Follett VERSION 6.00 manual

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. This book and application, or parts thereof, may not be r eproduced in any form without permissi[...]

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 .fsc.follett.com, and any revisions [...]

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. 6. T ermination for Breach. If you[...]

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 OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED W ARRANTY OF MERCHANT ABILITY , FITNESS FOR A P AR TICULAR PURPOSE, W ARRANTY OF TITLE, OR W ARRANTY[...]

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. 14. Right to Audit Compliance. Follett will have the right to conduct or direct an inde[...]

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. 3. If the Product is acquired under a GSA Schedule, the U.S. Government has agr eed: (a) [...]

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 tollfree number 29 V isit our W eb site 30 Contacting T echnical Support 30 What's folletttalk? 30 Enhancement r equests 30 System Setup 31 Chapter 1 Sys[...]

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 lending period 45 How to add or edit circulation types 47 Identifying call number locations in your MARC recor ds 47 Setting up your call number prefi[...]

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 a notice 83 Setting your library's hours 85 Setting up your library's curr ent calendar 85 Setting up alert sounds (and more) for your cir [...]

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 patron information 130 V iewing the current status of a copy 134 Sending items to the bindery or on interlibrary loan 135 T roubleshooting 136 Chapte[...]

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 reserves 166 Readying r eserves 166 Circulating reserves 166 Getting around the Holds/Reserves window 167 Placing a hold or reserve for a patron 168 Man[...]

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 How to delete individual patron recor ds 190 Chapter 16 Maintaining patron records in batches 191 About global maintenance 191 Globally updating batche[...]

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 the Inventory main window 219 Using a PHD to inventory your collection 221 Using a portable computer to inventory your collection 223 Interpreting the [...]

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 subjects 259 Providing additional entries 260 Using the Find Headings feature 261 What's next? 262 Chapter 23 Using the MARC Editor 263 W orking wit[...]

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 categories 319 Interpreting the exception report 321 Chapter 27 Maintaining your collection 323 Using reports to analyze your collection 323 Updating bibli[...]

18 04/04 V ideorecor dings 354 Electronic resour ces 355 T ag 856Electronic Location and Access 355 System notes and considerations 357 Related materials 358 eBooks 360 W ebsites 366 Computer files 367 For further information 369 Chapter 29 Acquisitions 371 The lifecycle of an order 371 Adding or editing an order 372 Filling out an order 372 [...]

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 access 406 Providing access to other applications 408 Setting up passwords 409 What's next? 409 T ext OP AC Setup tab 410 Choosing search options 410 [...]

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 page 434 Customizing the appearance of the pages 436 Changing the text on the main page 436 Changing the graphics 437 Providing tools and services for y[...]

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 Using the Bookbag 475 V iewing events 476 Resetting the search station 476 Clearing the curr ent search 476 Searching your library in the visual interf[...]

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 Call Numbers Report 512 Generating a Copies W ithout Call Numbers Report 513 Printing Copy Barcode Labels 514 Generating a Copy List by Circulation T y[...]

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 circulation statistics 582 Generating a System Information Report 582 More information for union catalogs and members 584 Chapter 40 Extracting data 585 Abo[...]

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 another vendor 's backup software 610 Singleuser sites 610 Multiuser sites 61 1 Restoring from backup 612 Appendices 613 Appendix A Glossary 613 App[...]

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 application 655 Using a T elxon PHD 656 The T elxon PHD main menu 657 Keys used most often 658 How to change key functions 658 PHD featur es 659 PHD task comm[...]

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 roubleshooting 679 PHD Dolphin+ Quick Reference Guide 682 Important Keys 682 PHD Dolphin+ Main Menu 683 Procedur es 683 Appendix G The Bar T ender 693 Setting up T[...]

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. It circulates your collection and tracks circulatio[...]

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+. If you are interested in learnin[...]

04/04 Welcome 29 T o open the online guide, from the computer desktop, open the Follett Applications folder and doubleclick 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. Getting help In addition to the information contained in this guide, al[...]

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 Softwa r e Company  How to integrate information literacy solutions with technology  How to solve some of the technology challenges your district is[...]

31 System Setup Chapter 1 System Setup basics Once you've completed installation, you're ready to set up the Circulation Plus/Catalog Plus applications. Check the details in the following sections before you start. Note: If you're setting up Union Catalog Plus, please see Chapter 6, Building your union." About the setup chapt[...]

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:  The official name of your site as you would like it to appear on reports, and your MARC Organization Code (formerly known as holdings code), if appl[...]

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 doubleclick 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. Important: When [...]

04/04 34 System Setup these options ar e described in Appendix C, Bibliographic and authority templates."  Help menuContains options for finding help pertaining to System Setup. From the About dialog you can see pr oduct information for the application, the current number of patrons, titles, and copies in the system, and r un the Syst[...]

35 Chapter 2 Setting up your site In this chapter , you'll do the following setup tasks: identify your library; identify your country and the first month in your statistical year; set up your barcode symbologies; pr otect your Follett applications with passwords; transfer the PHD application to your PHD, if you have one; and maintain events fo[...]

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. In Union Catalog Plus, the short site name appears with the copy information[...]

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. Note: T[...]

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 Mod 10  Generic Code 39  Code 39 Mod 10  Code 39 Mod 1 1  Code 39 Mod 43  Generic Interleaved 2 of 5  Interleaved 2 of 5 A  Gener[...]

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. Go on to the next section, How to test a barcode.&q[...]

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. If you don't know the information, contact your barcode vendor . How to test a barcode 1. I[...]

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 . 2. In the Passwor d column text boxes, type a password composed of up[...]

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. O[...]

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... ...select the highest speed available for that port. The [...]

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. Example: If the event is scheduled to begin at n[...]

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 obable call number locations in your MARC recor ds; setting up your call number prefixes; increasing access to your collection with categories you define[...]

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 . Noncirculating eBook *NC Use the *NC cir[...]

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. Cataloging then automatically assigns the default circulation type when adding or importing[...]

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. The subfield must be valid for the tag based on current MARC 21 standards. 2. In the T [...]

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 Numbers Report (see page 512) and address any copies in the report (change the pr efixes used by the copies or add them to the prefix list maintained i[...]

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. The Edit Call Number Prefix dialog appears: Note: Once a call number prefix is saved, you c[...]

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 . Any call number pre[...]

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. As an example of a reportbased category , l[...]

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 . How to add or edit categories 1. T o add a new category , cho[...]

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. Choose Y es again. The Deleting Categories progr ess dialog appears. When a catego[...]

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 record range to the defaults: 305 through 899 T o cancel changes before saving The current values for the starting and ending tag numbers appear in t[...]

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. Y ou can set up all of these options on the Misc[...]

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. If you subscrib[...]

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. Select this to ignore all recognized leading articles wh[...]

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. Important: If you can currently access Alliance Plus[...]

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. This information includes names, addresse[...]

04/04 62 System Setup 2. Enter a vendor description. 3. Enter a onetothree 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. 5. Account Number is a previouslyestablished acc[...]

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. The Contact tab is where you enter information for the person with whom you communicate. Notes tab Clicking on the Notes tab on your V endor window opens a freeform text entry box where [...]

04/04 64 System Setup  Closed Ordersa total of all or ders with a status of Closed  T otal Issued or Closedthe 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 . If you cancel an addition at any point, none of th[...]

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 (13 alphanumeric characters). 3. If you have a funding source that you are no longer using, set the Status to Inactive. (Currently ,[...]

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 freeform text entry field. Note: W e recommend that you click Save at each stage of a funding source add. If you decide to cancel an add at any point, none of the changes are saved. Setting the defau[...]

04/04 Chapter 4 Setting up Acquisitions 67 6. If the billto address is the same as the shipto address, check the Same As Bill T o Address check box. If not, click Ship T o and enter the shipto address. 7. Click Save. Note: W e recommend that you click Save at each stage of a Defaults add. If you decide to cancel an update at any point, non[...]

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 create new patrons; set up your circulation policies; set time limits for items on hold and on reserve; activate automatic fine calculation and refunds; cu[...]

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 . T ype the passwor d in the text box, and then choose OK. The Patron Maintenance [...]

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. If this text[...]

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. From the Patr on Maintenance tabs, select the Patron Defaults tab: Select the patron type repr[...]

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 prompts User Field prompts When you r etrieve a patron in Cir culation Desk, the Location 1 prompt appears in the patron information box: Patron informati[...]

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. Empowering your patrons Y ou ca[...]

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 . In W eb[...]

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. The circulation policies you establish in System Setup are used by Circulation Desk to [...]

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 . T ype the password in the text box, and then choose OK. The Circulation t[...]

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. The Edit L[...]

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. By expiring a ready hold that has not been picked up by the patron, [...]

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. For mor e information about[...]

