr upt it.
04/04 Chapter 41 Database maintenance utilities 599 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.
04/04 600 Utilities MARC DatabaseDeletes and recreates the indexes and MARC headings, and corrects any problems it encounters. Y ou also have the option of rebuilding the keyword and crossr eference (authority) indexes. Important: The MARC Database option automatically deletes the keyword and crossr eference indexes.
04/04 Chapter 41 Database maintenance utilities 601 1. T o start the Reload File utility , select Reload File from the Advanced menu. The Reload File dialog appears: 2.
04/04 602 Utilities 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 recor ds, copies, keywords, indexes, setup information, and patrons.
04/04 Chapter 41 Database maintenance utilities 603 Viewing your registered products T o view a list of the Follett Software Company products installed on the library computer system, select Registered Products from the Help menu.
04/04 604 Utilities The following image contains a sample exception report: Check Database Integrity 10/13/2000 @ 01:58 pm Step 1 of 3 : Rebuild Indexes Total Files: 21 Files Processed: 21 Step 1 of 3.
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 Restor e application.
04/04 606 Utilities 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 instr uctions.
04/04 Chapter 42 Backing up your database 607 Using Follett Software' s Backup and Restore Follett recommends that you back up your Cir culation 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 r estore.
04/04 608 Utilities Backing up your database Before you back up your database, depending on the media you're using, ther e are one or two things you can do to help the process r un smoothly: If you're backing up to floppy disks, make certain that you have enough formatted, highdensity diskettes on hand.
04/04 Chapter 42 Backing up your database 609 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 Y es.
04/04 610 Utilities 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.
04/04 Chapter 42 Backing up your database 61 1 Multiuser sites Sites running Follett's multiuser applications should back up the DA T A directory and its subdirectories.
04/04 612 Utilities 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.
613 Appendices Appendix A Glossary Accelerated Reader A search that looks for materials belonging to the Accelerated Reader program. Y ou can search for items with a particular reading level, point value, subject, and/or au thor . access A method of obtaining electronic resour ces and programs.
04/04 614 Appendices autorecon The automated process used to enhance the bibliographic recor ds in the library database with information from an Alliance Plus CDROM or Alliance Plus Online database. Autorecon is an abbreviated term for Automated Retr ospective Conversion.
04/04 615 Appendix A Glossary Circulation Desk The Cir culation 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.
04/04 616 Appendices copy status The copy status indicates the assigned designation of a copy . The possible copy statuses are: A vailable At the bindery Lost Missing Checked out Loaned out On hold The copy status can be changed from the Edit Copy dialog in Cataloging.
04/04 617 Appendix A Glossary duplicate copy See Replicate copy . DX 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.
04/04 618 Appendices fine Fines are generated by Circulation Plus when a patron does not r eturn a copy on time (overdue fine), when a patr on reports a lost copy (lost fine), or when a returned copy shows signs of damage (damaged fine).
04/04 619 Appendix A Glossary HTTP HyperT ext T ransport Protocol. The Internet protocol that allows W eb 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.
04/04 620 Appendices IP address Internet Pr otocol 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.
04/04 621 Appendix A Glossary MARC Editor One of the two data entry windows in Cataloging, used to add, edit, or delete MARC recor ds. See also Easy Editor . MARC Magician A separately-purchased application that corr ects control field errors, punctuation, and indicators, and allows you to perform global editing.
04/04 622 Appendices nonholdable copies See illegal holds. Novell A register ed trademark of Novell, Inc., a manufacturer of networking softwar e. ODBC Abbreviation of Open DataBase Connectivity , a standard database access method developed by Microsoft Corporation.
04/04 623 Appendix A Glossary primary address The address that appears on bills and notices which ar e to be mailed home. This address appears on the Addresses dialog box in Patron Maintenance.
04/04 624 Appendices scanner See bar code scanner . search types Ther e are fifteen search indexes available for finding titles in Cataloging: T itle NBN Category Barcode Author .
04/04 625 Appendix A Glossary special due date An option in the Cir culation Desk module that allows the librarian to assign a nonstandar d due date to copies on checkout to a patron. SQL Abbreviation of Structur ed Query Language, and pronounced either see-kwell or as separate letters.
04/04 626 Appendices USB Universal Serial Bus. userdefined fine types 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.
627 Appendix B Bibliographic and authority tags This appendix contains information about the following cataloging information: Bibliographic tags: MARC tags used in bibliographic recor ds; reading and.
