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User`s Manual - Astonishing Portal

1. Preferences 3 Item Management Using the Items Menu You can view modify add and remove item information using the Items window and the commands under the Items menu When the Items window is the foremost window an Items menu is available in the menu bar The First Previous Next and Last commands display the indicated record first previous next or last based on the order of the records shown in the Browse By pull down menu The arrows to the left of the Browse By field perform the same action as the Next and Previous commands First Displays the first record according to the Browse By order Previous Displays the previous record according to the Browse By order Next Displays the next record according to the Browse By order Last Displays the last record according to the Browse By order Finding Records The Find command under the Edit menu can be used to locate a specific record For example if your are looking for an item with a title starting with the word Biographical Alexandria finds the first item record with that title and selects it as the current item shown in the Items window Find Record Closest match Title Laura Ingalls The first pull down menu allows you to select where to search for the data The second pull down menu allows you to select Closest match or Exact match Click the Find button to locate the record or click the Cancel button to Stop The Find window
2. Only the first 520_a summary note in the Marc record is displayed in this window Alexandria User s Manual 143 Item Management Subjects Statistics The Statistics tab shows information that is collected automatically during Circulation This information helps assess library and item usage It can be used for ordering additional copies of items in high demand or weeding out infrequently used items The information displayed is a summary for all copies and cannot be modified Publication Subjects Categories Notes Summary Attachments AR Laura Ingalls Wilder Growing Up In The Little House Copies Available Accession Date Lifetime Checkouts First Use Date Last Use Date No stats recorded If you have a multi collection Alexandria License and are using the District Librarian Client an additional window will be visible showing all the collections available in your database Each collection has its own Statistics information Don t Show in Alexandria Researcher Use this check box if you don t want an item to show when a patron does a search When you search from the Librarian Workstation and this item is found it is displayed in the results list followed by an asterisk This informs you that it s in the collection but patrons will not be able to see it in their results lists This setting is for all copies from all collections within the database 144 Alexandria User s Manual
3. Step5 Use the pull down menus below the Report Name pull down menu to select which records are to be included in the report You can make as many selections with AND OR and AND NOT Boolean logic as you require for your report However you ll need a large monitor to see all your choices since the window will continue to grow downward with every choice When you choose values in the selection pull down menus other fields All Patrons may appear and prompt you for other required information For example Activity if you select Level in the selection pull down menu the window asks for Barcode you to enter a starting and ending value Expired Card brade i Homerom If you enter only a Starting with selection Alexandria will select all Name kl rd 1 Since Alexandria allows you to customize certain terms for Patrons and Items the Policy term names you use may not be reflected in this manual For purposes of illustration the Sequence sample library we ve used in this manual is a School Library and thus Community ID Status Patron Number Location Homeroom Level Grade and so forth 274 Alexandria User s Manual How to Create a Report Introduction to Reports records where the Grade begins with the entered text For example entering GR1 would select GR100 GR10 and GR1B37 Reports Patrons Patron List No Selection Cancel Create Quick Report Print Step6
4. Double click on a line to exclude it from export Click and drag lines to change the order of the export see Item fields Field Numbers on page 362 for a description of the fields which can be exported and imported Alexandria automatically creates a file header that can be used by Alexandria to import exported files without the user knowing anything about the contents of the data HINT You can use the checkmark buttons at the bottom of the window to select or deselect all fields Use the Default button to configure a default list of fields Selecting Print from the File menu will print a report of your selections Data can be sorted before export by selecting the Sort by selection Only data for the copies selected is exported The tab Separated format only exports one copy per line exported Thus if you export a title with ten copies you ll end up with ten tab separated records getting exported Because it s easier to read use MicroLIF for full Marc records rather than the Mare Communications format You can use the virtual Word Processor integrated into Alexandria to view any file you ve exported To view an exported file use Open from the File menu to select the file for more information on import export formats see Importing Item Information on page 361 344 Alexandria User s Manual Exporting Patron Information Alexandria Utilities v items Exporting Patron Information Patrons Circulation
5. Fill in all the data fields in the window such as First Last Address and so forth to add a new record Alexandria automatically copies the City State Postal Code and Country from your library address see Library Information Preferences on page 84 for the new patron To move to the next data entry field press the lt tab gt key To move to the previous data entry field press lt shift tab gt To select a data entry field to edit click in the field To select from a pull down menu lt tab gt until the pull down menu you desire is highlighted and use the lt up gt and lt down gt arrow keys to make your selection The Barcode and Last Name fields are required to add a new patron Alexandria automatically displays a barcode number based on the value you entered in the Next Barcode field in the Patron Management Preference window documented on page 89 You may type over this value to change it When you have added all the information you need for this patron click the Save button in the upper right of the window If you want to ignore the information you have entered click the Revert button The previous patron is displayed You can add many patrons quickly if you have their data in electronic format see Data Import on page 351 for complete instructions Alexandria User s Manual 111 Patron Management First Previous Next Last Browse Find Lock Record New Patron Duplicate Remove Patron
6. TO DECLINE THIS AGREEMENT PRESS DECLINE YOU WILL NOT BE ABLE TO USE THE SOFTWARE COMPanion grants to you a nonexclusive license to use the Software provided that you agree to 18 Alexandria User s Manual Installation Summary read this first Installing Alexandria Step 4 Step 5 Step 6 Step 7 When the following window appears verify that the Install Location specifies where you want Alexandria installed The default is the hard drive where the currently active System Folder is located This is usually the best location to install the program Click Install Alexandria v5 Installer Click the Install button to install Alexandria v5 62 This installer will create Alexandria v5 Folder If you already have this folder it s contents will be updated Your data will not be modified only programs will be updated Disk space available 1 253 540K Approximate disk space needed 13 592K Install Location The folder Alexandr ia v5 folder will be created on the disk Drive Install Location Drive During installation a window similar to the following displays the installer s progress To stop installation click the Stop button Installing Items remaining to be installed 6 Installing Alexandria This installation was created with Installer VISE from HMindvision Software When the installation is complete a confirmation window appears Click Quit E Installation was success
7. Take Patron Picture Paste Patron Picture 3Y Remove Patron Picture Show Details gt D Show History Using the Patrons Menu Duplicating a Patron Use the Duplicate command to make a copy of an existing patron You can then modify the information to create a new patron This will save the data entry time when you add patrons who have similar information such as location graduation date policy and status When you select the Duplicate command the Patrons window appears with a copied version of the Current Patron information This window will automatically select the next available barcode for patrons rather than copying the barcode from the duplicate record Type over the information on the window with the appropriate information for the new patron Removing a Patron At times you need to remove a patron from your system Removing patrons who no longer use your library helps ensure the accuracy of your reports WARNING Before you remove a patron backup your data files Removing patrons is permanent and cannot be undone If you erroneously remove a patron you will have to re enter all their information or recover the information from a backup copy of your data Use the Remove command to permanently remove the Current Patron When a record is removed all associated information is also removed For example removing a patron also removes any holds or reservations that the patron has pending A patron with items che
8. You can create and remove your own special patrons to track items with a unique status as needed for your library Use barcodes 50 or under for special patrons These patrons are assigned the System policy which does not restrict the number of items they can check out The following are examples of uses for special patrons you create e Instead of using the Library Patron to reserve holiday books create a Holiday Patron and check out holiday books to this patron e Instead of using the On Repair Patron create a special patron for each Vendor who repairs your items When you send an item to that Vendor for repair check it out to that Vendor for the period of time the Vendor will have the item e Instead of using the On Order Patron create a special patron for each Vendor from whom you order items When you order an item from the Vendor check it out to that Vendor and enter an override date that matches the scheduled delivery date 172 Alexandria User s Manual Checking Items Out and In Circulation Checking Items In Use the following steps to check in items for a patron Step 1 Enter or scan the barcode of the patron who has the item checked out This makes that patron the Current Patron If you do not know the patron s barcode use the locate command L patron name to find the patron s barcode Step 2 Enter or scan the barcode of the item you are checking in If you are checking in a number of items use the Book
9. this first Installing Alexandria Step4 The COMPanion Electronic End User License Agreement appears Read the license carefully and click the Yes button if you accept the terms of the license If you do not accept the terms of the license then click the No button Software License Agreement Please read the following License Agreement Press the PAGE DOWN key to see the rest of the agreement COMPanion Corporation Electronic End User License Agreement NOTICE TO USER THIS IS CONTRACT BY INSTALLING THIS SOFTWARE YOU ACCEPT ALL THE TERMS AND CONDITIONS OF THIS AGREEMENT Unauthorized use of this software or related materials can result in civil damages and criminal penalties This COMPanion Corporation COMPanion End User License Agreement accompanies an COMPanion software product and related explanatory Written materials Software The term Software shall also include any Upgrades modified versions or updates of the Software licensed to wou by COMPanion This copy of the Software is licensed to you as the El Do pou accept all the terme of the preceding License Agreement If you choose No Setup will close To Install this product you must accept this agreement Print Step5 Verify that the Destination Directory specifies the location where you want Alexandria installed The default is the Program Files directory This is typically the best location to install the program Click Next Choose Des
10. 170 USING Special Patrons sasp ervusroe searesannes 171 Checking ltems In rrrrronrrrnranrrvrnnnrrnrnnnrrnrnnnsnnnnnnsnnrnnssen 173 Using Bookdrop Mode ccccseccsseeeceeeeeeeeseeeeseeeeseeeess 174 Temporary LENS 25 175 Setting Up Temporary Check Out Items rrrnrrrnnrrnnnrnnnn 175 Checking Out Using Temporary Items arrrnnnnernannrnnnnre 175 Renewing an ltem servnnrrnerennnrrnnvrnerennnennnennnennnnnnnennenennee 177 Reserving an Item errnnnnnnrennnvrnnernernnnnnnnnennnennnsnnnennunennne 178 FOO REUESS vr 178 Placing a Hold Request rrennnrnnnnnnnrnnnnvnnnennnennnnnnnnnnenennne 179 Removing Patron Holds rranernnrvvnrrnvnnrvvnrevvnnennnnnnnnnnnnsen 180 Adjusting or Removing Item Holds ccccecceeeeeeeeees 180 RESONANS vare 181 Placing Reservation uansana testes ene cas 181 Reservation Dy Patron sonurinn uted eae os 183 Reservations Check Out by Item r rrrnnnnrnrnnnrernnnnennnnnnn 183 vi Alexandria User s Manual Reservations check out by Patron rrrarrnnrrnnrnnrrvannnnnnnn 183 Removing Patron Reservations rrnnnnnnnnnnnnnrnnnnnnnnnnnnnnen 183 Removing Copy Reservations cccccsseeeesseeeeeeeeeeeeneees 184 Handling Charges and Payment ccccsseeeeeeeeeeeeeeees 185 Viewing Charges and Payment ceceeeeeeeeeeeeeeeeees 185 Forgiving A Charge rrnrrnnnnnnnrrnnnnnnnrnnnnevnnnnnnnennnnnnnsennnnnnne 185 Rec
11. A barcode can be read quickly by powerful low cost scanning devices that you can purchase from COMPanion Corporation Using a barcode reader makes your job easier and reduces the chance for errors If you don t have a scanner you can type the User Readable number in the command line The format of the barcode is called its symbology The symbology COMPanion uses Code 39 also known as Code 3 of 9 is the industry standard for industrial and commercial applications including libraries This symbology provides a high level of data security with error rates between 1 in 3 million and 1 in 70 million characters scanned Code 39 does not require a check character in normal commercial and industrial applications It is also bi directional which means it can be scanned from left to right or from right to left You need barcode labels on all the items in your library that will be managed with Alexandria You may also want to barcode objects such as audio visual equipment computers desks and tables so you can use Alexandria to inventory these items You can also keep temporary records of items such as magazines and newspapers Temporary items can be assigned a barcode number and then circulated like permanent items A barcode number is assigned to a temporary item only while it s checked out Guidelines for Choosing Barcode Numbers You can setup barcode numbers according to your needs using up to 14 digits The following are general guid
12. Alexandria WEB Patron Details Alexandria WEB Title Details SC YOU Alexandria Young Ghosts Book Edited By Isaac Asimov Martin H Greenberg And Charles G Waugh Greenberg Martin Harry Publication Information Summary Subjects ISEN LECH Citation volume Harper amp Row New York 1955 Includes twelve tales involving young ghosts by a variety of authors short Stories host Stories American Ghosts Fiction Ghost Stories English Ghosts host Stories Ameri Ghosts Ghost Stories Eneli Ghost stories American Ghost stories English gadd Aol42b44 Edited Ev Isaac Asimov Martin H Greenberg And Charles G Waugh and Martin Harry Greenberg Young Ghosts New York Harper amp Row 1985 Call Number Barcode Location Collection SC YOU 3041 COL Show MARC Record To place a reservation you must fill in at least the Start Date field Start Date End Date Place Reservation Place Hold 228 Alexandria User s Manual Status Available Alexandria WEB Patron Details Alexandria WEB Alexandria WEB Reservations Alevandria The Start Date must be after today s date for online reservations Start Date End Date Place Reservation The following calendar pages may help you decide on the dates for your reservation blacked out days indicate an existing reservation or checkout Copy 1 o i Le PO gt ap be FP
13. Author or Call in the Sort Results By area The current sort order is shown in bold To view details for one of the items click on it once The simple details window will be shown see Viewing Item Details from a Simple Search Results List on page 220 Alexandria User s Manual 215 Searching Simple Search Results List Placing Holds and Making Reservations Patrons can place holds or make reservations on items from Research Workstations if you ve set the Allow Holds and Reservations preference see Alexandria Researcher Preferences on page 69 Holds and reservations can be placed from the Results List or the Details window Use the Hold or Reservation icon to place a hold or reservation If you highlight more than one item Alexandria only processes the first selected item On the Details window there is also a Place Hold and or Place Reservation link at the bottom e Hold requests are placed on titles rather than individual copies A patron who places a hold on an item is alerted when a copy of the title becomes available If an item is currently available an In Stock hold is placed Otherwise a stan dard hold request is placed e Reservations are placed on individual copies The patron must find a copy that is available on the days the patron wants to reserve the item To place a Hold do the following Step 1 Select the Hold icon from the Results List or Place Hold on a Details window
14. Items Modify cali num Add Prefix v Replace rex KARMEN Remove Prefix Title amp Copies gt Cancel Use this utility to modify Call Numbers for Titles and or Copies Only those records selected using the Select By pull down menu are examined or modified Add Prefix Adds a specified prefix to the selected items Replace Prefix Replaces a specified prefix with a new value Remove Prefix Removes a specified prefix in matching records Use the pull down menu to specify which Call Numbers are modified Alexandria User s Manual 333 Alexandria Utilities Item Utilities Remove Title Utilities Replace Information Modify Call Numbers Remove Title Utility Type Operation Remove Copy z Remove Archived Copies items je Remove Title Remove Lost Copies Remove Discarded Copies Remove Copy Transactions Match Title Call Numbers Match Title Policies Select T Cancel Use this utility to remove a group of Titles All selected Titles are removed from Alexandria This utility does not remove Titles with copies that are currently checked out Only copies that are not checked out are removed When a Title is removed all pending holds are also removed When copies are removed all reservations for those copies are removed Remove Copy Utilities Utility Type Operation Remove Copy Remove titles without copies Select By All Items Use this utility to remove a group of item C
15. Language Default Edit Button ox Pane name Holidays Holidays Cut Button Copy Button Paste Button Clear Button Independence Day Christmas Cut Button Image Copy Button Image Paste Button Image Clear Button Image Set Button Title Select Button Image Kwa nzaa Labor Day Set Action None Set Action Display Message Set Action Search Set Action Go To Pane Set Action Launch URL Set Action Launch File Set Action Onen Heln File Passover St Patrick s Day T Alexandria User s Manual 235 Alexandria Explore Alexandria Explore Preferences Set Default Pane When you click on this button the currently selected pane will become the default pane The default pane is always shown in bold The default pane is the first pane shown when a user looks at the Explore interface in Alexandria Researcher Import Pane Click this button to import an exported pane pane can also be imported by dragging and dropping it on the pane list Each pane has an unique internal ID that Alexandria identifies If you are importing a pane with an ID that already exists you ll get this message Message The internal ID of an imported pane The Matrix conflicts with pane already in the set The Matrix Do you want to overwrite the existing pane with the one being imported or assign the imported pane a new unique ID If you Skip the pane it won t be imported If you select
16. NOTE If you enter an invalid ISBN number a question mark appears at the beginning of the number to indicate it is not a valid number Alexandria User s Manual 131 Item Management Item Information Fields Bulletin Board Patrons L Items EI Circulation ET Search K Orders Budgets Vendors Subscriptions Routes Items Switch to MARC View amp M First Previous Next Last Browse Find ab F Lock Record LI New Title N Remove Title R Modify Copy Add Copy a5 Y Remove Copy Move Copy To This Title Duplicate JD Show Details ED Show Title Editor 4 SET Show Author Editor Adding Audio Visual Equipment Your library might prefer to circulate audio visual Carts that include specific items as one group and barcode Then again it might require Patrons to check out individual items i e VCR s and Televisions separately Regardless of how your library functions there are several ways you can add or check out Audio Visual Equipment using Alexandria To add Audio Visual equipment to your database go to Show Items then Items New Title You must enter a default Call Number i e AV AVS EQ EQU see Super Summary Call Number Prefix definitions on page 327 Policy Audio Visual Medium and Title sl gt Title AVEQ Cart Audio Visual TS EP Television vcr cart voumef zi 2 z oo o EA copysii mareodell can if status ii tecati
17. Patron Information Fields The following section describes the data fields in the Patrons window on each tab When a field has an obvious meaning or use such as City or Phone it will not be included in the explanation unless there are special notes about how it is used Primary Patron Information Fatrons E id 1881 9th grade gt Darla Anderson 3211 Olympus Cr Address 2 Salt Lake City USA Jun 1 2883 Jun 38 2884 Mou 16 1984 DarlaAindersonSmuymail org Ba i a i a a E The top portion of the Patrons window contains information about the patron This includes the patron barcode policy status and sex as well as name and address information and a picture of the patron These are fields that cross the top of the Patrons window Patron Barcode Each patron will have a unique barcode number that is either assigned by the system or entered manually This barcode can contain up to 15 digits and must be unique It may contain numbers or letters but no punctuation characters or spaces Patron Policy The policy you assign to a patron determines the library rules that this patron must follow To select a policy for a patron click the arrow at the end of the Policy pull down menu and choose a value The default policy for new patrons is automatically assigned based upon the Patron Management Preferences see Patron Policies on page 91 for more information 114 Alexandria User s Manual
18. Patron Information Fields Patron Management Patron Status The third field across the top of the Patrons window is the Card Lost patron status field A patron s status identifies Active patrons and those with Ea special circumstances such as a Lost Card Suspended or Transferred Transferred Inactive Other To select a status for a patron click on the arrows at the end of the patron status pull down menu The following values are available e Active A patron whose status is active can use the library check in and check out books according to the rules of the assigned patron policy e Lost Card or Suspended This status causes a message to display at the Librarian Workstation when the student ID barcode is entered The message recognizes a patron s status and asks the librarian to verify that it s okay to continue with this patron e Transferred Inactive Other These status options are for generating patron reports for patrons with specific statuses For example you could generate a list of all patrons that have transferred or are inactive These statuses cause a message alert at the Librarian Workstation when the student ID barcode is entered Female Sex Click on the arrow at the end of this pull down menu to select the patron s sex The default is Unknown until the patron s sex is identified Unknown First Enter the patron s first name or the first name and middle initial Last Enter the patron
19. Publication Year This report is sorted numerically by the publication year field on the title record This is useful if you want to compile a list of when items in the collection were published Subject Sort by Subject and then by Call Number Curriculum Code Sort by Curriculum Code and then by Call Number Bibliographic Code Sort by Bibliographic Code and then by Call Number Interest Code Sort by Interest Code and then by Call Number Accession Date Sort by Accession Date and then by Call Number Inventory Date Sort by Inventory Date and then by Call Number Collection Sort by Copy Collection Code and then by Call Number Each Copy Collection Code starts on a new page Sublocation Sort by Copy Sublocation Code and then by Call Number Each Copy SubLocation Code starts on a new page Funds Sort by Copy Fund code and then by Call Number Each Copy fund code begins on a new page note this field can be customized in your Item Management preferences For this example the Funding Source will be called Funds 294 Alexandria User s Manual Preparing Item Reports All Items Accession Date Author Barcode Bibliographic Code Call Number Copy Collection Copy Last Used Date Copy Location Copy Sequence Curriculum Code Don t how in Researcher Interest Code Inventory Date Medium No Last Used Date Policy Publication Year Funding Source Subject Title Title Sequence Item Reports
20. Remove Lost Copies Remove Discarded Copies Remove Copy Transactions Match Tithe Call Numbers Match Tithe Policies Alexandria Utilities Remove Copy Transactions Utilities Utility Type Operation Select By All Items This utility removes all transactions for specified copies WARNING Do not run this utility unless you want to lose Circulation status for the selected copies Match Title Call Numbers Utilities Utility Type Operation select By All Items This utility assigns the Title Call Number to all selected copies Match Title Policies Utilities Utility Type Operation Select By All Items This utility assigns the Title Policy to all selected copies Alexandria User s Manual 337 Alexandria Utilities Patron Utilities Patron Utilities Use Alexandria utilities to change or remove groups of patrons For example there are utilities to change patron Policies renew expired cards and update expiration dates Patrons may be selected from the same criteria as Patron Reports see Selection Options for Patron Reports on page 284 Patrons Circulation Export Items Export Patrons Export Other Check for Updates Database Catalog Utilities Verify Utilities v Verify Verify Patron Status Replace Information Remove Clear Patron History Utilities Renew Patron cards Keep Patron History Remove All Transactions All Patrons Cancel Use this
21. Subjects Item Management Attachments The Attachments tab shows documents videos URLs and other items that are attached to the item record Item attachments also appear on the Details window when an item is found through a search The patron can click an attachment to view or launch it from the Details window Publication Subjects Categories Notes Summary EE 7 2 You may attach URLs Files Sounds or Movies by dragging their icons to the attachment list or clicking on the associated icon and selecting the file To add an URL click on the icon and enter the full URL Double click on any item in the list to edit the attachment specifications lt Option gt double click Macintosh or lt ctr1 gt double click on any item in the list to view the original document or URL When you have added attachments click the Save button at the top of the Items window to save the attachments To remove an attachment select the attachment in the list and click Remove or press the lt delete gt key Alexandria User s Manual 145 Item Management Subjects SP The SP tab Study Program is used to record information for special programs such as Accelerated Reader and Reading Counts For example if you are using the Accelerated Reader program select it from the pull down menu and edit data for this entry This data is stored in the 526 Tag according to Marc standards for study programs If you are using a study p
22. User s Manual For Macintosh and Windows Alexandria v5 43 Copyright Notice Copyright 1989 2001 COMPanion Corporation All Rights Reserved Select Z39 50 Libraries Copyright 1995 2001 Index Data Distributed under exclusive licence by COMPanion Corporation Under the copyright laws this manual or the software may not be copied in whole or in part without written consent of COMPanion Corporation except in the normal use of the software and as described in the Software License Agreement The same proprietary and copyright notices must be affixed to any permitted copies as were affixed to the original The software described in this book is furnished under a licensed agreement and may be used only in accordance with the terms of that agreement NOTE Unauthorized use of this software or related materials can result in civil damages and criminal penalties Printed August 2001 v5 43 Printed in the United States of America by COMPanion Corporation 1831 Fort Union Boulevard Salt Lake City Utah 84121 3041 USA 801 943 7277 Voice worldwide 800 347 6439 Voice Sales US amp Canada 800 347 4942 Voice Tech Support US amp Canada tech support worldwide support goalexandria com 801 943 7752 FAX worldwide Sales info goalexandria com Web http www goalexandria com To subscribe to the free Alexandria Discussion Group send an Email to requests lists companioncorp com and put Subscribe Alex Net in
23. Web Word Processor Use this preference to personalize Alexandria with information about your library Preferences Library Information Email School COMPanion Demonstration Library 1831 Fort Union Blvd Address 2 Salt Lake City Country O88 347 6459 806 315 3083 Library Name Enter the name of your library The default is your library license name Address City State Postal Code Country Telephone and Fax This data is used for return addresses on Patron Notices and for information shown on Alexandria WEB Librarian This is the name that appears at the bottom of form letters Enter the librarian s name here Default is Librarian Librarian Title The librarian s title For example Librarian Director of Media or Library Specialist can also be included on form letters Default is blank Library ID Code This is the library location identification code This is a short code that is used for the Marc location code at 852_a in the Copy Collection field Default is the first four characters of your Library Name If you change this value all matching copy records are automatically updated to the new value Date Format Select the date format you want Alexandria to use Default is Use System Setting Money Format Select the money format you want Alexandria to use Default is Use System Setting Language Select a default language from the list of available languages Default is English unless
24. 187 Circulation Inventory Control e To identify items missing from your collection prepare an inventory report of non inventoried items with the same dates as when you performed the inven tory e If you are not using a portable reader when taking inventory and you enter an item barcode that Alexandria does not recognize a window appears to let you add the new item Enter the Title and any other desired fields and click Save This provides a quick way to add the new item and continue with your inventory task You can add additional information for this item later using the Items window Inventory Reports You can prepare inventory reports based on the inventory date and other criteria see page 292 for a list of Inventory reports For example you can generate an inventory report showing e Items inventoried or not inventoried within a specified date range e Lost items inventoried which means the item is actually in the library even though it is marked as lost e Items within a specific section of your library e Items with a specific Funding Source 188 Alexandria User s Manual Other Circulation Commands Circulation Other Circulation Commands The following commands are available on the Circulation window Set Self Service Command AS Command ASB This command logs out the current user and sets the user mode to Self Service Check Out AS or Self Service Bookdrop ASB To exit this mode and security
25. A library user PPP Point to point protocol A protocol used by TCP IP routers and PC s to send packets over dial up and leased connections Pull down Menu A menu in a graphical user interface whose title is normally visible but whose contents are revealed only when the user activates it normally by pressing the mouse button while the pointer is over the title whereupon the menu items appear below the title The user may then select an item from the menu or click elsewhere in wither case the menu contents are hidden again A menu item is selected either by dragging the mouse from the menu title to the item and releasing or by clicking the title and then the item When a pull down menu appears in the main area od a window as opposed to the menu bar it may have a small downward pointing triangle to the right Sequence Number An internal accession number for patrons items and copies Shown in Patron Item and copy management as a small black number in the upper right of the screen A unique identifier assigned to every patron item and copy added to the system It can be reassigned by the system but not by the user Reservation a transaction that pre checks out a specific copy for a very specific date range Can be 378 Alexandria User s Manual Glossary used to school units where the books need to be in the library between this date and that and cannot be checked out Only the person with the reservation can check out the co
26. Boolean Search Use the Search All Words pull down menu on the left of the window to choose the type of search you want to perform For example you can choose to search Authors Titles or Series Search Boolean Simple Local Collection Alexandria searches the values of Marc records saved for each title For example when you choose to search Authors Alexandria searches for Authors in the 100 and 700 Tags A search returns a maximum of 500 items unless holding down the lt alt gt or lt option gt key when clicking on Search If the item you are looking for isn t found in the list you may have to further narrow your search criteria see page 70 for information on changing this preference Use the More Options and Fewer Options buttons to display menus for additional or fewer search values Alexandria supports up to 6 levels of searching using this interface Boolean Simple Local Collection Th Ta SD 86 ED Search All Words T More Options Fewer Options When searching by single words or phrases you can use the following special characters to narrow the searching criteria 206 Alexandria User s Manual Boolean Search And Or And Not Through Searching e End a word with a period this tells Alexandria to perform an exact match search for the word e Start a word with a question mark this tells Alexandria to look for words that sound like t
27. Don t show in Researcher check box see Don t Show in Researcher on page 137 for more details Adding New Address Books You may add as many different Address Books as you need to manage your Alexandria collections Since you can specify which Address Book your Researchers will use additional Address Books are used for this purpose Click on the New button under the Books amp Groups list to add a new Address Book Add Book or Group Add new address book O Add new group to Standard Central Address Book The local collection is automatically added to this Address Book You can add additional Data Stations to an Address Book by dragging them from separate Address Books and dropping them onto any other Address Book or you add them manually one at a time using the instructions that follow 1 When you drag an address from one Address Book to another the address is always copied If you want an address removed from an Address Book use the Remove button 64 Alexandria User s Manual Changing the User Name Preferences Defining Groups Authorized Access Using the Address Books window you can create a group of Data Stations and include Central Address book that group in an Address Book When a patron chooses a group and then searches for an AE item all Data Stations in the group are searched This makes it easy for patrons to search multiple collections For example you could select a group of
28. OPQ Overhead Projector OHP Oversized O OS BIG LG L Periodical MAG M PER P J JOR JRNL Picture P PIC Professional PRO PROF Record Player RP Recording REC Reference R REF Screen SCR Slide Projector SLP Slides SLI Story Collection S ST STO SC Study Print SPR Television TV Transparency TRA Vertical File VF V PAM Video Cassette Recorder VCR Video Disc Player VDP Video Disk VD Video V VC VID VT VTC Young Adult Y YA No Text empty call numbers Preparing Special Reports Other Alpha call number prefixes not listen above NOTE At the same time that Call Number statistics are collected the Super Summary examines the Policy of each Copy and updates statistics across each policy In the same way a group exists which includes all sub groups thus resulting in a total count over the item selection criteria 328 Alexandria User s Manual 8 E lt New Document N Open Close Window Close All Save Save As Text Save As Revert Import Utilities Page Setup Print r Restart 36 E Quit Alexandria i Items Patrons Circulation Export Items Alexandria Utilities Most operations in Alexandria are designed to modify individual pieces of information one entry at a time Utilities are special functions that change large amounts of information in your Alexandria Database with a single command Al
29. Prior Patron Barcode 2005 export only Previous Prior Barcode 2006 export only Before Previous Prior Barcode 2007 export only Inventory Date 2008 852_1 Accession Date 2009 1852 1 Vendor Code 2016 1852 1 Copy Condition 2017 852 1 Copy Number 2021 852 t Replacement Cost 2011 Purchase Cost 2012 852 9 Current Policy short code 2013 Previous Policy short code 2014 export only Copy Status 2015 export only Copy Notes 2018 852_x Copy Alert 2019 852_z Funding Source 2022 Copy Collection 2023 852_a Copy Location 2024 852_b Copy Call Number 2025 852_h Copy Volume 2026 852_v LCCN 2010 010 a ISBN 2020 1020 a Primary Author 2100 from 100 a Full Title 2240 Title Subtitle export only Title 2245 245 a Subtitle 2246 245 b Statement of Responsibility 2247 245 c Medium 2248 245 h Edition Statement 2250 250 a Publication Place 2260 260 a Publisher 2261 260 b Publication Year 2262 260_c Extent 2300 full description export only Physical Description 2301 300_a Other Physical Details 2302 300_b Dimensions 2303 300_c Accompanying Material 2304 300_e Series Statement 2440 440_a General Note 2500 1500 a Summary 2520 520_a Target Audience Note 2521 521_a Review Source 2522 521 _b First Subject 2651 650_a 650_x 650_y 650_z Second Subject 2652 650_a 650_x
30. Receive Subscription Library Review Magazine a Date Received I Description History information includes the date received the Alexandria user who received it and the number of remaining issues To edit the history double click on the history entry to change Step 1 You can clear history lines by selecting them and pressing the lt delete gt key on the keyboard Use the Clear command under the Edit menu to clear all History lines Alexandria User s Manual 269 Subscriptions amp Routes Routes Management Routes Management Under the Show menu access the Routes window This window is used for managing routing records You can set as many different routes as required for your library Routing lists are used to direct items supplied by the library to a specified list of readers Bulletin Board Patrons dL Items db I Circulation T Search K Many times the librarian will need to route an item to a number of different patrons Orders Alexandria s Routing List Manager helps the librarian keep track of these various lists Budgets Every routing list has a responsible patron associated with it When items are routed Vendors Alexandria checks out the item to this responsible patron Routes are also assigned a a aa routing period the time period that the librarian expects the item to be circulating before it s returned to the library Routes contain a routing list which contains the names and addre
31. Reservations Check Out by Ite m Use the GG command to check out items which have reservations that begin close to the current date In this mode all you need to do is scan the barcodes of the copies with reservations If there is a pending reservation Alexandria will check out the item to the correct patron The close to preference is days to look ahead when checking in reservations in Circulation Preferences Reservations check out by Patron Command GPP patron barcode Reservations Check Out by Patron The GPP command takes a Patron Barcode and attempts to find pending reservations that begin close to the current date If a reservation is found it s checked out to the Current Patron The close to preference is days to look ahead when checking in reservations in Circulation Preferences Removing Patron Reservations Use Remove Patron Reservations from the Circulation menu to remove reservations for the Current Patron The patron s name is shown in the title of the window and a list of reservations for that patron is also shown Patron Reservations Call Number tamer Teams ne san Te Sona 197 96 BAR 3050 Ji 3 2000 Apr a 2000 CoG To remove a reservation select the line you want to remove and click the Remove Reservation button When you remove a reservation on this window you cannot undo the remove The only way to restore the reservation is to place a new reserva tion for the patro
32. Reserved Items Special Item Lists Create Quick Report Print Alexandria User s Manual 297 Circulation Reports Preparing Circulation Reports Step 3 Choose how you want your report Format displayed Reports Circulation 1 Line iS Detailed Report Name Format Sort By Loaned Items J A Select By All Transactions Create Quick Report Step 4 Choose the Sort By order for this report Reports Circulation Report Name Patron Homeroom Patron 2nd Location Call Number Due Date Select By All Transactions Create Quick Report Step 5 Use the Select By pull down menu to select which Patron Records to include in the report Reports Circulation Report Name Format Sort By Loaned Items Select By From Patron Policy th grade Through v No Selection 7th grade Create Quick Report Step 6 Click the Print button to prepare the report 298 Alexandria User s Manual Preparing Circulation Reports Circulation Reports Loaned Items Overdue Listings Hold Requests Reservations Overdue Notices Patron Notices Charges amp Overdue Fines Reserved tems Special Item Lists Circulation Report Formats The following is a list of Alexandria s Circulation reports Loaned ltems These reports prepare lists for library use Only loaned items are included in the report Items loaned to special or inactive patrons Barcode s between 1 and 50 or inactive
33. Stories For Nine Tear Olds And Other Young Stories For Seven Year Olds And Other oun Aug 2 2000 Aug 16 2000 Overdue Count Reservation Count enter a barcode the status Apr 1 2000 at 3 13 pm Due Date Mar 31 2000 Apr 15 2000 Apr 15 2000 Mar 26 2000 2 10 From Date To Date 2 1 Feb 4 2000 If you don t know the patron s barcode use the locate command L patron name to find the patron and the patron s barcode Alexandria User s Manual 167 Circulation Checking Patron and Item Status Circulation e To view an item s details type Q then enter or scan the barcode number for Start Bookdrop Make Charges Payments the item and press lt enter gt Show Patron Details Remove Patron Holds Remove Patron Reservations Item Details Pythons Show Item Details Adjust Item Holds Remove Copy Reservations 597 96 EAR Copy Status 1 of 1 Available Barcode Status Collection 997 956 BAR BASA Avai lable COL Includes index Includes index Includes index Introduces the nonpoisonous python one of the world s largest snakes which mas fro to length of thirty three feet LECH 276012639 ISEH 276012629 Rourke Yero Beach Fla 1987 Ho Attachments If you do not know the item barcode use one of the find commands C call number or T title to find the item and its barcode There are two other ways to view the status of the Current Patron or
34. This list can be selected with the Select All command under the Edit menu and copied to use in selecting for other reports Barcode Range This report includes patrons with barcodes between the selectable Starting with and Ending with ranges If you only want information on one patron enter the patron s Barcode number as the Starting with value Also if you don t specify otherwise only Barcodes greater than the number 50 are included in the report 284 Alexandria User s Manual Preparing Patron Reports Patron Reports All Patrons Activity Barcode Expired Card Grade Homeroom Name No Activity Sublocation Policy Sequence Status Birthdate This selection includes all patrons with birthdays in the specified range If you enter only an End date it will sort every birthday ON or BEFORE that date Expired Card This report includes patrons whose cards will expire as of the specified date If you do not enter a date the beginning of the next month is used as the selected date Thus your report would include all patrons whose cards will expire at the end of the current month Level This report includes patrons with Levels between the Starting with and Ending with ranges If you enter only a Starting with or Ending with selection Alexandria will select all records where the data begins with the entered text if you only enter an Ending With level Alexandria will select all levels before and up to the select