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. Y ou can create additional fine types as needed. Unlike the defaul[...]

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 twoday grace period and a $0.10 fine increment for this patron type. The patron is charged $0.30 for the overdue copy . Example: A copy is due on Monday , but not returned until Thur[...]

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. T o delete the highlighted template This text appears a[...]

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. 3. From the list under T emplate, highlight the name o[...]

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. Be sure to define opening and closing times for each day of the week you are open, even if [...]

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. From the Circulation tabs, select the Calendar tab[...]

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. System Setup uses the first day of the month as its reference. For example, if you [...]

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. If necessary , you can also[...]

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. On Windows, to select a sound, click Edit. From the Windows Sounds Properties dialog, locate the Circulation Desk event you want to change, and then locate and select the sound you[...]

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. From the CD, locate the EXTRASSOUNDS folder , and open the folder that matches your workstation's operating system:  On W indows, drag the sounds you want from the CD to your FO[...]

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. No matter what your situation, this version of Follett's Union Catalog Pluswith or without[...]

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. For instructions, see page 95.  3. If your union catalog will be using data exchange, the union catalog database and DX member databases must be linked to a Follett Data[...]

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 . Before setting this option, you need[...]

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. Level 6 - In this scenario, the member sends all data t[...]

04/04 Chapter 6 Building your union 95 catalog. For example, the MARCspecific 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 copyspecific filters and if its associated MARC recor d passes the MARCspecific filters. Copy recor[...]

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. If you're using a Site Setup password, a passwor d dialog appe[...]

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. T o cancel[...]

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. At the message, [...]

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. This information is also used by several[...]

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. For more information, see page 54. Af[...]

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. See Setting up your members" below for more information. T o group your m[...]

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 doubleclick the Union System Setup icon. The System Setup window appears (see page 33). Note: Y ou can also access the Follett Applications menu from the W indows Start | Programs [...]

04/04 Chapter 6 Building your union 103 Entering member site information 1. T o add a new nonDX member , from the Members dialog (see page 102), click New . A message appears, asking if this member will participate in automated data exchange. Click No. Note: T o update the setup information for a nonDX member , select the member and click Edi[...]

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. Only the text boxes that are appropriate for the selected symbology are enabled. Each memb[...]

04/04 Chapter 6 Building your union 105 Entering member cataloging information 1. T o enter the nonDX member 's cataloging information, from the System Setup menu bar , select Setup | Cataloging. Note: If you don't already have the member selected, from the Members dialog (see page 102), select the member and click Edit. When the membe[...]

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 . For more information about categorie[...]

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.  Each member 's level of participation (see page 93).  Any material types, ca[...]

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 . Choose the member you want to add to the union catalog and click Select. The Data Exchan[...]

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. For a com[...]

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. Where you choose to log the err ors depends on t[...]

04/04 Chapter 6 Building your union 111 4. From the Connection tab, you specify the member 's connection type: Currently , a fulltime 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. A message appears, asking if you want to reload the data from the member . [...]

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. The member 's Data Exchange Properties dialog appears. See [...]

04/04 Chapter 6 Building your union 11 3 nonDX 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. Have your nonDX members export all their full recor ds and then export all their brief re[...]

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 Circulation Desk workstations; configuring your Receipt Printer (T ransaction T racker); displaying patron pictures; basic Circulation Desk transactionstyp[...]

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. Y ou can change the system date/time again, if necess[...]

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. Circulation Desk toolbar (the depressed button, which is darker , indicates the active window) Find Patron and Find Title buttons Menu bar T o view or print detailed pa[...]

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. Because it does so, if you discover during a renewal that the patron owes a fine, you can switch to the Fines window and recor d a payme[...]

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. When these boxes are unchecked, patrons must use a ba[...]

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. Receipt Printer (T ransaction T racker) setup and printing If your library prints receipts for patrons, you can customize the information printed on the rec[...]

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. Each receipt will be printed based on the setup defined. The following graphic is an example of a receipt: Follett High School 55 North Street McHenry , Illinois 99999 03/29/20[...]

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. The patron's picture appears [...]

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. Note: If you type your barcodes and ar e using a Follett Classic barcode symbology for both patrons and copies, we r ecommend that you type the preceding P" or T&q[...]

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. If searching by Name sounds like, type in the closest phonetic equivalent of the patron&apos[...]

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. The HOME key takes you to the top of the list, and the END key takes you to the end of the l[...]

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. An important message must be created for the patron in Patron Maintenance or from the Edit Patron button in Circulation Desk (see How t[...]

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. If you are scanning barcodes, this sound plays in addition to the beep from the scanner . [...]

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. Checkout limit reached for this circ type. Proceeding with the transaction will ove[...]

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. Note: Y ou cannot overri[...]

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; transaction statistics including current and accumulated counts; personal information including addr esses, and location and user fields; current and pendin[...]

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. These limits are defined in the Polici[...]

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 . T o pri[...]

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. Enter a number from 1 to 90. Updates the curre[...]

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. The Copy Status window appears as follows: Y ou can access a[...]

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. List includes hours, day[...]

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't scan Patron barcode won't scan If a barcode won't scan properly , try cleaning your scanner head, then consult the documentation that [...]

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 noncir culating items, showing due dates, and setting special due dates for checkouts and renewals. Important: It is very important to set up your calendar in System [...]

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. When Circulation Desk retrieves the patron successfully , the Important Message dialog di[...]

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 noncirculating. For more information about noncir culating copies, see Handling noncirculating copies" on page 141. If you try to check out or renew a copy that has a pending or ready hold or reserve[...]

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. Note,[...]

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. If Circulation Desk cannot distinguish your patron from your copy barcodes, a message box appears, giving you the option of cr[...]

04/04 142 Circulation Desk if you want to check out the noncirculating copy . If you choose Y es, the NonCir culating Due Date dialog appears: Enter the date and time on which you want the noncirculating item to return. The date and time default to the current date and time. T o proceed with the checkout If you proceed with the checkout, t[...]

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. Non-circulating eBooks cannot be checked out. Note: If a Ceiling Date is being used, th[...]

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. T roubleshooting The following table lists some of the error messages you might see in Check O[...]

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 ... instead? The copy the patron is renewing could satisfy a pending hold. If you continue with the renewal, the hold remains pending and could possibly expir e before it becomes r[...]

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. This chapter provides instructions for both renewal pr ocedures. Renewing all (or some)[...]

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. Choose Renew Selected Copies if only renewing some copies. T o renew all or just the selected copies If Overdue or Renewal Limit icons appear here, block conditions appear i[...]

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. T o do this, switch to the Renewals window and scan the copy barcode: Brief co[...]

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." Renewal error messages Message Cause This copy is at the bindery and c[...]

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. For information about the Fin[...]

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. See also: For information about recor ding a fine payment, see Chapter [...]

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. Note: Y ou do not receive this message if Record InLibrary Usage check box is sel[...]

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. The copy status changes from Loaned Out to A vailable. T[...]

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 payment for a single fine or for the total current fine balance; creating fines for damaged and overdue copies; editing fines; giving r efunds; marking[...]

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. Userdefined fine types will display a description instead of a title. T o create a damaged, overdue, or userdefined fine T o record payment against the balance of all fines, e[...]

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. Recording payment against the fine balance Tip: Since Cir culation Desk doesn&[...]

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. Make sure that the total of the Payment and Waive amounts is not gre[...]

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 . Select the type of fine you want to create. Choose from t[...]

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. The Edit Fine dialog appears: T ype the corrected amounts in the Amount, Paid, or Waived text b[...]

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.  If the Generate a refund when a partially[...]

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.  If you mark a patron's checkout Lost, and the copy is checked in later , Circulation Desk automatically generates a r efund for the amount [...]

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. See the following note for more information. The Amt Due is[...]

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. The following table lists some error messages that might appear while creating, editing, or paying fines: Error messages associated with[...]

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. See also: Fo[...]

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. The following scenarios provide examples for the us[...]

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. In addition, Circulation Desk does not allow another patron to place a r eserve on the same item for a date that is within[...]

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. Placing a hold or r[...]

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. 6. T o create the hold or reserve, click Save. A message appears info[...]

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. The Edit Hold dialog appears: Enter the new expiration date, and click Save. Note: If the hold expired and copies are now available, a message appears asking you to confirm that you want to rev[...]

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. T o change the priority of a patron's hold, highlight the hold that you want to edit an[...]

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. The[...]

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. The following table describes the cause of each message and gives recommended actions: Followup for the Daily Holds Processing exception report Holds processing section Cause Illegal Holds [...]

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. There are no holdable copies available to this[...]

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. After that you'll find instructions for processing your r emote circulation data and for interpr eting the resulting exception repo[...]

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. Y ou can help reduce the size of the Remote Circ[...]