04/04 628 Appendices Bibliographic tags Ta g Indicators Subfields No. Description Rep Pos1 Pos2 Valid Nonrep Indexed 000 Leader N N/A N/A N/A 001 Control Number N N/A N/A N/A 003 Control Number Identi.
04/04 629 Appendix B Bibliographic and authority tags Bibliographic tags (Cont.) T ag Subfields Indicators No. Indexed Nonrep V alid Pos2 Pos1 Rep Description 111 Main EntryMeeting Name N 2 acdefgk.
04/04 630 Appendices Bibliographic tags (Cont.) T ag Subfields Indicators No. Indexed Nonrep V alid Pos2 Pos1 Rep Description 510 Citation/References Note Y 0 abcx36 abcx36 51 1 Participant or Performer Note Y 0 a6 a6 515 Numbering Peculiarities Note Y a6 a6 520 Summary , etc.
04/04 631 Appendix B Bibliographic and authority tags Bibliographic tags (Cont.) T ag Subfields Indicators No. Indexed Nonrep V alid Pos2 Pos1 Rep Description 658 Index T ermCurriculum Objective Y .
04/04 632 Appendices Bibliographic tags (Cont.) T ag Subfields Indicators No. Indexed Nonrep V alid Pos2 Pos1 Rep Description 900 Local Call Number N a a 901 Copy Information Y abcdef abcdef T ags in the Easy Editor The following table shows the tags and subfields in the MARC recor d that are used when cataloging in the Easy Editor .
04/04 633 Appendix B Bibliographic and authority tags Tags in the Added Description tab Field name T ag/subfield Series 440a V olume 440v General Note 500a Summary Note 520a Interest Level 521a Study .
04/04 63 4 Appendices Reading and interest levels and the 521 tag Th e T a r get Audience Note (521 tag) in the MARC 21 bibliographic r eco r d contains information about r eading and inte r est levels.
04/04 635 Appendix B Bibliographic and authority tags There are two ways you and your patr ons can search for items in your collection that belong to a reading or study program: A keyword sear ch examines the 521 tag. Y ou can retrieve titles belonging to any reading program.
04/04 636 Appendices 526 tag Guidelines Study Program Information Note (R) _z Public note (R) Enter a note that will display in the OP AC. Use this subfield for quiz numbers related to this item in the reading pr ogram. _5 Institution to which field applies (NR) Enter your MARC Organization Code.
04/04 637 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 OP AC. The following table contains a list of the corresponding tags that Cataloging checks when searching.
04/04 638 Appendices T ags displayed in online public access catalogs The online public access catalogs allow your patrons to switch between full and brief record formats.
04/04 639 Appendix B Bibliographic and authority tags Authority tags All authority recor ds saved in the MARC Editor must have data entered in one 100series tag (100, 1 10, 1 1 1, 130, 150, 151, or 155). The authority tags used by Cataloging to index authority recor ds for searching and cataloging are identified starting on page 639.
04/04 640 Appendices Authority tags (Cont.) T ag Subfields Indicators No. Indexed Nonrep V alid Pos2 Pos1 Rep Description 003 Control Number Identifier N N/A N/A N/A 005 Date and T ime of Latest T ran.
04/04 641 Appendix B Bibliographic and authority tags Authority tags (Cont.) T ag Subfields Indicators No. Indexed Nonrep V alid Pos2 Pos1 Rep Description 451 See From T racingGeographic Name Y aiv.
04/04 642 Appendices Notes.
643 Appendix C Bibliographic and authority templates The MARC bibliographic and authority templates determine which tags and corresponding values appear automatically when you cr eate a new recor d. If you only do occasional cataloging, we recommend that you use the input templates as they are.
04/04 644 Appendices 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 .
04/04 645 Appendix C Bibliographic and authority templates Editing the leader , 007, and 008 tags T o 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.
04/04 646 Appendices you can make the necessary changes, as described in the following illustration: T ype the default subfields here. T ype the underscore, then the subfield letter , then any information you want to be automatically included. There is a limit of 28 characters total.
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 over.
04/04 648 Appendices 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 ta.
04/04 649 Appendix D Barcode symbologies What are your barcode options? The Follett applications recognize many industrystandard barcode symbologies.
04/04 650 Appendices Defining the barcode symbology When you define a bar code 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 .
04/04 651 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 Pl.
04/04 652 Appendices 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. T otal length The total number of characters and digits in the barcode, including the check digit.
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. Y ou can use a PHD to simplify certain circulation, cataloging, inventory , and reporting activities. Follett Software currently supports four PHD models.