35. Unlock Record Mew Title Remove Title Modify Copy Add Copy Remove Copy Move Copy To This Title Duplicate ap Show Details 4 36D Show Title Editor 4 ET Show Author Editor dA A NOTE Item Management Changing Item Information You can edit information directly on the Items window or in any of the tabs within the window Just as you would in any other application For example you can place the cursor in an existing value and type additional information You can also highlight a value and type over it Before records can be changed they must be unlocked by using the Unlock command see Changing Records on page 48 NOTE If your preferences are set to automatically lock records you ll have to unlock the record by clicking on the lock icon or selecting Unlock from the Items menu before you can make changes to the record To move to the next data entry field press the lt tab gt key To move to the previous data entry field press lt shift tab gt To select a data entry field to edit click in the field To select from a pull down menu lt tab gt until the pull down menu you desire is highlighted and use the lt up gt and lt down gt arrow keys to make your selection To modify copy information double click on the copy line The Item Copy Data window appears When you have modified the copy information you want to change click OK to return to the Items window When you have modified all the record inf
36. field or you have Authority Control turned on in Item Preferences a Series Authority check dialog will appear allowing you to see if this series is already in your collection If it is the Authority Control selection list will not be displayed Alexandria User s Manual 139 Item Management Item Information Fields Extent Enter physical information about the item such as the number of pages total playing time number of slides illustration information and so forth You can specify which subfield the extent data is saved in by following AACR2 rules of punctuation 300_a Extent has no proceeding punctuation 300_b Other Physical Details such as illustration info preceded by a colon 300_c dimensions preceded by a semicolon 300_e Accompanying Material preceded by a plus sign For example 300 aFilmstrip bColor c35mm eSound cassette is shown as Filmstrip Color 35mm Sound cassette Another example 300 a161 pp c22 cm e161 pages with ills is shown as 161 pp 22 cm 161 pages with ills 140 Alexandria User s Manual Subjects Delete Tag Add Tag Add Subfield Delete Subfield Item Management Subjects This tab leads to the Subject Editor and defines the item s subject entries Publication Subjects Categories Notes Summary Statistics Attachments SP A Citizens band radio The Subjects tab allows the user to catalog these subjects 650 General Top
37. for attachment to each item shipped Standard Alexandria labels are supported to reduce confusion and cost Booking labels are prepared in a three across format Address Label Item Info Patron Info Booking labels are used to address items for delivery to the requesting patron Each row of labels contains unique information The first label contains delivery information such as the Patron their Location and Address The second label contains Item Information Call Number Barcode Number Barcode Image Reservation Begin End dates The third label contains Patron Information Name Location Barcode Number Barcode image Item Barcode Number Item Reservation Begin End dates Automatically Check Out Items to Requesting Patrons When selected Alexandria will automatically check out each available reservation to the appropriate patron Once a reservation has been checked out it s no longer a reservation it becomes a loaned item Alexandria doesn t differentiate between items which have been loaned via reservation walk in or a satisfied hold or any other way an item can be borrowed Thus if Alexandria checks out an item that should be in inventory but can t be found an exception occurs If these exceptions happen frequently another way to process reservations is to print all the reports and once the items are physically allocated to a patron check them out using Alexandria s standard Circulation commands see Reservati
38. s Manual 61 Preferences New Document N Open b Close Window EN Close All U Save aS Save As Text b Save As b Revert Import Utilities Page Setup Print r Restart JE Quit Alexandria Changing the User Name Changing the User Name Sometimes you may need to access Alexandria as a different user so you are authorized to perform certain tasks For example if you setup the Librarian Workstation for use by a Student Aide you may need to log in as the Administrator to do a task the student aide does not have authorization to do To access Alexandria with a different user name than the one you started the system with choose Restart from the File menu On the pop up window enter the user name you want to access Alexandria and then enter the associated password Click OK Username Bill 62 Alexandria User s Manual Changing the User Name Preferences Address Books Use the following steps to setup Address Books so your workstations can communicate with other Alexandria Data Stations With the optional wide area network feature of Alexandria you can access different library data collections connected through a wide area network Preferences Administration Administration Authorized Access Local Collection Standard ed NOTE This preference is only available on Alexandria Data Stations and District Librarian Works
39. s last name This field is required you can not save a patron record without a last name Address City State Postal Code Country Enter the patron s mailing address Notices and letters are sent to this address Patron Picture You can add a patron picture to the patron record The picture Ls jr will appear in the box under the gender menu in the Patron window and in the ENE Mi Current Patron section of the Circulation window There are several ways to Browse 3B add a picture to the Patrons window Find r Lock d U 1 1 1 1 1 este r Drag and drop Open the picture of the patron in the application where it was Duplicate 36D created Drag the graphic from the desktop or program onto the Patrons win Remove Patron JER eres dow in Alexandria As you drag the picture a box outline shows where the ake Patron Picture b 1 d t h I li it Paste Pat Pict EY Paa kara L picture is to be placed to help you align it properly Show Details lt 3 D os Show History e Copy and paste Open the picture of the patron in the application where it was created Select the graphic and copy it to the clipboard this is usually done with commands such as Select All and Copy and Cut under the Edit menu in the program Go back to your Alexandria Patrons window and choose Paste Patron Picture from the Patrons pull down menu at the top of the window The picture appears in the area under the gender button e Take a
40. you may want your main Circulation machine to also be your Data Station In this case you wouldn t typically install another Alexandria Librarian Your Data Station will be used by the Librarian for Circulation and reporting In a middle sized configuration you may have a machine in the back room for infrequent librarian use only Install the Data Station on this machine and use other machines for Alexandria Librarian and Alexandria Researcher If you are planning to have a large number of clients you ll want to install your Data Station on a dedicated machine i e the machine will only be running the Data Station and will not typically be used by an operator In this configuration you ll be running Alexandria Librarian and Alexandria Researcher on other machines The following are the general steps required to install Alexandria More detailed instructions are included in the remaining sections of this chapter Step 1 On the machine you are going to use for your Data Station insert the Alexandria CD ROM and double click on the Alexandria v5 folder The Alexandria v5 Installer is located inside this folder You can also visit COMPanion s Web site www goalexandria com and download the latest Alexandria v5 Installer Step2 Once Alexandria is installed double click on the Alexandria program icon Enter your registration information Once registered Alexandria will create a folder called Installers in the same folder as the Alexa
41. 008 Tag click on it If the Record type is a then the following edi tor is available to make syntactically correct changes 150 Alexandria User s Manual Book Editor Tag 886 General Material Info Book Specific Fields Date of entry Apr 2 2888 Type of date pub status b patet Date Place of publication nyu Language eng ts Modified Cataloging Source mm 00 05 six character numeric string that indicates the date the USMARC record was created Enter any valid date and the format will be converted OG one character code that indicates and categorizes the type of dates given in 008 07 10 07 10 amp 11 14 For most records data is derived from information in field 260 Publication Distribution etc Imprint field 362 Dates of Publication and or Volume Designation or fram note fields lt space gt not applicable u partially unknown 15 17 A two or three character USMARC code that indicates the place of publication Two character codes are left justified 25 27 three character USMARC code that indicates the language of the item The code is taken from USMARC Code List for Languages 25 one character code that indicates if any data in bibliographic record is a modification of information from the item being cataloged 39 one character code that indicates the creator of the original cataloging record Book Editor Tag 886 General Material Info Book Specif
42. 100 000 fall into the analysis group of Reference 100 199 If no code exists for a call number prefix the group Other is used Call Numbers that are counted under No Text Call Numbers with no prefix such as 100 34 fall into group 100 199 NOTE Call Number Statistics Groups do not overlap A copy is only included in one group Thus REF 100 goes into group REF 100 199 but is not added to group 100 199 A Call Number prefix is assigned a Name based on a group of prefixes which are mapped into the named group Call number prefixes are not case sensitive These following groups are defined for all Super Summary reports Thus Call Numbers that begin with C or CAS are added to the statistics group Cassettes AV Stand AVS AV Audio Visual AV AUD Biography B BIO BI CD ROM CDR Cassette Player CP Cassettes C CAS Classes CLA Compact Disk CD Computer Software CS Computer COMP Data Display DDP Easy NF ENF Easy E EZ EASY Equipment EQ EQU EQUIP Fiction F FIC Film Projector FP Alexandria User s Manual 327 Special Reports Filmstrip FSP FS FSK FSS Game GAM Head Phone HP Juvenile Fiction JF Juvenile Non Fiction JN JNF Kits KIT K KITS Laser Disk LD LSD Listening Station LS Mode1l MOD Newspapers NEW NEWS Non Fiction NF NFC N Opaque Projector
43. 1999 Jun 10 2000 at 5 26 pm No Loaned Items Fatron Info Library Card Expires on Jun 30 2004 Location Wishard Level 7 Fine Balance 0 00 Fine Payments 0 00 Checkout Count 0 Overdue Count 0 Hold Count 0 Reservation Count 0 In Stock Hold Count Last Use Date Jan 1 1904 226 Alexandria User s Manual Alexandria WEB Patron Details Alexandria WEB Alexandria WEB Boolean Search Alexandria COMPanon Demonstration Library Patron Status Log Off Please enter your search bere Any Word And Any Word And gt Any Word And Ea Alexandria WEB Results Alexandria JE stance Your Search Keyword asimov COMPanion Demonstration Library Titles 11 Found Yiewing Range 1 11 001 942 AST Unidentified Flying Objects Asimoy Isaac Book IN 03 AI Would You Believe Asimov Isaac 1920 Book IN 3637 AS Space Garbage Asimoy Isaac Book IN 500 ASI Science Fiction science Fact Asimoy Isaac Book IN se ASI The Space spotter 5 Guide Asimov Isaac Book IN 223 4 AS Mars Our Mysterious Neighbor Asimoy Isaac Book IN 223 4 BRA saturn The Ringed Beauty Asimoy Isaac Book IN 67 9 AST Did Comet Eill The Dinosaurs Asimoy Isaac Book IN Gel As Isaac Asimov Scientist And Storyteller Erlanger Ellen Book IN FIC ASI Norby And The Invaders Asimoy Janet Book IN ee Young Ghosts Edited By Isaac Asim Book IN Copyright 2000 All rights reserved Alexandria User s Manual 227 Alexandria WEB
44. Changing the User Name rrnnnnnnnnnnnnnnnnnnnnnnnennnnnnsnnnnsnennnnn 62 Address BOOKS ee 63 Adding New Address Books rrurnnnnnnnnnnevnnnennnnevnrrnnnnnnnnnen 64 PENN GIOUDS soarsssen ANSER 65 IDG ALCS vere 67 NE NN 68 Alexandria Researcher Preferences rrrnnrrnnnnrnnnnnvnnnnnnnen 69 Archive Preferences rrnnnnnnrnnnnnnnnnnnnnnnnnnnnnsnnnenusnnnennnennsen 72 Calendar Preferences aroo a amantiayededss 73 Circulation Preferences srncie na ea 75 Circulation eneen a a aan eely 75 SLAUSUCS skin A 77 LE se 78 MEG ER E E E E renee eta teeta at ete eet aaed 79 CHECK OUT ODILIONS vase 80 Display Settings Preferences rrrrrarrnnnnnennanrennannnnnnnennnnne 81 Miscellaneous Display Settings rrrrrnrnrnrannernnnnrrnnnennnnre 82 Item Management Preferences cccceceeseeeeeeeeeeneeeeeaees 83 Library Information Preferences cccccececseeeeeeeeeeeeenees 87 El 88 iv Alexandria User s Manual SCHOOF EE EE ER PE KR 89 Orders PrelerenCe Si aS 90 claim LETE Varrssesrager ee Aka 91 Patron Management Preferences ccccsceeeeeneeeeneeeeees 92 Policies Preferences Vee Se 94 PATON POICIGS sea saa 94 KEM PONCIOS sa 97 Circulation PONCIES Jaa 100 HOMES PFEIEKENIGES Hane 102 Sounds Preferentes aus 103 Word Processor Preferences ccccccseeceeeceeeeeeeseeeeaes 105 Patron Management nnnnnnnunnnvnnennunnnnnnvnnnnnnennunnuenne 107 Patron Management Window rrrrnrnrvnnn
45. Click the Print button As Alexandria builds your report the status of the report appears at the top of the Report Results window as the report is created Step7 As the report is processing you can perform other tasks within Alexandria For example you can check items in and out or even prepare another report Click the Cancel button to stop the report from processing If the Report window is hidden behind other windows select the Reports window option from under the Windows menu When the report is complete it appears in a standard word processing window Since AN the report is a standard word processing document you can e View and edit the report on the screen using standard word processing com NOTE mands The settings for the window are initially set to locked so you e Highlight text in the window and copy it to other programs or onto your desk can t accidently modify top the report e Choose Save on the File menu to save the report e Select Print from the File menu to print the report Due to operating system lim itations you may only print one report at a time Alexandria User s Manual 275 Introduction to Reports Creating Quick Reports v Patron List Creating Quick Reports eee ee Alexandria includes a Quick Report capability to make it very easy to save the most Monthly Usage frequently used reports This saves the specifications that were used to prepare the Patron Counts report however and
46. Current Patron Either click on the Renew All button to renew all of the items or highlight the items to renew and click on the Renew button The Current Patron must have items checked out Alexandria User s Manual 157 Circulation Using the Circulation Window Broadcast Message to Clients Displays a text box for entering and sending messages to other Librarian and Researcher applications connected to the Data Station This message will only display to currently connected clients Display All Connected Clients Lists in the transaction log all the Librarian and Researcher applications that are currently connected to the Data Station The type of application and the machines IP address are visible in the log 158 Alexandria User s Manual Alexandria Circulation Commands Circulation Alexandria Circulation Commands The following are the commands that control the Circulation window U aca icon ino ee Alexandria User s Manual 159 Circulation Alexandria Circulation Commands 1 emo omme es ae ee ee ee emmsanle 160 Alexandria User s Manual Alexandria Circulation Commands Circulation Alexandria Circulation Commands Command Z Clear the Transaction Log This command removes all entries in the visible transaction log The log entries saved to disk are not affected by this command Command Reset Mode Use this command to clear any special mode in effect and prepare the window f
47. Export Items Export Patrons Utilities Export Other Check for Updates Database Catalog Utilities Verify Utilities Export Patrons Tab Separated Last Name select Fields All Patrons Cancel Exporting is the process of moving information out of Alexandria to use other software applications You can export records for all or a specified group of Patrons Exporting Patron records does not change the original record in Alexandria Only a copy is exported the original record remains the same You can export Patron records from Alexandria in standard tab delimited format also known as ASCII files You can examine this kind of file with almost any word processor spreadsheet or database application You can export Alexandria Patron information to use in other software programs You can choose to export all or some of your Patron records Export Field Mapping Set Defaults Barcode Policy Status Sex First Name Last Name Address City State Postal Code Country SSN Student RAA RARAN Alexandria User s Manual 345 Alexandria Utilities Exporting Patron Information Double click on a line to exclude it from export Click and drag lines to change the order of the export see Patron Fields Field Number on page 360 for a description of the fields which can be exported and imported Alexandria automatically creates a file header which is used by Alexandria to import an exported f
48. Export Patrons Utilities Export Other Check for Updates Database Catalog Utilities Verify Utilities Export Items Tab Separated Call Number Select Fields Cancel Exporting is the process of moving information out of Alexandria to use in other software applications You can export records for all or a specified group of items Exporting item records does not change the original record in Alexandria Only a copy is exported the original record remains the same You can export records from Alexandria in Marc MicroLlF and tab delimited formats Use the export to archive your item information create catalogs for selected items or modify item information using outside applications before importing it back into Alexandria Select the format of the export in the Operation pull down menu Mare and MicroLlF are standard bibliographic formats Alexandria User s Manual 343 Alexandria Utilities Exporting Item Information The tab Separated format is unique to Alexandria When this selection is chosen a Select Fields button appears Click this button to see the following window Export Field Mapping set Defaults Barcode Last Date Used Checked out Count Days in Circulation Last Modified Date Prior Patron Barcode Previous Prior Barcode Before Previous Prior Barcode Inventory Date Accession Date Replacement Cost Purchase Cost Current Policy hands Cancer ok P P af s af va Vv s s
49. F and press lt enter gt or choose Make Charges Payments from the Circulation menu Fee Charges and Fayments aym 12 nt Jun 24 2888 Overdue 3 Polar EE Jun 3 2888 Fee st Charge fo ng pa Jun 24 2888 Dverdue 3088 Lions amp Tiger 6 58 This window includes three tabs Charges Payments and Refunds The Charges tab shows the charges currently assessed against the patron Alexandria uses the following charge types e Overdue Charges for overdue books that are still checked out These charges are updated daily because the charge amount increases each addi tional day the book is overdue You can enter a payment against this kind of charge without checking the book in e Fee Charges for overdue books that have been returned loan fees as speci fied in your circulation policies or any additional charge such as reading club membership damage to library books etc e Lost Charges for losing a library book The Payments tab shows the total payments received from this patron The Refunds tab shows the total refunds received by this patron Forgiving a Charge To forgive an entire charge select the line and click the Forgive Charge button If you want to forgive only a portion of a charge use the Forgive Charge button and enter the amount to forgive Alexandria User s Manual 185 Circulation Handling Charges and Payments Recording a Payment Use the following steps to process a payment or pay
50. Folder 6 12 01 10 49 4M Alexa n d ria w5 Help File Folder 6 12 01 10 46 4M Installer Resources File Folder 6 12 01 10 46 AM Folder Installers File Folder 6 12 01 10 50 AM Link Menu File Folder 6 12 01 10 46 AM SE EEE Log ile Folder 6 12 01 10 49 4M description Resources File Folder 6712701 10 46 4M Alexandria Release Notes 2KB Test Document 3 14 01 6 40 AM gt Alexandria J074KB Application 6 12 01 3 04 PM ExploreHesources EPM TA820EB EFM File 3 14 01 6 40 AM uninstal log SKB LOG File 6720 01 10 38 4M E Workstation Prefz TEB Configuration Settings 6715 01 11 50 AM 26 2MB E My Computer Step 11 Note This user documentation is also included on the Alexandria CD ROM but is not installed with the application You can double click the documentation icon on the CD ROM to open it directly or you can copy it to your hard drive and open it there If the documentation is copied to the Link Menu folder you can access it from within Alexandria If you don t have Adobe s Acrobat Reader installed on your machine an installer is included in the Utilities folder of the COMPanion CD or from Adobe s web site http www adobe com products acrobat readstep html Alexandria User s Manual 25 Installing Alexandria Installation Summary read this first Step 12 Double click the Alexandria icon to start the program If you have PPP installed but not running the Alexandria Data Station may try to connect through PPP If the connec
51. III Installing NetLink III NetLink III is a set of catalog websites available in Marc format If you ve purchased this option Alexandria will perform the following additional functions You MUST have an internet connection to install or update your NetLink III records To do this select Utilities under the File menu Under the Utility Type pull down menu select Check For Updates and then under Operation pull down menu select Get Updates To install or upgrade your NetLink III records click on the Run button to finish installation Updated records are available once a month You can choose to update your database at any time it s convenient for you Please note that if your NetLink III Subscription is not current you will not be able to upgrade your records but will be able to continue using your existing records Additional utilities are enabled to allow you to remove all NetLink III records if you no longer want to use them Additional NetLink III reports are available so you can view the saved data You will NOT be able to export NetLink III records Alexandria will always filter them out during any export operation If you ve purchased the NetLink III option you ll need to import the NetLink III records into your Alexandria Data Station Drag and drop these files onto your Circulation window Alexandria will recognize them as NetLink III records and automatically import them There is no need to adjust any of the import
52. If you are installing the Alexandria District Librarian follow these directions using the District Librarian Installer exe instead Step 1 On the machine you are going to use for your Data Station insert the COMPanion CD ROM locate it using the My Computer icon on your desktop Double click the CD icon and then double click on the Alexandria v5 folder The Alexandria installer Alexandria v5 Installer exe is located inside this folder Or go to COMPanion s Web site www companioncorp com and download the latest Alexandria Installer Step 2 Double click the Alexandria v5 Installer exe icon When the Alexandria Installer splash screen appears click Next to continue Alexandria Setup EI Step 3 The Welcome window Click Next to continue Welcome Welcome to the Alexandria Setup program This program will install Alexandria on your computer Ik is strongly recommended that you exit all Windows programs before running this Setup program Click Cancel to quit Setup and then close any programs you have running Click Next to continue with the Setup program WARNING This program i protected by copyright law and international treaties Unauthorized reproduction or distribution of this program or any portion of it may result in severe civil and criminal penalties and will be prosecuted to the masimum extent possible under law Cancel 22 Alexandria User s Manual Installation Summary read
53. Item e Use the Show Patron Details and Show Item Details commands on the Cir culation menu e Click the Details button in the Current Patron or Current Item section of the Circulation window 168 Alexandria User s Manual Checking Items Out and In Circulation Checking Items Out and In Alexandria makes it easy to check items out and in Alexandria automatically determines whether a barcode belongs to a patron or item and whether an item is checked out or in Because of this Alexandria can usually determine the appropriate action to take In addition while you are performing transactions Alexandria automatically computes due dates adjusts for closed dates verifies policies and collects statistics The subsequent sections detail checking out and checking in Other sections in this chapter describe special kinds of checkouts such as temporary items renewing reserving and making reservations It also covers tracking special status items such as lost archived and on order NOTE You can use the equal sign instead of the barcode for the current item in any command For example if the current item is 3000 then H is the same command as H3000 Checking Items Out Use the following steps to check an item out Step 1 Enter or scan the barcode of the patron who is checking out an item This makes the patron the Current Patron If you do not know the patron s barcode use the locate command L patron nam
54. Item Details When an order is open double click a line item on the Line Items tab to view that item s details Line Item Details Title The Mac is not a Typewriter Ha raatrehas Author Williams Robin Quantity Unit Cost Total Budget SYS 1 0 00 00 silt Policy Standard Item Publisher Vendor Order ISBN Order Existing Title Find Patron 254 Alexandria User s Manual Line Item Details Orders Vendors amp Budgets This window is used to enter information for each line item of your order Except for the Title information the rest of the fields can be filled in optionally If you want to order a second copy of an item you already have in your collection use the Order Existing Title button to locate the item you wish to order When this button is clicked Alexandria brings up the Item Lookup by Title window by which you locate the title you want to order Alexandria will then automatically fill in most of the information on this window You should always use this technique when you are ordering duplicate copies of items in your collection This way Alexandria knows you ve ordered multiple copies and can add the new item information correctly when it s received When you add a new item to an order you can specify the following information Title Enter the title of the ordered item into this field You must enter something in this field otherwise the Vendor won t know what you are ord
55. Keep Patron Hist Sets the Keep Patron History option for each selected Patron to match the status of the Keep Patron History check box specified above Remove All Transactions Utilities Patrons Remove All Tran This utility removes all transactions for the specified Patrons WARNING Do not run this utility unless you want to lose Circulation status for the selected Patrons Alexandria User s Manual 341 Alexandria Utilities Circulation Utilities Items Patrons Circulation Export Items Export Patrons Export Other Check for Updates Database Catalog Utilities Verify Utilities A NOTE Update will NOT modify a manual period or hard due date Circulation Utilities Verify Examines all Circulation records for internal consistency Bad Circulation records are either fixed or removed depending on the type of problem detected This utility does not update Circulation records with policy changes Utilities Circulation Cancel Update Performs the Circulation Verify function for all Circulation records but also updates changes in policies which have occurred since the transaction Use this utility if you ve set new fine rates and want them applied to existing transactions Utilities Circulation Update Cancel 342 Alexandria User s Manual Exporting Item Information Alexandria Utilities items Exporting Item Information Circulation Export Items
56. Kill The Dinosaurs Asimov Isaac Book 921 ASI Isaac Asimov Scientist And Stor Erlanger Ellen Book FIC ASI Norby And The Invaders Asimov Janet Book SC YOU Young Ghosts Edited By Isaac Book e To change how the list is sorted click on the column heading i e Call Title Author Media etc e To view details for an item including attachments double click on an item in the Results List or select the item and then either press the lt enter gt key or click the Details button e To save items from the Results List select them and click the Save List icon shown below see see Creating your own Custom Results Lists on page 213 for more details e To place a Hold or Reservation on an item select it and click the Hold Reservations icon shown below see page 216 for more details e To print the search results list click the Print icon shown below or select Print from the File menu see see Result List Printing Options on page 205 for more detials Alexandria User s Manual 203 Searching Boolean Search Overview Search Window Control Icons 204 Alexandria User s Manual Home Resets the window for a new search Big 6 information Displays information on the Big 67 research method Print Prints the contents of the search window Duplicate Window Duplicates the current window Save List Creates a Save List for the selected titles of a Results List Hold or Rese
57. Next Last Browse Find Clear History Unlock Record Uu New Subscription EN Duplicate 0 Remove R Daily Weekdays Only Sat amp Sun Only Biweekly Monthly Bimonthiy Quarterly semiannually Annually Irregular Subscription Primary Information Subscriptions 4 gt Subscription Na Library Review Active Weekly j Receive Subscription Library Review Magazine 7 E Subscription Code Enter a short name for the subscription here If you receive more than one copy of a particular subscription number each one For example if you receive two subscriptions of National Geographic number them NationalGeol and NationalGeo2 This code is used throughout Alexandria when selecting subscriptions Subscription codes must be unique and can t be used for other subscription records Subscription Description This field contains the full description of the subscription The librarian may enter any further information regarding the subscription This information will be used as the initial title when you inventory or receipt Frequency Use this pull down menu to select the subscription frequency Receive Subscription Click on this button to receive the subscription Typically you ll receive the subscription from the Circulation window this control is available for convenience see Receive Subscription on page 192 for more information 266 Alexa
58. Reports Item Reports Circulation Reports Usage Statistics Order Reports Subscription Reports Quick Reports Reports Patrons Patron List E Homeroom Homeroom No Selection Create Quick Report Print Homeroom Use the following general steps to prepare a report Step 1 Select a specific report type from the Reports menu Step 2 Once the window has opened select a specific report type from the Report Name pull down menu Alexandria User s Manual 273 Introduction to Reports How to Create a Report Step3 If the report you have selected has more than one format a Format pull down menu will appear For example some reports have a 1 Line and Detailed format Select a format from the Format pull down menu Reports Patrons Patron List v Line Detailed All Patrons Create Quick Report Print Step 4 Select a sort order from the Sort By field The sort order determines how records are included in the report For example on Patron Reports you can sort by Name Barcode Policy and other values Some sort selections sort by two values For example for a Patron List you can choose a sort of Level Name and the report will be sorted by level and then by name Reports Patrons Patron List v Last Name 00 First Name Student SSN Barcode Homeroom Name Sublocation Name All Patrons a Grade Name Policy Last Name Create Quick Report Print
59. Reports Usage Statistics Order Reports Subscription Reports Quick Reports Circulation Reports Preparing Circulation Reports Circulation reports gather information from Alexandria s transactions and statistics records and presents it in a number of different formats The reports are grouped into two categories Circulation Reports Reports based on Circulation information You can get lists of Loaned Items Overdue Items Fines Requests Reservations Lost Items and much more In Alexandria terminology Circulation Lists are designed for use by the Librarian and Circulation Notices are designed for distribution to Patrons Usage Statistics Reports on the usage of the library This report will show when the library is getting used It reports by Hour Day of the Week or by Month You can discover who is using the library and when they are using it You can find out how close to due dates that people return items and other statistical information during a specified date range To prepare Circulation Reports follow these steps Step 1 Choose Circulation Reports from the Reports menu Reports Circulation Loaned Items All Transactions F Create Quick Report Print Step 2 Choose the type of report you want from the Report Name pull down menu Reports Circulation Loaned Items Patron Name Overdue Listings Hold Requests Reservations Overdue Notices Patron Notices Charges amp Overdue Fines
60. Select the Sort By option for your report Use the Select By pull down menu to set options for the report Click the Print button to prepare the report Make any changes to the formatting Choose Print from the File menu Special Report Formats Policy Lists Use this report to document all Policies that you ve defined Patron Policies Prints a report which includes all Patron Policies sorted by the full Policy Name Item Policies Prints a report which includes all Item Policies sorted by the full Policy Name Circulation Policies Prints a report which includes all Circulation Policies sorted by the full Policy Name Library Calendar This report prints calendars in a one month per page format over a specified date range Only the month of the Starting or Ending Date is used although the program requires you enter a full date Reports pecial Create Quick Report Print You can use this report to post the library s Open Closed and Period Due Dates for any calendars in your system 320 Alexandria User s Manual Preparing Special Reports Special Reports Calendar Notes This report prints the selected library calendar notes throughout a specified date range Reports Special Report Name Format Calendar Notes Standard Select By Starting Date Date Range Ending Date Manual Check out Sheet Print and create forms to use in your library in case your computer system isn t availabl
61. Since you are importing from an existing AfW data file you don t need to select any import options Click Start Import Alexandria will do your import and log everything that occurred during import on the Circulation window Verify your data and make backups Verify that your data was correctly imported Check a few of your books using the Alexandria Items window to make sure that everything looks correct Finally make a backup of your new data by opening My Computer and then selecting the Alexandria v5 folder The default path is C Program Files Alexandria From there copy the Data folder to your backup media Also make one last copy of your OASIS folder from AfW for archiving purposes Store the old data in a safe place Read your Alexandria v5 User s Manual Review your new Alexandria v5 Preferences to make sure they meet the needs of your library Since Alexandria v5 and AfW are very different programs you should spend a few hours exploring the program Alexandria Alexandria Basics This chapter describes menus and basic operational rules used in Alexandria Menus in Alexandria follow operating system standards for Macintosh and Windows For example the File and Edit menus in Alexandria are very similar to the File and Edit menus in other applications Additional menu items have purposes specifically related to library management Alexandria looks and operates almost exactly the same on Macintosh and Windows However the ope
62. Step2 Enter your Patron Barcode and Password then the Place Hold button Hold or Reservation 1881 Tax Your password must match your master record or access will be denied The default password is the patron s last name Patron s can change their password using the Change Password window in Alexandria Researcher No spaces or punctuation is allowed in the password Therefore if a last name is hyphenated enter the name as one long word Step3 If you choose OK your hold is placed and a confirmation document is shown You may print or save it just like any other Alexandria document by selecting Print from the File menu To cancel close the window using the close box or click the Cancel button 216 Alexandria User s Manual Simple Search Results List Searching To place a Reservation do the following Step I Step 2 Step 3 Select the Reservation icon from the Results List or Place Reservation link on a Details window If you choose Place Reservation the Reservations window appears Hold or Reservation 1881 Nou 9 2888 Nov 19 26868 Enter your Patron Barcode and Password then the Place Hold button Your password must match your master record or access will be denied The default password is the patron s last name Patron s can change their password using the Change Password window in Alexandria Researcher No spaces or punctuation is allowed in the password Therefore if a last name is
63. User s Manual 209 Searching Dictionary Search Window Dictionary Search Window Use the Dictionary tab to search your collection using specific terms Search i Arthur Alex Artman John Aruego Jose Arvetis Chris Asch Frank J Ashby Gwynneth Margaret Asheron Sara te Asimov Isaac Asimov Isaac 1920 i Asimov Janet Avi 4 Axelrod Herbert K Aylesworth Thomas 6 Babbitt Natalie Bailey Mark W orp 1 1 1 6 a 1 1 gt m Z 1 2 1 To perform a Dictionary search perform the following steps Step I Step 2 Step 3 Step 4 Step 5 Step 6 Enter a term in the field provided In the above example asimov was entered Click on a index type button In the above example Author was clicked Examine the results Alexandria shows a list of terms centered around the one you selected In the above example Authors are shown with Asimov in the middle Highlight the term s you want to search by clicking on their line s You can lt command gt click more than one line To perform a search press lt enter gt on your keyboard click the Author button again or double click one of the selected terms Alexandria will perform the search and display a Simple Results List see Simple Search Results List on page 215 Dictionary searching is useful when you don t know the exact terms that you want to search It allows you to view a term before perfor
64. Windows based Researchers Mac Librarian caf Contains the resources necessary for client installers to create a Macintosh Librarian Client If you don t have this file you will not be able to install or update Macintosh based Librarian Clients Win Librarian caf Contains the resources necessary for client installers to create a Windows Librarian Client If you don t have this file you will not be able to install or update Windows based Librarian Clients Using 68K based Macintosh Computers If you are using 68040 based computers running System 8 1 or later you can still install an Alexandria Researcher as long as these machines have at least 16MB or more of RAM NOTE 68K researchers will NOT automatically update as other clients will No future enhancements are scheduled for the 68k client However 68k machines can still use Alexandria WEB via a browser to get any new capabilities added in Alexandria WEB Copy the Alexandria Researcher 68k program and Mac Researcher acf files onto the 68k Macintosh Put the Mac Researcher acf file into the folder containing the Alexandria Researcher 68k program icon When the researcher program launches it will configure the 68k Researcher for your Data Station and delete the acf file 28 Alexandria User s Manual Configuring Alexandria WEB Installing Alexandria Configuring Alexandria WEB Alexandria WEB is an optional feature of Alexandria This feature is activated
65. a call number in this range they might see something like this Call Humber Author Title Publisher Medium Subjects Extent Content Hotes Hotes Summary Citation LECH ISBH vol Call 133 1 COH Search Stations Circulation Desk Item Details The World s Most Famous Ghosts 133 1 COH Cohen Daniel 1936 1936 The World s Most Famous Ghosts Dodd Mead New York 1978 Book Ghosts Juvenile literature Ghosts Ghosts 112 p ill 22 em Includes index Includes index Presents accounts of well known ghosts that haunt the White House the Tower of Landon and several other places Cohen Daniel 1936 1936 The World s Most Famous Ghosts New York Dodd Mead 1978 YfO 6e5 YfO 1665 790 Status Available Barcode 3603 Collection DEMO Lib Show Map Study Desks Book Shelves sour Iter Found Here Alexandria User s Manual 55 Alexandria Basics Maps 56 Alexandria User s Manual Alexandria Cut Copy Paste Clear Select All Speak Text Find a6 F Find Again a5 G Paste From File Preferences Preferences You can use preferences to customize Alexandria to meet the specific needs of your library For example you can customize security settings colors sounds determine default values for barcodes and policies choose settings for cataloging and set restrictions for the Alexandria Researchers in your library With Alexandr
66. a few records then examine the export file with Alexandria s virtual word processor If you export from Microsoft Works you ll notice that Works also places a header at the beginning of its files The header contains the titles of the columns in the file you ve exported If you want you can open this export file with the word processor in Works and replace the Works header with a valid Alexandria header If you don t do this you ll have to make sure that you selected the correct fields on the Field Mapping window in Alexandria Alexandria User s Manual 357 Data Import Computerized Records Field Mapping Window When there is no header on a tab delimited file the Field Mapping window appears so that the user can specify which data in the import file goes into which Alexandria fields In this example the user has adjusted the order of the fields to match their import file Field Mapping Field Order amp Selection Data found in Patron Export Field Type Patron Fields 1001 BarCode 509 x ID Active Status Female Sex Darla First Mame Anderson Last Mame 2211 Olympus Cr Street Address Salt Lake City City UT State s4121 Postal Code M Graduation Tear 2199971001 mM Policy X Homeroom Stark X 2nd Location 395 1552 X Grade X Telephone M Date of Birth SANDERSON M Expiration Date Jun 1 2003 X Contact Info Record2 Initial records to skip a Use the Field Type
67. a portion of the charge Step 1 Select the line and click the Make Payment button The Payment window appears Payment Anderson Darla Overdue Charge for Marie Curie Fine or Fee Cash Payment Step2 In the Payment Notes field enter notes concerning the payment Perhaps if you reduced the charge by modifying the Total Charges value you would want to enter this information Step 3 Enter the amount the patron is paying in the Payment Amount field Step 4 Click Process to record the payment or Cancel to stop Charging a Fee You may also Charge a Fee to the Current Patron by clicking on the Charge Fee button Charge Fee For Darla Anderson Book Club membership Charging a Fee Command F charge amount comment Charging a Fee Use the F command with an amount and optional comment to issue a charge against the Current Patron For example to assign a 10 00 charge for a library Reading Club membership type F10 00 Reading Club and press lt enter gt Once you enter a charge you can edit it if you make a mistake In the Make Charge Payments window select the Charge to edit and click on the Edit button You can modify either the fee description or the amount except for overdue fees which are still accruing 186 Alexandria User s Manual Inventory Control Circulation Inventory Control Use the inventory function in Alexandria to keep track of your collection An inventory
68. allows the librarian to con figure a powerful iconic interface tree e Launch a URL Perhaps you have cataloged a number of useful web sites for your patrons These sites can be configured into Explore so that clicking on an icon will take the user to that site e Launch a file or application Any files that you can double click on in your standard operating system interface can be launched when you click on an Alexandria Explore icon Use this capability to show pictures play movies play soundtracks open utility programs mount file servers or anything else your imagination can come up with e Open an Alexandria help file Provide an additional help directly from within Alexandria Explore Any Alexandria help file can be opened TIP The Alexandria Explore interface allows users to import and export Alexandria Explore panes Thus you can share your own creations with other librarians in your district or around the world Alexandria User s Manual 231 Alexandria Explore Alexandria Explore Preferences Alexandria Explore Preferences If you ve purchased the Alexandria Explore option a new Explore tab will appear on the Alexandria Researcher Preference window This tab allows you to fully configure the Explore interface Dictionary The Alexandria Explore interface consists of a number of panes which contain a number of icons buttons Each icon has a text label and an action associated with it The text label
69. and Sunday set the grace period for three days Therefore if the book is due on Friday and it s turned in through the bookdrop on Saturday when you check it in on Monday no fines will charged The default Grace Period is 3 days Fine rate for these items Set the fine rate for items with this policy The fine rate is computed daily If you don t charge fines enter 0 00 The default setting is 0 10 Amount of loan fee If you charge patrons a fee for checking out items enter a value here to set the fee amount for items with this policy This fee is charged automatically when the item is checked out The fee is recorded as Loan Fee for item title The default setting is 0 00 Default replacement Purchase value Set the average replacement cost for items with this policy This policy is used to assign replacement costs for items which you haven t specified a cost for in the copy record The default is 20 00 Number of times item can be renewed Enter a value to set the number of times items under this policy can be renewed If you don t allow items to be renewed set the number to 0 The default is 1 If a patron tries to renew an item that has already been renewed the maximum number of times a warning message appears at the Librarian Workstation indicating that the patron has exceeded the policy limit for renewals 98 Alexandria User s Manual Policies Preferences Preferences Maximum reservation period