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. Records the use of items that were[...]

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 . Note: All temporary title records cr eated during remote circulation data processing have the title: T emporary created by Remote Circ on MM/DD/YYYY ," where the date is the[...]

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 . The following shows how the beginning of this exception report might appear: Remote Circulati[...]

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. Copy barcode is invalid. The [...]

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. Y ou might want to extend the expiration date of the hold to make sure[...]

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. Use this list to moni[...]

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. See also: For information about how to prepare for Patron Maintenance by setting the default patron type or changing the prompts in userdefined fields, see Making i[...]

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 . From the menu b[...]

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. T ype at least the first two letters for a truncated search. Exampl[...]

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. What happens if the patron isn't found When a[...]

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 tasks: adding and editing a patron r ecord; adding, editing, and deleting addr esses; adding and editing an important message or a note; adding, replacin[...]

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. An important message appears automatically when anyone accesses the [...]

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 (.bmp), Graphics Interchange (.gif), JPEG/JFIF compliant (.jif, .jpg, .jpeg), MacPaint[...]

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. The chapter also contains explanations for the exception re[...]

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. This selection determines which recor ds will be updated. (The prompt names of t[...]

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. Selecting Change displays and activates these T o list boxes. Scan or type the patron's bar[...]

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. When you finish collecting scans, connect y[...]

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. Carefully check the report. It is located in the [...]

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. When the delete process ends, Patr on Maintenance produces an exception r eport that lists, for each patron meeting the criteria, the patron name, barcode [...]

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. Warning: T o protect your equipment, make sure you turn off your PHD and computer before connecting or disconnecting the PH[...]

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 Maintenance exception messages Exception message Meaning Barcode <patron barcode> not found Patron barcode transferred fr om your PHD for proce[...]

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. About importing patron records If your administration sends you dis[...]

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 31field format described in Patron recor d portion of the file." Do not enter the current application version that you are running. Although it is not r[...]

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 Graduation year Num, YYYY 4 (exactly) 2005 Birth date Num YYYYMMDD 8 (exactly) 19880214 Gender String 1 (M, F , U, or blank) F" Patron T ype Stri[...]

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. P52",241661234",Sellers"[...]

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. Barcode is the default. T ypically [...]

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>. If only 2 digits are pr ovided for the graduation year , it is converted to [...]

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. Select how incoming photos [...]

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>. Could n[...]

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. About exporting patron records The Export Patrons option allows you to clean up" your patron database at the end of a s[...]

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. What appears in your Select By and Patron T ypes dropdown lists will depend on w[...]

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. Once you know what's in your collection, you'll also be in a better positi[...]

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. Do you want to r un a full inventory or run a series of partial inventories? Please note that e[...]

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 vailable Unmarked Items with a copy status of A vailable should theoretically be somewhere on your library's shelves and need to be accounted for du[...]

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). If you mis[...]

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. Y ou may copy this page (front and back) for future use. For detailed information about these ten steps, please consult the Inventory , Reports, and Backup and Restore chapters and the PHD appendice[...]

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 .  Scan copies using a PHD.  Use a portable computer to col[...]

04/04 Chapter 19 Inventory basics 215 Starting and getting around in Inventory From the computer desktop, open the Follett Applications folder and doubleclick 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. If you are using the password option for[...]

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 . Note: [...]

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 . Shows the number of copies ac counted for (Marked), that need to be accounted [...]

04/04 Chapter 20 T aking inventory of your collection 219 or cataloging workstation. This method lets you use multiple, nonnetworked 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. For more information, see[...]

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. The inventory status remains Marked. ... paid a fine for the lost book an[...]

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. If you scan the items in the order you find them on the shelves, Inventory can check your shelf [...]

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. For more information, see the following table. Select the PHD model you're usin[...]

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). W e recommend that you al[...]

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. 1. Insert a blank, formatted, highdensity di[...]

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. Note: We recommend that you do not ex ceed 1500 [...]

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. 6. After you have scanned or typed the barcodes you want to include in this remote batch file, you must save the file as[...]

04/04 Chapter 20 T aking inventory of your collection 227  Game card interface scanner: T ype either UKMIC (IBM MicroChannel 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 . After all your disks are ready ,[...]

04/04 228 Inventory Interpreting the Remote Inventory exception report The Remote Inventory exception report alerts you to items that may r equire some followup on your part. Only Missing items are checked in and made A vailable when you process remote inventory data. Inventory does not change the copy status of items that are Checked Out, On Lo[...]

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. First, try r escanning [...]

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>. Based on the selection you made in the Remote Inventory dialog under Shelf Checking, Inventory determined that t[...]

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. The call number report will not show items that have a copy status of Lost because they have an inventory status of [...]

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. Changing an item[...]

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. Catalogin[...]

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, we recommend the following publications: Document Description A vailable from: MARC Bibliographic and MARC Authority Format Guides T wo separate des[...]

04/04 Chapter 21 Cataloging basics 235 Starting Cataloging T o start Cataloging, from the computer desktop, open the Follett Applications folder and doubleclick 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. If you are using the password option fr om[...]

04/04 236 Cataloging  EditContains 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"). Individual update and PHD options aren't available in Union Catalog Plus. ?[...]

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. From this W eb page, you can search your local collection, subscription databases, and the Internet, al[...]

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. The Limit Cataloging Access dialog appears: Enter a new password. If you elec[...]

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 Copies via Scanner Disables the Delete Copy button in the MARC V iewer Disables the Delete T itles/Copies After Export check box on any of the Export MARC[...]

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 | Rebuild Cross-References TITLEW A VE Disables T ools | Go to TITLEW A VE netLibrary Disables T ools | Go to netLibrary Limiters Disables T ools | Limiters[...]

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. 1. Enter your search term in the search text box. The success of your sear ch can[...]

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. Note: For the reading and interest levels limiters to be effective, your records must[...]

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. If you [...]

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. In addition to searching for Lexile measur[...]

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. When you're ready , click Search. Any [...]

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. Y our search options va[...]

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. If you've added or switched Allia[...]

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 . If so, skip to page 249. Note: Keyw[...]

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. If the selec[...]

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 . In some bibliographic recor [...]

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. If y[...]

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.  T o create a bibliographic record from scratch, select File | Add T itle, and then eit[...]

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. Y ou can also globally delete MARC records that have no copies. See page 3[...]

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. Note: Although identified by descriptive prom[...]

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 . If the Easy Editor was selected as your preferred editor (see Setting up miscellaneous Catalo[...]

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. If you're cataloging a book[...]

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. If you have Reading Counts!, enter either Read[...]

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 dropdown list select the category that matches the subject's primary term. If the subject needs addi[...]

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. Add any additional personal names associated with this title: authors, illustrators, edit[...]

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. The Find Headings button becomes enabled whenever you are in an author , subject, or series field within the [...]

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 information, formats the standar d numbers (LCCN, ISBN, ISSN), and verifies that you haven't inadvertently duplicated a standard number from anoth[...]

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 . Although the details of the MARC standard are b[...]

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. Or if the MARC Editor is selected as your preferred editor , click + T itle (see S[...]

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. The MARC Editor organizes the MARC record into tags and their subfields: Indicator buttons (see page 274) T ag descriptions Shows your cursor's position and provides des[...]

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. Full recor ds provide a greater [...]

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 ." ) T o insert a tag, position your cursor above the desired ins[...]

04/04 268 Cataloging Bibliographic fixed-length tags As the name implies, fixed-length tags have a predefined number of spaces. Each space (or position) in a fixed-length tag has a specific meaning. For example, positions 35-37 of the 008 tag contain an item's 3-digit language code. Normally , the fixed-length tags (000-009) won't requ[...]

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. T o choose the right one, use the following table: Record type code Material type Uses Its icon a language[...]

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, flash cards, paintings, photographs, pictures, postcards, posters, prints, study prints, technical drawings m computer file software, numeric data, multi[...]

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. T o add it, position your c[...]

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. By default, the 007 tag isn't included in any of the bibliographic te[...]

04/04 Chapter 23 Using the MARC Editor 273 T o edit the 008 tag, doubleclick 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. Edit the common 008 values as necessary . Click OK to retain the material spec[...]

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 doubleclick on the value. Be sure to set[...]

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. The Insert Subfield dialog lists all of that tag's repeatable (R) subfields and all the unused nonrepeatable (NR) subfields: Either type the subfield code in the tex[...]

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. The Insert Diacritic dialog appears: Select the character you want and click Inser[...]

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. A list of headings appears. 3. Hi[...]

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. For example, cars can be called automobiles or motor cars. If entries into a library catalog were this random, it would be nearly impossible to find everything on a given subje[...]

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."  T o duplicate the selected a[...]

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. T opical, geographic, and genre terms ar en[...]