04/04 654 Appendices Supported barcodes The T elxon PHDs support most of the barcodes supported by Cir culation Plus and Catalog Plus with the exceptions noted below: Barcode Symbology PHD+ PHD+ II PH.
04/04 655 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.
04/04 656 Appendices 1. Make certain your PHD is connected to your computer . 2. From the Site tabs in System Setup, select the PHD tab: 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).
04/04 657 Appendix E Using a PHD+, PHD+ II, or PHD Laser+ T elxon PHD to collect information for remote circulation, see page 661. T o collect inventory , copy , or patron information, see page 663. The Normal mode functions are printed above the keys.
04/04 658 Appendices 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 Ye s SP No or Space bar D Exit E T o send scanned data to the computer , from the PHD main menu, press E .
04/04 659 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.
04/04 660 Appendices PHD task commands for file maintenance (Cont.) T ask 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 stor ed barcode numbers, you cannot enter any new scans.
04/04 661 Appendix E Using a PHD+, PHD+ II, or PHD Laser+ PHD Laser+: T o scan barcodes using a PHD Laser+ scanner: 1. Point the unit at the barcode label and press the SCAN button. A r ed 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.
04/04 662 Appendices Starting circulation mode and setting the date T o collect remote cir culation data with the PHD: 1. T urn 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.
04/04 663 Appendix E Using a PHD+, PHD+ II, or PHD Laser+ Checking in items 1. T o check in items, once you've accepted or changed the date, press SP (No) at the CHECKOUT? prompt, and then press ENTER (Y es) at the CHECKIN? prompt. 2. The SCAN BARCODE prompt appears.
04/04 664 Appendices 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 fr om the PHD.
04/04 665 Appendix E Using a PHD+, PHD+ II, or PHD Laser+ Common usage problems with the T elxon 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 .
04/04 666 Appendices Common usage problems with the T elxon PHD (Cont.) If you have this problem T ry this Scans are sluggish. There could be several causes for sluggish scans.
04/04 667 Appendix E Using a PHD+, PHD+ II, or PHD Laser+ Telxon PHD error messages (Cont.) Message Cause & solution LOST DSR Y our PHD is not connected to the computer or is connected to the wrong port. Check the cable connections, and then try changing the port.
04/04 668 Appendices Important: Rebooting a T elxon PHD will erase all scans from its memory . Maintenance information The PHD is a precision electronic device and must be treated with care. T o ensure the longevity of your PHD, make sure you follow these guidelines.
04/04 669 Appendix E Using a PHD+, PHD+ II, or PHD Laser+ T o 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.
04/04 670 Appendices Warning: If your T elxon 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 envir onmental safety , we recommend that you do not throw your batteries in the trash.
671 Appendix F Using a PHD Dolphin+ A PHD (Portable Handheld Device) is a barcode scanner that collects, stores, and transmits data. Y ou can use a PHD to simplify certain circulation, cataloging, inventory , and reporting activities. Follett Software currently supports four PHD models.
04/04 672 Appendices PHD Dolphin+ basics W ith the PHD application installed, your PHD Dolphin+ should appear identical to the one pictured below . T ake 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 mor e information about your PHD.
04/04 673 Appendix F Using a PHD Dolphin+ Y ou'll notice that there are thr ee letters or symbols to the left of each numeric key and the . " key: T o enter the first letter or symbol next to a key , press the key once. T o enter the second letter/symbol, press the key twice within one second.
04/04 674 Appendices Collecting circulation information Circulation mode lets you check out, renew , and check in copies outside your library or resour ce center . Before you start, make certain to complete the steps outlined in Before recor ding transactions with a PHD" on page 176.
04/04 675 Appendix F Using a PHD Dolphin+ Checking out and renewing items 1. T o 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.
04/04 676 Appendices Collecting inventory scans Y ou 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, ther eby decreasing your overall inventory time.
04/04 677 Appendix F Using a PHD Dolphin+ 1. T o collect patron scans with your PHD, select the F1 option (Scan Patron) from the Patrons Menu. The Scan Library Patr on screen appears. 2. Scan by pressing the ON/SCAN key , or type the barcode of each patr on you want.
04/04 678 Appendices T o leave the Scan Copies screen, press BKSP . When you ar e finished collecting scans, return the PHD Dolphin + to the HomeBase. See also: T o transfer the scans in your PHD to a.
04/04 679 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.