70. and Phi lemon Espeland Pamela The story of Pygmalion Espeland Pamela The Olympianskgreat gods and godde Fisher Leonard Evere Tales of Pan Gerstein Mordicai Hanukkah eight nights eight Lights Drucker Malka Living in deserts Currimbhoy Hagana How to Lie with statistics Huff Darrell They came to America Evold Bent Ellis Island gateway to the New Ho Fisher Leonard Evere Inflation when prices go up up UP Adler David A Nuclear energy Fradin Dennis B Rivers and people Browne Tom Item List ltem Report Formats Catalog Format Copy List This section describes each of Alexandria s Item report formats and demonstrates a Monthly Usage sample of each See the subsequent sections for Sort and Selection options Publication Date Summary ltem Copy Usage N OTE ltem Analysis Inventory Barcode Labels Spine Labels Copy based information When dealing with reports a more specific catang Cards vocabulary is required Item information consists of Title based An Item is a generic term used in Alexandria to refer to either Title or study Programs information such as Title Author and Publisher Copy based information such as Barcode Copy Number and Call Number In general Title based reports have one report entry for each Title and Copy based reports have one entry for each Copy However if a report is sorted by an element which is repeated within the item there will be a report entry for ea
71. are printed at the top of the route form Route Name Default Route 3 itookup The attached materials are being supplied as service of this library To ensure that all patrons can be serviced ona timely basis please review these attached materials and pass them on as quickly as possible Routing forms are automatically printed when the library receives a subscription with a route specified or issued a route from circulation however you can print the current form at any time by selecting Print from the File menu If you want to print more than one routing list use Subscription Reports in the Reports menu 2 2 Alexandria User s Manual Introduction to Reports Alexandria s reporting function provides a simple to use interface to generate hundreds of reports for nearly all the data saved within Alexandria This chapter provides an overview of the report preparation process and instructions on how to create and use Quick Reports For specific report information see the subsequent chapters Alexandria How to Create a Report To generate a customized report in Alexandria choose the report type you want from the Reports menu In the example below Patron Reports was selected from the Reports menu This sample shows the general form of the report window for all types of reports The specific fields on any report window vary depending on the report and format you have selected Reports Special Reports Patron
72. are not used for any policy calculations Default is blank Alexandria User s Manual 99 Preferences Policies Preferences Circulation Policies Circulation Policies are the specific rules used when patrons perform transactions with items in your collection Alexandria creates a Circulation policy for every combination of patrons and items using values entered into individual patron and item policies Use the Circulation Policies preference to customize these settings with your circulation exceptions For example you can configure Circulation policy so teachers can check out reference books but students cannot Click the Circulation tab on the Policies preference window to change Circulation policies Preferences Audio Visual You can edit a Circulation Policy by selecting a Patron and Item policy from a pull down menu For example you can select Standard Patron and Standard Item to display the Circulation policy for this combination This policy will display the rules used when a standard patron performs a transaction on a standard item Each Circulation policy is a combination of one patron and item policy The original settings for a Circulation policy come from combining these patron and item policies e If you change a patron or item policy the default Circulation policy which is a combination of the policies is changed to match unless you ve entered an exception into the Circulation policy window If you ent
73. be sure your Alexandria v3 data is in perfect condition following the instructions in your User s Manual perform the Reorganize and Optimize procedure on all files Check data file Alexandria Data Operation O Reorganize Are as Reorganize and optimize J Patraons F13 Transaetion O Reindex O Check record chain fixed length only Check free blocks F19 CircPoliey Needs reorganization Fixed length data format Reorganize and optimize 20 file s This may take a long time Only continue if you have copy ofthe data Continue EEE The confirmation dialog should indicate you are optimizing 20 files If you didn t select all the files click NO and try again Once you ve reorganized your data run the Verify Patron Status Verify Item Status and Verify Transactions utilities Select Utilities from the File menu Data File Utilities Utilities BIT SUD Utilities are used to perform Modify Noise Stop Words special functions on range Ualidate Keyword Dictionary of data records SYSTEM UTILITIES SuperSummary Click on the desired utility in Missouri SuperSummary the list and then click the Verify Transactions Start button or press the Enter key Verify Policies 1 COMPanion offers an Alexandria v3 to v5 conversion service Send your Alexandria v3 data to COMPanion with a PO for part number D5399 and we ll convert your data for a flat 200 This includes full conversion
74. can operate with MacOS and Windows based systems With the exception of minor differences between the controls at the top of windows and minor differences in the operating systems the program operates identically across both platforms The following are the hardware and operating system requirements for Alexandria Table 1 Hardware amp System Requirements Alexandria G3 PowerPC with MacOS 8 6 or later Data Station or Pentium II processor with Windows 98 or later Alexandria District Librarian 64MB RAM suggested 32MB minimum Alexandria WEB 1A fixed TCP IP address is required single user systems do not require networking Alexandria WEB requires a Web browser for access and TCP IP active on the Data Station Use the Data Station s TCP IP address in your web browser to search your collection Alexandria Librarian PowerPC with MacOS 8 6 or later Or Pentium II processor with Windows 98 or later AN 32MB RAM Alexandria Researcher PowerPC with MacOS 8 1 or later NOTE oi 68K Researcher will not Pentium II processor with Windows 95 or later auto update with new releases This client is 32 MB RAM provided on an as is basis Alexandria 68K 68040 Processor with MacOS 7 55 or later Researcher 16MB RAM Alexandria User s Manual 15 Installing Alexandria Alexandria Communication Systems Alexandria Communication Systems Alexandria uses TCP IP to communicate between the Data Station and its clients If y
75. com and optionally the path to a file or resource residing on that server trade WWW World Wide Web All of the users and resources on the internet that are using HTTP Windows A list of all currently open windows or screens in the Alexandria program A fast way to switch between a search screen the search results a research list and a results list without having to close or minimize the previous screen Z39 50 Information Retrieval Service Definition and Protocol Specification for Library Applications officially known as ANSI NISO Z39 50 1992 and ANSI NISO Z39 50 1995 This standard used by WAIS specifies an OSI application layer service to allow an application on one computer to query a database on another Z39 50 is used in libraries and for searching some databases on the Internet The US library on Congress is the official maintenance agency for Z39 50 Alexandria User s Manual 379 Glossary 380 Alexandria User s Manual A Accession Date 137 Adding New Address Books 64 Adding Addresses and Groups 66 Adding New Patrons 111 Adding New Titles or Copies 127 Adding Records 48 Adding Users 60 Address Book Groups 65 Address Books 63 Adjust Item Holds 157 Adjusting or Removing Item Holds 180 Administration Preferences 59 Alert Note 118 138 Alert Sounds 103 Alex Web Preferences 223 Alexandria Import Export Format 356 Alexandria Researcher Preferences 69 Alexandria Researcher Quit Password 70 Al
76. currently selected policy Click on the field to select other policies you ve defined for your library You can edit this name by clicking on the Edit Name button Short Code The Short Code is a short name for policies These are used in reports and other places where long names don t fit well Short Codes must be between 2 4 characters and must be unique Default is the first 4 characters of the Policy Name adjusted to make it unique in case two policies start with the same 4 letters Maximum number of items checked out This is the maximum number of items that patrons under this policy can check out Default is 5 Maximum number of items overdue This is the maximum number of items that patrons under this policy can have overdue and still be allowed to check out additional items Default is 2 Maximum number of Items placed on hold This is the maximum number of pending hold requests for patrons under this policy can be active at any one time Default is 5 Maximum fine for an overdue item This value limits the maximum fine that can be charged for an overdue item If you select the Fines limited by item cost check box the maximum fine is this value or the book cost whichever is lower Otherwise this value alone is used If you want to allow unlimited fines enter a large value here Default is 20 00 Number of days patron s card is active This value is used as the default card expiration date for newly a
77. displays the item and call number If a call number is out of call number order the transaction log marks those items with an Inv gt before the call number To exit Inventory mode use the command type a period and press lt enter gt Notes about Inventory e You can inventory portions of the library at different times When you run inventory reports specify the date range over which you took inventory All items inventoried during this date range will be included For example if you take inventory over Spring break April 21st through 25th specify this date range when you run an inventory report All items inventoried between April 21 and 25 will be included in the report If you don t specify a date range the reports will return all items regardless of when they were inventoried e You do not have to close the library to take inventory Because the inventory date for an item is updated when the item is checked out items checked out while you are taking inventory will have dates within the inventory date range This is also true for items checked in during the inventory period e Items returned after you have completed inventory will automatically have their inventory date adjusted to the check in date which will be after the date you take inventory If you prepare an inventory report for all items with dates on or after the date you took inventory these items will be included Alexandria User s Manual
78. does not rebuild database structures or indexes Verify Budgets Examines all Budgets making sure they are computed correctly and that all statistics are valid Verify Orders Examines all Orders for accuracy The system confirms that all related data exists in your system Verify Routes Examines all Routes confirming that the Responsible Patron exists and that Patrons in the route lists exist in your system Verify Subscriptions Examines all Subscriptions confirming that related data exists and that internal information is logically consistent Verify Vendors Examines all Vendors making sure that Vendor statistics are accurate and logical Use the Verify All selection to verify that all data files including Patrons Items and Circulation with one command 350 Alexandria User s Manual New Document lt 36N Open b Close Window a6 UU Close All CSU Save Save As Text Save As b Revert Import Utilities Page Setup Print Restart Quit Alexandria Data Import There are times when you ll want to add information into Alexandria from other sources such as Marc records from a book purchase or Patron information from a central database The process of adding information into Alexandria from other sources is called Importing Alexandria supports importing of Patron Item and Transaction Command information Data Import Dialog There are two ways of importing patron or
79. drop mode described on the next page If the item you check in is overdue and has a fine a window appears with information about the fine Overdue Fine On this window you can enter a payment forgive the fine forgive a portion of the fine or record the fine to the patron s record to be processed later If you want to forgive part of the fine enter a value in the Forgiven Amount field If you want to charge an additional amount enter the value in the Additional Charge field To record a payment enter it into the Payment field To forgive the entire fine click on the Forgive Fine button To charge the fine click on the Charge Fine button see Handling Charges and Payments on page 185 Alexandria User s Manual 173 Circulation Using Bookdrop Mode Using Bookdrop Mode Command B optional barcode Using Book drop Mode Use the Bookdrop command to check in items for one or many patrons In Bookdrop mode all the item barcodes you scan or enter are checked in This provides a quick way to check in a large number of books without worrying about the patrons For example this mode provides a quick way to check in the books left in the bookdrop slot overnight e To check in one item type B followed by the item s barcode number and then press lt enter gt e To check in many items type B and then press lt enter gt This switches the pro gram in Bookdrop mode you can also start Bookdrop mode by selec
80. else Favorites Alexandra 5 40 i Search Catalog Shutdown Alexand XP Force data archive we ait for logout vw Suspend Web Search Catalog v System check fig Management Ea Circulation r Acquisitions Free Ea Periodicals MIHousekeeping Acquisitions BE Inventory i Housekeeping Reservations Ea Library services i Housekeeping Bookings Reports i Housekeeping Fines dg System l Housekeeping Loans vE Parameters Housekeeping Topics ll Library MIHousekeeping Loan Categories Le Search Catalog iw Housekeeping Search Catalog Purge Loan History been 4 Management Circulation Purge expired articles ne Acquisitions W Purge loaded files i Periodicalz M Load resource loan category data Wl Load patron loan category data JA utomatic MARC data update KE Load MARL data id l Load articles DT Load subject see see also refs Step6 Launch AfW 5 33 and then go to System then Utilities and open up Export to Marc Alphabetical range From Book Computer File Chart Call numbers Computer Software From Ta Location Resource loan categories aah Audio Visual Classification Per Suffix General Periodical Published between Cataloged between Reference mn Cost between Accessioned Bindery contains Cataloged Disposed Include resources Mon part i
81. every high school in the district or every high school within a certain zip code To create a new Group do the following Step 1 Click on an Address Book name Step2 Click on the New button and enter the name of the group you want to add Add Book or Group cancel J Aaa Step3 Add Addresses to the group following the instructions that follow Alexandria User s Manual 65 Preferences Changing the User Name Adding New Addresses to an Address Book or Group Step 1 Click on the name of the Address Book or Group where you want to add a new address Step2 Click the Specify IP button Step 3 Enter an IP Address and a Friendly Name Add IP Address IP Address 1 69 289 552 54 Specify a standard internet name e g library school edu or a numeric internet address e g 209 210 71 12 Friendly Name Central Library This is the name that will appear in the Data Stations list LI Keep window open after adding Step4 If you are going to be adding additional addresses click on the Keep window open after adding check box Step 5 Keep adding addresses to your Address Book as necessary Click on Cancel to close the Add IP Address window Step 6 Once all Address Book changes have been made click the Save button to save all changes or Revert to undo all changes Adding Existing Addresses to an Address Book or Group If an address has already been entered into an Address Book you can copy to ano
82. far past 1 The term used for Grade is customized in Preferences Your custom term will appear here 2 The term used for 2nd Location is customized in Preferences Your custom term will appear here 304 Alexandria User s Manual Preparing Usage Statistics Reports Circulation Reports Usage by Period Return Statistics Usage by Item Policy Usage by Patron Policy Usage by Patron Item Policy Usage by Item Patron Folic Preparing Usage Statistics Reports Usage Statistics give you insight on how your library is being used return rates usage by item and patron policies Time and group based statistical reports can be created Of course no single library will use all these reports so experiment with your many choices to determine which reports are applicable to your library During circulation statistics are collected on an hourly basis for each patron item transaction that occurs Therefore there may be thousands of statistical records saved for your library For example when a patron of type STU checks out a book of type HBF during the 10th hour of June 1 2002 a statistics record is created If more STU patrons check out more HBF books during this hour the statistic counts are updated Also if a FAC patron checks out a book additional statistical records are created for this policy Therefore not only are statistic records time based but they can provide information on which patron groups are using the library and
83. includes the patron s Name Barcode Number and information regarding each Payment Date Type of Payment Amount of Payment and the Barcode Number of the item against which the payment was made Monthly Usage This report shows the patrons life to date library usage by month Use this report to see the usage pattern for all patrons or a group of patrons For example to compare the library usage of Eighth graders against that of the Ninth graders sort this report by Policy More so to discover how often suspended patrons used the library in the past year compile a report using all suspended patrons There are two formats for the monthly usage report I Line This provides a 1 line summary of selected patrons life to date library usage by month and totals all the usage for the selected patrons Detailed This provides a detailed summary of the selected patrons library usage by month and their total life to date usage The report includes each patron s Name Barcode Number Patron ID and Monthly usage total for the past year and a life to date usage total Patron Counts This report provides an exact number of patrons who are suspended how many patrons have expired cards or how many patrons fall under a particular policy The only information this report provides is the total number of patrons meeting the selected range criteria Barcode Labels This report prints a Barcode label for each selected patron The label incl
84. is ON Allow Patron to Edit Email Address Select this option to allow patrons to modify their Email address The default setting is ON Allow Patron to Renew Items Select this option to allow patrons to renew items they have checked out The default setting is ON Hide Desktop Select this option to hide the desktop on Alexandria Researchers This keeps users from accessing other applications on the desktop The default setting is ON Search Style This option selects the default search pane This is the interface that patrons will see when performing a catalog search The default setting is Simple 70 Alexandria User s Manual Alexandria Researcher Preferences Preferences Details Display These settings determine the level of standard details displayed for a search on an Alexandria Researcher Each setting includes more detail than the previous setting You can select one of three display types and also select to show citation references and Marc records Brief Display Shows only minimal title information Standard Display Shows all useful title information Default setting Full Display Shows all title information which is more than most want to see Show Citation References Shows citation references for creating quick bibliographies Default is ON Show Marc Display Shows a hyperlink to the title s Marc record Default is OFF Preferences Alexandria Researcher Alex Researcher Explore Stand
85. is shown below the icon and the action is performed when the icon is clicked by Alexandria Explore patrons When you license Alexandria Explore you receive a fully configured sample iconic interface with sample icons you can use to create your very own interface To create an interface for your library you can e Remove the sample panes and start with a clean slate Build the entire interface from scratch by yourself e Use the sample interface as a starting point and then customize it to meet your library s specific needs e Import a ready made Explore interface created by someone else e Import panes created by you or someone else and use them to quickly config ure your own custom interface e Do any combination of the above 232 Alexandria User s Manual Alexandria Explore Preferences Alexandria Explore Add Pane Create a new pane by clicking on the Add pane button Enter a name for the new pane this is required The name can be changed later so call it anything If you are configuring your interface for multiple languages you ll need to provide a Pane name for each Language you want to support If you don t specify a name for the other language the name you ve entered in your default language the one you are using now will be used Edit Explore Pane Language Default Edit Button Remove Pane This button removes the selected pane NOTE There is no Undo for recovering deleted panes Howev
86. is sorted by budget name v All Budgets Selection Options for Budget Reports Budget Code All Budgets All budgets are included on the report Budget Name Active Budgets Budget Code Only budgets with codes in the specified range are included Inactive Budgets Budget Name Only budgets with names in the specified range are included Active Budgets Selects Budget records which are Active Inactive Budgets Selects Budget records which are Inactive Alexandria User s Manual 313 Order Reports Preparing Budget Reports 314 Alexandria User s Manual Subscription Reports These reports print information from the Subscription and Routing management windows Reports exist in the following categories Subscription Reports Contains report options for Subscriptions and Routes Subscription Reports Provides reference lists of subscription and renewal lists Reports include Summary Statistics that provide additional information for budgeting within the library Alexandria Route Reports Provides lists of routes in summary or detailed formats Preparing Subscription amp Route Reports Subscription reports give you immediate access to information about the Subscriptions used in your library To prepare Subscription Reports follow these steps Step 1 Choose Subscription Reports from the Reports menu Reports Special Reports Patron Reports Item Reports Circulation Reports Usage Statistics Order
87. level select Restart from the File menu and log in under a different level This mode can not be exited by using the command it s a shortcut to change user levels Change Patron Location Command NP new location code Change Patron Location Use this command to change the location code for a number of patrons For example to change a group of patrons to location code 1001 type NP 1001 and press lt enter gt This begins Change Location mode You can now enter patron barcodes for those whose location code you want to change The transaction log will show the patrons for whom you ve changed the location code When you have entered all the patrons for whom you want to the change location code use the command to exit Change Location mode Change Copy Location Command NC new location code Change Copy Location Use this command to change the location code for a number of copies For example to change a group of copies to location LibLab type NC LibLab and press lt enter gt This will begin Change Copy Location mode You can now enter barcodes for the copies whose location code you want to change The transaction log shows the copies for which you have changed the location code When you have entered all the items for which you want to the change location code use the command to exit the Change Copy Location mode Change Copy Collection Command NO Change Copy Location Use this comma
88. library it s clear if there has been any activity while you were gone Command text Append a Copy Name You can add more to the Current Item general notes from the Circulation command line rather than having to go into the Item Management window to change the note Command text Replace Copy Notes You can use this command to completely replace the Current Item general note with the text you enter Entering the command without any text will clear the Current Item s general note Alexandria User s Manual 163 Circulation Alexandria Circulation Commands Command X fbarcode Make a Patron or Item Current Use this command to make the item or patron barcode the Current Item or Current Patron For example X100 makes patron 100 the Current Patron and X110034 makes item 110034 the Current Item If you enter an x without a barcode the current item and patron setting are cleared and the window is ready for check out Command P patron barcode Make a Patron Current Use this command to make a particular patron the Current Patron For example to make patron 100 the Current Patron enter P100 This command is useful if you have an overlap in patron and item barcode numbers Alexandria checks the item codes before the patron codes so if you enter the patron code on the command line or use the X command Alexandria finds the item rather than the patron 164 Alexandria Us
89. more than one volume Each new title will be assigned a new volume number After you enter the information on this window click OK A progress window appears to show the record is being duplicated If you chose to duplicate the title the Items window appears with a copy of the current title Type over values on this window to create your new title If you chose to duplicate a copy the Items window appears with the duplicate copy added Double click the new item copy if there are values you need to edit Be sure you edit all the fields to reflect the correct information for the new item If you forget to change a particular field the new item will have the same information as the previous item which was duplicated Show Details The Show Details selection on the Items menu brings up the same window as the Details button on the Circulation window 128 Alexandria User s Manual Item Information Fields Item Management ltem Information Fields The Items window includes three major parts the primary item information the copy information and the tabs 9 Items File Edit Show Reports Links District Items Window Help Bl Title v Fiction v book v i 10 5 Alaska skip E oo v 76051138 Al Cunningham Bob 0913940585 Copyt Barcode cat status Location lil Collection llf 1 5047 FIC CUN Checked out COL Crestwood House Mankato Minn c1977 31 p col ill 24 cm NOT
90. not used by an existing patron Alexandria checks to see if the number is within the range determined for temporary items in Circulation preferences on page 73 If the number is within this range Alexandria displays the follow ing window Temporary Item Wall Street Journal Sept 4 1999 Follow these steps to check out the temporary item Step 1 Enter a description of the item in the Description box Step2 If you want to specify a due date enter it in the Due Date field If you do not enter a due date Alexandria computes a due date based on the policies you assigned for temporary items Step 3 Click OK 176 Alexandria User s Manual Renewing an Item Circulation Renewing an Item Command R item barcode Renewing an ltem Use this command to renew an item or begin Renew mode You can specify the number of times an item can be renewed in your Circulation policies documented on page 97 e To renew an item type R and scan or type the barcode number for the item and press lt enter gt If your Circulation policies allow this item is renewed to the patron who has it checked out That patron also becomes the Current Patron If you do not know the item barcode use one of the find commands C call number or T title to find the item s barcode e To start Renew mode type R and press lt enter gt All item barcodes you type or scan while in this mode are renewed To exit Renew mode enter a p
91. on which you can write and real from several times Check in out Circulation mode for checking out or checking in books Rules that apply are 1 if current patron doesn t currently have the copy checked out and the copy is available check it out to the current patron 2 if the current patron doesn t currently have the copy and the copy is checked out to someone else ask the user if the copy should be checked in if yes then try checking it out to the current patron or 3 if the current patron has the copy already checked out check the book in What this mode does as has been shown depends on the conditions above Data Numerical or other information represented in a form suitable for processing by computer Details Additional status information about the patron or item that can be accessed Alexandria User s Manual 377 Glossary Discarded Items A special patron barcode 2 that will change the status of an item to discarded When an item is damaged weeded or discarded and must be flagged for reports or removal just check out the item to the Discarded Items patron Hold Also known as a pending hold Use this when all copies are checked out and someone wants any copy of that item publication as soon as one is available HTTP Hypertext transfer protocol The WWW page prefix indicating the clickable hotlink arrangement used to instantly take you to a different page protocol used to request and transmit fil
92. otherwise set by activation codes Alexandria User s Manual 87 Preferences Library Information Preferences info gt ourlibrary com mail goalexandria com sy Library Email Address This is the library s Email address which is used as the return mail address for overdue notices and other Email messages sent by Alexandria You must enter an Email address to use most Email services Default is blank SMTP Server This is the TCP IP or DNS address of your library s mail server Typically this will be mail followed by your domain name You must enter a valid SMTP Server address to use Email services Default is blank Activate TCP IP on startup When this setting is OFF Alexandria will not activate TCP IP This prevents Alexandria from activating PPP connections when running without clients If you are using TCP IP for communications this setting should be set to ON Default is OFF 88 Alexandria User s Manual Library Information Preferences Preferences School Library Information Library Information Email Kindergarten 12th Grade July 1 1999 Starting Use the pull down menu to select the starting grade level of your school Default is Kindergarten Ending Use the pull down menu to select the ending grade of your school Default is 12th Grade Last Date of School is ldentifies the last date of the current school year On this date all patrons graduate to the next grade
93. picture lf you have a digital camera and it s attached to your com puter you can take a picture and place it directly in this window using the Take Patron Picture command under the Patrons menu e Sequence A unique number assigned to the patron by Alexandria This number is useful for browsing by order of entry Alexandria User s Manual 115 Patron Management Patron Information Fields Personal Info Here is a brief description of the fields located on the Personal Info tab Patrons EG Last Name 9th grade zi Darla Anderson 3211 Olympus Cr Address 2 Salt Lake City USA Jun 1 2883 9233 1532 Jun 38 2884 DarlaAinderson amp muymail org Er dr dr er er er er oe Government ID Community ID Shown as ID in the sample window These are alternate unique ID codes you may want to use with Alexandria If you plan on updating patron information automatically from a central administration system or you want to locate patrons by alternative codes enter data in these fields In the United States the Government ID is typically the Social Security Number SSN other countries may use other formats Community ID is designed to be used for your local ID This could be a Student Code Phone Number Parcel Number or any other unique identification code Duplicate values are not allowed if a duplicate code is entered Alexandria will automatically modify it to make it unique Location Shown as Homeroom in
94. preferences NetLink III records are imported without copy information and are displayed in results lists as WEB rather than IN or OUT NetLink III records are licensed for use on one Data Station at a time If you have two copies of Alexandria you need to purchase two NetLink III licenses Installing 239 50 Server If you ve purchased the Z39 50 Server option your Alexandria Data Station will accept Z39 50 queries from standard Z39 50 clients Use the TCP IP address of your Data Station for the Z39 50 Server Address The Z39 50 server will use Port 210 There are no Z39 50 Preferences or other settings you need to configure 1 You can confirm you have this option if you see a G4 in the activation code 2 If you have not been licensed for NetLink III NetLink III records will not import into your Alexandria System 30 Alexandria User s Manual Transferring data from Alexandria v3 Installing Alexandria Transferring data from Alexandria v3 If you are upgrading from Alexandria v3 follow these simple instructions to transfer all your data into Alexandria v5 Step I Step 2 Step 3 Backup your Alexandria v3 Data Start Alexandria v3 in Single User mode by holding down the lt shift gt key when Alexandria is launching Confirm you are using Alexandria version 3 89 or later for the best conversion results If not update to the latest version of Alexandria v3 before converting data Just to
95. pressing that character s key on the keyboard In the case of dialog controls the user may have to hold down the lt alt gt key before pressing the hotkey Hotkeys are sometimes referred to as shortcut keys access keys or mnemonic keys Windows Shortcut Keys Alexandria User s Manual 375 Shortcut Keys Accelerator and Hotkey Commands Accelerator keys An accelerator key is a keyboard shortcut that is accessed by holding down modifier keys lt shift gt lt ctrl gt lt alt gt or combinations of these and pressing another key on the keyboard Accelerator shortcuts appear to the right of a menu item text Macintosh Shortcut Keys 376 Alexandria User s Manual Alexandria Glossary Alexandria Data Station The Alexandria program that performs the processing on and permits the access to the data Includes the ability to circulate import export manage patrons manage items catalog search run reports and perform certain maintenance functions This is the server program and doesn t necessarily require server hardware Alexandria Librarian The Alexandria program for additional circulation and cataloging stations Includes the ability to circulate import export manage patrons manage items catalog search and run reports Only some maintenance and database related functions are available on this program whereas all maintenance and database related functions are available on the Data Station This
96. returns between the Call Number prefix major classification subclassification cutter and publication date and copy number Normal Size Prints to standard spine label stock Barcode Label Size Prints barcode labels in a landscape orientation 292 Alexandria User s Manual Preparing Item Reports Item Reports Catalog Cards Catalog card printing requires sheet feed printers such as Laser and Inkjet printers Paper stock for these forms can be purchased from COMPanion More than one catalog card can be printed at a time enter the number you want in the Number of Duplicates field Reports Items Create Quick Report Print Catalog Card Set Prints Title Author Subject Series and Shelf List cards for each title selected Title Card Only prints the Title Card for the specified titles Author Card Only prints the Author Cards for the specified titles A separate card will be printed for each name entered into the Author field Subject Card Only prints the Subject Cards for the specified titles A separate card will be printed for each subject listing Series Card Only prints the Series Card for the specified titles If there is no data in the Series field no card will be printed Shelf List Card Only prints the Shelf List Card for the specified titles If there are several copies of the title additional cards will automatically be printed Alexandria User s Manual 293 Item Reports Ca
97. specific to a given copy You can double click on an item in the copy list to display detailed information about the copy Under the Show menu select Items a Items File Edit Show Reports Links District Items Window Help Al gt Title v Fiecun Fition vw book ve 10 5 Alaska skip o v 76051138 Al Cunningham Bob 0913940585 Copy Barcode Call status Ill Location lil Collection iif 1 Checked out COL 5047 FIC CUN Crestwood House Mankato Minn c1977 31 p col ill 24 cm The top portion of the window contains primary information about the current item This includes the call number title policy medium title author and other publishing information Other information about the item is displayed at the bottom of the window on separate tabs Click on a tab to show the information it includes 122 Alexandria User s Manual Using the Items Menu Items Switch to MARC View aM Remove Title First Previous Next Last Browse Find E unlock Record Mew Title H dl d 4 db WB dF Modify Copy Add Copy Remove Copy Duplicate Show Details Show Title Editor Move Copy To This Title WD lt gt HD 2 T Show Author Editor 3A Undo Typing 2 Can t Redo 32 Cut Copy Paste Clear Select All aC JEU R Speak Text TE Find Find Again F 6 Faste From File
98. starting with the first item in the collection close to the title you entered 166 Alexandria User s Manual Checking Patron and Item Status Checking Patron and Item Status Command Q barcode Circulation Checking Patron and Item Status Patron status includes information such as loaned items due dates reserved items reservations and library card expiration dates The item status includes the Circulation status holds queue and reservations queue for all copies of the specified title This makes it very easy to find the status of a particular copy or the total status of the title Use the Q command to display the status of a patron or item e To display the status for a patron type Q then enter or scan the barcode num ber for the patron and press lt enter gt If you do not of the Current Patron is displayed Patron Details Anderson Darla Patron Details Anderson Darla 1001 Loaned Items Title Polar Bear Fine 0 00 Book Cost 20 00 Call Barcode 599 74 AHL 2023 OVERDUE 2193 3192 2088 OVERDUE SC STO SC STO 599 74 BRO Lions amp Tigers Fine 0 00 Book Cost 20 00 Charges Overdue Charge for Marie Curie 1 ser vations Call Barcode Title FIC ABE 2003 Green Invasion Patron Info Library Card Expires on Jun 30 2004 Stark J Homeroom Grade Fine Balance Checkout Count Hold Count In Stock Hold Count Fine Payments Last Use Date Hotes Ho Attachments
99. students gifted students library contest students or any other group you find useful The categories can be used to select patron records for reports Alert Note This field is used to make the librarian aware of special circumstances regarding a patron For example you can enter an alert message to pass on to the patron next time the patron is in the library The alert message automatically appears on the Circulation window when you enter the patron s barcode number General Notes This field is used for additional comments about a patron These comments can be viewed only from the Librarian Workstation When any notes exist for a patron a Notes button appears under the patron s picture on the Circulation window when he she is the Current Patron Click the Notes button to view the notes entered for this patron NOTE If any notes exist for a patron a plus sign appears next to the patron s name on the Circulation window You can enter a plus sign lt gt on the command line in the Circulation window to display the note when the patron is the Current Patron 118 Alexandria User s Manual Patron Information Fields Patron Management Patrons Statistics First Previous Next Ann The Statistics tab includes statistics about the patron s use of the library Alexandria Find automatically generates this information and you cannot modify it Lock Record New Patron Duplicate Remove Patron Patrons Tak
100. that includes each copy s Call Number Title Copy Number and Barcode Number Under each title this report also shows the item summary Detailed A detailed report that includes the following information for each selected copy Call Number Title Author Copy Number Barcode Number Vendor Cost Purchase amp Replacement Collection Funding Location and Accession Date This report is similar to the Detailed Item List but includes information for each copy of a title In Alexandria v3 if you run a Copy List Detailed report it will list the fund information if you have it In Alexandria v5 it does not Brief Bibliography A simple report that includes Call Number Title and Title Summary This is a succinct version of the With Summary report Monthly Usage Use these to prepare Monthly Usage reports on how often the selected Titles were used on a monthly basis I Line Prepares a summary report over the selected range of the title usage within the past 12 months Use this report to get a summary of how often titles in this range are getting used For example if your management or administration is trying to decide where to spend additional funds for new items you might prepare a report showing that certain areas of the collection are experiencing heavy usage and therefore should get further development funds Detailed Prints all the statistical details for the prepared in the Monthly Usage Summary report Where the sum
101. the body of the message Trademarks COMPanion Akademus Alexandria Lunchroom Express SmartMARC Textbook Tracker MacLunchroom and their associated logos and icons are trademarks of COMPanion Corporation or Schjelderup LTD used under license by COMPanion Corporation Apple ImageWriter and LaserWriter are trademarks of Apple Computer Inc Macintosh is a trademark of Apple Computer Inc Windows is a trademark of Microsoft Corporation Other trade names are the prop erty of their respective corporations Alexandria Table of Contents INTOQUCHO O av 1 Communication Protocols rrrrnnerrnnnenrannennnnnnnnnnennannennnsenn 2 Note and Warning Alerts rarernernnnrnnennnnnennnnnnnennnrnnnnnnsnennne 2 Preparing for Al X Nndria ccsscessesseeeeseeeeneeeeees 3 Automating Your Library Overview cccccseeceeeeeeeseeeeseees 3 AMT PEN pvr ener 3 Backing Up Your Data rrrnrennnnnnnnnnnrnnnrnnnnnnnnennrennnrnnnennnnnsnsn 4 WILE TO ACID cerren ee eres ee leet hae eee ete 4 Determining a Backup Strategy cccecccessseeeeeeeeeeeseeeeeeaes 4 Develop a Secure Backup Strategy cccccecceseeeeeeeeeeeees 4 Why You Must Backup Your Data rrrarnnnrnnrrnarnrnrnnnevnrrnnrnnn 5 Backup Hardware arrnnrnnnrnnnnvnnnnnrnnnrnannnennanennnnnernnnnnnnnnsennnnn 5 Guidelines for Your Backup Strategy rrrrrnnnnrnnnrrnnnnrnvnnnnn 6 Sample Backup Strategy cccccsssce
102. the associated budget and the amount is also added to the Vendor record to keep track of total purchases for each Vendor Opened The date the order was first created You cannot modify this date Issued The date the order was issued to the Vendor This date is set automatically when an Open order is printed You can print an Issued or Closed order without modifying this date Closed The date the order was last Closed If a Closed order s status is changed to Issued or Opened when you Close it again this date is updated with the new Closed 250 Alexandria User s Manual Orders Management Orders Vendors amp Budgets date A Closed order is considered complete Any items that were not received are assumed never to be received and are removed from budget and Vendor totals as if those items were never in an order Add Items on Receipt Click this box if you want Alexandria to automatically add items to the inventory when received When items are added you can assign them barcode numbers and other information If you receive a diskette of Marc records for items purchased do not check this option Order Click the Order tab to view or modify the Vendor s address PO Number 8881 COMPanion Add Items on Receipt Order Notes COMPanion Corporation Opened Feb 3 2668 1631 Ft Union Blvd Teed ooo Address 2 Salt Lake City UT 84121 Closed USA Vendor Name The Vendor name you want used on this purc
103. the collection If you have multiple copies of an item you place the reservation on one copy Alexandria automatically removes expired reservations A patron can have an unlimited number of reservations Your circulation policies specify the maximum number of days for a copy reservation To prohibit reservations set the maximum number of days to zero You can select more than one set of dates for a reservation You can also use reservations and the special For Library Use Patron Barcode 3 to ensure that an item is available for use in the library during a specific time period For example you can make a reservation for the For Library Use Patron on all Thanksgiving books for November 15th through the 30th No other patrons can check out these books while those reservations are active Placing a Reservation Command G item barcode Place a Reservation Place a reservation on an item for the Current Patron or to begin Reservation mode e To place a reservation on an item for the Current Patron type G and then scan or type the barcode for the item which the Current Patron wants to make a reservation for and press lt enter gt If you do not know the item barcode use one of the find commands C call number or T title to find the item s barcode e To start Reservation mode type G and press lt enter gt A reservation for the Current Patron is placed on each item whose barcode you type or scan while in this mode