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 crossr eference creation. Authority fixed-length tags These authority fixed-length tags are slightly dif ferent than the bibliographic tags with the sam[...]

04/04 282 Cataloging T o edit the 008 tag, doubleclick 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. Series heading control Name heading control Subject heading control Part of the 008 tag's [...]

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 crossr eferences. Important: Crossreferences are created automatically if you choose to cr eate them as authority recor [...]

04/04 284 Cataloging If you wanted to suppress all crossr eferences from that tag, from the Refer ence display dropdown list you would select a = Reference not displayed." Now the related heading is recor ded in the authority record, but is not crossr eferenced in Cataloging or OP AC. What' s next? After making all the necessa[...]

285 Chapter 24 Working with copies Each item in the librarybook or otherwiseneeds a place to store its unique information, such as the copy barcode and call number . The Copy Editor provides you with an easy way to enter and maintain copy information. This chapter provides instr uctions for adding, editing, and deleting individual copies. Not[...]

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). From the Add or Edit Copy di[...]

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 .  Y ou can attach V endor or Funding Source information to a copy by[...]

04/04 288 Cataloging  The Checkouts button is not available.  The Description/Enumeration, V endor , and Funding Source dropdown lists contain the entries of the union catalog, not those of the members.  The Copy Status dropdown box is not available. The copy status is set to A vailable when adding a copy .  The Inventory Status d[...]

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. Use the import options on the File menu to transfer MARC recor ds in the MARC 21/852 Holdings format or MARC 21 Authority format: Select this option to import ne[...]

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 total8 before a decimal point and 2 after). Prices without a decimal point are consider ed to have two decimal places (e.g., _9150 would appear in the copy record as $1.50). _x Y our data vendor[...]

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. See page 297 for details. Importing MARC 21/852 [...]

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). When importing W innebago recor ds, the Import bu[...]

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.  Always assign next available barcode&quo[...]

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). In Catalog[...]

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. After selecting your assignment method, continue with step 2 on page 292. T o assign the[...]

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. Checking Add T itles to Book Cart creates a list of the titles imported that you can recon, or[...]

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). For Winneba[...]

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.e., symbology) you want to use. Before exporting the rest of the item[...]

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. Note: If your collection contains items that you rec[...]

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. A message indicating the trunca[...]

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. For help, see What does a barcode co[...]

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. ILLLLFFBBBBBBB 3 1234 0 31234000025674 9. ILLLLFFBBBBBBB 3 1234 [...]

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.g., BB[...]

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. After entering the type identifier , click Next to proceed. 4. If your barcode format doesn't include a location code (indicated by four L s) , the Barcode W izard skips to [...]

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. 6. Once you've enter ed all the information that the Barc[...]

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 . However , since some errors may requir e you to make manual changes to yo[...]

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. When you are finished importing, click [...]

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. The import encountered a copy with [...]

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>. The import encountered a MARC r ecord that did not con tain a 245 tag. Since the Follett Software applications re quire each bibliographic r ecord to contain a 245 tag (also r[...]

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. Maybe you need to send your data to Follett Software or another[...]

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 records Refers to the copy call number Refers to the copy acquisition date Exports records that were added, updated, or that received a new copy within[...]

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. Note: W ith a properly configur ed scanner , you can sca[...]

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. Highlight the desired record, and then click Select. If you clicked the [...]

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. Only copies with acquisition dates within the[...]

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 cleanup, or splitting a collection. T itle r[...]

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. The dialogs include a Members button[...]

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. Exports authority records added or updated within t[...]

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. Use th[...]

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. 5. When you have scanned all the materials that are moving, your next step is to export the MARC recor ds for the new library's database and delete them from [...]

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. When exporting authority recor ds, exception messages are not generated. This r[...]

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. Y ou'll also learn why you might want to update keywords and rebui[...]

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. If you ar e not replacing the cop[...]

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. T o search all the bibliographic records in the database, choose All Records. Select the type of t[...]

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. Even if you choose Update, a mes[...]

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 NonCir culating to keep those materials in the library .) Choose from the W[...]

04/04 328 Cataloging Vendor List –––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––– Vendor Copies Copies Total Price w/o price –––––––––––––[...]

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. Example: T o update the copies that have Folet A/V ," Follett A/V ," and Follet[...]

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. For example, if you maintain a category for items purchased using funds fr om T itle VI, you c[...]

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. Select to include copies with fines, refunds, holds, or[...]

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. If you purchase our Authority Record Se[...]

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. 3. Click Delete. A progr ess dialog appears. Warning: All changes made to your copy [...]

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Study program information note  856Electronic location and access (hyperlinks)  9xxLocal information This feature allows you to delete [...]

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 each subfield on a separate line Deletes all the specified tags Deletes this tag and then searches for the next match Skips this tag and searches for [...]

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. 2. T o preserve eBook r ecords, select the first check box. Cataloging considers any MARC recor d[...]

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. Use this feature when weeding books from your collection. [...]

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. Warning: Remember to erase [...]

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. Choose the field you want to update: Category, Circulation T ype, or Copy [...]

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 message Meaning Can't add more than eight categories to copy <barcode> The copy already has the maximum number (8) of categories assigned to it[...]

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. These instructions change based on the PHD you choose. Warning: T o protect your equipme[...]

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. The data can[...]

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. This table lists[...]

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. Cataloging adds an entr[...]

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 . Y ou can delete, rearrange, sor[...]

04/04 346 Cataloging Rebuilding crossreferences Use the Rebuild CrossRefer ences function to:  Build an initial crossr eference index  Rebuild a corrupted crossr eference index  Remove blind crossr eferences (crossr eferences to indexable headings that no longer exist in the database because the bibliographic recor ds con[...]

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. The Add T itles to Book Cart dialog appears: Click to add these records to the 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). Note: Depending on the number of titles and the CD drive speed or the available bandwidth of your network, the recon process may take [...]

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. Enter a description, up to 60 alphanumeric characters, for the group of recor d[...]

04/04 350 Cataloging NumberAuthor , AuthorT itle, or T itleAuthor , 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. Choose a sort order . Select this box to include annotations in 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 . The merging function[...]

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. Click to view the record. All copies are merged to one MARC record. The call number is taken[...]

353 Chapte r 28 Cataloging tips Thi s chapter briefly covers some common nonbook 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. Audiovisual equipment Y ou may want to create MARC records for[...]

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. If you still want to catalog your vertical file materials, he r e a r e two app r oaches you can take:  Option 1: Catalog each physical v[...]

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. _2sears 650 7 _aTopical subject heading. _2sears 651 7 _a[...]

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. Cataloging tips for the 856 tag  Electronic Location and Access (R) Essential components Cataloging guidelines Indicator 1 Access method 4 HTT[...]

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. For example, you can provide access to locally created or collected files (much like a vertical file), and eBo[...]

04/04 35 8 Cataloging Cataloging elect r onic r esou r ces, especially W eb sites, can be a timeconsuming task. He r e's a list of questions to ask befo r e investing your time:  Audience: W ill your pat r ons use this r esou r ce?  Stability: If the 856 tag connects to a W eb site, how confident a r e you that the site will exist tom[...]

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. Y ou may want to delete[...]

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. Y ou can either include information about an electronic version in a printversion recor d, or create a separate record for the[...]

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. Select r = remote for an Internet or network resource, or another code that's appro[...]

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. 650 0 _aBumppo, Natty (Fictitious character) _xFiction. 650 0 _aFrontier and pioneer life _z[...]

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. For an eBook, choose Book (Monograph). If you are editing an existing print-version record, make sur e that the Record T ype (position 06) is a=language materi[...]

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. Contains the information about the electronic version when it differs from that of the item being[...]

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. 256 _aElectronic data. 260 _aAlbany : _bState Univ[...]

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 Noncir culating eBook (*NC) to use for nonphysical copies. If you assign this circulation type, you c[...]

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. 500 _aTitle from title page (contents viewed May 4, 2000). 538 _aMode of access: Internet. 65[...]

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.g., magnetic disk, tape). Leave blank. Select a[...]

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. 50 0 _aTitle from label. 52 0 _aNetwork operating system. 63 0 0 0 _aNetWare (Computer file) 6[...]

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 . V arious Find by" searches allow you to retrieve information on existing 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. Filling out an order T o create a new order , complete the[...]

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. A d[...]

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. The field[...]

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. 2. The fields that appear below the Find by list vary depending on what [...]

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. What if an[...]

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. For help, see Chapter 4, Setting up Acquisitions." Important: If you add or edit vendor information from an Orders dialog in Acquisitions, you must click S[...]

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. Updating address information T o open the Edit Address dialog, click the Bill T o or Ship T o button (on the Address t[...]

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 . This is an example of a printed order: ORDER Page 1 Vendor: Follett Library Resources 1340 Ridgeview Drive McHenry, IL 60050 Attention: Order Entry Phone: 888–511–5114 [...]