04/04 680 Appendices Message Cause / Solution Could not open the PHD+ program file. (on the computer window) The Follett application attempted to contact the Dolphin to load the application, but received no reply . Y ou may not have pressed the correct key on the Dolphin to load the PHD application.
04/04 681 Appendix F Using a PHD Dolphin+ Message Cause / Solution The end of file was reached. (on an exception report or the computer window) The Follett application contacted the Dolphin but no scans were transferr ed. File not transferred!" and/or W aiting for device" may have appeared on the Dolphin File T ransfer dialog.
04/04 682 Appendices PHD Dolphin+ Quick Reference Guide Important Keys ON SCAN This key serves thr ee purposes: T urns on the PHD Dolphin+ T riggers the laser when in scanning mode Returns.
04/04 683 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 r eturn to the Main Menu: Press the ON SCAN key when not in scanning mode.
04/04 684 Appendices 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.
04/04 685 Appendix F Using a PHD Dolphin+ Creating reports using patron or copy barcodes Y ou can generate the following reports using the PHD Dolphin+: Bibliography Report T itle List Patron Barcode List Patron Cards Patron Name List On the computer: 1.
04/04 686 Appendices Updating or deleting patron records via the PHD Dolphin+ Y ou 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 Y ou can also delete patron recor ds using the PHD Dolphin+.
04/04 687 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.
04/04 688 Appendices Updating copy records via the PHD Dolphin+ The following copy r ecord fields may be edited using the PHD Dolphin+: Circulation T ype Category Copy Status On the computer: 1. Open Cataloging. 2. From the Edit menu, select Update Copies via PHD.
04/04 689 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.
04/04 690 Appendices 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.
04/04 691 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.
04/04 692 Appendices Erasing scans in the PHD Dolphin+ Y ou can erase scans from just one feature (Circulation, Inventory , Patron, or Copies) at a time, or erase all the scans at the same time. T o erase scans from one feature only: 1. From the Main Menu, pr ess F1 -Circulation Plus.
693 Appendix G The Bar T ender The Bar T ender for W indows can be used to replace missing or damaged barcode labels and to print patron barcode labels.
04/04 694 Appendices Defining the barcode 1. T o 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.
04/04 695 Appendix G The Bar T ender 2. T o modify the text field's size and contents, double-click on T ext Data or choose Modify | Selected Object.
04/04 696 Appendices 3. T o select and setup the patron file you want to use, from The Bar T ender main menu, select File | Input Data File Setup. From the Input Data File Setup dialog, set the T ype option to T ext File. In the Data Selection group box, click Select.
04/04 697 Appendix G The Bar T ender Entering a check digit character in The Bar T ender will result in invalid barcodes. Example: T o define the barcode specifications for a Code 39 Mod 10 barcode wi.
04/04 698 Appendices Notes.
699 Appendix H Configuring scanners This appendix contains the following: information on using the ISBN bar code scanning feature; information on determining which scanners can be used to scan the ISBN barcodes; and the programming bar codes you'll need to configure these scanners.
04/04 700 Appendices The following scanners will not support the scanning of ISBNs in Circulation Plus or Catalog Plus, version 4.x or higher: The ScanT eam 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 .
04/04 701 Appendix H Configuring scanners Programming codes for ScanT eam 3400 CCD scanner T o program the ScanT eam 3400 CCD for ISBN scanning, scan the following seven programming codes. Scan the barcodes in or der from 1) through 7). Scan each barcode only once .
04/04 702 Appendices then you may proceed with the programming of the Scan T eam 5400 Laser scanner . V ersion: 2.0.4 or 2.0.5. Note: If you have software r evision 2.0.5.2 (DOS/WIN) or 2.0.4.2 (MAC) or greater , then you will not need to perform this programming.
703 Index Symbols ?. See wildcards *. See wildcar ds *NC cir culation type, 46 Numbers 006 tags, 271 007 tags, 272 templates, 645 008 tags authority , 281 bibliographic, 272273 templates, 645 490 t.
04/04 704 Index password, 41 selecting a data source, 382 starting, 381382 Alliance Plus CDs for autorecons, 382 changing in Cataloging, 245247 copying records fr om, 251 searching in Cataloging, 245247 Alliance Plus Online for autorecons, 382 copying records fr om, 251 proxy configuration, 58 searching in Cataloging, 245247 an.
04/04 705 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 Do.
04/04 706 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 recor.
04/04 707 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 .
04/04 708 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.