104. the item s due date to send out a message Check the Send Reservation Shipping Notices box if you want to automatically send Email notification to users that their item reservation is in route to them When selected Alexandria will send an Email notification for each reservation checked out to a patron This Email will contain the Reservation Shipping text you created in the Advanced Bookings preferences Other preferences that affect Advanced Bookings Policies Calendars Circulation Library Information Alexandria WEB if purchased Alexandria Researcher if used 196 Alexandria User s Manual Advanced Bookings Preferences Advanced Bookings Administration Advanced Bookings Preferences Advanced Bookings If you have purchased the Advanced Bookings options this preference will be available Alexandria Researcher Archive Calendars Circulation Display Settings Item Management Library Information Orders Patron Management Policies Routes Sounds Web Word Processor Preferences Advanced Bookings Settings Packing List Note Reservation Return Request Reservation Placed Reservation Shipping Notices This preference allows the Administrator to customize the text used on various Bookings notices If you click the Set Default button the current Notice will be used as the Alexandria default Packing List Note This note is placed at the top of the Advanced Bookings packing list Reservation Retur
105. the labels through the jacket cover Placing barcodes vertically on the back cover next to the spine can make inventory easier since you wouldn t need to fully remove the books from the shelf to scan them with a barcode reader When to Label Items You can label items either before or after you enter item information For an existing library it s usually easier to purchase your barcode labels early and place them on the items before the item information is entered into the computer Use two part labels for this method As you place the barcode on the item place the second label on the shelf list card that will be used for entering item data into the computer If you are starting a new library be sure to purchase bibliographic information for your items in a computer readable format Marc or MicroLIF Either order your books with barcode labels attached or tell your supplier which numbers to assign in the Marc MicroLIF records Have the numbers assigned in call number order so it s easy for you to locate the item for each barcode label you have to apply Barcode Readers To read a barcode your computer needs a special device designed to read the barcode and enter the value into the computer This device is called a barcode reader or scanner There are a number of different types of barcode readers available including light pen readers laser readers and portable readers The device you choose for your library depends on your bud
106. the sample window The location of a patron in a school is typically the student s homeroom or first period class You can change the name of this field in the Terminology section of the Patron Management preference window To ensure the accuracy of reports be consistent when entering information in this field Reports can be generated and sorted by this field For example you may print an overdue list of all students in a homeroom with overdue items Phone and Fax Enter the phone number and fax number that should be used to notify the patron of special events overdue items in stock holds and other official library business 1 This term can be customized by the librarian see Patron Management Preferences on page 89 for instructions 116 Alexandria User s Manual Patron Information Fields Patron Management Email Enter the Email address for the patron if you plan to use Email for notification purposes such as overdue notices If you choose Email as the type of report when printing overdue notices the notice is sent to the specified Email addresses If you don t enter a valid address or leave the field blank Email messages will not be sent to patrons Password An optional password can be entered for the Patron For security reasons passwords are shown as characters and are used by the patron to identify themselves when performing remote transactions The password will default to the patron s Last Name
107. the type of report you want from the Report Name pull down menu Reports Orders z Order List PO Number Order Form Claim Letter Vendor List Budget List All Orders gt Cancel Create Quick Report Print Alexandria User s Manual 309 Order Reports Preparing Order Vendor amp Budget Reports Step 3 Choose how you want to have your report displayed under the Format pull down menu Reports Orders Report Name Format Sort By Order List 1 Line g PO Number Complete Select By All Orders Step 4 Choose the Sort By order for this report PO Number Vendor Name Budget Code Issue Date Reports Orders Report Name Vendor Name Budget Code Issue Date Select By All Orders Step5 Use the Select By pull down menu to select which order records to include in this report All Orders FO Number Order Issue Date Reports Orders Order Status Vendor Code Report Name Format Sort By Order List 1 Line FO Number All Orders PO Number Starting Date 1 Order Issue Date Order Status Ending Date Vendor Code ul eee er Step 6 Click on the Print button to prepare the report r er rorm Claim Letter Step 7 Make any desired changes using the Word Processor tools Vendor List Step 8 To send to the printer either click on the printer icon or choose Print Budget List under the File menu and Order Report Formats 310
108. then Committed with the amounts on the purchase order You cannot modify line items of issued orders Wait to receive your order If the entire order arrives in one shipment use the Receive Entire Order menu command If you receive a partial shipment receive each line item separately If you get impatient with your Vendor print a Claim Letter demanding that outstanding items be delivered on a timely basis If all the items in your order are received the order is automatically Closed However if you believe that some items will NEVER be received you may manually Close the order Items that are not received are removed from the Budget and Vendor Total Purchases calculations Alexandria User s Manual 249 Orders Vendors amp Budgets Orders Management Primary Information use By PO Number Revert save PO Number 9881 COMPanion gt Add Items on Receipt Order Notes COMPanion Corporation Opened Feb 3 2008 1631 Ft Union Blvd Feed Gr Address 2 Salt Lake City Closed USA Order Sequence Number Alexandria assigns this number in the order that you create new orders It s displayed in the top right side of the window and can not be modified by the user In the window above the sequence number is 1 PO Number Your purchase order number can contain up to 25 alphanumeric characters Use it to identify your orders Vendor Use the Vendor field to select the Vendor for this order
109. then the matching record is updated If the previous check fails Alexandria then checks for matching Title Author Medium Call Number Publication Year Publisher Extent and Volume if a matching record is located it s updated e For updated records if the imported record is MicroLIF or Marc and doesn t contain copy information a new copy is added to the updated record if Always Add Copies is selected for Item Import Settings Alexandria performs an analysis on each and every Marc record imported so that information is correctly imported from a wide number of Vendors If you find records that don t import correctly send them to COMPanion and we ll update Alexandria to properly import them Alexandria correctly imports records from the following sources 1987 MicroLIF 1991 MicroLIF US Marc Communication amp Marc 21 SunLink WisCAT Laser Cat Dynix Follett Canadian Marc and many others since the printing of this document 1 The file designator consists of two letters followed by two numbers The letter will never be an O so you can be sure that 0 means zero and is not an O Alexandria User s Manual 361 Data Import Item fields Field Numbers 362 Alexandria User s Manual Copy Barcode 2000 852 p Copy Last Date Used 2001 export only Copy checked out Count 2002 export only Copy Days in Circulation 2003 export only Copy Last Modified Date 2004 export only
110. time for tool tips those short pieces of descriptive text that appear when you move your mouse cursor over buttons and such Default is Medium Automatically Save When this box is checked Alexandria automatically performs the Save operation rather than asking for user confirmation Default is OFF Database management windows locked by default When this box is checked the user must unlock the current record in order to begin making changes A locked record can not be modified Default is ON 82 Alexandria User s Manual Item Management Preferences Preferences FETEST Item Management Preferences Advanced Bookings Use this preference to configure general information about Next Barcode Default Policy Alexandria Researcher and other settings for catalog settings Archive Calendars Circulation Display Settings Item Management Library Information Orders Patron Management Policies Routes Sounds Web Word Processor Preferences ltem Management Catalog Leading Articles Articles 1300003 Standard It Funding Source Ignore Barcode Leader lf you are using barcode numbers not designed for Alexandria you can specify leading characters to be automatically ignored by Alexandria For example your item barcodes may have the text ITM in front of each barcode enter ITM here Alexandria will ignore the ITM at the beginning of the barcode label If you don t need this
111. to start and end the reservation NOTE When you have selected the days for the reservation click the Save button You can Make sure the reservation make more than one reservation on the calendar for single or multiple copies dates are correct before you save They CANNOT l be changed later To Use the Cancel button if you want to leave the window without placing a reservation change dates you must remove the incorrect To print reports for copies with reservations select Circulation Reports from the reservation and placea Reports menu and choose the Reservations report Using the selection options you can brand new reservation specify which reservations to print 182 Alexandria User s Manual Reservations Circulation Start Bookdrop 1 Make Charges Payments 2 Show Patron Details 35 Remove Patron Holds 4 Remove Patron Reservations 5 0 T 0 Show Item Details Adjust Item Holds Remove Copy Reservations Circulation Reservation by Patron Command GP patron barcode Reservation by Patron Use the GP command to place reservations on a Current Item for several different patrons The current item isn t cleared and each command entered brings up the Reservations window for the Current Item This command is useful for when you have a popular item that many patrons want to place a reservation on Reservations Check Out by Item Command GG item barcode
112. use for your Data Station insert the COMPanion CD and double click on the Alexandria v5 folder The Alexandria installer is located inside this folder You can also visit COMPanion s Web Site www goalexandria com and download the latest Alexandria Installer Step2 Double click the Alexandria v5 Installer icon When the Alexandria Installer splash screen appears click on Continue This installation was created with Installer VISE from Mind ision Software Step 3 Next The COMPanion Electronic End User License Agreement appears Read the license carefully and click the Accept button if you accept the terms of the license If you do not accept the terms of the license click on the Decline button License COMPanion Corporation Electronic End User License Agreement NOTICE TO USER THIS 15 CONTRACT BY INSTALLING THIS SOFTWARE YOU ACCEPT ALL THE TERMS AND CONDITIONS OF THIS AGREEMENT Unauthorized use of this software or related materials can result in civil damages and criminal penalties This COMPanion Corporation COMPanion End User License Agreement accompanies an COMPanian software product and related explanatory written materials Software The term Software shall also include any upgrades modified versions or updates of the Software licensed to you by COMPanion This copy of the Software is licensed to you as the end user Please read this Agreement carefully TO ACCEPT THIS AGREEMENT PRESS ACCEPT
113. use this field for whatever extra information you may need to enter For example you may want to use the term Last Period to identify an alternate location below the primary Location field The term you choose appears wherever Alexandria displays this information Although you can change this term the generic term SubLocation is used by this manual Default value is 2nd Location Term for Level Field This preference lets you configure the term used for the Level field For example you may want to use the term Year rather than Level The term you choose appears on the Personal Info tab in Patron Management and wherever else Alexandria shows this information Although you can change this term this manual uses the generic term Level For school libraries those with an H1 in the activation code this defaults to Grade For other libraries this defaults to Level Government ID This field is used for National ID numbers In the United States this is typically the Social Security Number Default value is SSN Community ID This field is used for Community or Local ID purposes For school libraries this defaults to Student for other libraries this defaults to ID Unused Barcodes Runs a list of all unused barcodes in the range you select Barcode range cannot exceed 100 000 Alexandria User s Manual 93 Preferences Administration Advanced Bo
114. want to be safe perform an Archive of your data before you perform this utility in the event of a huge mistake you can restore your old data Be extra careful when you use these routines Since Alexandria stores data in a Marc format making changes involves modifying data in Marc Tags and Subfields The utility allows you to specify a specific subfield or you may specify multiple subfields within the same Tag When checking for data to modify you can specify wildcard characters for matching purposes Use the character to specify any number of characters and the character to specify a wildcard match for only one or none character If you specify only a Tag in the Tag Subfield area then you must specify subfields in the other fields Thus to remove all subfields in the 260 tag Enter only 260 in the Tag field and in the Value to Remove field enter a b c The wildcard character causes Alexandria to match all values and since this is a remove operation it will remove all the specified subfields When all subfields are removed from a Tag the Tag itself is automatically removed Use to specify any subfield Thus to look for all Author listings that begin with Asimov enter Asimov as we do in the following example 348 Alexandria User s Manual Catalog Utilities Alexandria Utilities In this example the user wants all author entries for Isaac Asimov to have the sa
115. when your search is completed The top portion of the window displays a summary of the search followed by the number of items found Alexandria may display the Results List before it completely puts all the results in the list Search 001 942 45 Unidentified Flying Objects O31 451 Would You Believe Asimov 363 7 ASI Space Garbage Asimov S00 AS Science Fiction Science Fact Asimov 920 45 Space Spotters Guide The Asimov 323 445 Mars Our Mysterious Neighbor Asimov g23 4BRA Saturn The Ringed Beauty ASimov SHG ASI Did Comet Kill The Dinosaurs Asimov 921 ASI Isaac Asimov Scientist And Stor Erlanger Ellen FIC ASI Norby And The Invaders Asimov Janet SC YOU Young Ghosts Edited By Isaac The above window is shown when performing a Boolean search The Search Results List shows the Call Number Title Author Media and Availability for all titles that match your search The window shows the results of your search in the order which items are located Click the column headers to sort the list Use the up and down arrows on the keyboard or click on items to select them To remove lines from the list highlight them and select Cut from the Edit menu or press lt delete gt on the keyboard To select several sequential items hold down lt shift gt while you click to select items or select the first and last item you want To select multiple non sequential items hold down the lt ctrl gt lt command gt while you click to select
116. which item groups are getting used For example using these reports you can see which patron groups are checking out which item groups These types of statistics can answer questions that would be very difficult to determine without computers Many statistics reports are available After using Alexandria for a few months you might gain some interesting insights into the operation of your library by examining these reports To prepare Usage Statistics Reports follow these steps Step 1 Choose Usage Statistics from the Reports menu Reports Usage Statistics Usage by Period 8 by Hour ofthe Entire Range 3 All Statistics Create Quick Report Print Step 2 Choose the type of report you want from the Report Name pull down menu Reports Usage Statistics v Usage by Period yHourofthe Entire Range Return Statistics Usage by Item Policy Usage by Patron Policy Usage by Patron Item Policy Usage by Item Patron Polic All Statistics Create Quick Report Print Alexandria User s Manual 305 Circulation Reports Preparing Usage Statistics Reports Step 3 Choose how you want your report Format displayed Reports Usage Statistics Report Name Sort By Usage by Period lt by Hour of the Day Entire Range by Day of the Week by Day of the Month by Month of the year by Hour by Day Select By All Statistics Create Quick Report Step 4 Choose the Sort By order Re
117. will thank you Other word processors might allow you to view reports on screen but usually only one page at a time or a very limited page range With Alexandria s virtual word processor you can see it all The Alexandria virtual word processor can provide your institution with a standard cross platform tool for creating and exchanging reports All docu ments are supported across both Macintosh and Windows systems e Alexandria can prepare several reports for printing simultaneously Most sys tems won t let you print more than one report at the same time after all in what order would the pages come out of the printer With the Alexandria approach all reports are prepared in the virtual word processor and can be printed at a later time The Alexandria word processor is named VWP Virtual Word Processor since it uses a highly efficient virtual memory scheme which allows it to support very large documents in a limited amount of memory VWP is available integrated within Alexandria and as a stand alone product VWP is available for both Macintosh and Windows based operating systems VWP documents are fully cross platform a document created on one can be viewed on the other VWP has the ability to support pictures files created in drawing or paint programs just paste them into your document Special support is specifically provided for code 39 barcodes so that they are printed at the highest possible resolution your printer is cap
118. window Save As Text Saves a copy of the currently visible word processing document in a TEXT format Save As Allows you to save vwp documents to other locations on your hard drive Revert Changes to the current record are discarded and the original record is displayed in the window Import Shows an open dialog for selecting an import file Import files can also be dropped on the transaction window The Import and Open commands are different in that the Import command ASSUMES you want to import data if the selected file is a valid import file The Open command ASSUMES you want to view the data file even if it s a valid import file see Data Import on page 351 Utilities Utilities are used to export data or make global changes on information in the Alexandria data file see Alexandria Utilities on page 329 for more information Page Setup Operating System standard function which sets the page up for printing Print Prints the information in the top window For example if the Patron window is on top information for the Current Patron is printed when this command is selected If the Circulation window is on top then the Circulation log is printed Alexandria User s Manual 41 Alexandria Basics Undo Typing 2 Can t Redo G amp 2 Cut EA Copy L Paste JU Clear Edit Select All JER Speak Text Find r Edit Menu Restart Logs out the current users closes all window
119. window explaining why the renewal failed Renewals are rejected if the Patron has reached their renewal limit if there is a hold pending for the title or if a Reservation is pending for that specific copy 222 Alexandria User s Manual Alexandria WEB This chapter demonstrates how to search Alexandria media collections using the Alexandria WEB interface NOTE Alexandria WEB is an optional feature of Alexandria You must purchase a separate license to use this feature Alexandria Web Preferences If you have licensed Alexandria WEB these preferences are available to customize the interface for your library Administration Advanced Bookings Alexandria Researcher Archive Calendars Circulation Display Settings Item Management Library Information Orders Patron Management Policies Routes Sounds Web Word Processor Preferences co Lan Port ID Sets the port number used for Web interface default is 80 Institution Link Description A description and only visible text shown on the web page for a link to the institution s home page Institution URL The actual URL for the institution s home page e g http www goalexandria com Heading Text Allows you to customize the text shown at the top of the web page Footing Text Allows you to customize the text shown at the bottom of the web page Alexandria User s Manual 223 Alexandria WEB Web Preferences A
120. you can check for Alexandria updates from COMPanion s server If you use File Utilities Check For Update and an update is available a description of the update is shown under the Get Read Me selection From there you can choose to update your Alexandria Data Station or wait for a future date If you are sure you want to update to the newest version on Alexandria an easier method is to use the Updates tab in the Administration window under Edit Preferences This Utility is only available for the Data Station Librarian Workstations do not offer this selection You can also download the newest COMPanion and Alexandria software updates from the official website www goalexandria com Just follow the Products and Software Updates hyperlinks You must enter your Alexandria registration Name Email Address School Company and Serial Code in order to proceed with the download If you don t have an Internet connection or cannot download the newest updates you can contact COMPanion via email or tech support and request an Alexandria Update CD ROM be sent to your location Alexandria User s Manual 67 Preferences Changing the User Name Services This preference allows the administrator to disable licensed services FE Administration Only the services which you ve licensed can be enabled or disabled If they are not licensed they will appear grayed out Changes will not take effect until Alexandria restarts Default i
121. 1 Funds funds The Copy Accession Date is placed into Subfield 852 1 Accession Date date The Copy Inventory Date is placed into Subfield 852 1 Inventory inventory date The Copy Policy Code is placed into Subfield 852 1 Policy policy code The Copy Condition Code is place into Subfield 852 1 Condition condition code Alexandria User s Manual 367 Marc MicroLIF Records A Sample Marc Record A Sample Marc Record Note how difficult it is to read Marc formatted records 00826cam 2200217 a 45000080039000000100013000390200015000520400025000670500025000920820010001171 00002200127245008600149260003200235300003100267520013300298650001300431650002 000444650002400464852010600488900001400594 87012051987 nyua j 00010 eng a87000565 a0396089259 aCCSM5 0 3 cCCSM5 0 3 aPZ 8 1 B755 bGo 1987 219 aE aBrett Jan d1949 0 aGoldilocks and the three bears cretold and illustrated by Jan Brett dBook h book aNew York bDodd Mead cc1987 a 32 p bcol ill c29 cm aLost in the woods a tired and hungry girl finds the house of the three bears where she helps herself to food and goes to sleep aFolklore aBears xFolklore xJuvenile literature aCDL h398 2 BRE p3083t1 90 001 Accession 02 03 2000 Inventory 02 03 2000 I Policy NF Condition Unknown a398 2 BRE A Sample MicroLIF Record Note how much easier it is to read this MicroLIF formatted record than the equivalent Marc record LDRO0000cam 2200000 a 4500 0088701
122. 20s1987 nyua j 00010 eng 010 a87000565 020 _a0396089259 040 _aCCSM5 0 3_cCCSM5 0 3 050 _aPZ 8 1 B755_bGo 1987 082 219 ak 100 _aBrett Jan d1949 N 245 0 aGoldilocks and the three bears cretold and illustrated by Jan Brett dBook h book 260 aNew York bDodd Mead cc19874 300 a 32 p _bcol ill c29 cm 520 _aLost in the woods a tired and hungry girl finds the house of the three bears where she helps herself to food and goes to sleep 650 aFolklore 650 aBears xFolklore 650 _xJuvenile literature 852 aCDL h398 2 BRE p3083 t1 90 00 1Accession 02 03 2000 Inventory 02 03 2000 I Policy NF Condition Unknown 900 _a398 2 BREN 991 _aNon Fiction 368 Alexandria User s Manual District Librarian If you ve purchased the District Librarian license you ll benefit from some additional capabilities for your WAN enabled Alexandria Data Stations The District Librarian Workstation has all the features of a Single User Alexandria license PLUS the ability to access and modify any WAN enabled Data Station in the District Address Book NOTE Alexandria The District Librarian capabilities are an optional feature of Alexandria You must purchase a separate license to use this feature Each Data Station that you want to manage must have the Alexandria WAN or you will not be able to access it with the District Librarian The District Librarian is installed similar to an Alexandria Data Sta
123. 3 Technical Details Alexandria v5 is unique How do the workstations communicate with the Data Station When the Data Station creates installer folders the TCP IP address of the Data Station is saved inside that folder When the installer creates a workstation this same addressing information is placed inside the workstation application This addressing information is saved in an encrypted format which can only be read by Alexandria What happens if the Data Station s address changes If the address of the Data Station is changed none of the workstations will be able to communicate with it and all workstations will have to be installed again To force the Data Station to build new installers quit the Data Station remove the installer folders and restart the Data Station New installers are automatically created Can I move my VWP Alexandria Word Processor documents to other word processing programs Yes the VWP has a Save As Text option However you ll lose all document formatting Can I move my other word processing documents into Alexandria s Word Processor Yes with your other word processor use the Save as Text option VWP can open TEXT documents However you ll lose all document formatting 374 Alexandria User s Manual Alexandria Shortcut Keys Accelerator and Hotkey Commands Hotkeys Hotkeys are the underlined characters in a menu item or dialog box that allow users to access the item or control by
124. 650_y 650_z Third Subject 2653 650_a 650_x 650_y 650_z Fourth Subject 2654 650_a 650_x 650_y 650_z Fifth Subject 2655 650_a 650_x 650_y 650_z Bibliographic Codes 2040 separated by Curriculum codes 2041 separate by Don t Show in Alexandria Researcher 2042 yes or no Copy Count 2043 export only Available for check out 2044 export only Title Life to Date usage Count 2045 export only SmartMARC Matching Score 2046 export only Importing Item Information Importing Transaction Files Data Import Title Accession Date 2047 export only First Used Date 2048 export only Last Used Date 2049 export only Last Modified Date 2050 export only Last Modified User ID 2051 export only Study Program Name 2750 Study Program Interest Code 271 Study Program Reading Level 2752 Study Program Point Count 2753 Study Program Test Number 2754 Study Program Holding Code 2755 Last Validation Date 2054 export only Title RSN 2099 export only Importing Transaction Files Transaction Files are used to enter transactions using text files rather than typing them in manually Portable barcode readers create Transaction Files for import into Alexandria Transaction files can be imported by dropping them on the circulation log if they have a recognized header or the user can use the Read Transaction file transaction command see Read Transaction file on page 193 To a
125. Address 2 City Country Postal Code Type over the grayed out data entry fields in the window such as Name Address and so forth in the example above to add a new record To move to the next data entry field pull down menu or button press the lt tab gt key To move to the previous data entry field pull down menu or button press lt shift tab gt To edit a data entry field click in the corresponding field To change a selection in a pull down menu using only your keyboard use the lt up gt and lt down gt arrow keys when the pull down is outlined When a button is outlined and you wish to perform that action press the lt spacebar gt When you enter any type of specially formatted information such as dates phone numbers and social security numbers you can enter values in a wide range of formats For example you can enter the date December 1 2002 as Dec 1 2002 or 12 1 02 or 12 1 02 or 12 1 02 If the year is 2002 you can just enter 12 1 If the current month is December you can just enter 1 1 When you enter a two digit date values between 0 30 are assumed to be 2000 2030 and values between 31 99 are assumed to be 1931 1999 48 Alexandria User s Manual Management Command Menus Alexandria Basics Vendors First Ctrl 5 hift Previous Ctrl Met Ctrl Last Ctrl 5hift Browse Ctrl B Find Ctrl F Unlock Record Ctrl U New Vendor Ctrl h Duplicate Ctrl D Remove Ven
126. Alexandria User s Manual Preparing Order Vendor amp Budget Reports Order Reports PO Number Vendor Name Budget Code Issue Date All Orders PO Number Order Issue Date Order Status Vendor Code Order Lists 1 line Prints a one line summary for each order that includes the PO number Order Number Date Ordered Date Received Current Status Number of Line Items and the total amount of the order Complete Prints all information for the selected orders including all line item details Order Forms Prints a complete order forms for each order Only Open and Issued orders are used for the report unless you ve specified an order status selection If an order is Open its status is updated to Issued Closed orders are generally not printed unless specifically selected Claim Letter Prints claim letters for unreceived items on all the selected orders Only Issued orders are used for the report unless you ve specified an order status selection Patron Receipt Letter Prints patron notification letters to all patrons whose items have been received for the selected orders Only Issued and Closed orders are used for the report unless you ve specified an order status selection Sorting Options for Order Reports PO Number Orders are sorted by PO number Vendor Name Orders are sorted by Vendor name and then by Order Issue Date Subtotals are printed for each new Vendor Budget Code Orders are sorted by b
127. Char 27 Char 28 Char 29 8 Char 38 8 Char 31 la Char 32 Char 35 1 Char 34 Char 35 e Char 36 n Char 37 lg Char 38 Char 39 Alexandria User s Manual 151 Item Management Marc Editor 152 Alexandria User s Manual Bulletin Board Patrons L Items a6 I Circulation T do KK Search Orders Budgets Vendors Subscriptions Routes This chapter describes the Circulation window and how to use it to complete daily activities in your library The Circulation Window The Circulation window is the main window at the Librarian Workstation Use this window to enter library transactions such as check books in and out place hold requests and reservations process fees fines payments and renew books You can also complete special functions such as inventory cataloging record updating and viewing Use any of the following methods to display the Circulation window e Select Circulation from the Show menu e Press lt command t gt on the keyboard e Select Circulation from the Windows menu Circulation COMPanion Demonstration Library Enter a Command or Barcode Darla Anderson Ho Current Item 1601 Oth Grade Hameroom Stark 4 Items 2 Overdue I Reservation Current Fines Due 2 10 Details version Number 5 4614 TCP is Active IP address is Web services activated Demo Data scan Complete 1001 Darla Anderson Alexandria User s Manual 153 Circulation T
128. Create Quick Report Print Missing Subscriptions Step 6 Click on the Print button to prepare the report Step 7 Make any desired changes using the Word Processor tools Step 8 To send to the printer either click on the printer icon or choose Print under the File menu 316 Alexandria User s Manual Preparing Subscription amp Route Reports Subscription Reports Subscription List Subscription Due Dates Routing Slip Subscription Code Subscription Title Vendor All Subscriptions Subscription Code Subscription Vendor Missing Subscriptions Subscription Report Formats Subscription Lists I line A brief one subscription per line report is printed The Subscription Name Title and Frequency are shown Complete All Subscription information is included on this report Renewal List A brief one subscription per line report is printed including the Subscription Name Title Renewal Date and Cost A total cost is printed at the bottom of the report Use this report to review subscriptions that are due for renewal or estimate the budgets required for subscriptions Subscription Due Dates Track any subscriptions that are past due Subscription History Lists the date when each issue was received and the number of issues remaining There is a page break between each subscription Sorting Options for Subscription Reports Subscription Code The report will be sorted by the Subscription C
129. E Alexandria updates the Marc record with the information you enter on the Items window Primary Item Information The top portion of the window shows the primary information such as Call Number Policy Medium formally called the General Materials Designator GMD or media type Title and Author This portion of the Items window is visible regardless of the tab you have displayed at the bottom of the window Copy Information The middle portion of the window shows information about each copy of the title Tabs The bottom portion of the window shows tabs that you click on to display more information about this item The following section describes fields contained within the Items window When a field has an obvious meaning or use such as City or Phone it is not documented unless there is a special note about how it is used Alexandria User s Manual 129 Item Management Item Information Fields Primary Item Information The top portion of the Items window contains primary information about the item This includes the Call Number Policy and Medium type as well as Title Author Volume Edition ICCN and ISBN 9 Items File Edit Show Reports Links District Items Window Help ay pecen ton wf took eg 10 5 Alaska skip o v 76051138 Al Cunningham Bob 0913940585 Copy Bareode Call ji Status Location if Colection iif 1 5047 FIC CUN Checked out COL Crestwood House M
130. M Mailing Labels 282 Make a Patron Current 164 Make a Patron or Item Curren 164 Manual Checkout Sheet 321 Maps by Call Number 53 54 Creating New Maps 53 54 Display Example 55 Example 54 MARC 365 Overview 365 MARC Editor 147 MARC records 121 Margins 105 Menu District 369 MicroLIF 365 Monthly Usage 282 Monthly Usage Report 291 N National Agricultural Library Headings 85 National Library of Medicine Headings 85 Next Barcode 83 Notices Overdue 78 O Order Claim Letter 91 Receiving 256 Order Commands Menu 257 Order Forms 311 Order Lists 311 xiv lt Emphasis gt Textbook Librarian User s Manual Orders 43 Orders Management Window 249 Orders Preferences 90 Overdue Listing Report 299 Overdue Notice 78 Overdue Notices 300 P Password 117 Researcher Quit 70 Patron Barcode 114 Patron Counts 282 Patron Desk Reference 282 Patron History 92 119 339 Patron Information Window 107 Patron Level 93 Patron List 282 Patron Location 93 Patron Management Preferences 92 Patron Notices 301 Patron Password 117 Patron Payment History 282 Patron Picture 115 Patron Policy 114 Patron Preferences 92 Patron Receipt Lette 311 Patron Statistics 119 Patron Sublocation 93 Patron Terminology 93 Patron Utilities 339 Patrons Special 113 Patrons Menu 108 Period Due Date 73 Phone 116 Place 139 Policies Printing 320 Reports 320 Policies Preferences 94 Policy 136 Policy List 320 Port ID 223 Preferences Access Leve
131. Management Configure information about items such as Next Barcode Barcode Leaders Default Policy terminology and various settings for cataloging including Leading Articles to automatically ignore see Item Management Preferences on page 80 Library Information Configure general information about your library see Library Information Preferences on page 84 Orders Set defaults for the Orders Management window see Orders Preferences on page 87 Patron Management Configure information about patrons such as Next Barcode Barcode Leaders Default Policy and terminology see Patron Management Preferences on page 89 Policies Set guidelines for library operation see Policies Preferences on page OL Routes Add default settings for your routes see Routes Preferences on page 99 Sounds Assign Alexandria sounds for events such as check out check in and program shutdown see Sounds Preferences on page 100 Web Determine settings for Alexandria WEB see Web Preferences on page 211 Word Processor Add default settings for new word processor documents see Word Processor Preferences on page 102 58 Alexandria User s Manual Administration Preferences Preferences Administration Advanced Bookings Alexandria Researcher Archive Calendars Circulation Display Settings tem Management Library Information Orders Patron Management Policies Route
132. Manual Calendar Preferences Preferences Administration Advanced Bookings Alexandria Researcher Archive Calendars Circulation Display Settings Item Management Library Information Orders Patron Management Policies Routes Sounds Web Word Processor Calendar Preferences Use this preference to create custom calendars for your library You can assign a separate calendar to each patron or Circulation policy This lets you use different calendars for different groups of patrons who may be operating on different school levels or schedules Preferences Calendars EEG Ji men Jim JC es JC mu IL mi Je __ e o 2 ee ee AA pe ee a PoP FP PF _ jf jf Ff The month and year of the current calendar are shown in the two fields directly under the Calendars tab To change the month or year use the pull down menu You can also use commands to change the month or year Press lt command gt to go forward a month and lt command gt to go back a month Alexandria includes a calendar for the current year one previous year and three years in the future You can mark days on the calendar as Period Due dates and as Closed dates by clicking on the actual day The choices cycle from Open nothing displayed Closed Period Due and then back to Open Period Due A period due date is the last day an item is due if you set the Circulation policy to apply period due dates For example if you set a period d
133. Name and Password Make sure you re configured as an Administrator or District Librarian on all the systems you ll be accessing e When the District Librarian has Local selected the program works exactly like a Single User Alexandria License To move between collections go to the District menu and select the collection location to connect with You may be requested to give a password in order to connect to a Data Station as if you were in the actual building You must have a valid user name and password on the remote Data Station When adding your name to the user list be sure to select District Librarian as your level status Use the same password in each building and the same form of your name to make logging onto the District Librarian program easier 370 Alexandria User s Manual Configuring the District Librarian District Librarian Edit Configuring the District Librarian er Typing 2 Before you can use District Librarian to examine or control other library Data Stations ant Redo 32 gt ee i T you ll need to configure the District Librarian using the District tab LED Step1 Select Preferences from the Edit menu En a Step2 Click on the District tab of the Administration preference window BIEC Speak Text Preferences r Find Again a6 Paste From File Updates Services Elementary School 10 10 10 5 High School 10 10 10 10 Middle School 10 10 10 2 Public Library 10 10 10 3 S
134. New ID the pane will be imported and assigned a new ID If you select Overwrite the imported pane will replace the existing pane with the same ID NOTE Alexandria Explore uses the internal ID to link panes to one another If you change a panes ID existing panes which are designed to link to it won t be able to If you are building a new interface from pieces supplied by others it s worth checking each icon button to verify it s correctly configured However if you overwrite a pane during import all imported panes which are linked to the old ID are automatically updated Export Pane Click this button to export the currently selected pane Export All Panes Click this button to export all the panes in this system The entire set of panes can be imported using the Import Pane button or by dragging the file to the list of panes This command can be useful when configuring the Alexandria Explore interface for a large number of users Configure the interface in one central location and share it with others by exporting the panes and then sending the export file to those who want to use your interface 236 Alexandria User s Manual Alexandria Explore Preferences Alexandria Explore Placing and configuring button icons Each pane can hold a fixed number of button icons in a grid pattern An empty button is shown for each unused position on the grid To edit the button double click it or select it and click Edit Butto
135. ONPanion Demonstration Library Amstead Lonnie Ann Anderson Oar la Arches Sunny Ralph Arias Mark Arnold Camille Elis Bates Lenny Bazzell Becky Bergerac Joshud Berol Joseph Todd Berol Kristin Betters Julie Bi ernbaum Cassandra Biondo karina Boehm Mirka Bonham Jason E Bornfleth Beth Brotherton Ayan Brown Kenneth Brunts Michael Burke Clifton Bush Steve Byrne Whi trey Calcagno Robyn Carre Jenny Lou Carter David Cifaloglio Peter Coleman Angela Collins Joseph OJ O D ay J J 0 0 DO DO DO du or md d O md Hi shard Stark Dobb i ns Hi shard Zeigler Dobbins Stark Smi th Hi shard Schjelderup Dobbins Schjelderup Schjelderup Smi th zeigler Schjelderup Smi th Schjelderup Smi th Schjelderup Smi th Smi th Schjelderup Hi shard Smi th Stark Schjelderup Smi th A window similar to the one above should appear depending on individual selection Step 7 Make any desired changes using the Word Processor tools Step 8 To send to the printer either click on the printer icon or choose Print under the File menu Alexandria User s Manual 281 Patron Reports Patron List Patron Desk Reference Patron Payment History Monthly Usage Patron Counts Barcode Labels Mailing Labels Rolodex Cards Preparing Patron Reports Patron Report Formats This section describes each of Alexandria s patron report formats and shows a sample of each See the subsequent section
136. Picture Show Details D Show History Using the Patrons Menu Modifying Patron Information You can edit information directly in the Patrons window or in any of the tabs on the window You can edit information in these windows the same as you would in other application For example you can place the cursor in an existing value and type additional values or you can highlight a value and type over it Before records can be changed they must be unlocked by using the Unlock command see Changing Records on page 46 NOTE If your preferences are set to lock records you ll have to unlock the record first by clicking on the lock icon or selecting Unlock from the Preferences menu before you can make changes to the record To move to the next data entry field press the lt tab gt key To move to the previous data entry field press lt shift tab gt To select a data entry field to edit click in the field To select from a pull down menu lt tab gt until the pull down menu you desire is highlighted and use the lt up gt and lt down gt arrow keys to make your selection When you have modified all the information you want in the record click the Save button in the upper right of the window The record is saved If you want to ignore the information you have entered click the Revert button to display the previous record and throw away your changes If you try to select another record or leave the
137. Press lt esc gt twice then press lt Y gt for Yes The Marc file is now Zap Packed so it will export your data correctly NOTE When importing your AfW data Alexandria will automatically create new Alexandria v5 policies based upon the AfW Resource Loan Categories exported by AfW On import Alexandria v5 expects policy codes up to 4 characters long so when your AfW data is imported the first 4 characters of the Resource Loan Categories are considered the Policy Code for v5 Although you can correct policy import problems after import it s easier to check your AfW Resource Loan Categories to ensure that the first 4 characters of the description are unique 1 COMPanion offers an AfW to v5 conversion service Send your Alexandria AfW data to COMPanion with a PO for part number D7399 and we ll convert your data for a flat 200 This includes Item and Patron conversion from AfW to v5 you ll receive back a CD ROM via Federal Express with an Alexandria v5 folder ready to drag to your desk top Your data will be imported and your system registered All you have to do is drag an icon 34 Alexandria User s Manual Transferring data from AfW Installing Alexandria Step 5 Rebuild your AfW data to ensure that the database is in good shape Launch AfW then go to System then Parameters and select Shutdown Place a check mark in the Rebuild box and perform a full shutdown of the system Fu Master Alexandria
138. Reports Subscription Reports Quick Reports Reports Subscriptions Subscription List E Subscription Co All Subscriptions amp Cancel Create Quick Report Print Step 2 Choose the type of report you want from the Report Name pull down menu Subscription List Subscription Due Dates Fe ports Subscriptions Routing Slip Subscription List Subscription Co Subscription Due Dates All Subscriptions F Create Quick Report Print Alexandria User s Manual 315 Subscription Reports Preparing Subscription amp Route Reports Step 3 Choose how you want your report Format displayed Reports Subscriptions Report Name Sort By Subscription List 4 I Line Subscription Co Complete Renewal List Select By All Subscriptions Cancel Create Quick Report Step 4 Choose the Sort By order for this report Reports Subscriptions Report Name Format Subscription List Subscription Code Subscription Title Vendor Select By All Subscriptions Cancel Create Quick Report Step 5 Use the Select By pull down menu to select which subscription records to include in this report All Subscriptions Reports Subscriptions Subscription Code Subscription Vendor Missing Subscriptions Report Name Format Sort By subscription List 2 Subscription Co Select By All Subscriptions Subscription Code 7 Subscription Vendor