04/04 380 Cataloging ORDER Page 2 Issued Date: 11/01/2001 Account Number: SKYVW244 Order Number: 4 ––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––– Item Number Title A[...]

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. About Alliance Plus Alliance Plus lets you add or enhance library bibliographic recor ds with information fr om Alliance Plus Online, an[...]

04/04 382 Alliance Plus From the computer desktop, open the Follett Applications folder and doubleclick 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. If you are using the password protection option in System Setup to limit access to Cataloging, a passw[...]

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. Menu bar T oolbar The status b[...]

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.  SubfieldContains the commands for adding and deleting subfields from the tag currently occupied by the curs[...]

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. About the Autorecon process Autorecon enhances the library's bibliographic recor ds with information from Alliance Plus [...]

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. Note: Y our patrons can use the reading and inter [...]

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. If the data source contains different r[...]

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. 1. From [...]

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. Highlight the desired call number , and the[...]

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). The figure displayed in the Records Not Found field represents the bibliographic records Alliance Plus cou[...]

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. W e suggest you run this process overnight. Note: Unlike [...]

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. The progress window a[...]

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. The difference between this feature and Autorecon is [...]

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. This lets Alliance Plu[...]

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 . Go to step 3. T o restart an interrupted Process Misse[...]

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 record from your library database The selection list containing the full bibliographic record from the Alliance Plus data source T o skip to the next br[...]

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. The column headings change to match the selected search metho[...]

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. T o examine or edit the bibliographic record in the library database, click View . T o examine or edit the bibliographic record in the Alliance Plus database before copying it into the library data[...]

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. If this option is[...]

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 interfacetext or visualto display to your patrons; whether they have access to other applications; and what search and print options are available to them. The setup is applied to the individual searc[...]

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. Patrons can narr ow [...]

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. Note: If you choose V [...]

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 . Click Save to close the dialog box. Important: If your patrons can currently access T itleP[...]

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.  When the OP AC is open, the ope[...]

04/04 408 Search Stations Button, Key Combination, or Menu Function Mac OS Windows NT Windows 95 and 98 T itle bar (rightclick) 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 thirdparty 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. 3. After entering an appropriate name in the Description field and identifying the application&apo[...]

04/04 410 Search Stations interfacespecific options. If you are using the text interface, continue below . If you are using the visual interface only , go to page 415. T ext OP AC Setup tab On the T ext OP AC Setup tab are contr ols that apply only to the text interface: Choosing search options The searching options determine what searches are a[...]

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.  If you do not enter Events in System Setup, clear the Events check box.  If purchased, select Find-It-All to search fr ee and subscriptiononly informational databases, such[...]

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. The following table lists the number of buttons that can display at e[...]

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. T o set default ranges for the limiters, click Set defaults and see the followi[...]

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. Remember , the more restrictive you make the limiter options, the longer the response [...]

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 . Y ou also can access the button configuration dialo[...]

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 ebenabled, the hyperlinks function. Selecting Bookbag options T o include, in the Bookbag printout, annotations (505a, 51 1a, 520a tags) from the MARC record, select the Print annotations [...]

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. These four buttons, in turn, perform keyword searches on your collect[...]

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. Importa[...]

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. On a Mac, hold down the COMMAND key while clicking to edit it. Click to end Configurat[...]

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. This image shows the configuration for the Animals button; for a new button, the fields contai[...]

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.  A particular button resides in only one set (you could, manually , create a duplicate [...]

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 (*.jif, *.jpg, *.jpeg), MacPaint painting (*.mac), Photoshop (R) file (*.p[...]

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 (*.exe). Important: Because the button configurations are shared by all of your sear [...]

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.html . Load Buttons This action causes another set of buttons to display . Y ou can use this ac[...]

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. When the patron clicks this action button, he/she gets a list of all items written by La[...]

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. Note: Any limiters set up on the T ext OP AC Setup tab, or in the text interface's[...]

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. Important: The button configurations are saved in the FairCom Server database[...]

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. In the example below , we demonstrate the creation and configuration of buttons to support the resea[...]

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. Setting up multiple search stations Y ou can copy the setup from one sear ch statio[...]

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. This chapter contains directions for the following:  Accessing it on the Internet  Setting up and using its optional f[...]

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. Accessing WebCollection Plus Constructing the URL for the main page Once you've started the W ebCollection Plus services, you can access the main Library Search page by entering th[...]

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. In order for your pat[...]

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. By default, this password is MAKEITSO . T[...]

04/04 Chapter 34 Setting up WebCollection Plus 435 W ebCollection Plus For English/French or English/Spanish : There are several additional languagespecific options. See page 454 for more information. For WebCollection Plus for Union Y ou have some additional options for your member sites on the Setup Information page: T o access your list of me[...]

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. Change the text. Changing the text on the main page Y ou can change the text that appears on the first page and on the footer tha[...]

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. This lets you alert your patrons to important events, such as library or school closings, or to remind them[...]

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. Once you do so, the default graphics appear on the pages. So that you can quickly re-enable them, any graphics file names you entered on this Custom Graphics Setup page rem[...]

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. The Limiters dialog contains a Libraries to be searched" section that allows patrons to select the collections to searchthe entire union catalog, one of the member catalogs, or a [...]

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. Importa[...]

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. Click[...]

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. The text files for the hold (hold.txt) and interlibrary loan (ill.txt) in[...]

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. Open the W ebCollection Plus Setup Information page. (Substitute config" [...]

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. Open the W ebCollection Plus Setup Information page. (Substitute config" for ?[...]

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. On the Member Information page, enter each member &apo[...]

04/04 446 Search Stations While the Login dialog is almost identical to that in OP AC, the Patron Information page has a different formata list instead of a tabbed dialog: For privacy , only the patron's name and card expiration date appear at the top. Pending, and assessed fines appear . Patrons can check the status of their holds and rese[...]

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). Then, on the Setup Information page, you have the same options in W ebCollection Plus as[...]

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. It appe[...]

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. If this box isn't checked, the drop[...]

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. While a Follett eBook is open, ther e is an inactivity timeout (curr[...]

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  Incorporate your school's colors or mascot  For union catalogs, post the member libraries' hours, policies, or locations Important: There's v[...]

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. Perform the following checks on the appearance and functionality: 1. On the main search page:  If you've added your name, an announcement, or a footer , or customized the graphics, verify th[...]

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. (See page 445.) 7. T o test the Allow Hold Requests or Allow ILL Requests setup information, click E-mail Request on the T itle Infor[...]

04/04 454 Search Stations W ebCollection Plus for English/French or English/Spanish The duallanguage versions of W ebCollection Plus give your patrons the option of using the application in either language. Once a patron selects a language, it is stored in his br owser 's cookie file, and is displayed by default whenever the patron visits y[...]

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. The selected language[...]

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 . Error message Cause/Solution Could not initialize database, error: [error description][...]

457 Chapter 35 Using your OP AC An online 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. Note: Before your patrons use your OP AC, review Chapter 33, Setting up your search[...]

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 lessexperienced patron. Its windows have abbreviated information, a more graphical appearance, easytouse buttons, [...]

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. T o access the Power search dialog, select Power from the toolbar or Search menu. By default[...]

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. cats OR dogs cats[...]

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). When the patron clicks the AR button, the Accelerated Reader Sea[...]

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. Enter a Lexile Measure. The search can be narrowed to plus or minus 0, 50, or 100 Lexiles. Y our patrons can search the database for titles with Lexile Measures within 0, 50, or 100 measures [...]

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. The patron selects or enters a reading level range, point value range, and, op[...]

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, doubleclick it, or highlight it and click Select. Note: If a keyword can't be found, your OP AC returns a subject list highlighting[...]

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. Click it to switch between brief and full record display . T o find informat[...]

04/04 466 Search Stations Electronic Location and Accessthe 856 tag in action If you include information in the 856 tag (Electronic Location and Access), patrons can access electronic media (e.g., eBooks, CDROMs, or r elated W eb sites). In full recor d view , Elec. Access appears after the Notes information. Note: If you choose to disable li[...]

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. eBooks eBooks are electronic versions of printed books. The actual file containing the tex[...]

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. Once the Reader is downloaded, it can be used for all Download check[...]

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. This may include: cover image, table of contents, publisher 's summary , auth[...]

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. Please note, the Print button and the File |Print option are disabled until a search [...]

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. Limiters set to All do not restrict searches in any way: Allows you to select multiple material types Removes all limitations Resets the limiters to their default setti[...]

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 doubleclick the search term or highlight it and click Search. The search history does n[...]

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.  If you chose Birth Date as the password, the patron must use the MMDDYYYY format. For exam[...]

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. T o place an any-copy hold, the pat[...]