04/04 709 Index updating copies individually , 330 viewing during circulation, 134135 counters, about resetting, 37 cross-references See also authority records creating as authority recor ds saved, 56 rebuilding in Cataloging, 346 customer number , setting up, 35 customizing.
04/04 710 Index Empty Database utility , 602 enhancement request form, 727 ephemeral materials. See temporary records error messages. See troubleshooting events and daily Circulation Desk startup, 1 1.
04/04 71 1 Index 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,.
04/04 712 Index managing, 169 placing in Circulation Desk, 168169 placing in OP AC, 473474 placing in W ebCollection Plus, 445 printing notices, 553555 queue, 170174 reviving, 169170 se.
04/04 713 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 stat.
04/04 714 Index M main entries. See bibliographic records maintenance See also utilities backing up your database, 605612 T elxon PHDs, 668670 maintenance utilities. See utilities MARC 21 records. See authority r ecords; bibliographic records MARC databases.
04/04 715 Index in W ebCollection Plus, 445 setting up, 74 N name lists, patron, 575577 navigation, in V isual OP AC, 479 netLibrary accessing the website, 237 eBooks in Cataloging, 250 eBooks in OP AC, 467 setting up ID number , 35 toolbar button, 237 network rights.
04/04 716 Index OP AC 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 O.
04/04 717 Index user fields, 72 viewing patron info in Circulation Desk, 130133 viewing statistics in Circulation Desk, 133 patron searches in Cir culation Desk, 123125 in Patron Maintenance, 18.
04/04 718 Index printing barcode labels with The Bar T ender , 695 copy barcodes, 514 date slips, 552 hold notices, 553555 overdue notices, 561565 patron barcodes, 567 patron information in Circ.
04/04 719 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 T elxon PHD,.
04/04 720 Index resetting, search stations. See inactivity timeouts reshelving items, 152 alert sounds, 152 in remote circulation, 177 resource sharing.
04/04 721 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, 81.
04/04 722 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 rec.
04/04 723 Index T itlePeek in Cataloging, 250 disabling in OP AC, 406 in OP AC, 469 proxy configuration, 405 proxy configuration for Cataloging, 58 setting up, 57 in W ebCollection Plus, 448 titles.
04/04 724 Index reloading DX members, 1 12 searching, 247 and Selected database sources, 247 setting up groups, 101 setting up members, 1011 12 tags not exchanged, 92 union information setup, 95.
04/04 725 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 .
04/04 726 Index.
Enhancement request form Phone: (800) 323-3397 F AX: (815) 344-8774 Email address: marketing@fsc.follett.com Please complete and send to: Follett Software Company 1391 Corporate Drive McHenry , IL 60050-7041 Attn: Marketing Department An enhancement may be related to product functionality , a manual, or FSC service.
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The User ' s Guide v6.00 0404A 40800A 730.
Een belangrijk punt na aankoop van elk apparaat Follett VERSION 6.00 (of zelfs voordat je het koopt) is om de handleiding te lezen. Dit moeten wij doen vanwege een paar simpele redenen:
Als u nog geen Follett VERSION 6.00 heb gekocht dan nu is een goed moment om kennis te maken met de basisgegevens van het product. Eerst kijk dan naar de eerste pagina\'s van de handleiding, die je hierboven vindt. Je moet daar de belangrijkste technische gegevens Follett VERSION 6.00 vinden. Op dit manier kan je controleren of het apparaat aan jouw behoeften voldoet. Op de volgende pagina's van de handleiding Follett VERSION 6.00 leer je over alle kenmerken van het product en krijg je informatie over de werking. De informatie die je over Follett VERSION 6.00 krijgt, zal je zeker helpen om een besluit over de aankoop te nemen.
In een situatie waarin je al een beziter van Follett VERSION 6.00 bent, maar toch heb je de instructies niet gelezen, moet je het doen voor de hierboven beschreven redenen. Je zult dan weten of je goed de alle beschikbare functies heb gebruikt, en of je fouten heb gemaakt die het leven van de Follett VERSION 6.00 kunnen verkorten.
Maar de belangrijkste taak van de handleiding is om de gebruiker bij het oplossen van problemen te helpen met Follett VERSION 6.00 . Bijna altijd, zal je daar het vinden Troubleshooting met de meest voorkomende storingen en defecten #MANUAl# samen met de instructies over hun opplosinge. Zelfs als je zelf niet kan om het probleem op te lossen, zal de instructie je de weg wijzen naar verdere andere procedure, bijv. door contact met de klantenservice of het dichtstbijzijnde servicecentrum.