139. S H H Bill Schjelderup Student Aide Researcher Self Service Checkout Self Service Bookdrop Library Administrat or Enter the user name and password and then select the access level for the user If you have not added any users previously the Access Level field is set to Library Administrator and you cannot change it Once you add a Library Administrator you can add other users with different access levels The District Administrator setting is only meaningful for multi collection licenses WAN etc for other licenses it acts the same as the Library Administrator When you click OK the name is displayed on the Administration window Preferences Administration save Address Books Updates Bill Library Administrator a Kathy Librarian Bill Schjelderup Librarian New User Removing Users To remove a user from Alexandria select the user in the list and click Remove User 1 Passwords are NOT case sensitive Upper and lower case characters match 60 Alexandria User s Manual Administration Preferences Preferences Open Save As Text save As Revert Import Utilities Page Setup A NOTE User names and passwords are NOT case sensitive District Administrator Library Administrator Librarian Library Staff Library Aide Student Aide Researcher Self Service Checkout Self Service Bookdrop New Document lt 3N Close Window EN Close All NL save 5 F
140. S tases a e 197 Advanced BOOKINGS srdaca rge ei ia r ninie 198 Exceptions Happen what do we dO rrrarenrnrvnnnrnarevanennn 200 SO ALC IMG aaa a oiid 201 TNE Search WING OW Lave 201 Boolean Search Overview ccccececcecceceeceeceseeeeeeeeneeaes 202 Search Window Control ICONS ccccceseeeeeeseeeeeseeeeees 204 Result List Printing Options rrranrrrrrnnnrrrrnnnrrnnnnnennnnnnenn 205 BOOIEAN SEAN uansett es net 206 Using Boolean Operators rrrrrrnrnrrrannnrvnnnnrnrrnnnnnnnnnrennnnn 207 Using the Dictionary rrnrnennnnevnnnevnnnnvnnsnnnnrnnnnrnnnsrnnnsennnee 208 Alexandria User s Manual vii Simple Search Window rrarrrnnnnrnrannonnnnnnrnnnennnnnnnnanennnnne 209 Dictionary Search Window rrnrnnnennanrennnnsnnnnnennnnnennnnnnn 210 Study Program Search Window rrrrrevnnnnrvrrnnrvernnnnrnrnnnner 211 Standard Search Results List rrrrrrrrnnnrrvvrrnnrrrerrrnnvrrernn 212 Creating your own Custom Results Lists rrrrrrrnrrennnnre 213 Simple Search Results List rrrernnnrrrannrrnnnrrrnnnenrnnnnnnnner 215 Placing Holds and Making Reservations rrrnrrnnnrnvnnnnnr 216 To place a Hold do the following ccccccseeeeeeeeeeeees 216 To place a Reservation do the following c008 217 Displaying Patron Details rarrrnrnnnrnnronnnvnnrvnnrvnnnnnrnnnennre 218 Changing Patron Information cccccsseeceeeeeeeeeeeeeeeaes 221 Alexa
141. Selection Options for Item Reports Use the selection pull down menus to select which items you want to include in the report For example you can select items in a certain Barcode or Call Number range Reports Items Accession Date Author Barcode Format Bibliographic Code Call Number 4 Call Number Copy Collection Copy Last Used Date Copy Location Copy Sequence Curriculum Code Don t how in Researcher Interest Code Inventory Date Medium No Last Used Date Audio Visual Hudio Visual Publication Year Funding Source Subject Title Title Sequence You can enter up to six values for selection criteria using AND OR and AND NOT Boolean Logic When you choose values in the selection pull down menus other selections appear and prompt you for Starting With and Ending With values The following is a list of selectable values for item reports All tems The report includes all items Accession Date This report includes copies added to your system in the date range you specify Author This report includes items with Authors in the alphabetic range you specify Barcode Range This report includes copies in the Barcode range you specify Barcode List This report includes all Items matching the barcode you enter or scan You can select all the barcodes in it later with another report Bibliographic Code This report includes items classified under the bibliographic copy codes you s
142. Special Reports Fatron Reports i Item Reports Step 1 Select Quick Reports from the Reports menu Circulation Reports Usage Statistics Order Reports Subscription Reports Quick Reports seld Report Name me rth and 6th grade Patrons by A a Quick Reports Skip Some Labels Edit Report Step2 Double click on one of the report names or select a report and click Print or select Print from the File menu to prepare the saved report To remove a Quick Report select it and click the Remove Report button Step3 To edit a Quick Report select it and click the Edit Report button Make the necessary changes and click Save 278 Alexandria User s Manual Patron Reports Preparing Patron Reports Patron reports give you immediate access to information about the patrons who use your library Patron reports include Lists Notices Cards and Labels To prepare a Patron Report follow these steps Step 1 Choose Patron Reports from the Reports menu Alexandria Reports Patrons patron List Reports Special Reports Patron Reports Item Reports Circulation Reports Usage Statistics Order Reports Subscription Reports Quick Reports All Patrons Cancer Create Quick Report Print Step 2 Choose the type of report you want from the Report Name pull down menu Patron List Patron Desk Reference Patron Payment History Monthly Usage Patron Counts Barcode Lab
143. The Vendor s address is entered automatically in the Order tab You may modify the order address if necessary Add new vendors in Vendor Management see Vendors Management on page 258 Order Status field The order status is displayed in a pull down menu at the top right of the order window A new order has the status of Open You may make changes to an Open order Once the order has been printed or an item received the status is automatically changed to Issued Issued orders may not be modified except to receive items and adjust Discounts or shipping charges Once the order is completed it s given a status of Closed Closed orders can t be modified Orders can be manually removed using the Orders menu When an order is Closed it s assumed that any remaining items are never going to be received The amounts are removed from the committed budgets You may change the status of a Closed order to Issued or Open If you do this the budgets are adjusted to reflect the change If you have not yet received any items for an order its status may be reverted back to Open so that you can make changes However these types of changes should be done with care since the original order may have already been sent to the Vendor Alexandria automatically keeps track of various statistics for you As you add line items to an order the budgets are updated to reflect a commitment of funds When an order is Closed the spent amount is updated for
144. To exit Reservation mode enter a patron barcode number or use the x or command Alexandria User s Manual 181 Circulation Reservations When you enter the G command Alexandria displays a calendar for you to mark the days in which you want to place a reservation for the Current Patron The calendar will show the current month Pythons TE GID _ jf jf ft __ __ om HE ea You cannot make reservations on days marked with the lock icon This calendar will mark days as follows e Days that the library is closed show the word CLOSED In the above example the library is closed Saturdays and Sundays e Days that the item is already reserved for another patron are marked with a lock icon The barcode number or name of the patron who has the reservation is shown Select different days for the Current Patron or select a copy of the title if available from the pull down menu in the upper left of the calendar To make a reservation for the Current Patron click on those days you want to reserve the item You can drag across days to choose more than one for a reservation Days you select will be marked with the patron s barcode or name To omit a day you have already selected click on it again You can select any available days as long as it does not exceed the number of days AN specified in the circulation policy for both patron and item If your Circulation Preferences allow you can select closed days
145. Transaction reports If you want to reserve items for a short period of time use the Reservations function Command J item barcode Reserve an ltem Reserve an item for the Current Patron or to start Reserve mode e To reserve an item for the Current Patron type J then enter or scan the bar code number for the item the Current Patron wants to reserve and press the lt enter gt key If you do not know the item barcode use one of the find commands C call number or T title to find the item and its barcode e To start Reserve mode type J and press lt enter gt All item barcodes you enter or scan while in this mode are reserved for the Current Patron To exit Reserve mode enter a patron barcode number or use the X or com mand Reserved items can only be checked in when the patron who checked them out is the Current Patron and Alexandria is in Check In Out mode This makes it more difficult for a reserved book to be checked in by another patron or be accidentally checked in with the Bookdrop command Hold Requests When an item is not available a patron can place a hold request for that item When the item is returned to the library a message appears at the Librarian Workstation asking to hold that item for the requesting patron An item waiting to be claimed is shown in the hold list as an In Stock item NOTE A hold request is different than a reservation A hold request puts your name on a list
146. With Date Alexandria will assume an Ending With date is the far future If you enter only an Ending With value the Starting With value is assumed to be in the very far past Due Date This report includes transactions that have a due date within a Date range you specify A due date has different meanings depending on the type of transaction involved e For an item checked out the due date is the date an item is due back to the library e For a hold request the due date is the date on which the request expires e For a reservation the due date is the date a reservation begins If you enter only a Starting with Date Alexandria will assume an Ending with date in the far future If you enter only an Ending with value the Starting with value is assumed to be in the far past Days Overdue This report includes transactions with Due Dates computed between the Starting With and Ending With ranges of days overdue If you enter only a Starting with selection Alexandria will assume a very large ending value If you enter only an Ending With value the Starting With value is assumed to be zero For example to select items which are at least seven days overdue enter 7 in the Starting With field To find items that are seven or fewer days overdue enter an Ending With value of 7 To locate items that are due in the next seven days enter a Starting With value of 7 and an Ending With value of 0 T
147. a than entering it manually Using Alexandria s import function you can move item information from other computer applications directly into Alexandria For example you might receive item information from Vendors and import it into Alexandria If you move library items from one library to another you can provide an item record that the new location can import into its Alexandria system Alexandria can import item information in industry standard Marc or MicroLIF format and also in tab delimited format Most word processing or spreadsheet applications support files in tab delimited format Rules for Importing Item Information When importing item records Alexandria first determines if the item is a new record or an existing record that needs updating e Alexandria looks for a header that contains a file designation of FT01 to specify Item information HH H FTO1 fieldcode fieldcode lt return gt e During import Alexandria attempts to locate an existing record matching the newly imported record If an existing record is located and Allow Title Updates is selected the existing Alexandria is updated with the imported information If Allow Title Updates is OFF matching imported records are ignored If no records in the system match a new record is added In looking for matching records Alexandria first checks the Copy Barcode then the ISBN and LCCN If Alexandria finds an EXACT match for the Bar code ISBN or LCCN
148. able of handling Therefore with barcodes what you see isn t exactly what you ll get When printed barcodes are printed at the highest possibly quality setting 50 Alexandria User s Manual The Alexandria Word Processor Alexandria Basics To create a new word processor document select New Document from the File menu You ll see a window similar to this one Untitled eb of En Fa BO pa Inserts 4 pag Le Fre mi Mp 4 i 4 alel Palatino 12 v Style labed E 2S EG reak FETE en As you move your cursor over window controls hot tips are displayed on the top right of the window Since most people are familiar with word processors VWP basic operations will not be documented However here is an overview of some of the special features available within the Virtual Word Processor e Use the icon above the vertical scroll bars to hide show the word processor controls e Click on the ruler icon to show or hide the graphical ruler e Click on the lock icon to lock or unlock the document Locked documents can not be modified e Use the other icon controls to find text save a document print your document set a page break insert the date insert the time insert the current page num ber e Indents margins left right center and decimal tabs are supported e Left Center and Right aligned paragraphs are supported e Font Size and Style controls are available for any character Style includes col ore
149. ails window appears with patron information The user may print or save it just like any other Alexandria document Patron Details Anderson Darla 1001 Barcode 3193 599 74 AHL 3023 OVERDUE 599 74 BRO 3088 OVERDUE SC STO 3192 Barcode Title S023 Polar Bear 2088 Lions amp Tigers Overdue Charge for Marie Curie Library Card Expires on Jun 20 2004 Homeroom Stark Grade 3 Fine Balance Checkout Count Hold Count In Stock Hold Count Ho Attachments Edit Patron Information 218 Alexandria User s Manual Patron Details Anderson Darla Oct 15 2000 amp 5 56 pm Loaned Items Title Stories For Nine Year Olds And Other Yo Polar Bear Fine 0 00 Cost 20 00 Lions amp Tigers Fine 0 40 Cost 20 00 Stories For Seven Year Olds And Other Yi Overdue ltemfs Due Date 10 14 00 10900 Charges Patron Info Fine Payments Overdue Count 2 Feservation Count O Due Date Oot 29 2000 Oct 14 2000 Oct 9 2000 Det 29 2000 Fine Amount 0 00 0 40 2 10 Last Use Date Feb 4 2000 Hotes Viewing Item Details from a Standard Search Results List Searching Viewing Item Details from a Standard Search Results List To view complete detailed information for an item in the results list highlight the item and double click the line or select the line and click the Details button If you use the Duplicate icon with the Details display the data is copied into a standard word
150. als providing the date range spans more than one month select a the Sort by option By Month or else select the Entire Range option Usage Statistics Selection Options Date Range You can instruct Alexandria to prepare reports using All Statistics or only statistics over a specified Date Range by using the Select by selections 308 Alexandria User s Manual Alexandria Reports Special Reports Patron Reports Item Reports Circulation Reports Usage Statistics Order Reports Subscription Reports Quick Reports Order List Order Form Claim Letter Vendor List Budget List Order Reports These reports print information from the Order Vendor and Budget management windows Reports exist in the following categories Order Reports Contains report options for Orders Vendors and Budgets Order List Provides order information in various formats Also prints claim letters and other management reports Vendor List Provides Vendor information in various formats Budget List Lists budget information in various formats Preparing Order Vendor amp Budget Reports Order reports give you immediate access to information about the orders processed in your library To prepare Order Reports follow these steps Step 1 Choose Order Reports from the Reports menu Reports Orders Order List PO Number All Orders Cancel Create Quick Report Print Step 2 Choose
151. ankato Minn c1977 31 p col ill 24 cm The fields in the top portion of the Items window are as follows Title Call Number Each title is assigned a call number The call number designates the location of an item in the library Because call numbers are site specific rather than universal such as LCCN and ISBN you must enter call numbers specific to your library The Title Call Number is saved in Marc Field 900_a Depending on their source imported Marc records may or may not include a call number for your item Alexandria formats call numbers to remove control characters and double spaces thus correcting incorrectly formatted numbers Copies inherit the title call number unless a specific copy call number is changed Item Policy The policy determines the Circulation rules for a particular group of items Every title is given a policy In addition to specifying Circulation rules the item policy is used to group items for statistical analyses and reporting purposes Copies inherit the title policy unless a specific policy is assigned 130 Alexandria User s Manual Item Information Fields Item Management Medium The medium identifies the type of title record The pull down menu lets you choose from existing mediums that have been used so far in your library The default is Book The medium is saved in Marc field 245_h You can create a new medium by selecting Add NEW medium in the medium pull
152. ar Funding ource Subject Title Title Sequence Preparing Item Reports Step 3 Choose whether you want to have your report Format simple or detailed by selecting the desired display Reports Items Format 1 Line Summary Detailed MARC Report Name Item List Sort By Call Number S Select 28 Step 4 Choose the order by which you want this report sorted under the Sort By pull down menu Reports Items Report Name Format Sort By Call Number Select Step 5 Use the Select By pull down menu to select what item record information to include in this report Reports Items Report Name Format item List Sort By Call Number Select T Cancel Create Quick Report 288 Alexandria User s Manual Preparing Item Reports Item Reports Step 6 Click on the Print button to prepare the report A window should appear similar to the one below depending on your individual selection Item List 1 Line Total Inserted 25 Hr National GeographiciMAR 16 94 Help is on the way fort library ski Berry Marilyn Library display ideas Franklin Linda Campt The Western intellectual tradition Bronowski Jacob The Screwtape letters amp Screwtape Lewis C 5 Mythology Hamilton Edi th The story of Arachne Espeland Pamela The story of Cadmus Espeland Pamela The story of King Midas Espeland Pamela Cupid and ee love story Barth Edna The story of Baucis
153. archer Don t show in Researcher All Items cancel_ Step 4 Step 5 Step 6 Step 7 330 Alexandria User s Manual Use the Select by pull down menu to select which records are to be processed by the utility You can make as many selections with And Or and And Not Boolean logic as you require However you ll need a large monitor to see all the choices since the window will drop off the bottom of your screen When you choose values in the selection pull down menus other fields may appear asking you for other required information Press the OK button As Alexandria performs the Utility a status window appears You can cancel the utility by clicking the Cancel button Note that this will only stop the utility any records modified before you stop will remain modified Verify Items As the utility is processing you can perform other tasks within Alexandria For example you can check items in and out or prepare a report Some Utility operations execute at a lower priority than most Alexandria processes Thus if you run a Report the Utility will rest while the report is processing If the utility status window is hidden behind other windows select it from the Windows menu to bring it to the forefront When the utility is complete the status window automatically closes and a utility complete entry is placed in the Circulation log Many utility functions will create entries in the log so you can moni
154. arcode Including Alphas When this option is selected incremented barcodes modify both numeric and alpha characters 76 Alexandria User s Manual Circulation Preferences Preferences Statistics Circulation Statistics Reset Counters Alexandria keeps a number of general statistics for your library These counters can be reset any time Most libraries will reset these on a yearly basis Counters are incremented as follows Total Activity Increments with every command failed or successful entered into the command line of the Circulation window Total Item Activity Incremented every time a new Item is made Current on the Circulation window Total Patron Activity Incremented every time a new Patron is made Current on the Circulation window Total New Items Added Incremented every time a new Item Copy is added through the Items window or by import Total Lost Book Count Incremented every time a copy is checked out to the Lost Patron Total Items Removed Couni Incremented every time a copy is removed from the database Counters Last Reset On The date the counters were last reset to zero Alexandria User s Manual 77 Preferences Circulation Preferences Letters Use this window to customize the body text of letters in patron notices sent from the library Preferences Circulation Circulation Statistics Overdue Notice Restore Default The following items a
155. arcode Labels Authority Reports System Analysis Super Summar Reports pecial Authority Reports lt All Words Title Author Subject Bibliographic Code Curriculum Code Interest Code Publisher Series Call Number Print All Words All entries in the Item Dictionary are included Title Only Title entries are included Authors Only Author entries are included Subject Only Subject entries are included Please note that Subject entries are for Subject subfields only not for full Subject phrases Bibliographic Code Only Alexandria Bibliographic Codes are included Curriculum Code Only Alexandria Curriculum Codes are included Interest Code Only Interest codes entries are included Publisher Only Publisher name entries are included Series Only Series entries are included Call Number Only Call Number entries are included Publication Year Only Publication Year entries are included System Analysis This report shows information about your Computer System and Alexandria Data Files Reports Special System Analysis Cancel Create Quick Report Print _ Alexandria User s Manual 323 Special Reports Preparing Special Reports Super Summary This report performs a comprehensive analysis of your collection The default entries are called Regular Super Summary and Missouri Super Summary Re por ts Special 2E H Super Summary Regular S Missouri Create Quic
156. ard Standard Standard Standard Standard Standard Standard Standard Alexandria User s Manual 71 Preferences Administration Advanced Bookings Alexandria Researcher Archive Calendars Circulation Display Settings Item Management Library Information Orders Patron Management Policies Routes Sounds Web Word Processor Archive Preferences Archive Preferences The Archive window allows you to schedule automatic backup copies of your valuable Alexandria Data The default settings are Mon Tue Wed Thu amp Fri at 11PM at 47 minutes after the hour This default keeps 3 inside the Archive folder located under the Alexandria v5 folder Preferences Archive Ee BOOGERD D sfafstelrjes elm 7 27 27 2 When it s time for an archive all data in the Alexandria Data folder is copied to a folder in the archive folder During archiving library services on the Data Station are disabled Although you can disable the automatic archiving function this is not recommended Your most recent archives combined with your off site backup are invaluable in securing the safety of your very valuable data NOTE The Data Station must be turned on and running when you have the Archive scheduled to take place Thus if a librarian doesn t want to leave the computer running overnight they should change the default time that the program is set to archive 72 Alexandria User s
157. are displayed if an associated note or library map is available it s automatically included see Library Bulletin Board on page 52 Patrons shows the Patron window Select this command to examine add modify or remove patron records ltems Shows the Item window Select this command to examine add modify or remove items titles or copy records from your library Circulation Shows the Circulation window Select this command if you want to check out check in place holds charge fines place reservations accept payments perform inventory and other Circulation functions The Circulation window is always open while Alexandria is running unless logged in for Researcher only privileges use this menu command to bring it to the forefront Search Shows the Search window Select this command to search your library collection Orders Shows the Orders management window Select this command to examine add modify or remove order records Budgets Shows the Budgets management window Select this command to examine add modify or remove budget records Vendors Shows the Vendors management window Select this command to examine add modify or remove Vendor records Subscriptions Shows the Subscriptions management window Select this command to examine add modify or remove subscription records Routes Shows the Routes management window Select this command to examine add modify or remove route records Alexand
158. ark a number of copies for overnight check out exclusively during the next two weeks You could quickly create a policy for overnight check out and then use this command to change the policy for those special copies Alexandria saves the old policy so you can restore it later using the Restore Previous Policy command In the above example at the end of the two weeks you could restore the original policy Change Patron Policies Command UP new policy code Change Patron Policies Use this command to quickly change the policy codes for a number of patrons This command works for patron policies exactly like the UI command explained above works for copy policies Restore Previous Policy Command UR Restore Previous Policy Use this command to quickly change patrons or copies back to their previous policy Start Classification Mode Command V Type Keyword Start Classification Modes Use this command to quickly add searchable terms to the items you scan Let s say you want to create a reading list on Utah skiing You would enter the command V B Utah Skiing in the Command Line and press lt enter gt Alexandria would display B Utah Skiing above the Command Line Any item you enter when in this mode would have the Bibliographic keyword Utah Skiing assigned to it To end the Classification mode enter the command in the Command Line Once an item is classified it can be searched for using the Search w
159. as created Enter any valid date and the format will be converted OG one character code that indicates and categorizes the type of dates given in 008 07 10 07 10 amp 11 14 For most records data is derived from information in field 260 Publication Distribution etc Imprint field 362 Dates of Publication and or volume Designation or fram note fields lt space gt not applicable u partially unknown 15 17 A two or three character USMARC code that indicates the place of publication Two character codes are left justified 29 37 three character USMARC code that indicates the language of the item The code is taken from USMARC Code List for Languages 25 one character code that indicates if any data in bibliographic record is a modification of information from the item being cataloged 39 one character code that indicates the creator of the original cataloging record Book Editor Tag 886 General Material Info Character Editor This record is not language material see record type in leader character 6 generic character editor will allow you to manually edit this tag Charela Char1 a Char2 a Char 3 4 Char 4a Char5 2 Char 6 D Char Chara Char9 Char18 Char11 Char12 Char 13 Chari Char 15 n Char 16 y Char 17 u Char18 Char19 Char 28 Char21 Char 22 j Char 23 Char 24 Char 25 Char 26
160. ast Browse Find Unlock Record New Title Remove Title Modify Copy Add Copy Remove Copy Move Copy To This Title Duplicate WD Show Details 4 amp D Show Title Editor 4 JET Show Author Editor dA Use this feature when a copy is mistakenly imported or added to another title but should be on this title Enter the barcode and click More If the copy being moved is the last copy on the previous title and you would like that title to be removed automatically leave the Remove source titles with no copies box checked Duplicating an Item Use the Duplicate command to make a copy of an existing title You can then modify the information to create a new item This saves data entry time when you are adding items that have similar information such as author publisher and series When you select the Duplicate command the Duplicate Item window appears O buplicate H Click one of the selection buttons to choose to add Duplicate Title or Duplicate Copy Alexandria automatically displays a barcode number based on the value you entered in the Next Barcode field in the Item Management preference window see Item Management Preferences on page 83 Clicking Duplicate Copy changes number of volumes read as number of copies Enter the number of additional copies you need on this title You can type over this value to change it Type over the value in the Number of volumes field if the title you are duplicating has
161. ate ap Show Details AD show Title Editor 4 JET Show Author Editor 3A Item Management Adding New Titles or Copies Use the New Title command to add a new Title to your database When you select the New Title command the Items window appears with blank fields for you to add information Type over the prompts in the window such as Call Number Title and so forth to add a new record To move to the next data field press the lt tab gt key To move to the previous data entry field press lt shift tab gt To select which data entry field to edit click on the field To select from a pull down menu lt tab gt until the pull down menu you desire is highlighted and use the lt up gt and lt down gt arrow keys to make your selection A Title is required to add a new item Items may be added with or without copies Use the Add Copy command to add new copies for this title Remember copies are part of the title record and are not saved until the title is saved When you have added all the information needed for this item click the Save button in the upper right of the window If you want to discard the information you have entered click the Revert button Removing a Title or Copy Items that have been discarded given to other libraries sold or permanently lost must be removed from the system to keep reports and searches from becoming cluttered with obsolete information However be certain that the items you are removing
162. atron barcode number or use the X or lt period gt command If the renewal is not allowed a message appears to inform you A renewal is not allowed when the Circulation policy is set to not allow renewals or when renewing an item would take the item into a reserved date range Command RA Renewing an Item When you have a current patron this command renews all items for that patron Command QE Renewing an ltem Brings up a list of all the books checked out to the Current Patron allowing you to choose which books to renew this is also a menu option Alexandria User s Manual 177 Circulation Reserving an Item Reserving an Item A reserve is a special type of check out Use the reserve function when you want to keep items available for use in the library Also use the reserve function when you want items only available for certain patrons such as teachers or department managers For example a teacher may want to place a number of items on reserve for students in a class Another example would be that a librarian wants to create a special group of items temporarily available for use in the library but not available for check out An item that has been checked out using the Reserve command has a due date in the far future is never charged fines and does not count as a checked out item However the system does record summary information on reserves which is displayed in the Patron statistics window and in all Patron
163. atus of the Don t Show in Alexandria Researcher check box You can select either the hidden or visible items Medium This report includes items classified with the Medium code you specify Interest Code This report includes items classified with the Interest Level or Reading Level you specify Item Call Number This report includes items with the title call number you specify Inventory Date This report includes copies inventoried during the date range you specify Last Used Date This report selects copies that have never circulated Policy This report includes items within the policy code range you specify Publication Year Selects items with publication years between any given range Publication years must be specified by a four digit number such as 1979 or 2002 Publisher Selects items with Publishers in the given range Funds This report includes items with the Copy Funds code you specify Series Selects items with Series in the given range Subject This report includes items classified with the subjects you specify Title This report includes titles within an alphabetical title range you specify Title Sequence Number This report includes items with sequence numbers between the range you specify Titles are assigned a sequence number in the order they are entered into the system 296 Alexandria User s Manual Alexandria Reports Special Reports Patron Reports Item Reports Circulation
164. authors Please note the first Author is stored in Marc Tag 100 additional Authors are usually stored in Marc Tag 700 When you click on the Author Editor the following window appears Author Editor SS this is the author editor you can figure it out i m sure Author Editor 100 a Giff Patricia Reilly Delete Tag Delete Subfield Add Subfield The Author Editor allows you to easily enter multiple detailed subfields and add new Tags to any item title Click on the four icons to the left of the Tag field to Delete or Add Tags and Subfields Alexandria User s Manual 135 Item Management Item Information Fields Copy Information The middle portion of the Items window shows copy information for each copy of the current title that you have in your collection To view detailed information about a copy double click on the copy in the list The Item Copy Data window appears Item Copy Data Standard 8 68 26 88 Sep 15 1999 Sep 15 1999 This window includes tabs with various kinds of copy information Click on a tab to view the information in the tab window The following sections describe the information on each tab window Copy Info Barcode Each copy has a unique barcode number Barcodes can be up to 15 digits Alexandria assigns these numbers based on the value you enter in the Item Management preference window You can type over the number to change them The cop
165. b p m u fe 5 Copyright 2000 All rights reserved Alexandria User s Manual 229 Alexandria WEB Alexandria WEB Patron Details 230 Alexandria User s Manual Alexandria None Display a message Search Goto another pane Launch a URL Launch a file or application Open a help file Alexandria Explore ere Ae moa This chapter explains how to configure and search Alexandria collections using the Alexandria Explore interface NOTE Alexandria Explore is an optional feature of Alexandria You must purchase a separate license to use this feature Alexandria Explore provides an attractive iconic interface through which patrons can search the local collection and perform other activities The librarian configures the iconic interface Each button can be arranged with an attractive icon and short text label below it Alexandria Explore supports multiple languages so the text labels shown below the icons will dynamically change depending upon your language settings Each icon button can be configured to do one of the following actions e Display a message Clicking on a button will display a message Use this capability to configure simple messages for library patrons e Perform a search The search is configured using the standard Alexandria Boolean search interface so any search supported by Alexandria can be per formed by clicking on an icon Go to another pane Display another pane This
166. be added Require Matching Collection When ON copy data is ignored for copy tags where the 852_a collection code doesn t match the current collection code as specified on the Library Information Preferences window see Library ID Code on page 87 When there is no 852_a information it is assumed to be the local collection code When OFF all copies are imported no matter what the 852_a tag contains Default setting is OFF Alexandria User s Manual 353 Data Import Data Import Dialog Patron Settings Global Settings Item Settings Standard Patron 1188886 11668660 r re Starting Patron Barcode If a new Patron Barcode number is required Alexandria will begin assigning numbers beginning with this value Alexandria always checks to see if a value is already in use and if it is a new number is automatically selected Default is 1100000 Patron Policy If an imported patron doesn t have a policy defined in the import file this policy will be used Default is Standard Patron Allow Patron Updates When this option is selected imported data is used to update existing Patrons if key fields match When this option is not selected only new records are added Default is ON Use Existing Barcodes When this option is selected barcode numbers found in imported records are used as is during import When this option is not selected all barcodes are reassigned using your next available barcode numbe
167. be put into 852_a Default is Library ID Funding Source lf the copy funding code for the imported item record isn t specified your funding code will be put into the record Default is blank 352 Alexandria User s Manual Data Import Dialog Data Import Use Existing Barcodes When this option is selected barcode numbers found in imported records are used as is during import When this option is not selected all item Barcodes are reassigned using your next available barcode number Default is ON If you know for sure that your Vendor assigned dummy barcode numbers with your Marc records you ll want to turn this option off to force Alexandria to assign new barcode numbers according to your system preferences Allow Title Updates When this option is selected imported data is used to can update existing Titles if key fields match When this option is not selected only new records are added Default is ON Typically you ll want Alexandria to add new copies to existing titles or use the import function to update brief records If however you want Alexandria to create new Title records for each Marc record imported turn this option OFF ON If title or copy data is matched the existing title record is modified whether that means adding copies or updating copy and title info OFF Existing titles are never modified by import If a barcode matches it is reassigned Title records are added copies may or may not
168. begin on closed dates When ON this option allows users to place reservations that begin on closed dates Allow reservations to end on closed dates When ON this option allows users to place reservations that end on closed dates Days to look ahead when checking out reservations This sets the number of calendar days that Alexandria looks ahead for reservations when items are checked in During check in if a reservation is detected within this time period Alexandria displays a notice for the user The GG and GPP Circulation commands also take this date into account before checking reservation items out to Patrons Default is 5 days Print receipts on check out When ON Alexandria will automatically print a receipt similar to the Current Item Details button for every item that is checked out When OFF receipts can be printed manually using the D or OP command in the Circulation window at the end of a transaction Print In Stock Hold Slips When ON Alexandria will print a receipt when an item becomes an In Stock Hold Print receipts for payments and refunds When ON Alexandria will print receipts for payments and refunds Ask before printing receipts When this box is checked Alexandria will prompt you before printing out any receipts Alexandria User s Manual 79 Preferences Check Out Options Check Out Options This pull down menu is a new feature to Alexandria It allows librarians to limit the capa
169. bilities of the Check In Out Circulation mode Allow check in during check out Allow check in with confirmation during check out Don t allow check in during check out These three options are Allow check in during check out If Alexandria is in check out mode this option allows items to be checked in to the Circulation window as well Allow check in with confirmation during check out If you try to check in items while the Circulation window is in check out mode Alexandria will prompt you for permission before checking in an item Don t allow check in during check out This will not allow items to be checked in from the Circulation check out window For example your library may require separate Data Stations some that only allow items to be checked in and others that only check out 80 Alexandria User s Manual Display Settings Preferences Preferences NETTER Display Settings Preferences Advanced Bookings Alexandria Researcher Archive Calendars Circulation Display Settings Item Management Library Information Orders Patron Management Policies Routes Sounds Web Word Processor Preferences Display Settings Miscellaneous FY Patron Management ene Item Management FE Freferences __ Bulletin Board ET Circulation es Reports Details p Search foal Lookup Browse PE Quick Reports EF Import ET Subscriptions General Set Default A NOTE To customize a co
170. blem which may require a full Rebuild If you don t shut down your Data Station properly a Data Scan will be initiated automatically when you next start Alexandria You can cancel this operation but it s not recommended unless you plan on restoring a backup This Utility is only available on the Data Station Librarian Workstations do not offer this selection Alexandria User s Manual 347 Alexandria Utilities Items Patrons Circulation Export Items Export Patrons Export Other Check for Updates Database Catalog Utilities Verify Utilities Main Author Secondary Author s Title Subject Topical Subject General Subject Chronological Subject Geographic Motes Content Notes General Notes Summary Publisher Interest Code Curriculum Code Bibliographic Code Series Medium Catalog Utilities Catalog Utilities Utilities STET Modify Remove Catalog Utilities Main Author Dictionar Catalog Utilities allow the user to add New Modify or Remove any information in a Marc record within your collection Only records in a selected range are examined for modification When an asterix appears next to a menu selection it means that only one of the selected is allowed per item For example you can only have one Main Author per title and there can be only one Medium type Catalog Utilities permanently modify groups of records If you are unsure or just
171. bout Text Allows you to customize the text shown at the bottom of the Web About window Hold Comment Text Allows you to customize the text shown for patron holds Can contain library rules or other short note Reservation Comment Text Allows you to customize the text shown for patron reservations Patron Status Text Allows you to customize the text shown for checking patron status Require ID and Password lf ON web access requires patron ID barcode and password When off any Internet user has the ability to peruse the catalog collection The Default is OFF Allow Web Holds When OFF hold requests via the web are disabled Hold requests require a patron ID barcode and password The Default is ON Allow Web Reservations When OFF reservation requests over the web are disabled Reservation requests require a patron ID barcode and password Default is ON Allow Web Patron Status Checks When OFF patron status requests over the web are disabled Patron status requests require a patron ID barcode and password Default is ON Default Search Style Use this pull down menu to select the default search interface for Alexandria WEB queries Default is Simple Maximum Search Results This preference allows you to set the maximum number of items returned during a Alexandria WEB search query Valid ranges are from 50 to 500 The default is 500 224 Alexandria User s Manual Searching with Alexandria WEB A
172. by information you enter on the Registration window during installation Step1 Under the Edit menu select Preferences Step2 In the Preferences window select Web in the field Step3 Use the Web preference window to set preferences for Web access users see Alexandria WEB on page 223 Step 4 To use Alexandria WEB launch your web browser for example Netscape Navigator or Microsoft Internet Explorer Step 5 In the URL field on your browser window enter the TCP IP address of your Data Station the TCP address is displayed in the transaction log when you first launch the Data Station or DNS name assigned to that TCP IP address by your system administrator The URL field is usually at the top of the browser window On the Netscape Navigator screen the field is labeled either Location or Go To Step 6 If you changed the port value when setting the web preferences type a colon followed by the port number at the end of your WWW address For example if the location of your Data Station is www alexweb com and you changed the port value to 81 type www alexweb com 81 in the Go To field without the quotation marks NOTE If you are not familiar with browsers domain names IP addresses and other information referenced above see your system administrator or other qualified individuals in your organization to help you get setup Alexandria User s Manual 29 Installing Alexandria Installing NetLink