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. T o open the Bookbag, select Bookbag from the toolbar or T ools menu: Enter the[...]

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). Y our OP AC's Events calendar is a readonly option. For Union Catalog Plus: T[...]

04/04 Chapter 35 Using your OP AC 477 Searching your library in the visual interface The visual interface is designed for the lessexperienced patron. Its windows have abbreviated information, easytouse controls, and a more graphical appearance than the text interface. It incorporates preconfigur ed searches, a simplified typein windo[...]

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. The T ab, arrow , and Enter keys do [...]

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 . At the top is the Home button. Every time the patron moves to another button set[...]

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. Wildcards ( ? and * ) can be used. For more information on wildcards, see page 4[...]

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. View the total number of titles in the selection list. Click to page[...]

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 . This window includes the material type icon, title, author , call number , and availability , plus the number of pages, annotations (505a, 51 1a, and 520a tags), and any reading program [...]

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. It can be accessed from either the text or visual interface. In the visual interface[...]

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. About Reports Reports lets you use information collected during the daily cir culation and cat[...]

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." Report list Groups Reports Cataloging reports  Bibliography Report  Brief Records  Code T able List  C[...]

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.  Determining how many checkouts occur between 3:00 and 4:00 by extracting copy transaction data and analyzing the date and time colum[...]

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. Members button available only to Union Catalog Plus From the [...]

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. The reports, lists, and notices displayed in the Choose a Report selection list change to reflect the tab you[...]

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. T ype your search term in the text box, and then click Find. The closest match to the s[...]

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 LCCNISBNISSN List. T o create [...]

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. In these cases, the r eport options area contains an Edit List button, which appears when you select the option[...]

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. T o limit the report to a sp[...]

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. The Select Member dialog appears. High[...]

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. The following image contains an example header page for a Bibliography [...]

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 . T o print the report, click Print. The Print Set[...]

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. Warning: T o protect your equipment, make s[...]

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. The following table contains a brief description of each report, list, and notice on the Catalo[...]

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). Copy Barcode Labels Produces new or r eplacement copy barcodes in Follett Classic, Code 39, or Codabar symbologies (see[...]

04/04 Chapter 37 Cataloging reports 501 Cataloging reports (Cont.) Cataloging report Description T itles Without Standard Numbers Identifies incomplete bibliographic records. Run this report before enhancing your records with a r etrospective conversion, import, or Alliance Plus Autorecon, or after adding or updating the titles in the library datab[...]

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. For Union Catalog Plus: Category and T itles via PHD[...]

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. For Union Catalog Plus: Th[...]

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. Identify the type of report you want.[...]

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 . Copies within each group are listed in call numbe[...]

04/04 510 Reports This excerpt is from a Summary by V endor (V endor List) Report: Vendor List –––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––– Vendor Copies Copies[...]

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. This can be a [...]

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. If you use call number prefixes to or ganize ti[...]

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. Copy recor ds without call numbers won't appear on the Shelf List and can't be located during call number searches or processed by the Alliance Plus Autorecon or Pr ocess[...]

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 eyereadable barcode number . Important: This feature is intended for use on laser , not inkjet, printe[...]

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. If you select Used Ba r codes, p r ess Starting At and Ending At to select t[...]

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. Run this r eport for assistance when remov[...]

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. Choose the records you want to examine: Identify the method to search the database. Th[...]

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. See also: For a detailed explanation of the printing process, see Printing the re[...]

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 NonProse (NP) categories, which do not have numeric Lexile measur es. Reports can be sorted by title, author[...]

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). If you want to use this list to compare against the results of an inventory , we suggest you run it before starting the inventory pro[...]

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. For Union C[...]

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. The horizontal and vertical offsets let you adj[...]

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 . Important: Befo r e you print f r om a Mac OS workstation, you must also select [...]

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. 599.744 Sau 599.8 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. T o include the copies for each of the titles, check Show Copies. T o include the categories assig[...]

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. The report is a good way to generate a list of newly added items for a report on items purchased and r eceived durin[...]

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. After selecting your report options, click Print. See also: F[...]

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. See also: For a detailed explanation of the printing process, see Pr[...]

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. Run this report before updating the library database, after adding or enhancing your bibliographic recor ds, or before running the Global D[...]

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 Page 1 ––––––––––––––––––––––––––––––––––––––––––––––––[...]

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 dropdown list, the report displays consecutive barcodes as a range of barcodes. Jackson Middle School Library 10/13/200[...]

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. Circulation reports overview The circulation reports are designed to help with collection development and support your[...]

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). Date Slips Prepar es date due slips for y[...]

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. Use this report to monitor changes in tr[...]

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. For additional information on changing th[...]

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"). Jacks[...]

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. T itle List Order allows you to select a range of titl[...]

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.  Or: Incl[...]

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 Order Page 1 ––––––––––––––––––––––––––––––––––––––––––––––?[...]

04/04 546 Reports 10'sLists statistics for each group of 10 (000-009, 010-019, and so on). 100'sLists statistics for each group of 100 (000-099, 100-199, and so on).  Call Number Prefixes: Check the box to include statistics for copies that have call number prefixes (for example, FIC or REF). If you do not, the report is limited [...]

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. Select the range of subje[...]

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. Use this r eport to ide[...]

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 School Library 10/3/2003 @ 3:52pm Collection Statistics Page 1 ––––––––––––––––––––––––––––––[...]

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. The estimated [...]

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 . When a pre-reserve processing[...]

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. The following is a sample Hold Notice in the internal distribution style: Jackson School Library 10/3/2003 @ 4:00pm Hold Notice Page 1 ––––––––––?[...]

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. Note: If you want to calculate hold or reserve statistics as of[...]

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. Sorted by call number , it functions as a pick list for[...]

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. For instructions on adding or removing categories, see Increasing access to your collection with categories" on[...]

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. T o generate notices a[...]

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.  Show All Assessed Fines: Includes outstanding assessed fines for overdue, d[...]

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 Library 11/3/2003 @ 4:20pm Overdue/Bill Notices Page 1 ––––––––––––––––––––––––––––––––?[...]

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 patron name: Jackson School Library 10/3/2003 @ 4:20pm Overdue/Bill Notices Page 1 –––––––––––––––––––––––[...]

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 . Select the method for generating the report - either by Shelf List, Patron Name,[...]

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. T o do so, insert our product installation disk into your CD drive, select the W orkstation tab, highlight Barcode Fonts for Reports, and click In[...]

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. Each label is 2 5/8" by 1".  Starting Label: T o start printing on other than the first label on the sheet, set this to the c[...]

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. Important: This feature is [...]

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.  Page Breaks: Select the check box to sta[...]

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 . The information on the patr on card varies according to the template selected. See the table [...]

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. If you c[...]

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 . ** The pinfeed label templates a r e not available on Mac OS. Stoc[...]

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 Graduation Y ear Barcode or ID Number Scannable Barcode or ID The following is a sample of an A very ID (05361) card: Freshwater Elementary School P 2010[...]

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. Then select the range of patrons for the report. For instr ucti[...]

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. Give a copy of this list to your staff befor e they enter new patrons into the library data[...]

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). Jackson School Library 10/13/2003 @ 4:47pm Used/Unused Patron Barcode: Used Barcodes Page 1 –––––––––––––––––––––––––––––?[...]

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. Unlike all other reports which are available only in the Reports module, these system reports are accessible from five other modules as well: Cataloging; Circulation Des[...]

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. Acceptable v[...]

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, amount of memory , processor , and the operating system  Product installation information (names, places, and dates) and the contents of your program di[...]

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. It adds, however , dat[...]

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. Y ou[...]

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. When the extraction is complete, the Cancel button changes to Close. If you i[...]

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. Y ou can run the Find feature to locate specific certain data, or , [...]

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.xls Copy T ransactions Monthly T ransactions.xls Category T ransactions Category T [...]

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 Call Number T itle Author LCCN ISBN ISSN Material T ype Publication Date Copy Status Inventory Status Sub location Acquisition Date Price Description 1[...]

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. A description of the Registered Pr oducts feature and common exception report messages are also in[...]

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. Y[...]

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.  FileContains the command to close Utilities.  MaintenanceDiagnostic and index rebuilding utilities. For instructions on running these utilities, see Abo[...]

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. After the utility is finished, it records all findings and r ecommendation[...]

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. Y ou can save time by using one of the following options to maintai[...]

04/04 596 Utilities Rebuild MARC Headings The Rebuild MARC Headings utility recr eates the headings used to locate bibliographic, authority , and copy recor ds during searches. Each heading corresponds to a type of sear ch. The Rebuild MARC Headings utility can rebuild the following headings:  T itle  Subject  Author  Series  Call[...]

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. Important: Once the headings rebuild process begins, you cannot interr upt it[...]