173. ceseceeseeeeceeeeseeeeseeeeeees 6 Barcode Your Collection ccccccceccceeeeeseeeeeeeeeeseesesaeeeeees 7 Guidelines for Choosing Barcode Numbers rrrnrrrnnnnrnnnnnen 7 Sample Barcode Numbering Scheme ccsseeeeseeeeees 8 Classes of Barcode Labels cccccccceeeeceeeeeeeeeeeseeeesaees 9 One and Two Part Labels rrrannennnnnnrnnnennnnnnnnanennnnnennannennnn 9 Where to Place Barcode Labels rrrrnrrnrnvrrnnrrrnnrernvrrnnven 10 When to Label items rrrrrnnnnanrnnnenanrvnnnnnnrnnnnnnannnnnrnnnnnnnnnn 10 Barcode Readers rrnanennnrnnnnnnnnnnnnnnannnnnennnrnnnsnnnnennnennnennn 10 ENO KEM Dala seeren e aie 11 Enter Patron Data arronrnnnennrnnnrnnnrnnnevarnnnrnnnennnrnnrnnernnnennnnn 12 Set Your Library Preferences rrrrnnnnnranennnnnenranrennnnennannen 12 Develop a Machine Maintenance Strategy rrrrrrnnrrvnrnnnr 12 Develop an Alexandria Maintenance Strategy 00 12 Evaluate the Security of Your Data Station rrrarrrrnrrenen 13 Installing Alexandria s rannnnnennnnnnnnnnennnennnnnnnnnnennnen 15 Hardware and Operating System Requirements 15 Alexandria Communication Systems rrrrnrrrnnnrrrrnnnrnnnnnnn 16 Installation Summary read this first rerorrerernnrernnrnnnnrr 17 Installing Alexandria Clients rrrrrnrrnrnnnrrrnnrrrnnnrernsrrnnnnnen 27 Client Installer Resources rrrurnrnnnnnnennnnnrrnnnnnnnnnnnnennnn
174. ch repeated element For example a Title report sorted by Subject will have the same Title information listed under each Subject sort element Simple isn t it A Title based report selected by Copy Data will only show titles and the specified copies Copies for a Title that are outside the selected range are ignored In the same way a Copy report selected by Title information will select all the Copies for each selected Title Since Alexandria allows you to quickly prepare and view your reports it s easy and fun to experiment with different options to prepare a varying range of powerful reports Item List These reports are used to view Title information for the records in your collection Alexandria User s Manual 289 Item Reports Preparing Item Reports 1 Line The report contains basic information about each selected Title Use this report when minimal information is required Summary A simple report compiled in a compact format with one or two titles per line The report contains everything found in the 1 line report but the information is easier to read Use this report when minimal information is required Detailed A report with full Title information including each item s Call Number Title Author Place of Publication Publisher Date of Publication Sequence Number LCCN ISBN Policy Information for each copy including Copy Number Barcode Number Accession Date Vendor Cost and Location Two or three i
175. cked out cannot be removed until all items have been returned to the library or recorded as lost Take Patron Picture If you have the correct software installed you can use a digital camera to snap a Patron s picture Use this command to begin the process Paste Patron Picture If you have a picture on your computer clipboard this command will paste it into the patron picture field Remove Patron Picture Clears the Current Patron picture Show Details Shows details for the current patron Displays the same report as the Details button on the Circulation window Show History Shows the history of patron transactions When history is turned OFF only payment and fine history are maintained and displayed 112 Alexandria User s Manual Special Patrons Patron Management Special Patrons When you start Alexandria it creates several special patrons using barcodes 1 through 6 These patrons are used to track items with a special status such as lost archived On Order or out for repair Barcodes numbered 1 19 are reserved for Alexandria usage If you attempt to add barcodes in these ranges they will automatically be reassigned by the system You can not Add Remove or Modify records in this range Special patrons are generally not shown in browse lists reports or other areas of the program In order to view them they must be selected via barcode number in either the Circulation window or Patron Find window Barc
176. command line Alexandria changes barcode 3009 to 9000 and enters 9000 into the command line which will check in the book You can use this command to change patron barcodes as well as item barcodes Start Statistics Mode Command Y Start Statistics Mode Use this command to record items as being used without checking them out If certain items in your collection are often used without being checked out use this command to collect better statistics about library usage As Alexandria collects statistics on an item it counts a check out as usage of an item However there are many times when an item is used but is not checked out For example books left on tables in the library at the end of the day were probably used even though they were not checked out You can enter these item barcodes before re shelving them and they will be marked as used for the purpose of collection statistics When you enter a barcode under this command the item usage statistics and time based statistics are updated and the item is marked as used in the transaction log To use a portable reader to record used items enter Y on the command line and then scan the used item s barcodes 190 Alexandria User s Manual Other Circulation Commands Circulation Change Item Policies Command UI new policy code Change Item Policies Use this command to quickly change the policy codes for a number of copies For example suppose you want to m
177. conversion program creates an Alexandria Data folder and copies all your library data from your Version 4 COMPanion Data folder Your Version 4 data is not modified in any way Save it for archive purposes Unless you already have install Alexandria v5 according to the instructions in this chapter don t register the program right now you ll do that after you move your converted data Copy the Alexandria Data folder created by the Alexandria v4 to v5 Conversion program into your Alexandria v5 folder replacing the empty folder created by the installer That s it Your Version 4 data has been converted and moved into Version 5 Launch Alexandria v5 and enter your registration information to begin using the new system For archive purposes save your old COMPanion Data folder until you ve confirmed that all your data was correctly processed If you have any problems call COMPanion technical support 1 COMPanion offers an Alexandria v4 to v5 conversion service Send your Alexandria v4 data to COMPanion with a PO for part number D4399 and we ll convert your data for a flat 200 This includes full conversion from v4 to v5 you ll receive back a CD ROM via Federal Express with an Alexandria v5 folder ready to drag to your desktop Your data will be imported and your system registered All you have to do is drag an icon Alexandria User s Manual 33 Installing Alexandria Transferring data from AfW Transferring data from AfW If
178. cording to the Browse By order Last Shows the last record according to the Browse By order Finding Records The Find command under the Edit or Command menu can be used to locate a specific record Alexandria searches for a record that matches the information you enter and shows the complete record in the main window For example if you search for a patron with the name Anderson Alexandria finds the first patron record with that name and shows it as the Current Patron in the Patrons window The Browse By selection is automatically set to match your Find field When you choose the Find command the following window appears Last Name Closest match Andersen Click the arrow at the end of the Last Name field to choose to search other fields Click the arrow at the end of the field to choose to search for an item that starts with the string you enter or exactly matches the string you enter If no record can be located Alexandria will sound an audio alert and the current record will not be changed Click the Find button to locate the record or click the Cancel button or close box to cancel the Find operation 1 Shortcut Hold the lt shitt gt key down when you click on the left arrow to select the First record and lt shift gt click on the right arrow to get the Last record 2 Note Because the terms shown in this menu can be customized by the user your choices may have different names 46 Alexandria Use
179. ction Log 161 Closed Days 73 Collection 137 Collection Analysis Super Summary 324 Colors Window 81 Command Bar Codes 321 Command Line 155 Community ID 93 116 Condition 136 Configuring the District Librarian 371 Contact Notes 118 Content Notes 143 Conversion Rules MARC Data 365 Copy 136 Copy List Reports 291 Copy Notes 138 Copy Statistics 139 Copy Usage Report 291 Custom Bar Code Labels 322 Customizing Alex Web 223 D Database Utilities 347 Default Item Medium 84 xiii lt Emphasis gt Textbook Librarian User s Manual Default Item Policy 84 Default Language 70 Defaults Word Processor 105 Defining Groups 65 67 Discarded Items 171 Display Settings 81 Display Settings Preferences 81 District Administrator User Level 61 District Librarian 370 District Menu 369 370 Don t Show in Alexandria Researcher 144 Duplicating Records 49 E Edition 131 E Mail 88 e Mail address 117 Export Items 343 Patron Data 345 Patrons 345 Exporting Item Data 343 Exporting Patron Data 345 Extent 140 F Fax 116 Field Mapping Window 358 Find an Item by Call Number 166 Find Item by Title 166 Follett Interleaved 2 of 5 76 Font Settings 105 French Subject Headings 85 Funding Source 137 G General Materials Designator GMD 131 General Notes 118 Government ID 93 116 Grade 117 Graduation Date 117 Groups 65 67 Address Book 65 Creating 66 H Handling Charges and Payments 185 Header Line Import Export 356 H
180. d Processor Item Management Preferences Leading Articles This preference allows the administrator to specify which leading articles are to be ignored for cataloging and searching purposes Since leading articles vary from language to language this preference gives the librarian total control of how they are defined ltem Management Where is this preference used e Titles beginning with these words will be sorted by the next word The second indicator of the 245 tag is automatically set to the correct Marc standard value for the skipped leading article e Series beginning with these words are sorted by the next word The second indicator of the 440 tag is automatically set to the correct Marc standard value for the skipped leading article e When searching for titles queries beginning with leading articles will auto matically skip the term Thus the query The Cat in the Hat will actually search for Cat in the Hat e When searching for a series queries beginning with leading articles will auto matically skip the term Thus the query The Wizard of Oz will actually search for Wizard of Oz 86 Alexandria User s Manual Library Information Preferences Preferences San RERS EN Library Information Preferences Advanced Bookings Alexandria Researcher Archive Calendars Circulation Display Settings ltem Management Library Information Orders Patron Management Policies Routes Sounds
181. d patron s Name and Address Alexandria User s Manual 299 Circulation Reports Preparing Circulation Reports v Loaned Items Overdue Notices These notices are sent to patrons to inform them that they have Overdue Listings overdue items and should return them to the library You can change the text of these Dewey Eaua notices using the Letters preference Reservations Overdue Notices Overdue notices are generated for all overdue items unless you limit them by selecting a gan oe range of due dates For example you can set the date range to generate overdue notices Charges amp Overdue Fines 8 i Pery 8 8 vesener ene only for items overdue by more than a week Special Item Lists Reports Circulation Report Name Format sort By Overdue Notices 4Per Page PatronName 4 All Transactions If you select Include Charges Fees Fines then Charges Fees and Fines are included in the reports Otherwise they are ignored The following are the formats for overdue notices 4 per Page Overdue slips printed 4 per page One slip is printed for each overdue item or charge This is a good format to use when each patron has only 1 or 2 overdue items The slip includes the patron s Name Barcode Number Location Level Sublocation Government ID Library Balance and the item s Title Barcode Number Author Call Number Replacement Cost Due Date Return Date Daily Fine Fee Rate and Fine Balance for eac
182. d text e Paragraph keep together controls are supported e Supports headers and footers To create a header or footer drag the controls above and below the vertical scroll bars to create a header or footer area e Supports restricted column viewing for tabbed columns When this is turned on text that might overflow into another column is visibly truncated so that printed columns look nice Since the data is still in the report adjusting column width will expose more data This is a very useful feature for viewing tabular type reports e Supports URL links lt command gt click on a URL in VWP to display the link in your selected browser e Supports internal hot links for URL VWP links and multi media display This capability is only available right now for documents created by Alexandria It s mentioned here because it s a valuable capability of virtual word process ing that makes using Alexandria much more enjoyable and powerful Alexandria User s Manual 51 Alexandria Basics Library Bulletin Board Library Bulletin Board The Bulletin Board is used to create an electronic Bulletin Board for your library A librarian can post items on the Bulletin Board which all students can view via Alexandria Researcher The Bulletin Board also allows the librarian to associate notes or maps with item call numbers Thus when item details are displayed if an associated note or map is available it s automatically includ
183. dded patrons Default is 365 days Alexandria User s Manual 95 Preferences Policies Preferences Number of days to keep a hold request Hold requests that exceed the time limit in the patron s policy are automatically removed from the system Default is 28 days Number of days to keep an in stock hold request In stock hold requests that expire are automatically removed at the beginning of each day A notice is prepared so that items may be returned to the shelves or held for another patron Default is 5 days Total fines alert value lf the patron s total fines exceed this value an alert will appear when this patron becomes the Current Patron If you want an alert for any patron with fines set this value to 00 01 If you only want alerts for patrons with larger fines set that value here Default is 20 00 Apply period due dates Choose whether to apply period due dates to patrons under this policy If you decide to apply period due dates due dates for items are automatically adjusted at check out Default is ON Charge fines on closed dates lf this box is checked patrons under this policy are charged fines on both open and closed dates Otherwise fines are only charged on dates that the library is open Default is OFF Fines limited by item cost If you check this box a fine for a particular item is limited to its Replacement Cost if available Copy Cost if available or the policy average cost if availab
184. de Number and each item s Title Author Barcode Number Call Number Due Date Return Date Daily Fine Fee rate the number of fine fee 300 Alexandria User s Manual Preparing Circulation Reports Circulation Reports days totaled the total balance due by item and the total balance due for all items After the last letter a Summary is displayed Overdue Letters Same as the previous report but without the Summary page at the end Overdue Letters to Parents Same as the previous report but is addressed To the Parents or Guardian of rather than the actual Patron NOTE Email An overdue notice sent to the patron using the Email address in the You must have your patron record A summary report is prepared so you have record of which Email preferences patrons were sent Email notification correctly configured for Hook Patron Notices These include the following notices You can change the text of these notices using the Letters preference see Letters on page 78 Loaned Items Hold In Stock Notice sent to a patron to inform them that a book they have Overdue Listings on hold is available in the library Hold Requests Reservations Recall Letters Notice sent to a patron asking that they return a book they Overdue Notices Patron Notices Sete Bl Charges and Overdue Fines Reports which include both fines and overdue records Special Item Lists with fines Within specified ranges only fines and ot
185. der Budget Allocations on page 252 262 Alexandria User s Manual Budgets Management Orders Vendors amp Budgets Total Budget The total budget for your library is displayed at the bottom of the budget window Typically your library budget is set once but can be changed at any time Total Budget Total Amount Total Committed Total pent Total Balance 26 88 8 68 8 68 168 The Total Budget tab includes the following information Total Budget The total dollar amount of the library budget You may change this value at any time The percentage displayed below is the percentage of budget which is currently allocated to budget categories Total Committed The total dollar amount committed by all purchase orders This amount is automatically updated as purchase orders are Issued This number cannot be modified from this window The number displayed below is the percentage of your total budget which is currently Committed Total Spent The total dollar amount spent This amount is automatically updated as purchase orders are Closed This number cannot be modified from this window The percentage displayed below this is the percentage of your total budget which is currently Spent Total Balance The remaining amount in the library budget It s computed by taking the library budget minus the amount committed and spent The percentage displayed below is the percentage of the total budget which is currently r
186. does not save the results of a previous report Since all reports are Barcode Labels standard word processing documents you can save the actual report like any other Mailing Labels document Rolodex Cards Use the following steps to create Quick Reports Step 1 Select a report from the Reports menu Step 2 Select all the options you want for this saved report template Reports Patrons Patron List Homeroom Na 7th Grade 8th Grade Create Quick Report Print Step 3 Click on the Create Quick Report button When the following dialog comes up give the Quick Report format you just created a name NOTE You can not change the Please enter a name for the report you want to name of a Quick Report save although you can remove the one with the bad name and create another 7th and 8th grade Patrons by Homeroom Step 4 Click on OK to save the Quick Report you just created otherwise click Cancel 2 6 Alexandria User s Manual Creating Quick Reports Introduction to Reports Step5 To view your saved report formats templates select Quick Reports from the Reports menu Quick Reports Report Type Report Name rth and 8th grade Patrons by Homeroal Ll Skip Some Labels Edit Report Alexandria User s Manual 277 Introduction to Reports Using Quick Reports Using Quick Reports Use the following steps to use the Quick Reports you ve saved Reports
187. dor Ctl H When you have entered all the information for this record click the Save button in the upper right hand of the window The record has now been saved If you want to disregard the information you have entered click the Revert button and the previous record information will be restored If you try to select another record or leave the window without saving your changes the following warning message will be shown Message The current record has not been saved Do you wish to save it before viewing another record or window If you click on Cancel you ll return to the previous window with your newly entered information intact Click the Discard button if you want to disregard the data you just entered Otherwise click the Save button to save your input Duplicating Records Use this command to copy information from the current record into a new record You can then modify the record to create a new one This will save the time when you add records that are similar Removing Records Use this command to permanently delete a selected record In most cases a warning window will ask you to verify that you want the record permanently removed Permanently remove this patron Remove Cancel Click the Remove button to permanently remove the record or the Cancel button to ignore the request to remove the record You cannot undo a remove When a record is removed all associated information is also removed F
188. down menu Add NEW medium book cdrom computer file filmstrip kit magazine music cd picture realia sound recording url videorecording Volume The volume field distinguishes multiple volume works such as encyclopedias certain periodicals and books Enter only a number in this field the word Volume automatically appears when volume is referenced on an Alexandria window If the item isn t part of a multiple volume work leave the field blank The Volume is saved at Marc Tag 092 v or 440 v Edition Enter edition information as you want it to appear in reports For example 2nd Ed or 2nd rev Ed The edition is saved in Marc Field 250_a LCCN Enter the item s Library of Congress Control Number The LCCN is a unique 8 digit identifier assigned to an item s bibliographic record You may enter the LCCN with or without punctuation however only numeric digits are saved Saved in Marc Field 010_a ISBN Enter the item s International Standard Book Number The ISBN is a unique identifier A title may have more than one ISBN e g the ISBN for the hardback edition differs from the paperback edition Alexandria only displays the first ISBN found in the Marc record Saved in Marc Field 020 a You can enter an ISSN rather than an ISBN If the number you enter is 8 digits Alexandria assumes the number is an ISSN and saves it at Marc Field 022 a If it has 10 digits Alexandria assumes it is an ISBN
189. down the left side and months of the year across the top Library usage is printed in each cell Use this report to determine which item groups are being used in the library during which months of the year This information can be used for budgeting staffing and other uses by Patron Policy For each item policy patron policies are listed along with the types of activities performed Use this report to determine which patrons are using which items in the library Alexandria User s Manual 307 Circulation Reports Preparing Usage Statistics Reports Usage by Patron Policy Allows the librarian to see if patrons with a particular policy are used during different periods 7 Usage by Period by Day of Week Prints a grid with patron policies down the left side and Return Statistics days of the week across the top Library usage is printed in each cell Use this Usage by Item Policy Usage by Patron Policy report to determine which patron groups are using the library on which days of ee iia eee the week This information can be used for budgeting staffing and other uses Usage by Item Patron Policy by Month Prints a grid with patron policies down the left side and months of the year across the top Library usage is printed in each cell Use this report to determine which patron groups are using the library during which months of the year This information can be used for budgeting staffing and other uses by Item Policy Use th
190. drive use the following steps to import the data into Alexandria refer to your SmartScan User s Manual for more details Step 1 Firstly make sure to backup your current Alexandria data Step 2 Use the command followed by lt enter gt in the Circulation Window to open the Import Commands window Step 3 Use the Add File button to add inventory files to the Script files to process field If you are downloading several inventory files before importing them see the example below make sure you are renaming the files or moving them to different directories so that they do not have the same name and they do not get replaced Step 4 Once the inventory file you want imported from the Script files to process field is highlighted click the Run button to begin import Import Commands int files to process Inventory txt Add File Inventory l txt Inventory2 txt Remove File Inventory3 txt Inventory4 txt Step 5 Your data is now imported into the Alexandria database 1 Refer to the SmartScan manual 194 Alexandria User s Manual Advanced Bookings beer This chapter describes the Advanced Bookings feature supported in Alexandria Advanced Bookings capabilities are available as a separately priced Alexandria module NOTE Advanced Bookings is an optional feature of Alexandria You must purchase a separate license to use this feature Alexandria Advanced Bookings greatly enhances the reservatio
191. e to find the patron and their barcode Step2 Alexandria sets the due date for items using the Circulation Policies established for your collection To enter a different due date use the Set Override Date command date detailed on page 162 As you check out items the item details appear on the Circulation window A line is also added to the transaction log to show that this item has been checked out Step 3 Enter or scan the barcode for the item you want to check out to the Current Patron Alexandria User s Manual 169 Circulation Checking Items Out and In Special Conditions When Checking Out Items When you are checking items out Alexandria will alert you to special conditions that may affect check out e If you enter a barcode for a book that is already checked out a message appears Message Music of the 60 s 5978 15 out to Marijane Lou Coots Would you like to check it in immediately You can choose to check this book in or cancel the request to check it out e If checking out an item to the patron violates a set policy Alexandria shows you a warning message For example if a patron exceeds the limit for the num ber of items they can check out or exceeds the overdue limit a warning mes sage appears If more than one policy setting is violated the messages will appear in a single window Message Patron Marijane Lou Coots 1036 Item Music of the 60 s 5978 Maximum number of items 3 ar
192. e For an action other than those displayed in the mode field enter a command followed by the barcode and press lt enter gt for additional actions This will apply the action only to the barcode you enter It does not change the mode Thus entering a command of B 13456 per forms a bookdrop command only for item 13456 e Enter a command without a barcode If you enter a command without a bar code the current mode changes For example if you enter H and press lt enter gt the current mode is set to Hold You can then enter a barcode for each item you want placed on hold for the Current Patron SHORTCUT You can enter an equal sign as a shortcut for the current item barcode Thus H places a hold on the current item Alexandria User s Manual 155 Circulation Using the Circulation Window Using Help for Commands Click the Help button to the right of the command line on the Circulation window to display information about commands and how to use them When you select a command from the list in this help window it displays information about that command It also displays the command letter and a blank field where you can enter the barcode or any additional information for that command Alexandria Help gf HELP for HELP gt Bookdrop i gt Catalog Items Assign Keywo gt Change Barcode Number gt Change Item Policies gt Change Patron Policies g gt Charge a Fee gg Check insCheck ou
193. e It s a simple form that can be used to record transactions which can later be entered into Alexandria when the system is active again You can also use one of COMPanion s portable laser scanners to perform transactions when the computer system isn t available Reports Special Report Name Manual Checkout Sheet NOTE Command Barcodes Prints a sheet of barcodes that can be used to scan commands into the Circulation window These command labels can be used with the Reports Special portable reader to enter Circulation commands into the reader Report Name Command Barcodes To perform a specified command in the Circulation window just scan the command with your scanner Print this sheet and attach it to your desk for quick entry of Circulation commands Preferences Report A report of all library preferences which are not available through other reports Reports Special Report Name Preferences Report Alexandria User s Manual 321 Special Reports Policy List Library Calendar Calendar Notes Manual Checkout Sheet Command Barcodes Preferences Report Custom Barcode Labels Authority Reports system Analysis Super Summar Preparing Special Reports Custom Barcode Labels This report prints barcode labels sorted by number over a specified range This report will only work with Sheet Feed printers It will print Code 3 of 9 labels 30 per page on special laser printer pap
194. e Item Management window Default is OFF Enable Authority Control When this check box is set Alexandria forces Authority Control when adding or editing item records see Authority Control on page 126 for more information Default is OFF 84 Alexandria User s Manual Item Management Preferences Preferences Cataloging This portion of the window sets the rules for cataloging items O SE preferences Item Management Leading Articles i _ E i a _ _ These options tell Alexandria which subject headings you want cataloged Since cataloging only occurs during importing or modification of records your changes will only be reflected in new records unless you rebuild your database Catalog LC Subject Headings Default is ON Catalog LC Juv Headings Default is ON Catalog National Library of Medicine Headings Default is OFF Catalog National Agricultural Library Headings Default is OFF Catalog Source not Specified Headings Default is ON Catalog Canadian subject Headings Default is OFF Catalog French Subject Headings Default is OFF Catalog Sears Headings Default is ON Index 700_t as a Title Default is OFF Alexandria User s Manual 85 Preferences Administration Advanced Bookings Alexandria Researcher Archive Calendars Circulation Display settings Item Management Library Information Orders Patron Management Policies Routes Sounds Web Wor
195. e New Tag button The following window appears Enter new tag number In this example a new 008 Tag will be created if you click on OK e To remove an existing Tag click on the Tag number All the data in the Tag will be highlighted so you can see which Tag is selected Click on the Remove Tag button to remove the Tag e To Edit an existing Tag s subfield data click on the data A pull down menu will ask you to confirm that you really want the tag removed e Subfields are shown in the third column and are limited to a single letter or number No punctuation or spaces are allowed in the Subfield column Use the buttons at the top to create a New Subfield The data for the Subfield is shown and can be edited or entered in the fourth column New Subfield Remove Subfield_ 010 a e6028202 RE 022 a e6028202 0 100 a Giff Patricia Reily 0 E Laura Ingalls Wilder book Growing Up In The Little House Viking Kestrel New York M Y U S A 1987 Accelerated Reader 7 10 921 WIL 148 Alexandria User s Manual Marc Editor Item Management e To Edit a Tag s indicators click on the indicator The indicators can be modi fied using the following window e Tags between 001 and 009 have no indicators or subfields They can be edited as a stream of characters A special editor is available for the 008 Tag Alexandria User s Manual 149 Item Management Marc Editor To edit the
196. e Patron Picture Paste Patron Picture EY Remove Patron Picture Show Details lt gt ED Show History Female Anderson 3211 Olympus Cr Address 2 Salt Lake City Attachments Anderson Darla 1001 Items Out Lifetirne Usage Items Overdue Lifetime Oyverdues Pending Holds Reservations In Stock Holds Reserves Last Use Last Validation Next Validation Due Accession Date Current Previous Policy SO9 S07 Keep Patron History When this box is checked Alexandria keeps a history of this patron s transactions You can view the transaction history data by using the Show History selection on the Patrons menu or the button that appears when this option is checked activated Alexandria User s Manual 119 Patron Management Patron Information Fields Attachments Patrons Last Name Jessica 3211 Olympus Cr Address 2 Jackson LISA D You can associate web pages multimedia and other documents to a patron using the Attachments tab To add attachments use the icons on the right of the window or drag and drop documents into the attachment list To edit an attachment double click on its name in the list To view the attachment lt option gt double click on its name in the list Attachments are shown in the Patron Details window 120 Alexandria User s Manual Alexandria Item Management This chapter explains how to manage information for the items in your library Maintaining info
197. e Print button to prepare the report Step 7 Make any desired changes using the Word Processor tools Step 8 To send to the printer either click on the printer icon or choose Print under the File menu Route Report Formats Routing Slips Prints routing slips for all selected routes Generally Alexandria will either print the routing slips automatically when items are received or you ll print them individually from the Routing Management or Circulation window However if you d like to print several at once this report is available Routing Slip I line A brief one line per route report is printed Complete All Routing information is included on this report x Route Name Sorting Options for Route Reports Route Name The report will be sorted by the Route Name Responsible Patron Name The report will be sorted by the Responsible Patrons name v All Routes Selection Options for Route Reports NOU All Routes Include all routes in the report Responsible Patron Barcode Route Name All routes within a specified range are included in the report Responsible Patron Barcode All routes within a specified range are included in the report 318 Alexandria User s Manual Special Reports These reports are special because they don t seem to fit into any other categories They are used for displaying and printing information about your Policies Calendars Barcode Labels and your Registration Ca
198. e already checked outto this patron Override and check this item out anyway If you have authority to override policies the window includes the Do you wish to allow this check out anyway option You can choose to let the patron check out the item even though it exceeds the specified limit or cancel the request to check it out If you do not have authority to override policies only a warning message is displayed and you will not be allowed to check out the item to the patron O Unknown Barcode B If the item barcode you enter is not assigned to an already existing item and is not in the temporary barcode range defined in your preferences the following window appears Create New Item Create New Patron You can choose to Ignore Barcode if you entered it incorrectly or you can select one of the other options If a copy is designated as an in stock hold for another patron an error message will appear If you have authority a Cancel Override button will appear at the bottom of the screen Clicking Override will check the copy out to the Current Patron with the in stock hold back at the top of the hold queue If you do not have authority no override options will be available and item check out will be denied 170 Alexandria User s Manual Checking Items Out and In Circulation Using Special Patrons There are several special patrons that are created automatically by Alexandria You can use these patr
199. e entered text 2nd Location This report only includes transactions for patrons in the SubLocations you specify If you enter only a Starting with or Ending with selection Alexandria will select all records where the SubLocation begins with the entered text Patron Name This report includes transactions for a specified range of Patron Names If you enter only a Starting with or Ending with selection Alexandria will select all records where the name matches the entered text Patron Barcode This report includes transactions for a specified range of Patron Barcodes If you enter only a Starting with or Ending with selection Alexandria will select all records where the barcode matches the entered text Item Barcode This report includes transactions for a specified range of Item Barcodes Item Policy This report includes transactions for a specified range of Patron Policies If you enter only a Starting with or Ending with selection Alexandria will select all records where the Policy name matches the entered text Reservation Begin Date This report only includes reservations that start during a date range you specify If you enter only a Starting with Date Alexandria will assume an Ending with date in the far future If you enter only an Ending with value the Starting with value is assumed to be in the very far past Request Expire This report only includes Hold requests that expire during a date range you
200. e had data damage due to power outages or other hardware failures you should run this utility to repair any damage Alexandria User s Manual 331 Alexandria Utilities Item Utilities Replace Information Utilities Replace Information Modify Call Numbers Remove Title Remove Copy ra Remove Archived Copies Items 4 Remove Lost Copies Remove Discarded Copies Remove Copy Transactions Match Title Call Numbers Item Policy Audio Visual gt Title amp Copies Match Title Policies Copy Collection Copy Location Show in Researcher Don t show in Researcher All Items Use this utility to change an existing value to a new value for a group of items The following options are available Item Policy Replaces the Policy for the selected Copies If you select only Titles amp Copies all copies for that title are updated Use the pull down menu to specify which Policies are modified Copy Collection Replaces the Copy Collection data with whatever you specify Copy Location Replaces the Copy Location data with whatever you specify Don t Show in Researcher Sets the Don t Show in Alexandria Researcher check box to ON for each Title selected Show in Researcher Sets the Don t Show in Alexandria Researcher check box to OFF for each Title selected 332 Alexandria User s Manual Item Utilities Alexandria Utilities Title amp Copies Modify Call Numbers Titles Only Copies Only SSeS L ti lities
201. e the busiest for your library by Day of the Month Provides statistics on transactions during specific days of the month Use this report to determine which days of the month are the busiest for your library by Month of the Year Provides statistics on transactions during specific months of the year Use this report to determine which months of the year are the busiest for your library by Hour by Day Prints a grid with hours down the left side and days of the week across the top displaying usage in every cell Use this report to determine which hours of the day are busiest on which days of the week Return Statistics Prints a summary report on how close to the due date items are returned A negative number indicates that items are returned before the due date a positive number indicates that items are returned after the due date This information can be used to help determine if your library s loan period matches the actual return rate of your patrons Usage by Item Policy Allows the librarian to see if items with a specific policy are used during different periods by Day of Week Prints a grid with item policies down the left side and days of the week across the top Library usage is printed in each cell Use this report to determine which item groups are being used in the library on which days of the week This information can be used for budgeting staffing and other uses by Month Prints a grid with item policies
202. ecord using the speech preferences you ve selected Find This selection opens the Find window Depending upon what window is on top Find can be used to locate a specific record from your database or text in a word processing file Find Again Finds the next matching record or data in the word processor Paste From File Allows the user to paste information from a file Preferences This selection opens the Preferences window Preferences are used to customize Alexandria for your needs see Preferences on page 57 Show Menu Show Bulletin Board Patrons Items Circulation Search Orders Budgets Vendors Subscriptions Routes Chrl L Ctrl l Etrl T Ctrl F Alexandria Basics Show Menu Use this menu to move between various Alexandria functions such as patrons items and Circulation For example if you need to manage patron information select Patrons from the Show menu To check out items or perform other transactions select Circulation Each option in the Show list has a corresponding chapter in this manual Refer to the specific chapter for more detailed information about the function Bulletin Board Used to create an electronic library Bulletin Board Librarian can post items on the Bulletin Board which all patrons can view via Alexandria Researcher The Bulletin Board also allows the librarian to associate notes or library maps with item call numbers Thus when circulated item details
203. ed Select Bulletin Board from the Show menu to view the Bulletin Board D Bulletin Board JD x File Edt Show Reports Links Window Help Bulletin Help RETT amp Hae ai rs re Se EET You can use the bulletin board to display text and images to all patrons Two types of documents are available Document and tap Simply click the Add button and type inthe document name and optional expiration date and then click on OK Then type or paste in whatever you d like to display and save your changes You can also cause the content to appear in the tem Details for all tems in a certain call number range When creating a new bulletin select Wap from the document types popup menu and enter a call number range Ariftap tiles will be displayed with a book icon next to them in the bulletin list documents will have a note icon next to them Any documents with the word Help in their tithe mill have a help icon displayed next to them Hew Bulletin Remove Bulletin To remove an item from the Bulletin Board select it and click on the Remove Bulletin button Bulletins can be any Alexandria virtual word processing document You can even post Alexandria reports as Bulletin Board entries Thus rather than posting an overdue report to the wall of the library you could post it to the Alexandria Bulletin Board To print the contents of a Bulletin select Print from the File menu or click on the Printer icon in the word processor contro
204. ed level If you enter no text the selection is ignored The default name for Level in a school library is typically Grade Location This report includes patrons with Locations between the Starting with and Ending with ranges If you enter only a Starting with or Ending with selection Alexandria will select all records where the Location begins with the entered text For example entering HR1 would select HR100 HR10 and HR1B37 If you enter no text the selection is ignored The default name for Location in a school library is typically Homeroom Name This report includes patrons with Names in last Name First Name Order between the Starting with and Ending with ranges Use this to compile reports for all patrons within a particular family or to print lists selected from any alphabetical range of Names If you enter only a Starting with or Ending with selection Alexandria will select all records where the data begins with the entered text If you enter no text the selection is ignored No Activity This report includes patrons who have not used the library within the specified date range If you enter only a Starting Date the ending date is assumed to be in the far future If you enter only an Ending Date the Starting Date is assumed to be in the far past If you don t enter any date the Starting Date is set one year in the past Sublocation This report includes patrons with Sublocation be
205. ed on this accession date Collection This code specifies which collection a copy is associated with Typically this is used only for multi collection systems The Collection is shown at 852_a in Marc records When this value matches the collection code for your library its considered part of your library collection The library ID code on the Library preference window is used as the Collection code for all copies in your library Location This information appears at the Research Workstations to help the patron find an item Patrons look for items in your library by call number If you have items outside the library or in an unusual place in the library enter the location here For example you might enter Computer Lab for computer disks or Music Room for audio tapes The Location is shown at 852_b in Marc records Purchase Cost The cost is used for recording purchase costs of the copy If you do not enter a cost Alexandria uses the Item policy s default average for determining the cost of an item The Copy Cost is shown at 852_9 in Marc records Replacement Cost In many libraries patrons are charged a replacement cost for a lost item rather than the library s purchase cost The Replacement Cost defaults to the Purchase Cost but can be later modified by the librarian as replacement costs change When the value of a copy is required Alexandria first checks to see if a Replacement Cost is available If the Rep
206. elines for determining your barcode numbering e Use the same number of digits for items and patrons e Consider using an employee ID or student number for patron barcodes be sure employee IDs or student numbers do not coincide with item numbers e If you have more than one library in your system use a unique barcode num bering scheme for each library s collection This will make it easier to manage a central catalog with holdings from all libraries within the system If items are moved between collections the barcodes will remain unique and do not inter fere with existing item barcodes e Use the simplest numbering scheme possible that still meets your needs Alexandria User s Manual 7 Preparing for Alexandria Barcode Your Collection A NOTE The spaces between numbers in the barcode example to the right are for readability The actual barcode would be entered as 110200361 Sample Barcode Numbering Scheme The following is a sample barcode numbering scheme This scheme supports management of up to 899 libraries with each library having up to 300 000 patrons and 700 000 items You can vary this scheme to handle more libraries groups within a library or independent items NOTE It is recommended that you avoid starting barcodes with zero 0 as the first digit Barcodes can contain letters and numbers spaces and punctuation are not allowed This sample scheme uses a 9 digit barcode numb
207. elp for Commands 156 Hold Preferences 79 Hold Requests 178 Hold Requests Report 299 Holds Web 223 Import MARC Settings 352 Patrons Settings 354 Transaction Files 363 Import Preferences 351 Import Export ASCII 355 Computerized Records 355 Control Characters 355 Examples 357 Format 356 Header Format 356 Importing Statistical Information 355 Item field Orders 362 MARC 356 MicroLIF 356 Overview 355 TAB Delimited Records 356 TAB Delimited Files 356 Installing Alexandria Alexandria WEB 29 Clients 27 End User License 18 23 Installation Summary 17 System Requirements 15 Installing Alexandria Data Station 18 22 In Stock Hold Letter 78 Inventory Control 187 Inventory Date 137 Inventory Reports 188 292 ISBN 131 Issue Routing Slip Command 193 Item Export 343 Item Analysis Report 291 Item Information Window 122 Item Lists 289 Item Management 83 Item Policy 130 Items Menu 123 K Keyword Start Classification Command 191 192 L Language Preference 87 LC Juv Headings 85 LC Subject Headings 85 LCCN 131 Level 117 Librarian 87 Librarian User Level 61 Library Administrator User Level 61 Library Aide User Level 61 Library Bulletin Board 52 Library Calendar 320 Printing 320 Report 320 Library Information Preferences 87 Library Name 87 Library Staff User Level 61 Loan Periods Policies 95 Loaned Items Report 299 Locate a Patron by Name 166 Locating Patrons and Items 165 Location 116 137 Lost Items 171
208. els Patron List Last Name Mailing Labels Patron Desk Reference Rolodex Cards Patron Payment History Reports Patrons Monthly Usage Patron Counts Barcode Labels Mailing Labels Rolodex Cards tance Create Quick Report J Print Alexandria User s Manual 279 Patron Reports Preparing Patron Reports Step3 Choose whether you want to have your Report Format Simple or Detailed by selecting the desired display Reports Patrons Report Name Format Sort By Patron List Miine B Detailed Select By All Patrons Step 4 Choose the order by which you want this report sorted under the Sort By pull down menu Reports Patrons Report Name Patron List Last Name First Name Student SSN Barcode Homeroom Name Select By Sublocation Name Policy Last Name Step 5 Use the Select By pull down menu to select what patron record information to include in this report All Patrons Feports Patrons Activity Barcode Expired Card Report Name Format Sort By Homeroom Name No Activity Sublocation Policy Sequence satus Starting With 1 brade No Selection SE dg witnfo 1 Create Quick Report 280 Alexandria User s Manual Preparing Patron Reports Patron Reports Step6 Click on the Print button to prepare the report DO SSS t ro ni List 1 Line E Hj Bi mn Total Inserted 52 calculating oft r ME BEG Pe Apr 1 28868 at 3 58 pm Page pg C
209. els for temporary items select Special Reports under the Reports menu Other information on the label includes the item s Title Barcode Number and Call Number This report is designed for Sheet Feed Printers Use COMPanion s V0055 Laser Labels for perfect results If you want to print more than one barcode label at a time enter the number you want in the Number of Duplicates field If you want the labels to start printing in a location other than the top left of the sheet check Skip Some Labels Spine Labels These reports are designed for sheet feed printers Paper stock for these forms can be purchased from COMPanion More than one spine label can be printed at a time enter the number you want in the Number of Duplicates field If you want to print more than one barcode label at a time enter the number you want in the Number of Duplicates field If you want the labels to start printing in a location other than the top left of the sheet check Skip Some Labels Spine Only Left Spine labels with the label text left justified Spine Only Centered Spine labels with the label text center justified Envelope and Spine Left Combination Envelope and Spine labels with the text left justified Barcodes will only appear on the Spine label Envelope and Spine Centered Combination Envelope and Spine labels with the text center justified Barcodes will only appear on the Spine label LOC Style Spine Labels These labels insert carriage
210. em s Call Number Title Barcode Number Inventory Date Transaction Status and Funds Not Inventoried ltems A report of items that have not been inventoried within a specified date range Every copy has an inventory date that specifies when it was last physically known to have been in the library Performing inventory and checking in or out renews this date For best results be sure to enter today s date as the Ending Date You can generate reports for any given date range but keep in mind that items have only one most recent inventory date Therefore if an item that was missing three months ago has recently been found it will not appear as missing in any reports you generate for that time period This report includes each item s Call Number Title Barcode Number Inventory Date Transaction Status and Funds Lost Items Inventoried A report listing all items within a specified inventory date range that is checked out to Patron 1 If the item was inventoried it should be somewhere in the library Inventory Statistics Summary All items within the selected range are counted and a single page report specifies how many items have been inventoried how many have not and how many lost items have been located Use this report to determine your current inventory status Barcode Labels This prints a barcode label for each selected item You can only print barcode labels for items already in your collection To print barcode lab
211. em Holds Use Adjust Item Holds from the Circulation menu to adjust or remove hold requests for the current item The Holds tab shows items that are checked out but have a hold placed on them by another patron Item Holds I Holds Anderson ET Apr 1 2000 a 11 E Eisenberg Dr M Apr 1 2000 May 11 2000 To remove a hold select the item and click the Remove Hold button To change the order of the hold requests click on a hold request and drag the line up or down To save the results click the Save button To ignore any changes click on the Cancel button 180 Alexandria User s Manual Reservations Circulation Reservations Use the reservations feature when a patron wants to check out an item from the library for specific dates When this item has a reservation it s only available for check out by the requesting patron during the specified dates If another patron tries to check out this item during the reservation period Alexandria rejects the request or adjusts the check out period to accommodate the reservation NOTE A reservation is different than a hold request A reservation checks out a specific copy in advance for a particular time A hold request puts your name on a list to check out an item when it becomes available A reserve is just for use in the library Reservations are displayed on patron status and item status reports Unlike hold requests reservations are placed on specific copies in
212. emaining Click on the Recalculate All Budgets button to force Alexandria to rebuild all budget values from orders within the specific financial year see Orders Preferences on page 90 for more information Typically budget calculations are automatically updated as orders are added modified or removed However in the event that these values are wrong this button forces a recompute of all values Alexandria User s Manual 263 Orders Vendors amp Budgets Budgets First Previous Next Last Browse Find Unlock Record New Budget Duplicate Remove Budget R Budgets Management Budget Commands The Budgets menu at the top of the window includes commands to browse through your budgets and to add or remove budgets Browse Brings up the Browse Budgets window Find Brings up the Find window so that the user can locate a specific Budget record Find Record Closest match Budget Code Jind Unlock Record Unlocks the current record for modification New Budget Select this command to add a new budget Duplicate Select this command to add a new budget based upon information from the current budget Committed and Spent balances will not be copied Remove Budget Select this command to remove an existing budget Budgets that are used by existing Subscription or Order records can not be removed 1 see Management Command Menus on page 44 for information about the browsing comma
213. ennnrvnrrnnnrennrennnennr 107 Using the Patrons Menu ccccccccsececeeeeceeeeceeeeeeeeesaees 108 PINGING RECOrdS sevens serkeanaednade a 109 Modifying Patron Information ccccsccceseeeeseeeeeeeeneeeees 110 Adding New Patrons iacevsinsAicacanteasanrasecdnete anctutoionanwetanes 111 Duplicating a Paton sessirnir iniiai anaE 112 R MOVING FANON sierica ai eee 112 Take Patron PICIU O onsa AT 112 Paste Paton PICUGe morenoi one 112 REMOVE Patron PICU6E Lauvsnes 112 SHOW Detail saved eek 112 SHOW AS ON svarene 112 Special PASS 113 Patron Information Fields cccccccsecceeeeeeeeeeeeeeeeseeeeees 114 Primary Patron Information ccccceccceeeeeeeeseeeeeeeseeeeees 114 Personal IDO 4 116 NOES se 118 SAS ve 119 Attachments sasiicirsaesticvesters voreiuetedvew uations NG 120 Item Management nnnnnnnnvnnvnnunnnennvnnnnnnennnnnnennvnnuvnne 121 ADOUL MAC ECONO SE 121 Using the Items Menu vursamadvaadseenensasvsideie 123 FINdNG RECOrdS uasvrrsmeainasevsnmntvvadnen 123 BFOWSING RECOAS sepiaria RE 124 Changing Item Information cccccsseeceeeeeeeeseeeeeeseaeeees 125 A thonty COMMO lasseren a NN 126 Adding New Titles or Copies c cccccccsseeeeeeeeeeeeeeeeeeaes 127 Removing a Title Or COpy oreren 127 Move Copy to this Title capna a 128 DUDICAUNG AM EM 1agsdaeuak veden 128 SHOW PEAS sad 128 Item Information Fields rarernnrrrnrrnnnrraneranennnennrnnnnnnnnennn 129 Alexandria Us
214. enu When you do this you ll see a window like the one below and the Items menu will now appear as shown to your left _RemoveTag_ NewSubfield Remove Subfield 010 a seozez02 RE 022 jaf 6oogn o 100 a Giff PatriciaReily 0 Laura Ingalls Wilder book Growing Up In The Little House Viking Kestrel New York M Y USA 1987 440 a Women ofourtime S O s21 la o O Accelerated Reader 7 10 900 afw o O The Marc Editor is designed to allow Marc knowledgeable librarians the ability to modify information in the Marc record You can Edit Add or Remove Tags indicators and subfield data The Marc editor confirms that any changes you make are syntactically correct i e that they are still in a valid Marc format However the editor provides no checking for Marc standards in the data you enter Although Alexandria will allow you to enter any data you like only specific Marc data is used by Alexandria Any additional information is retained for reference or future purposes only Before records can be changed they must be unlocked by using the Unlock command see Changing Records on page 48 NOTE Changes to the Marc record are ONLY saved if you press the Save button at the top of the window If you select Revert all changes are discarded and the record reverts to its previous state Alexandria User s Manual 147 Item Management Marc Editor e To add a New Tag click on th
215. er s Manual Locating Patrons and Items Circulation Locating Patrons and Items Use the commands in this section to locate patrons and items for which you don t know the barcode number For example if you want to check out a book to a patron but you don t have that patron s barcode you can use a locate command to find the patron by name When you enter a locate command a list of patrons or items appears in a Browse window The list begins with the first patron or item that is the closest match to the value you entered When you select a patron or item from the list they become the Current Patron or Item and appear on the Circulation window Use the up and down arrows on the keyboard to move through the list Double click a name in the list or select it and press the lt enter gt key When you select a name from this window it becomes the Current Patron and appears on the Circulation window You can enter a new name in the Browse From field at the top of the window and press lt enter gt to display a new list starting with the name you enter If the list has more patrons than can be viewed on one window use the More buttons to examine additional patrons To view more patrons select the last name in the list and click the down arrow at the top of the window see Browsing Records on page 47 Alexandria User s Manual 165 Circulation Locating Patrons and Items Command L patron name Locate a Patron by Na
216. er you can use the Export button to save panes for backup purposes Alexandria User s Manual 233 Cut Button Copy Button Paste Button Clear Button Cut Button Image Copy Button Image Paste Button Image Clear Button Image Set Button Title Select Button Image 4 Set Action None Set Action Display Message Set Action Search set Action Go To Pane set Action Launch URL set Action Launch File set Action Open Help File Alexandria Explore Alexandria Explore Preferences Edit Pane If you have an existing pane you can edit it by double clicking on the pane name or selecting the Edit pane button Edit Explore Pane 1 Language Default Edit Button Pane name Holidays Holidays Father s Day F iz 7 as r 1 1 a j fas de Mother s Day New Year s Day Sh Passover St Patrick s Day Thanksgiving valentine s Day Click on a Button to select it To edit the Button double click on it or click the Edit Button You can drag a Button to another location If that location is blank the icon will take its place If there s another Button at the destination location the Buttons will trade places If you hold the lt option gt key down during the drag the Button will be copied You can also modify Buttons using contextual menus For Macintosh hold the lt ctr1 gt key down and click a mouse button For Windows use the right mouse button Contextua
217. er an exception it s used rather than the standard patron or item policy values e If you modify settings in a Circulation policy those values are used until you change them back to the default values Patron and item policies are not affected by changes you make in the Circulation policy 100 Alexandria User s Manual Policies Preferences Preferences The following examples show how policy changes take effect Example 1 A loan period is 14 days under a particular item policy and you have not changed this value in the Circulation policies window If you change the setting in the item policy window from 14 to 21 all Circulation policies using this item policy are updated Example 2 A loan period is 14 days under a particular item policy but you changed this value in the Circulation policies window to a custom setting to allow teachers a loan period of 30 days If you change the setting in the item policy window from 14 to 21 the 30 day setting remains in the customized Circulation policy only those records you didn t customize would be changed Alexandria User s Manual 101 Preferences Routes Preferences Administration Routes Preferences Advanced Bookings Allows the librarian to specify Route preferences Alexandria Researcher Archive Calendars Circulation Display Settings Item Management Library Information Orders Patron Management Policies Routes Sounds Web Word Processor The attached mater
218. er available from COMPanion Enter a starting and ending number Reports special Custom Barcode Labels a Barcode Number S Barcode Range cancer Print When you click Print you ll see the following window Enter custom text for the labels COMPanion Demonstration Library This window allows you to enter the text that will be printed on the top and bottom of the labels that you are printing You can use these labels for any purpose Typically you ll use them for printing temporary barcode labels and creating new item and patron labels However the advantage of printing item patron labels from the other barcode printing reports is that patron labels will have the patron s name on them and item labels will have the title and call number printed on them NOTE If you are planning on using label protectors test all your scanners before placing labels protectors over your labels Some combinations of protectors scanners don t work well together and you don t want to be forced to replace your scanners or labels if there is a conflict 322 Alexandria User s Manual Preparing Special Reports Special Reports Authority Reports This report provides information on the terms created in your Catalog This report includes the full term its type and how many entries contain that term Library Calendar Calendar Notes Manual Checkout Sheet Command Barcodes Preferences Report Custom B
219. er for items and patrons e Digits 1 to 3 identify the library For example 100 is Eastside Library 200 is Westside Library and so forth You can use the three digits within this group to further breakdown the librar ies For example 110 Eastside Elementary School s library 130 Eastside Middle School s library 150 Eastside High School s library 210 Westside Elementary School s library 230 Westside Middle School s library and so on If you have more than one library in your system using unique barcodes for each library s collection makes it easier to manage a central catalog with hold ings from all libraries in the district If items are moved between collections the barcodes are unique and do not interfere with barcodes for the existing items Digit 4 can tie a barcode to a patron group such as students or staff to a medium type or vendor or to an item group such as fiction or reference For example if you use 0 through 2 for patrons and 3 through 9 for items you will have unique barcode numbers for 3 patron groups and 7 item groups e Digits 5 through 9 identify the individual patrons or items in the group Using the above scheme you would have barcodes like the following The bold digits identify the library the underlined digit identifies the patron or item group and the remaining digits identify the particular patron or item 110 2 00361 110 identifies the library 2 identifies the patron
220. er s Manual v Primary Item Information rernnnernnnennnnrvnnrrvnnvnvnnvnnanennnne 130 Adding Audio Visual Equipment rernnennnrnnnnnnnnennnennnenn 132 PUINOF EOUOM passar EdG 135 Cop nommalon veavsvavse eee NG 136 COPY NOTES erosa E 138 CODY SlAliSUCS aae E a 139 TUE PUDICGAUON sorasta n As 139 ME ve 141 DB 9 EEE 142 NOE cicoroicaestiouactieacaecesncaneniais save cneanantoaemeneamanneseseencaan aati 143 SE EN ac lencegeenrerece eee 144 PTLAGIINISING soroaren e A 145 SPE 146 MT EIN Se 147 CirculatiO M usa 153 The Circulation Window cccccecccseceeseeeeeeeeeeeeeeeeessaees 153 Modes Commands and Help rrrrrnnerrannnrnanernnnnennnnnennnn 154 Current Patron and Current Item Information 154 A FAMNSACIOM LOG ve 154 Using the Circulation Window ccccseceeseeeeeseeeeeeeeeeees 155 Using the Command Line rrrronnnrnnrnnnvnnnnnnenrnnnnnnrnnneennnnn 155 Using Help for Commands rrrnnnnrnrrnnnnnnnnnrrnrnnnrnnrnnnvennnnn 156 Using the Circulation Menu rrrrnnrennnnrrvnnnnvnnnrennnnnennnsnnn 157 Alexandria Circulation Commands rerrannennnnrnrnnnenvannnn 159 Locating Patrons and Items erarnnnnrnnnrvnnnrvnnrvnnrnnnnennnennn 165 Checking Patron and Item Status rrnrrrnnnnrrvrrnrrrnrnnrrennr 167 Checking Items Out and In rrerrrnnrrrrrnrrerrnnrrvvvnnnrenrnnsnen 169 Checking tems OM Lapeer 169 Special Conditions When Checking Out Items
221. erences Step 7 Add your Item Information Step 8 Add your Patron Information Step 9 Develop a machine maintenance strategy Step 10 Develop an Alexandria maintenance strategy Step 11 Evaluate the security your Data Station and situation require Archiving Your Data Alexandria has a built in archiving utility see Archive Preferences on page 72 that can be configured to make complete regular copies of your valuable Alexandria Data and store them in a folder on your hard disk The major difference between a backup and an archive is that backups are made on removable media that can be physically stored away from the library Archiving provides a quick and automatic method of saving your database before you perform large changes to it through importing or utilities Alexandria User s Manual 3 Preparing for Alexandria Backing Up Your Data Backing Up Your Data Backups are duplicate copies of files on a computer that should be saved to an external source You should have a backup strategy in place to ensure that you always have a current backup of your Alexandria data files Daily backup of your Alexandria data is highly recommended What to Backup Alexandria data files change every time you use the Alexandria system For example every time you update an item record or a patron check an item in or out or perform any other transaction in Alexandria the data files change to reflect your updates All Alexandria in
222. erences 70 Researcher Quit Password 70 Researcher User Level 61 Reservation by Patron 183 Reservation Notices 78 Reservation Preferences 79 Reservations 181 Web 223 Reservations Check out 183 Reservations Reports 299 Reserved Items Report 301 Reserving an Item 178 Responsible Patron 270 Return Statistics 307 Rolodex Cards 283 Route Instructions 102 272 Route Period 102 Routes Management Window 270 Routes Preferences 102 Routing List 318 S Sample MARC Record 368 Sample MicroLIF Record 368 Saving MARC MicroLIF Records 365 School Library Preferences 89 Sears Headings 85 Self Service Bookdrop User Level 61 Self Service Checkout User Level 61 Series 139 Set Self Service 189 Settings Word Processor 105 Show Item Details 157 Patron Details 157 Show in Researcher 332 Show Item Copy Notes 163 Show Patron Notes 163 Show Statement of Responsibility 84 SMTP Server 88 Sound Preferences 103 Sounds Preferences 103 Special Item Lists 301 Special Patrons 113 171 Spine Labels 292 Start Bookdrop 157 Start Classification Command 191 192 Start Classification Mode 191 Start Statistics Mode 190 State Classification Mode 191 192 Statistics Patron 119 Workdation Activity 77 Student Aide User Level 61 Subjects 141 Subscription Code 266 Subscription Description 266 Subscription Due Dates 317 xv lt Emphasis gt Textbook Librarian User s Manual Subscription Lists 317 Subscriptions Management Window 265 Summary 143 Super Summar
223. erences window select the Address Books tab 3 If you ve licensed use of the Z39 50 server there will be a selectable Z39 Address Book button in the bottom left corner of the window Click on it amp Preferences Oy x File Edit Show Reportes Links District Window Help Administration hl Administration Updates Services District Standard Hil 34 Address Book vw Alabama University Alabama 4uburn University Utah University Utah State University Alexandria User s Manual 247 239 50 Client Z39 Address Book 4 The following window will appears including a list of all available servers gt 239 Address Book Iof x File Edit Show Reports Links Distict Window Help 349 Servers Special Harrington Library Consortium University Texas Texas A amp M Database University Texas Texas A amp M University Corpus Christi UT Southwest Medical Center Wah University Utah State University Vermont College Yermont Middlebury College Virginia College Virginia College of William and Mary Virginia Special U S Geological Survey Dof 172 servers will be shown in the 239 Server List Server Details MamefUtah University Utah State University Add IP Address 129 123 1 38 Remove Potio O O00 Database MyseNe O O0 Lisernarme Po O O Password F Show in 739 Server List 5 At this point you can select and edit individual Z39 50 servers
224. ering As you lt tab gt out of this field Alexandria checks your local database and if the title already exists the system assumes you are adding additional copies to your library You can also locate existing titles by using the Order Existing Title button at the bottom of the window Author Enter the author of the ordered item into this field Quantity The number of copies you re ordering This number defaults to one Unit Cost The cost of each copy Total Cost of all copies as computed by Alexandria You can t modify this number Budget Select the budget code you want used for this line item purchase Policy The policy code for this item once it s been added to the collection The Standard policy is automatically selected You may select any policy from the policy pull down menu Publisher This field is used to enter the publisher of this item Vendor s Order The Vendor order number of the item you re ordering ISBN The International Standard Book Number Many Vendors use this number for ordering purposes however it s optional for your ordering purposes LCCN The Library of Congress Control Number Some Vendors use this number for ordering purposes however it s optional for your ordering purposes Requesting Patron You may enter the barcode number of the requesting patron if there is one When the order is received Alexandria will print a letter to that patron letting them know that the libra
225. ers of the author s last name cause the Super Summary to be unaffected for a Call Number analysis If the Call Number begins with a Numeric character the following is performed e All non Numeric characters are removed e The first three numeric characters are kept up to a decimal point If fewer than three digits remain zeros are padded to the front e This value is considered the Numeric Call Code Thus 45 24 gets turned into 045 and 100 347 gets turned into 100 e The Numeric Call Code is then updated to match the ranges in the selection groups shown on the previous page Thus 045 would map to 000 099 in the Standard Super Summary but in the Missouri Super Summary it gets erouped as 000 319 Super Summary Call Number Prefix definitions If the Call Number begins with an Alpha character the Call Number prefix is computed based on the prefix of the call number First all leading Alpha characters are collected from the beginning of the Call Number These characters are examined and classified according to the following table i e if there is an E or EZ it s turned into Easy call this the Group Name If the numeric characters follow the Alpha characters they are extracted using the numeric character extraction rules shown above The full Group Name is then created by appending the Group Name with the Numeric Call Code Thus reference books with a call number of REF
226. es especially webpages and webpage components over the Internet or other computer network In Stock Hold A hold that has been filled and is awaiting pick up by the patron indicated Notices do not currently print automatically but can be printed from the Circulation Reports Inventory Circulation mode that date stamps the copy within Alexandria with the last time that the copy was seen by the system In addition inventory will indicate when the copy is out of shelf order by placing gt next to the transaction log entry NOTE Alexandria will change the inventory date every time the copy is checked in or checked out since that was the last time the copy was seen by the system Inventory Bookdrop Circulation mode that performs the standard functions of inventory and will check in any copies who status is checked out lost archived or discarded If you do not want the status of the item to change then use the Inventory mode instead ISBN International Standard Book Number ltem Any book video cassette VCR or Electronic document or file that is cataloged in Alexandria LCCN Library of Congress Card Catalog Number Links A built in launcher for electronic files or documents Lost Items A special patron barcode 1 that will change the status of an item to lost When an item is lost from inventory or by a patron just check out the item to the Lost Items patron MARC Machine readable cataloging Patron
227. exandria Librarian is used by the Librarian to perform all library functions such as Circulation cataloging and other administrative functions Since the Alexandria Librarian capabilities are contained in the Data Station many libraries will choose to use the Data Station to perform these functions You may use as many Alexandria Librarian clients as your license permits but you will always have only one Data Station e Alexandria Researcher is used by patrons to access and search the library catalog and if authorized to place holds and reservations on items in the col lection Alexandria Explorer can be added as an option e Alexandria WEB is purchased as an Alexandria option When activated in your Data Station it allows searching of your Alexandria collections using a standard World Wide Web browser such as America Online Netscape Navi gator or Microsoft Internet Explorer e Alexandria District Librarian provides access to multiple collections across a district using a wide area network or to a centralized Alexandria database With this workstation a librarian can manage multiple libraries in a district e Alexandria Explore provides a young child s interface to your Alexandria col lection The interface uses graphics and icons to help patrons who do not yet read proficiently find what they need in the collection Alexandria User s Manual 1 Introduction Communication Protocols Communication Protocols Alexandria w
228. exandria Updates 347 Aquisitions 43 Archive Preferences 72 Preferences Archive 72 Archived Items 171 Archiving your Data 72 Attachments Patron 120 Title 145 Author 134 Authority Control Preference 84 Authority Reports 323 Barcode 136 Barcode Labels 282 292 Billing Details Report 301 Bookdrop Mode 174 Budget Lists 313 Budgets Management Window 261 Bulletin Board 52 C Calendar Close Dates 73 Calendar Notes 321 Calendar Preferences 73 Call 136 Call Number 130 Canadian subject Headings 85 Catalog Cards 293 Catalog During Circulation 191 Catalog Format Reports 290 Catalog Utilities 348 Cataloging During Circulation 191 Cataloging Sources 85 Categories 118 Bibliography 142 Curriculum 142 Interest 142 Change Barcode Number 190 Change Copy Location 189 Change Item Policies 191 Change Patron Location 189 Change Patron Policies 191 Changing Patron Data 339 Changing the User Name 62 Charges and Payments 185 Charges Payments 157 Charging a Fee 186 Check for Updates 347 Checking Items In 173 Checking Items Out and In 169 Circulation Commands Issue Routing Slip 193 Receive Subscription 192 Start Classification Mode 191 192 Circulation Log 76 Circulation Menu 157 Circulation Policies 100 Circulation Policy Rules 100 Circulation Preferences 75 Circulation Sounds 103 Circulation Window 153 Claim Letter 311 Classification Mode 191 Clear Current Patron and Item 161 Clear Patron History 340 Clear the Transa
229. exandria User s Manual 11 Preparing for Alexandria Enter Patron Data Enter Patron Data In the same way that you must enter item information into Alexandria you must also enter information about the patrons who use your library Patron information can be entered one patron at a time from the Patrons window or imported from another source Imported patron data can come from any source that provides a tab delimited file format In many cases patron data is available in machine readable format in your school s office or at the district office Check with your school or district office to find out how patron data is stored Set Your Library Preferences All libraries have rules that govern how patrons use the library how items are managed and how the library operates The Alexandria system uses preferences to establish and apply these rules School libraries for example can set preferences that allow tenth grade students to check items out for a longer period of time than second grade students The check out period for reference items can be set for one day while fiction and nonfiction works can be set for two weeks Alexandria collects statistics on each group of patrons such as the types of the items they check out and when they check the items out These statistics are generally used to determine usage patterns for the library to help schedule staff and make management decisions For each group of patrons and items for which
230. feature leave the field blank Next Barcode The next available item barcode number When you enter a new copy record Alexandria automatically assigns the next available barcode unless you assign a number manually You should set this field when you first configure Alexandria so any copies added are assigned an item barcode number that coincides with your numbering strategy Default is 1300000 Unused Barcodes Runs a list of all unused barcodes in the range you select Barcode range cannot exceed 100 000 Alexandria User s Manual 83 Preferences Item Management Preferences Default Policy Using this pull down menu you can set the default policy for newly added item records The default is Standard If you assign an item policy which is later removed the Default Policy will return to Standard Default Medium Using this pull down menu you can set the default Medium for newly added item records Default is Book Caption for Special Funds This preference allows you to customize the terms used for the Funds field Because you can change the term this manual uses the generic term Funds Use this field to keep track of where funding for an item came from For example if you have to report the status of items purchased with government grants or special funds enter the grant number or special fund name in this field You can then generate reports using this field Default setting is Funding Source Local Cal
231. for these items Enter a value to set the maximum number of days an item can be reserved If items aren t allowed for reservation set the period to 0 days If none of the copies allow reservations the reservation window will not open and a message appears in the transaction log If some copies allow reservations and some don t the reservation window will open but only copies which allow reservations are shown in the copies pull down menu The default setting is 14 Days required between reservations lf your library requires time to process an item that has been returned this setting will enforce the processing time between reservations For example certain equipment may need to be calibrated after each use If the calibration time takes two days and you put two days in this preference Alexandria will make sure that reservations are separated by at least two days Default is 0 days Hard due date You can set a fixed due date for all items with this policy If the date entered here is AFTER today s date it is used as your due date Otherwise Alexandria computes a due date according to other policy settings Default is blank Hold requests for these items are allowed Check this box to allow patrons to place hold requests on items If you don t check this box patrons cannot place hold requests on items under this policy Default is ON Policy notes Enter notes about this policy Notes are only for the librarian s use they
232. formation is stored in the Data folder This makes it easy to backup your data on a regular basis Determining a Backup Strategy A backup strategy is a schedule for performing backups at regular intervals It is highly recommended that you use the following guidelines in your backup strategy Backup your Data folder at the end of every day e Make additional backups before and after you make any major changes in your system For example after you do an inventory and use Utilities to update your records at year end you should backup your data Keep more than one backup copy of data and store older copies off location This protects your data in case of fire or theft in the library e Test your backup strategy and recovery procedures to make sure they work and that you know how to recover data Do this before you have a problem so you ll know that you can recover data when needed Develop a Secure Backup Strategy For the purpose of backups there are two kinds of files e Program Files are the files that make your applications run These files are sent to you on disks or CDs or downloaded from the internet and you install them In case of a failure in your system you can reinstall these program files For this reason you are allowed to make one backup copy of the original disks or CDs to archive before storing both the original and backup copy ina safe place e Data Files are where your system information is stored When you en
233. from the system have been permanently expunged from your collection For example a lost item may eventually be found or returned In this case it is better to record specific items as Lost Discarded On Repair On Order or Archived These special item categories allow you to keep track of items that may eventually return to your library Only remove those items that will never return to your collection Use the Remove Title command to permanently remove the current title and all its copies When a title is removed all associated information is also removed A title that has a copy checked out to a patron can not be removed Copies that are checked out to the Lost Discarded On Repair On Order or Archived patrons can be removed The Remove Copy command removes the selected copy record Removing items is permanent and cannot be undone If you remove an item in error you will have to re enter the information or recover the infor mation from a backup copy of your data If you need to report on items that are lost or discarded for the year you should check those items out to the corresponding Special Patron Run all necessary reports such as Super Summary or Special Item lists before removing these items Once they are removed they are unavailable for any other reports Alexandria User s Manual 127 Item Management Using the Items Menu Move Copy to this Title Items Switch to MARC View mM First Previous Next L
234. from v3 to v5 you ll receive back a CD ROM via Federal Express with an Alexandria v5 folder ready to drag to your desktop Your data will be imported and your system registered All you have to do is drag an icon Alexandria User s Manual 31 Installing Alexandria Step 6 Step 7 Step 8 Step 9 Step 10 Step 11 Step 12 Transferring data from Alexandria v3 Select Transfer Data to v4 0 and click on the Continue button During export a window will be displayed giving you status on the export of your data When the export is complete the window will display Finished Exporting Record Press OK to Continue Click on OK All your v3 data has been exported and can be found in the same folder as your Alexandria program with the name Alexandria v3 Data Copy this file to your Alexandria v5 folder Drop the file on top of the Alexandria Data Station Circulation window or program icon Or select the Alexandria v3 Data file using Import from the File menu The Data Import window is displayed Data Import LASS Press Start Import to Begin Step 13 Step 14 Step 15 Step 16 32 Alexandria User s Manual Item Settings Settings Patron Settings Settings 23 Alexandria v Data Add File Start Import Click on the Start Import button to begin the data transfer process As your data is getting imported you ll see the transaction log updated For the best performance don t use y
235. ful If you are finished click Quit to leave the Installer If you wish to perform additional installations click Continue Eject the CD by dragging its icon to the TrashCan icon Store the CD ROM in a safe place for future use Alexandria User s Manual 19 Installing Alexandria Installation Summary read this first Step 8 An Alexandria v5 folder is now installed The following is a sample of the window that appears when you install the Data Station S Alexandria amp v5 folder JE T items 1 20 GB available Ir Alexandria Installers Alexandria Data Alex BB User Folder 3 Link Menu Alex Logs Alex Archives Step 9 Note The user documentation is included on the Alexandria CD ROM in pdf format but is not installed with the application You can double click the documentation icon on the CD ROM to open it directly or you can copy it to your hard drive and open it there If the documentation is copied to the Link Menu folder you can access it from within Alexandria If you don t have Adobe s Acrobat Reader installed on your machine an installer is included in the Utilities folder of the COMPanion CD or from Adobe s web site http www adobe com products acrobat readstep htm1 Step 10 Double click the Alexandria icon to start the program If you have PPP installed but not running the Alexandria Data Station may try to connect through PPP If the connection window appears cl
236. g The bottom portion of the Circulation window displays a transaction log This log shows information for each transaction you complete and other operations you perform Select Print from the File menu to print the transaction log The transaction log is automatically saved to disk by Alexandria according to the preferences you ve selected see Circulation Preferences on page 75 Logs are saved inside the Log folder 154 Alexandria User s Manual Using the Circulation Window Circulation Using the Circulation Window This section describes how to use commands command help and the Circulation menu to complete transactions in your library Using the Command Line There are several ways to use the command line Enter a barcode You can enter a barcode manually by typing the number and then pressing lt enter gt or scan a barcode using a barcode reader When you enter only a barcode the action taken depends on the current mode which is displayed to the left of the command line For example if the displayed mode is Check In Out and you enter barcode 13456 item 13456 is checked out to the Current Patron If you enter the same barcode number twice in a row a warning message appears Message This barcode was just entered Should I ignore it this time NOTE When you enter barcodes via portable readers Alexandria ignores duplicate entries that appear side by side e Enter a command and a barcod
237. garding the budget entry Budget Name Shipping Miscellaneous Budget Notes The System budget code is required by the system Alexandria will allocate all shipping and miscellaneous charges to this budget code You may change the description and the budget amount Budget Details Budgets al gt Browse Bu Budget Code Budget Name Shipping Miscellaneous Budget Notes Amount Committed Spent Balance Budget Amount The total dollar amount budgeted for code The percentage displayed below this number represents the portion of the total library budget that this entry uses Committed The total dollar amount of the current budget committed Money is committed when purchase orders are Issued This number cannot be modified from this window The percentage displayed below it is the percentage of its budget which is currently Committed Spent The total dollar amount of the budget that has been spent When an order is Closed all the committed values for received items from this order are moved to Spent This number cannot be modified from this window The percentage displayed below it is the percentage of its budget which is currently Spent Balance The remaining amount in the budget category It s computed by taking the budget amount minus the amount committed and spent The percentage displayed below it is the percentage of the budget remaining for more details on how these values are computed see Or
238. ges Step 1 Label four tapes Monday Tuesday Wednesday and Thursday Step2 Label four additional tapes Friday 1 Friday 2 Friday 3 and Friday 4 Step 3 Backup Monday through Thursday at the end of the day using the assigned tape Use the same tape for the same day of each week For example use the Monday tape every Monday copying over last week s Monday backup with this week s Monday backup Step 4 Backup Friday at the end of the day using a new tape every Friday Use the tapes labeled Friday 1 Friday 2 and so on Do not copy over the previous Friday s backup Step 5 If you have more tapes or cartridges available use these to keep more than four Friday backup tapes Step 6 Store your Friday backup tapes or cartridges in a location other than the library This guards against loss of data in case of fire or theft 6 Alexandria User s Manual Barcode Your Collection Preparing for Alexandria Barcode Your Collection Each item and patron in your library is assigned a unique number that Alexandria uses for identification These numbers appear as barcode numbers on library items and patron library cards Library Name nion Librar User Readable Number pp Sue A typical barcode label consists of three pieces of information The name of the library school or company e The barcode usually printed in the middle of the label e The barcode number written in numerals at the bottom of the label
239. get Allocations ccccccseeceeseeseeeseeeeeeseeeeeeas 252 LAS TENS vs 253 LING HEN Detalls isiscatdwesarecwencre ier aadalna eee 254 AE COMMANGS sorrue S se 257 vii Alexandria User s Manual Vendors Management ccccccccseeccseeceseeseeeeseeeeseeeenees 258 COMMA CT INIO sarae 259 NO aa e 260 Vendor Commands serisi rmana E 260 Budgets Management rrrnnnennanennnnennnnnnnnnnnnnrnvnnenvnnennnnen 261 BUGS VES v re 262 Total BUGG CE uvenn 263 Budget COMMANAS rrannrnrrnnnvnrnnnnonnnnnrvrnnnnnnnnnnnennnnsennnnsner 264 Subscriptions amp Routes n ranrennnnnnnnennnnnnnnennnnennn 265 Subscriptions Management ccccseeceesseeeeeeseeeesaeeeees 265 Subscription Primary Information rrrrnnnrnnnnnrvnnnrnrnnnennnn 266 SUBSCIPION INO Ga 267 SUbSCNPUONS EM INO sara anaavssesaanemend 268 Subscriptions History ranrrnnnnnernnnrnrnnnevranrnnnnnennansennannennnn 269 Routes Management rrnernnnnvnnnennnrrnnnnnenennnennnernnennenennnennr 270 Routes Primary Information rrnnrrrnrrnnneranevanrvnnrnnnnnnnnennn 270 FOULS BS Lasser 271 Route Instructions rrrrerernrrnervnnrranrnernnrrnannnrnnernnnnnnsnne 272 Introduction to Reports ar anennnvnnnnnnnnnnnnennnnnnennr 273 How to Create a Report rrrrnrannnnnnnennnnnrnnannonnnnennannennnnnnn 273 Creating Quick Reports resies e 276 Using Quick Ae POMS ua a 278 Patron ReportsS arnarnannnnnnnnnnnnnnnnnnnen
240. get and your library s requirements Wand or pen type readers are the least expensive devices for reading barcodes CCD Wedge or laser scanners are more expensive but do a better job reading the labels especially in those hard to reach item places Portable readers give you the freedom of going to your bookshelves to scan labels rather than having to take the books to the Librarian Workstation to be scanned Portable readers are especially useful during inventory 10 Alexandria User s Manual Enter Item Data Preparing for Alexandria Enter Item Data The process of taking existing catalog information usually on card catalogs and converting the information into a machine readable format is called retrospective conversion This process takes time and effort It is usually a good time to examine your collection and remove unused and outdated items There are several methods of converting your data for Alexandria Retrospective Conversion You can hire a retrospective conversion company to create MicroLIF and Marc records for all items in your collection Before sending your shelf list to the conversion company assign barcode num bers to the items in your collection and record the barcode and other local information on the catalog cards The Marc records you receive and import into Alexandria will be complete and you will have no additional data to enter This process can be time consuming and expensive but it is the mo