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. 3. T o start the rebuild process, click Rebuild. A message appears, warning that you cannot stop the process once it begins and asking you to confir[...]

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. Enable Data Exchange/ Disable Data Exchange Starts or stops the automatic data exchange betw[...]

04/04 600 Utilities  MARC DatabaseDeletes and recreates the indexes and MARC headings, and corrects any problems it encounters. Y ou also have the option of rebuilding the keyword and crossr eference (authority) indexes. Important: The MARC Database option automatically deletes the keyword and crossr eference indexes. If you select t[...]

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. From the Select Database Files list, choose the desir ed files and click Reload. A message appears, informing you that this utility may take a long time and asking you to confirm th[...]

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. Warnin[...]

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. Closes the Registered Products dialog Important: If a product you installed is missing from this list, or if a listed p[...]

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 : COMPLETED Step 2 of 3 : Check MARC Integrity File: Authority Data Total Records: 0 Acceptable Records: 0 Invalid Records: 0 File: Bibliographic Dat[...]

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. Develop a backup strategy If you ever need to recover from damaged data, you must have a r ecovery plan in place before the problem occ[...]

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. For information about backing up your Follett applications wi[...]

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. If you have just[...]

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, highdensity diskettes on hand. If you're rotating disk[...]

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. If you're rotating disk sets (see page 606), make certain that you don't overwr[...]

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. Y ou'll be prompted to insert each disk in the set as it's needed. The application also alerts you if you select a backup file with a site name that is different than the site y[...]

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. The default path is F AIRCOMDA T A. T o back up the DA T A directory successfully with thirdparty software, you must do one of the following:  Prior to backup, close al[...]

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.g., BKUPPREP –sFSCSERVER@12[...]

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. active status A status assigned to patr ons who are[...]

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 CDROM or Alliance Plus Online database. Autorecon is an abbreviated term for Automated Retr ospective Conversion. available A copy status that indicates a copy is on the shelf and availabl[...]

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. circulation limits A general term r eferring to both the loan periods for the various circulation types [...]

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. counters An internal log in the application used to [...]

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 dialup networking to access the Internet. See Also IP address. Easy Editor One of the two data entry wind[...]

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). A fine type of refund allows librarians to track money owed back to a patron for payments made on lost items tha[...]

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. ID number A unique userdefined number that identifies a patron, such as a s[...]

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. Example: 192.168.213.120 IPX/SPX Internetwork Packet Exchange/Sequence Packet Exchange.[...]

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. material Physical entities that car[...]

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. The goal of ODBC is to make it possible to access any data from any application, re[...]

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. printer port The connection port, typically located on the back of a computer , indicated usually by a small printer icon and used for connecting a printer [...]

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  Subject  Power  Lexile Measure  ISBN/ISSN  Series  Keywor d  Reading Counts!  LCCN  Call Number  Accelerated Reader The o[...]

04/04 625 Appendix A Glossary special due date An option in the Cir culation Desk module that allows the librarian to assign a nonstandar 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. SQL is a standardized query language for requesting informa[...]

04/04 626 Appendices USB Universal Serial Bus. userdefined 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. These fines are not associated with copies. USMARC As of 1999, an[...]

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 interest levels and the 521 tag; r eading programs and the 526 tag; sear chable tags; MARC tags used in Cataloging and OP AC searches; Authority tags[...]

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 Identifier N N/A N/A N/A 005 Date and T ime of Latest T ransaction N N/A N/A N/A 006 Fixed-Length Data ElementsAdditional Material CharacteristicsGene[...]

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 EntryMeeting Name N 2 acdefgkl npqtu46 acdfglqtu6 acden 130 Main EntryUniform T itle N 0 adfghklm noprst6 afghlorst6 adklmnps 210 Abbreviated T itle N 0 ∅ ab268 ab6 222 Key T[...]

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. Note Y ∅ ab36 ab36 521 T arget Audience Note See also: For additional [...]

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 ermCurriculum Objective Y abcd26 acd26 ab 69X Local Subject Access Fields Y abcdefghij klmnopqr stuvwxyz 0123456789 a avxyz 700 Added EntryPersonal Name Y 1 ∅ abcdefghk lm[...]

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 . For further in[...]

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 Program 526a W eb URL 856u Description 856z Tags in the Subjects tab Field name T ag/subfield T opical 650a Personal 600a Geographic 651a Local 690a G[...]

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. The 521 tag is a r epeatable tag. Decide what type of r eading or inte r est level that you will be putting in the tag, and set the first indicator[...]

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.  A Lexile search examines the 521 tag specifically for Lexile info[...]

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. Example: T ag Subfield Entry 526 0ø _a Accelerated [...]

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. For more detail on these tags, see the table of bibliographi[...]

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. The following table lists the bibliographic tags displayed in each format: Tags used in brief and full record display OP AC heading T ags used Brief Full V isual OP AC T itle 245[...]

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 100series 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. Use the fol[...]

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 ransaction N N/A N/A N/A 008 Fixed-Length Data Elements N N/A N/A N/A 010 Library of Congress Control Number N az a a 035 System Control Number Y az6 a6 [...]

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 racingGeographic Name Y aivwxyz56 aiw6 avxyz 455 See From T racingGenre Y aivwxyz56 aiw6 avxyz 500 See Also From T racingPersonal Name Y 1 abcdefghik lmnopqrst vwxyz056 ab[...]

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. But if you are a professional cataloger and find yours[...]

04/04 644 Appendices 2. From the template editor , you can edit the Default leader , 007 (bibliographic templates only), or 008 fixedlength tags, or edit, insert, or delete the variablelength tags, as discussed on the following pages. Modifying bibliographic and authority templates works the same way . First, highlight the template and click [...]

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. Click Help for additional information. When you're done, click Ok. T o [...]

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. Don't type spaces or commas between subfields. Y ou can cust[...]

647 Appendix D Barcode symbologies If your site uses any barcode symbology other than Follett Classic, you must define the barcode symbology . This appendix contains the following information: an overview of barcode composition; basic bar code terminology; a listing of your barcode symbology options; instructions for defining your barcode symbologi[...]

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 table: Barcode terminology Barcode term Description Check digit The check digit is always the last character and ensures accurate r ead ings when bar[...]

04/04 649 Appendix D Barcode symbologies What are your barcode options? The Follett applications recognize many industrystandard barcode symbologies. The following table lists and describes your barcode options: Symbology Description Follett Classic symbologies A family of symbologies consisting of barcodes that contain seven visible positions o[...]

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 .  The length of the component. T ogether , thi[...]

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 Plus: Barcode Setup dialog options Field Description Symbology Name of the barcode symbology that the system uses to check barcodes when searching for a[...]

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. I[...]

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. This appendix provides a comparison of the thr[...]

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 PHD Laser+ Follett Classic X* X* X* Generic Codabar XXX Codabar Mod 10 XXX Generic Code 39 XXX Code 39 Mod 10 Code 39 Mod 11 Code 39 Mod 43 XXX Generic [...]

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. T o connect a T elxon PHD to your computer , use the following instructions:[...]

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). Select the PHD model you're using. These in[...]

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. The main menu, prompts, and messages appear in the display screen. The T elxon PHD main menu The [...]

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 . F T o erase the scanned data in your PHD, from the PHD main men[...]

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. If you try to move [...]

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. T o start scanning again, move to the end o[...]

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. T o determine the optimal[...]

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. If the date and time are correct, pr ess SP (No) and skip to Checking out and [...]

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. T o check in a copy , scan or type its barcode. (After typing a barcode, pr e[...]

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. When you process the data, the exception report wi[...]

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 . Duplicate scans W ith the PHD+/PHD+ II scanner , if you do a back and forth sc[...]

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. T ry the following:  Clean the scanner tip on the PHD+ or PHD+ II. Y ou can pry the tip off the unit with a dime or screwdriver and clean it on the inside with a lintf[...]

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. LOW BA TTERY The NiCd batteries need to be charged. Do this immediately! If you a[...]

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. Important: Make sure your PHD is turned off before connecting or r emoving any acc[...]

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. Charge all units for 16 hours initially . Thereafter charge them for [...]

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. Many companies accept used batteri[...]

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. This appendix provides instr uctions for using the PHD Dolphin[...]

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. This symb[...]

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.  T o enter the third letter/sy[...]

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. I mportant: Circulation Desk processes transactions using[...]

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. If the date and time are correct, pr ess BKSP (No) and skip to step 3. 2. If you need to chang[...]

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. T o enter inventory mode, from the main menu press F1 . The Circulation Plus menu appe[...]

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. (After typing a barcode, press ENTER to save it.) Note: The Scan Library Patron sc[...]

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 particular application, see the appropriate section: Exporting bibliographic recor ds" (page 312), Update categories, circulation types, o[...]

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. Important: The PHD Dolphin+ can store up to 4,000 scans for each feature. However , we recommend that you upload the scans to a workstation after gathering 1,200 for a feature [...]

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. Press ENTER for a first-time application load, or[...]

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. There[...]

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 you to the Main Menu when not in scanning mode BKSP This key serves three purposes:  Backspaces when in scanning mode  Acts as the NO key  A[...]

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.  Press the BKSP key r [...]

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. From the Main Menu, pr ess F1 -Circulation Plus. 6. Press F2 -Inventory . 7. Press [...]

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. Open Reports. 2. Select the desired report. 3. Select either T itles via PH[...]

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+. On the computer: 1. Open Patron Maintenance. 2. From the E[...]

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. On the PHD Dolphin+: 5. From the Main Menu, pr ess F1 -Circulation Plus. 6.[...]

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. 3. Select the PHD Dolphin+ radio button. 4. Select the desired update opt[...]

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. 5. Click Remove. On the PHD Dolphin+: 6. From the Main Menu, pr ess F1 -Circul[...]

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. From the Main Menu, pr ess F1 -Circulation Plus. 7. Press F4 -Copies. 8. Press F1 -Scan Copies[...]

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. From the Main Menu, pr ess F1 -Circulation Plus. 6. Press F1 -Circulation. 7. Press F1[...]

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. 2. Select the feature whose scans you want to delete: F1 , F2 , [...]

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. After installing The Bar T ender with the instr uctions in The Bar T ender for W indows r eference manual, the following information will help you define the page layout and barcode information, pr[...]

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 dropdown list. Note: If you're using labels from Follett Software Company[...]

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. From the Modify Selected T ext Object dialog, select the Font tab. If the text field is too large to fit on the label, reduce the font sizepoint size 9 will probably work best, but you can exp[...]

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. The Specify Data File dialog appears. 4. Set the List Files of T ype to All [*.*][...]

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 with a check digit, after selecting the symbology and check digit type, select the Data Source tab: Enter the beginning barcode number in the Screen Dat[...]

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. Uses Most items in your collection have ISBN barcodes imprinte[...]

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 .  PSC Quick Scan Laser+ scanner . If you[...]

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 . After scanning each bar code, you will hear 1 or 2 beeps, indicating that the scan [...]

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. ISBN scanning is already enabled in scanner(s) with this software revision. Programmi[...]

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, 272273 templates, 645 490 tags, indexing, 56 521 tags cataloging instructions, 634635 displaying in OP AC, 412 526 tags cataloging instructions, 635636 deleting globally ,[...]

04/04 704 Index password, 41 selecting a data source, 382 starting, 381382 Alliance Plus CDs for autorecons, 382 changing in Cataloging, 245247 copying records fr om, 251 searching in Cataloging, 245247 Alliance Plus Online for autorecons, 382 copying records fr om, 251 proxy configuration, 58 searching in Cataloging, 245247 an. See non[...]

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 Dolphin+, 676677 sounds while scanning, 127 supported by the PHD Dolphin+, 673 supported by the T elxon PHDs, 654 symbologies, 647652 defining sym[...]

04/04 706 Index adding records to, 346347 autorecon in, 347348 enhancing records in, 346 using MARC Magician with, 348349 merging copies in, 351 printing the contents, 349350 viewing records in, 351 Bookbag setting up for V isual OP AC, 416 setting up in OP AC, 406408 using in text OP AC, 475 using in V isual OP AC, 484 W ebCollectio[...]

04/04 707 Index removing from copies with a PHD Dolphin+, 689 removing globally , 54 renaming, 53 setting up, 5254 sorting order , 57 splitting a collection using, 318 updating copies individually , 330 Category Statistics Report, 539540 ceiling dates checking out and, 138 setting up, 77 CEMARC r ecords, fields in, 266 Check Database Integrit[...]

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. See remote cir culation clearing the Circulation Desk window , 118 clock setup, 88 closed days in fine calculations, 82 setting up, 8587 Code T able [...]

04/04 709 Index updating copies individually , 330 viewing during circulation, 134135 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. See setting up D daily Circulation Desk startup, 1 15118 error mess[...]

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 16118 entering, 4344 notes, 44 setting up, 4344 viewing in OP AC, 476 viewing in W ebCollection Plus, 450 exception reports daily holds proces[...]

04/04 71 1 Index setting up automatic option, 8182 setting up maximum allowed, 7678 setting up refund generation, 8182 setting up threshold, 77 setting up user-defined, 158 tracking payments, 156 troubleshooting, 164 types of, 155157 updating, 160 user-defined, 158 viewing patr on information, 130133 waiving, 160 fixed due dates, set[...]

04/04 712 Index managing, 169 placing in Circulation Desk, 168169 placing in OP AC, 473474 placing in W ebCollection Plus, 445 printing notices, 553555 queue, 170174 reviving, 169170 setting up patron limits, 7678 setting up requests in W ebCollection Plus, 440442 setting up time limits, 7880 statistics report, 556 system st[...]

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 statistics in main window , 230 using a T elxon PHD, 663 Inventory (module) Begin Inventory process, 217218 password, 41 statistics in main window , 21[...]

04/04 714 Index M main entries. See bibliographic records maintenance See also utilities backing up your database, 605612 T elxon PHDs, 668670 maintenance utilities. See utilities MARC 21 records. See authority r ecords; bibliographic records MARC databases. See databases MARC Editor See also authority records; bibliographic records; tags add[...]

04/04 715 Index in W ebCollection Plus, 445 setting up, 74 N name lists, patron, 575577 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. See Installation Guide networks. See Installation Guide NiCd r echargeable bat[...]

04/04 716 Index OP AC display mode in Cataloging, 249 or . See Boolean operators OTH call number prefix, 48 overdue copies checking in, 151152 fines on, 158159 printing notices for , 561565 Overdue List, 566 Overdue/Bill Notices, 561565 customizing, 8284 overriding block conditions, 129 P partial inventory , 217 See also inventory pa[...]

04/04 717 Index user fields, 72 viewing patron info in Circulation Desk, 130133 viewing statistics in Circulation Desk, 133 patron searches in Cir culation Desk, 123125 in Patron Maintenance, 184186 patron statistics, removing, 601 Patron Statistics Report, 577578 patron types defined, 6971 setting up circulation policies, 7678 se[...]

04/04 718 Index printing barcode labels with The Bar T ender , 695 copy barcodes, 514 date slips, 552 hold notices, 553555 overdue notices, 561565 patron barcodes, 567 patron information in Circulation Desk, 132 patron library cards, 572575 proof sheets, 277, 284 with Receipt Printer in Circulation Desk, 120121 reports, 495498 settin[...]

04/04 719 Index before recording transactions, 176 checking in copies with holds, 179182 exception report, 179182 gathering data with a PHD Dolphin+, 674675 gathering data with a T elxon PHD, 661663 processing collected transactions, 176182 reshelving non-checked out items, 177 troubleshooting, 182 using a PHD Dolphin+, 691 remote in[...]

04/04 720 Index resetting, search stations. See inactivity timeouts reshelving items, 152 alert sounds, 152 in remote circulation, 177 resource sharing. See exporting; importing restarting autorecon, 388 Process Misses, 397 restoring access to Cataloging, 238 to Circulation Desk, 1 18120 restoring from backup See also backup requirements for thi[...]

04/04 721 Index default Cataloging editor , 57 default patron type, 7274 due dates, 76 events, 4344 Find Headings default list, 57 fine limits for patron types, 77 fines calculation option, 8182 fixed due dates, 77 Follett customer number , 3536 General OP AC tab, 404 groups, 101 holds limits for patron types, 77 holds time limits, 78?[...]

04/04 722 Index symbols. See diacritics System Circulation Statistics Report, 582 System Information Report, 582584 System Setup. See setting up T tags See also authority records; bibliographic records 000 (Leader), 268 006, 271 007, 272 008, 272 521, 634 526, 635 for Accelerated Reader program, 635 adding to a template, 646 authority fixed-leng[...]

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. See bibliographic recor ds T itles Added/Updated Report, 529530 T itles by Category Report, 530531 T itles W ith Duplicate Standard Numbers Repor[...]

04/04 724 Index reloading DX members, 1 12 searching, 247 and Selected database sources, 247 setting up groups, 101 setting up members, 1011 12 tags not exchanged, 92 union information setup, 95101 updating DX members, 1 12 Union Data Exchange Server creating better bibliographic recor ds, 95 error logging, 1 10 filtering rules, 94 matching r[...]

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 review sour ces, displaying, 449 rights, 431 setting up, 434456 Spanish, 454 starting the service, 431 State Standards setup, 443 stopping the serv[...]

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. Please request only one enhancem[...]

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The User ' s Guide v6.00 0404A 40800A 730[...]