241. h Grade status Active sex Female and patron sequence 9 as well as name and address information and an optional picture of the patron More information about the patron is contained on the bottom half of the window on individual tabs Click on a tab to display more information The patron you are presently in the progress of viewing is called the Current Patron Selecting the Circulation window automatically reveals the Current Patron Likewise if you have a Current Patron displayed on the Circulation window and select the Patrons window the same Current Patron is displayed Alexandria User s Manual 107 Patron Management Patrons First Previous Next Last Browse Find Lock Record New Patron Duplicate Remove Patron Take Patron Picture Paste Patron Picture EY Remove Patron Picture Show Details lt gt ED Show History Using the Patrons Menu Using the Patrons Menu You can view modify add and remove patron information using the Patrons window and the commands in the Patrons menu When the Patrons window is the foremost window a Patrons menu becomes available in the menu bar The First Previous Next and Last commands display the indicated record first previous next or last based on the order of the records shown in the Browse By field The arrows to the left of the Browse By field perform the same action as the Next and Previous commands First Displays the fi
242. h Title Policies Remove Lost Copies Utilities Utility Type Operation Starting Date Ending Date hv Remove titles without copies Select By All Items Cancel This utility removes all copies which had their status set to lost between the Starting and Ending dates specified If you leave the starting date blank Alexandria uses January 1 1900 If you leave the ending date blank Alexandria uses January 1 2050 Thus if you leave both dates blank all lost copies are removed The title will also be removed if the Remove titles without copies check box is selected and there are no remaining copies for that title Remove Discarded Copies Utilities Utility Type Operation Items Remove Discard Starting Date Ending Date hv Remove titles without copies Select By All Items This utility removes all copies which had their status set to discarded between the Starting and Ending dates specified If you leave the starting date blank Alexandria uses January 1 1900 If you leave the ending date blank Alexandria uses January 1 2050 Thus if you leave both dates blank all lost copies are removed The title will also be removed if the Remove titles without copies check box is selected and there are no remaining copies for that title 336 Alexandria User s Manual ltem Utilities Replace Information Modify Call Numbers Remove Title Remove Copy Remove Archived Copies
243. h item 2 per Page Overdue slips printed 2 per page One slip is printed for each patron with an overdue item Up to 4 items can be included on each slip If patrons have several overdue items this format is preferable over the 4 per page format as it saves paper The slip includes the patron s Name Barcode Number Location Sublocation Government ID Level Policy and Library Balance and the item s Title Barcode Number Call Number Date Fine Fee amount by item amount paid by item fine fee balance by item and Replacement Cost It also includes the total number of items the patron has overdue and the fine fee amount due on the slip Self Mailer An overdue notice in letter format designed to be folded and mailed without an envelope If there are several overdue items the letter runs onto a second page The letter includes the patron s Name Address Location and Barcode Number and each item s title Barcode Number Due Date Return Date number of fine fee days calculated fine fee rate total balance by item and Replacement Cost This format is excellent if notices are mailed Just fold staple and stamp the return and patron addresses are automatically printed on the mailer Overdue Letters with Summary An overdue notice in letter format This letter includes all items a patron has overdue If there are several overdue items the letter runs onto a second page The letter includes the patron s Name Address Barco
244. hase order Vendor Address The Vendor address you want used on this purchase order Vendor City The Vendor City you want used on this purchase order Vendor State The Vendor State you want used on this purchase order Vendor Postal Code The Vendor postal code you want used on this purchase order Vendor Country The Vendor country you want used on this purchase order Notes Click the Notes tab to enter notes about the order PO Number B881 COMPanion Add Items on Receipt Order Notes Notes to Vendor Comments Send these via overnight delivery This vendor is very reliable Notes to Vendor These special instructions will be printed at the top of the purchase order For example specify beginning barcode numbers or close order after 90 days Comments These notes are for library use only and are not printed on the purchase order Use this space to make notes to yourself regarding this particular order Alexandria User s Manual 251 Orders Vendors amp Budgets Orders Management Order Summary The Summary tab displays summary information about the order summary Line Items ame kem r iie maa Subtotal 42 08 Shipping Misc 0 08 Discount 8 88 Sales Tax laaa Tax 8 88 Order Total 427 66 Subtotal The total amount of all line items in your order You can not modify this value Shipping Misc lIf additional costs are involved enter them here Discou
245. hat you always have a current backup of your Alexandria data files With adequate backup procedures in place only small amounts of information will be lost even after the worst conceivable failure Your backup procedure for Alexandria should copy the Data folder Some library systems only backup your transactions on a daily basis Although this technique results in a fast backup it s not complete and recovery can take much longer than a full backup If you make a backup copy of the Data folder every day you ll be able to recover all the changes you ve made through the end of each day You can then recover the data easily and rapidly should it be required Backup Hardware Although you can use any computer mass storage device for backups the most reliable and cost effective choices are tape DAT DLT etc and removable media Zip Jaz CD R CD RW etc media COMPanion recommends that you DO NOT backup on floppy disks or any hard disks connected to your computer For the best reliability backup media should be stored away from your computer in case of theft fire or other physical loss If you have a large amount of data tape backup is the most reliable cost effective and efficient method With tape drives you can set backup procedures to run at a predetermined date and time without operator interaction More so modern tape drives hold several gigabytes of data on a single tape cartridge If you have smaller amounts of data rem
246. he Circulation Window Modes Commands and Help The top portion of the Circulation window shows the active mode the command line and the Help button e mode is simply a function for which you may want to enter many patrons or items For example Bookdrop Check In Out Hold and Renew are all modes The Command Line is where you enter a barcode for a patron or item or you may enter a command If you enter only a barcode the displayed mode deter mines the action that is performed e Click the Help button to display a list of available commands and an explana tion of how to use each one Current Patron and Current Item Information The middle portion of the Circulation window displays general information about the Current Patron and Current Item NOTE Many Alexandria functions depend on the Current Patron or Item For example you must have a Current Patron to check out hold or reserve an item e Click the Details button in the patron item section to view more detailed information about the Current Patron Item e Click the Notes button in the patron or item section to view notes entered for a particular patron or item You enter the notes for a patron in the Notes tab in the Patrons window You enter notes for an item in the Copy Notes tab in the Items window You can also select Show Patron Details or Show Item Details from the Circulation menu to view the same information as the Details button Transaction Lo
247. he Circulation window an alert note appears The Alert Note is shown at 852 x in Marc records If a copy has any notes at all two plus signs appear next to the item name in the Current Item section of the Circulation window Enter the command on the command line to view that item s copy notes 138 Alexandria User s Manual Item Information Fields Item Management Copy Statistics The Copy Stats tab includes statistics about the item s use Alexandria automatically generates this information and you cannot modify it This screen also includes the item history the names and barcodes of the last three patrons who borrowed this copy Item Copy Data Barcode Copy Number Checkout count Days in circulation Date of last use Current Status Copy policy Reservations pending Last Modified Title Publication The data fields in the Publication tab contain item publication information Viking Kestrel New York N Y U S A Publisher Enter the name of the publisher Saved in Marc Field 260 b Place Enter the place of publication Saved in Marc Field 260 a Year Enter the year of publication Omit ending punctuation Estimated dates are enclosed in brackets Saved in Marc Field 260_c Series If the item is part of a series enter the series name here Otherwise leave this field blank Saved in Marc Field 440_a If you lt option tab gt on Macintosh or lt ctrl tab gt on Windows out of this
248. he item is available but it s not This can only be discovered when someone tries to find the physical item for the requesting patron The item could be misfiled lost or borrowed without check out In any case the item should be checked in so the requesting patron isn t responsible for returning something they never received and then the item should be declared Lost so that other patrons will not place reservations on it Hopefully an alternative selection can be located for the patron 200 Alexandria User s Manual Alexandria Searching This chapter explains how to search Alexandria library collections Using the search window users can search a local collection or authorized sites over a wide area network Searching functions are available on the Alexandria Data Station Librarian Workstation Researcher Workstation and various Web Browsers The Search Window Because Patrons have different skill levels and requirements the Alexandria search window has numerous interfaces for searching You can select a default Search interface via the Alexandria Researchers preference window that best meets the needs of your Patrons see Alexandria Researcher Preferences on page 69 e Using the Boolean interface patrons can choose the collection to search the search type e g subject or title enter a search string use Boolean operators to narrow the search and use the Dictionary button to list the items in the col lecti
249. he item is overdue Posting List Includes Name Number of Overdue items and Charges Due This report can be posted in the library to inform patrons that have overdue items and charges Hold Requests These reports prepare hold request and in stock hold lists Pending Hold Only includes Hold Requests which are currently pending For Pending Holds the Request Date is the date on which the hold was placed The Expiration Date is the date the request expires Alexandria automatically removes Expired Hold Requests at the beginning of each day In Stock A report that lists selected items being held for patrons Only in stock requests are selected For In Stock requests the In stock Date is the date on which the item first became available for a patron The Expiration Date is the date on which the request expires Alexandria automatically removes Expired Requests at the beginning of each day Reservations This report prepares reservation lists For Reservations the Request Date is the date on which the reservation was placed and the Reservation Begin Date is the date on which the reservation begins For a listing of the reservations scheduled for today select this report and Select by a Reservation Begin Date of today s date I Line Prepares a tabular report with all Reservation information Labels Prepares Reservation Labels using the Label stock provided by COMPanion Includes Reservation Dates Item Barcode Title an
250. he results of this selection are exactly the same as if you put dates into the Due Date selection criteria Temporary ltems This report only includes transactions for temporary items Because Reservations and Hold Requests cannot be performed on temporary items this option should not be used for those reports Homeroom This report only includes transactions for patrons in the locations you specify Typically this is used for preparing overdue listings for a group of patrons in a specified Homeroom If you enter only a Starting with or Ending with selection Alexandria will select all records where the Homeroom begins with the entered text 1 The name for Homeroom is customized in preferences Your customized name will appear here Alexandria User s Manual 303 Circulation Reports All Transactions Archived on Date Days Overdue Discarded on Date Due Date In Stock Expire Item Barcode Item Policy Lost on Date Patron 2nd Location Patron Barcode Patron Grade Patron Homeroom Patron Name Patron Policy Request Expire Reservation Begin Date Temporary Items Transaction Date Preparing Circulation Reports Patron Policy This report includes transactions for a specified range of Patron Policies Grade This report only includes items with patron levels within the range you specify If you enter only a Starting with or Ending with selection Alexandria will select all records where the Level begins with th
251. he window and cannot be modified by the user Vendor Code Enter a short name for this Vendor This is the name that is displayed in pull down menus throughout the system for the selection of Vendors Vendor codes must be unique that is they may not be repeated for other Vendors Company Name The full name of the Vendor company Address The Vendor order street address This is the address that all P O s are addressed to City The city where the Vendor is located State The state or province where the Vendor is located Postal Code The Vendor s postal code Country The country where the Vendor is located Status Vendors that you are currently using should have an Active status of If a Vendor has an Inactive status its code will not be displayed in any of the Vendor selection pull down menus used in the system Note you won t be able to refer back to this Vendor record except for this window 258 Alexandria User s Manual Vendors Management Orders Vendors amp Budgets Start Date The date from which the Purchases value is computed When you first add a Vendor this contains the date they were added However should you ever clear Vendor purchase statistics this date will be reset to the date the purchase statistics were cleared Purchases The dollar amount of the completed i e Closed purchases using the Closed date since the Start Date You can not modify this field except by using the Recompute b
252. he word you ve entered If you enter a single word Alexandria searches for words or phrases beginning with the text you enter However if you end the text with a period Alexandria only searches for data that matches your text exactly For example if you enter child Alexandria searches for all words beginning with child which includes child or children If you enter child Alexandria only searches for the word child If you don t know how to spell a word enter the word preceded by a question mark Alexandria then performs a Sounds Like phonetic search You can set preferences in the Librarian Workstation to automatically prompt Patrons to do a sounds like search if the initial search fails to find results see Alexandria Researcher Preferences on page 69 When you enter more than one word as an All Words search Alexandria does the following Step 1 Alexandria will perform a search with each word in the phrase looking for any item that includes all the words If no match is found Alexandria will ask you if the preference is turned on if you would like a Sounds Like search If selected this performs a phonetic search for the words you ve entered When performing searches other than Search All Words Alexandria will search for items that begin with the term you ve entered If nothing is located Alexandria will ask you if you d like to perform an All Word
253. her charges will be printed Use these reports to see who owes the library money Only Circulation records where an actual fine is due are included Thus an overdue item with no fine is not included have checked out Standard Displays transactions for currently overdue items and unpaid fines charges issued against a patron Charges Only Only displays transactions where a charge is due charges are fees that have reached their maximum limit and are no longer accruing Does not include fines for currently overdue items Fines Only Only displays transactions where a fine is due fines are fees that are still accruing Does not include other charges such as previously overdue items Reserved Items Prints a list of reserved items These are the items checked out using the J circulation command Special Item Lists These reports are designed to show items with special status codes Lost Items A1l items which are considered Lost This includes items checked out to Patron barcode 1 and all items lost by real patrons Discarded Iltems All items which are checked out to Patron barcode 2 Library Use Items AII items which are checked out to Patron barcode 3 On Repair ltems All items which are checked out to Patron barcode 4 On Order ltems All items which are checked out to Patron barcode 5 Archived Iltems All items which are checked out to Patron barcode 6 Alexandria User s Manual 301 C
254. hich you can add new Vendors to your system Route Select the routing slip you want printed when the issue is received If you don t want a routing slip printed select None The issue is checked out to the Route s Responsible Patron automatically when the routing slip is printed TOC Route Prints a Table of Contents routing slip when an issue is received This is used to attach a photocopy of the items Table of Contents or for any other purpose the library would need a routing slip It s assumed that the item isn t circulating so the item is not checked out to the Responsible Patron Medium Medium code to assign to this record Inventory on Receipt When this box is checked Alexandria will ask you to add the received item into inventory If you don t select this received items are not automatically prompted for addition when they are received Many libraries don t inventory high frequency items and instead use the temporary check out capability if those items need to be checked out Alexandria will automatically place the Receipt Date after the Subscription Name when the new record is added 268 Alexandria User s Manual Subscriptions Management Subscriptions amp Routes Subscriptions History Click the History tab to view the subscription s receipt history The receipts are listed with the most current at the top of the list Subscriptions Al ELG Subscription Na Library Review Active J Weekly _
255. his command to remove an entire order If the order is within the current financial year Budget and Vendor statistics are immediately updated In general for most accurate reporting you should only remove Orders outside the current financial year New Line Item Select this command to add a new line item to the order Modify Line Items Select this command to modify a selected line item Performs the same action as double clicking on a line item Remove Line Item Select this command to remove a selected line item Receive Line Item Select this command to receive the selected line item Receive Entire Order Select this command to receive all items on a current order Alexandria User s Manual 257 Orders Vendors amp Budgets Vendors Management Bulletin Board Patrons L Items a6 I Circulation T Search HK Orders Budgets Vendors Subscriptions Routes Vendors Management Under the Show menu access the Vendors window for managing Vendor records You can setup as many different Vendors as you require Vendors Vendor Code COMPanion gt COMPanion Corporation 1831 Ft Union Blud Feb 3 26848 Address 2 Salt Lake City Recompute je 881 943 7277 881 943 7752 Primary Information A Vendor record consists of the following information Vendor Sequence Number Alexandria assigns this number in the order that you create new Vendors It s displayed in the top right side of t
256. hyphenated enter the name as one long word Select the days you want to reserve the book and click OK Alexandria attempts to locate a copy which will be available during that time period If no copy is available a further selection window will appear Once a reservations has been placed a confirmation document appears you may print or save it just like any other Alexandria document by selecting Print from the File menu Alexandria User s Manual 217 Searching Displaying Patron Details Displaying Patron Details Patrons can view the status of items they have checked out Holds and Reservations they have placed and other status information from Alexandria Researcher Patrons can only check their own status not that of other patrons This is also where Patrons can change their password by using the Change Password button You must enter the new password twice to confirm the change Passwords are never shown on the screen all you will see are filler characters Patrons use the following steps to check their status Step 1 Select Patron Details from the Show menu Step2 Enter your Patron Barcode and Password then click Get Status Your password must match your master record or access will be denied Use the Change Password button to change your password You must enter the new password twice to confirm the change Passwords are never shown on the screen all you will see are filler characters Step 3 A Patron Det
257. ia Researcher capabilities and standard Circulation commands with the authority to allow restricted actions For example if a patron has too many books checked out a warning message appears when the patron tries to check out another book With this access level the library aide can override the message and allow the patron to check out another book Student Aide Access to Alexandria Researcher capabilities and standard Circulation commands but no authority to allow restricted actions See the above description of Library Aide access for information about restricted actions Researcher Access to Bulletin Board and Search under the Show menu Report menu is disabled Preferences under the Edit menu are disabled Import amp Utilities under the File menu are disabled Circulation menu and Circulation window commands are disabled Self Service Check Out Supports Researcher privileges with the addition of check in and bookdrop Circulation commands There is a shortcut for entering this mode see Set Self Service on page 189 Self Service Bookdrop Supports Researcher privileges with the addition of the bookdrop capability Circulation window allowed in bookdrop mode only At this level overdue fines are automatically recorded with no opportunity to accept payment or forgive adjust fines Fines are still displayed in the log There is a shortcut for entering this mode see Set Self Service on page 189 Alexandria User
258. ia preferences you can also configure your library policies the rules that govern how your library is used For example you can set policies to determine how each type of item in your collection circulates and how certain types of patrons can use your library You can also set policies to determine how long an item can be checked out by a patron how long a hold request is kept and so forth The following section demonstrates how to set and change librarian workstation preferences The remaining sections in this chapter describe each preference window and how to use it To set librarian workstation preferences select Preferences from the Edit menu The Preferences window appears Click the pull down menu in the upper left corner of the window to view the list of the preferences Preferences Administration Advanced Bookings a a TA l Alexandria Researcher oks Updates Services Archive Calendars Circulation Display Settings Item Management Library Information Orders Patron Management Policies Routes ca Web Word Processor Alexandria User s Manual 57 Preferences me nesa The following is a summary of Alexandria preferences The subsequent sections Advanced Bookings describe each preference in detail Alexandria Researcher Archive Calendars Circulation Display Settings ltem Management Library Information Orders Patron Management Policies Routes Sounds Web Word Processor NOTE Not a
259. ials are being supplied as a service of this library To ensure that all patrons can be serviced on timely basis please review these attached materials and pass them on as quickly as possible Default Route Instructions The default text for new routes Default is The attached materials are being supplied as a service of this library To ensure that all patrons can be serviced on a timely basis please review these attached materials and pass them on as quickly as possible Default Route Period Sets the new default route period Default is 14 days 102 Alexandria User s Manual Sounds Preferences Administration Advanced Bookings Alexandria Researcher Archive Calendars Circulation Display Settings Item Management Library Information Orders Patron Management Policies Routes Sounds Web Word Processor Sounds Preferences Preferences Use this preference to set what sounds play when certain events occur Alert Check In Check Out Circulation Exception Circulation Fine Hold Placed Inventory New Patron Patron Alert Ping Program Quit Report Complete Reserve Placed Reservation Placed Reset Occurred Reset Soon Search Complete Search Failed E h Preferences set Defaults Sound to Play lt None gt Alert Check In Check Out Hold Placed Inventory Mey Patron Ping Report Complete Reserve Flaced Reservation Placed Saxes Search Complete Serious Aler
260. ic 651 Geographic Each new subject you add will default to the 650 _a_x Z You can change the tag only to those listed above Any others can only be added from the Marc view You can also change any tag or subfield as desired Tags will always sort in numerical order when the title is saved Subfields save in the order they are displayed or entered There is no sorting for Subfields Information that you enter in this window is used when patrons search the collection For example if you add Mythology in the 650 column patrons can search the collection for Mythology and this item will be included in the results The subjects you enter must have at least two characters and can be a single word or phrase Click in the different Subject categories to edit subfields To remove a subject highlight it and press the lt delete gt key on your keyboard or use the Delete Tag icon to the left side of the Tag field The Subjects tab allows the librarian to edit and create any Tag For each Tag you add a separate line is created with the Topical data at a the General data at x Chronological data at y and Geographic data at z General Topic _a Geographic _x Chronological _y Geographic _Z NOTE Every term in Marc subject fields are cataloged by Alexandria and can be searched by Alexandria Researcher Alexandria User s Manual 141 Item Management Subjects Categories This tab provides a way to gr
261. ic Fields Illustrations Target Audience Juvenile Form of Item None of the Following Nature of Contents Gov t Publication Not Government Pu 18 21 Up to four one character codes that indicate the presence and types of illustrations in the item Left justified 22 one character code that indicates the audience for which the item is intended 23 4 one character code that indicates the form of material for the item 24 27 Up to four one character codes that indicate whether a significant part of the item is or contains certain types of material 28 A one character code that indicates whether the item is published or produced by or for a government agency L Conference Publication L Festschrift This Item Contains an Index Literary Form Biography No biographical mate 24 A one character code that indicates the literary form of material for the item 24 4 one character code that indicates whether the item contains biographical material Marc Editor Item Management If the Marc record is not specified as Language Material then an alternative 008 editor is displayed Book Editor Tag 886 General Material Info Character Editor Date of entry Apr 2 2888 Type of date pub status b natet Date Place of publication nyu Language eng ts Modified Cataloging Source P 00 05 six character numeric string that indicates the date the USMARC record w
262. ick Stop to keep the Data Station from connecting through PPP 20 Alexandria User s Manual Installation Summary read this first Installing Alexandria Step 11 When you start Alexandria the following Startup window appears If you have not yet registered Alexandria a registration window appears described in Step 12 Otherwise the Circulation window appears Alexandria amp Data Station 5 4 Copyright 2000 Schjelderup Ltd Activation Step 12 The first time you start the Data Station the following registration window appears Enter your Library Name Product Codes Serial Number and Validation Code from your registration letter and click OK Please enter your registration information in the spaces provided This information is printed on the registration letter you received with your product Press the TAB key to move between fields Library Name Highland Middle School Product Codes P1 Serial Number 881 2345 Validation Code 12343509623 Step 13 That s it You ve installed your Alexandria Data Station If you ve purchased a single user license you re finished installing If you ve licensed additional clients skip to Installing Alexandria Clients on page 27 Alexandria User s Manual 21 Installing Alexandria Installation Summary read this first Installing a Windows Alexandria Data Station Use the following instructions to install Alexandria or Alexandria District Librarian on Windows
263. identifies what items are contained in your library collection which have been lost and which have been found Every item in your collection identified with a barcode number has an associated inventory date This is the date on which you last noted that the item was seen in your library Alexandria automatically updates the inventory date for an item when it is checked out or checked in Taking Inventory Command I B inventory date Inventory Use the I command to update the inventory date on items You can use the current date or you can enter a different date e To update items with today s date type I then lt enter gt To Inventory items scan or type the barcode for the item and press lt enter gt Each item whose barcode you enter or scan is updated with today s date e To update items with a date other than the current date type I and the date you want to use for the inventory date followed by the lt enter gt key For example to update items with an inventory date of September 1 2000 enter I 9 1 00 Each item whose barcode you type or scan is updated with the date you entered e To perform automatic bookdrop on all checked out items scanned during inventory use the optional B parameter Thus IB performs inventory using today s date If a checked out book is inventoried it s automatically book dropped As you enter barcode numbers during Inventory mode the transaction log
264. identify yourself If you haven t already you ll need to enter the Patron Barcode and Password Patron Edit Window Once you ve identified yourself as someone authorized to change a patron s data you ll see the Patron Edit window Patron Edit Window EE Change Pa ard Darla Anderson 3211 Olympus Circle Salt Lake City UT Country This window allows you to change certain Personal Information Alexandria User s Manual 221 Searching Changing Patron Information Click the Change Password tab to change the Patron s password Patron Edit Window To change the password enter the Old Password once and the new password twice If the Old Password you enter matches the current password and if both New Passwords were identical the password will be updated If the information isn t entered correctly Alexandria will not change the password This interface also allows the user to renew some or all of their items Click the Renewals tab Patron Edit Window TT Revert Stories For Nine Year lds And Other Oct 29 2000 Polar Bear Oct 14 2000 Lions amp Tigers Oct 9 2000 Stories For Seven Year Olds And Othe Oct 29 2000 Due Date a Esai Es RenewAll To renew an item click on an item then click the Renew button To renew all items click on the Renew All button If a renewal is allowed the new Due Date appears in the list If the renewal was not allowed Alexandria will pop up a
265. ider them removed from the order Alexandria User s Manual 91 Preferences Patron Management Preferences Administration Patron Management Preferences Advanced Bookings Use this preference to configure general information about patrons such as Next Aer la Researcher Barcode Default Policy and terminology chive Calendars Circulation Display Settings Item Management Library Information Orders Patron Management Policies Routes Sounds Web Word Processor Preferences Patron Management Standard Patron 1186668 Default Policy This pull down menu shows the default policy for newly added patrons Use the pull down menu to choose a different default policy If you later remove a patron policy the Default Policy will revert to Standard Patron Next Barcode The next available patron barcode number When you enter a new patron Alexandria assigns them the next available barcode unless you assign a number manually The default value is 1100000 You should set this field when you first configure Alexandria so that any added patrons are assigned a patron barcode number that coincides with your numbering strategy Ignore Barcode Leader of lf you are using barcode numbers not designed for Alexandria you can specify leading characters to be automatically ignored by Alexandria For example if your patron barcodes have the text PAT in front of each barcode enter PAT in this field Alexand
266. igned to a patron or item Default range is 90000000 through 99999999 Default Temporary Item Policy This pull down menu lets you select the policy used for temporary circulation items Default is Standard Item Alexandria User s Manual 75 Preferences Circulation Preferences Circulation Log Save Frequency Select Daily Weekly Monthly or Never Archived logs are placed in the Log folder Default is Weekly The Librarian Workstation also creates an Log folder where archived logs are saved The Circulation log contains everything displayed on the Circulation window and additional special notes which may be useful The Circulation log contains a history of everything that has occurred on that workstation It can be a valuable document if you want to examine a workstation s history The following choices are available Daily The Circulation Log resets at the beginning of each day and is placed in the Log folder with a name such as Circ Log for day yyyymmdd for example Circ Log for day 19990730 Weekly The Circulation Log is reset every week a week starts on Monday and is placed in the Log folder with a name such as Cire Log for week yyyymmdd for example Circ Log for week 19990729 Monthly The Circulation Log is reset at the beginning of every month and is placed in the Log folder with a name such as Circ Log for month yyyymm for example Cir Log for month 199907 Never The Circulation Log is saved but neve
267. ile without the user knowing anything about the contents of the data HINT You can use the checkmark buttons at the bottom of the window to select or deselect all fields Use the Default button to set a default list of fields Selecting Print from the File menu will print a report of your selections Data can be sorted before export by selecting Sort by selections You can use the Virtual Word Processor integrated into Alexandria to view any file you ve exported To view an exported file use Open from the File menu to select the file for more information on import export formats see Importing Patron Information on page 359 Export Other Utilities Export Other 5 This utility allows the librarian to export other Alexandria data to import into another Alexandria database When Run is selected the following options are made available Export Data Native Export Export Central Union Everything Calendars Policies Preferences Patrons Items Vendors Routes Subscriptions Select the data you want exported To import it into another Alexandria database import as you would any other import file Alexandria will recognize the data and correctly import it 346 Alexandria User s Manual Check for Updates Items Patrons circulation Export Items Export Patrons Export Other Check for Updates Database Catalog Utilities Verify Utilities Alexandria Utilities Check for Upda
268. import export routine allows the library to share patron information with other computer systems A city library can get a list of residents from the local utility company or a school library can get a list of patrons from the school administration system Thus library patron information can be transferred to other programs For example a school may hold a final report card if the student owes fines to the library By giving fine information to the school administration program others may benefit from this library information Another use for export import is to modify information in a group of records Patron information can be exported opened in another computer program modified then returned to Alexandria Sometimes this is much easier than modifying records one at a time in Alexandria 1 The file designator consists of two letters followed by two numbers The letter will never be an O so you can be sure that O means zero and is not an O Alexandria User s Manual 359 Data Import Importing Patron Information Patron Fields Field Number Barcode 1000 Community ID Code 1001 Government ID Code 1002 Password 1003 Location 1004 Secondary Location 1005 Last Name 1006 First Name 1007 Middle Initial 1008 Name Index 1009 export value only Level 1010 Address 1011 City 1012 State or Province 1013 Postal Code 1014 Country 1016 Phone Number 1017 Fax Numbe
269. import when your items are received you will want to leave this setting OFF Sort Order Line Items by Title Use this preference to set the default sorting order of line items Select ON to sort by Title Select OFF to sort in the order items that were added Default is OFF Financial Year from Use this preference to set the financial period for your budget Budgets are computed only for the current financial period Default is blank A blank financial period includes all dates The Financial Year is also used for computing Lost and Discarded items in the standard Super Summary Only items Lost or Discarded within this financial year are counted on the Super Summary 90 Alexandria User s Manual Orders Preferences Preferences Claim Letter Preferences Orders Orders amp Budgets The following items were ordered but not delivered If you cannot deliver them within four weeks consider them removed from the order Enter text for order claim letters in this window Claim letters can be printed by the librarian for incomplete orders A claim letter is addressed to your Vendor and includes the Claim Letter text and a list of all items that have not been received for the order in question Claim letters are only printed for Issued orders Open or Closed orders can not generate a Claim letter The default Claim Letter is The following items were ordered but not delivered If you can not deliver them within 4 weeks cons
270. imum number of titles to return during a search Default is 500 User Options These settings determine what a user can do from an Alexandria Researcher Sounds Like Prompt Select this option to display a reminder message if a search finds no matches The message reminds the patron about the Sounds Like search which sometimes finds matches when other searches do not The default setting is OFF Click OK to start a Sounds Like search or Not Now to return to the search window The OK button is the default Allow Holds and Reservations Select this option to allow patrons to place hold requests or make reservations from Alexandria Researchers Users have to enter their barcode and password to place the hold or reservation The default setting is ON Allow Printing Select this option to allow patrons to print from Alexandria Researchers Generally you ll allow printing for patrons outside the library and then customize workstations within the library to disable printing The default setting is ON Allow Patron to Check Status This option allows patrons to check their status from Alexandria Researchers The patron status report includes information such as items checked out on hold and reserved If this setting is enabled patrons will be able to change their own password The default setting is ON Allow Patron to Edit Personal Info Select this option to allow patrons to modify their address and phone number The default setting
271. indow You can further examine and manipulate keywords you ve added using the Utilities command under the File menu Valid types include S Subject R Study Program Interest reading level T Test Number B Bibliography H Holding Code Select Search from the Show menu to search for the items you ve classified using this command In fact if a patron were searching for items on Utah skiing those items would appear on any search performed after you classify the item Alexandria User s Manual 191 Circulation Other Circulation Commands Receive Subscription Command E Subscription Name Receive Subscription Use this command to record that the library has received a subscription If the subscription name doesn t exactly match the name you used in the subscription management window you ll see the following window Select Subscription Cancer 20 Alexandria Library Review In this example Alexandria is selected This item is recorded as Received and we can see how many issues remain in the subscription by reading the transaction log The item will be added into inventory and assigned a barcode number if is set for that subscription Using the Receive Subscription command is the best way to record that you ve received subscriptions Renew All Items Command RA Renew All Items When you have a current patron this command renews all items for that patron Renew Query Co
272. ing about the structure of the file This makes it easy for central administrators to transfer information to Alexandria users In order to be consistent Alexandria assumes that the first line of any import file is a header However it only knows how to process headers in the format stated above 356 Alexandria User s Manual Computerized Records Data Import Some fields allow multiple lines of information such as abstract or patron notes Any lt return gt located in a field is converted into the V character on export and on import the character is restored to a lt return gt Generally you don t need to know about this However if you were to examine an exported file you d see these characters Also if you wanted to add a lt return gt into a file that is getting imported you can use the character to make it happen Import File Example A sample patron import or export file might look like this PT01 1000 1007 1006 lt return gt 1100000 lt tab gt Bill lt tab gt Smith lt return gt 1100001 lt tab gt John lt tab gt Jones lt return gt In the example above the header field codes 1000 1007 1006 specify that the fields are ordered by barcode first name last name An item record will be in a similar format except that different field codes are used and different types of field information is entered i e title or author of the item A simple way to study these formats is to export
273. ing pieces of information 1 Holdings A count of the number of copies in a selection group 2 Older A count of the number of copies with publication dates that are 13 years old or older from the end of the current financial year 3 Newer A count of the number of copies with publication dates that are less than 13 years old from the end of the current financial year 4 Newer The percentage of items that are newer 1 This data is NOT collected for copies that are Lost or Discarded Alexandria User s Manual 325 Special Reports 000 099 092 Only 920 Only 100 199 200 299 300 399 400 499 500 599 600 699 700 799 800 899 900 999 000 319 320 329 330 339 340 359 360 369 370 379 380 389 390 519 520 529 530 549 550 559 560 569 570 579 580 609 610 619 620 629 630 999 326 Alexandria User s Manual Preparing Special Reports Super Summary Statistics Groups Statistics are collected based on Call Number and Item Policy over the entire selection For Call Number Statistics numeric sub divisions are grouped into the following categories for each Call Number prefix Numbers with no prefix are shown below Standard Super Summary uses these numeric selections less 092s less 920s Missouri Super Summary uses these numeric selections Preparing Special Reports Special Reports A NOTE Fiction items that do not have a Call Number prefix before the cutter first three lett
274. ion ASCII files contain two types of characters standard visible characters such as numbers and letters of the alphabet and special characters that are called Control Characters Control Characters are used for special purposes to control the display or interpret the information in the file If you have computerized data you may be familiar with the lt tab gt and lt return gt control characters that are used to make text more legible Because we can t print these characters they are represented as lt tab gt and lt return gt in the manual When dealing with computerized information systems you often hear the terms field record and file A field is the smallest unit of information stored An example of a field is a book s title A record is a related group of fields Many records of the same type saved together are called a file For example in a file of names a record consists of the fields First Name and Last Name A more complex file may include records with other fields such as Phone Number and Address 1 American Standard Code for Information Interchange ASCII 2 Since you can t see the TAB or RETURN characters they are represented in this docu ment as lt tab gt and lt return gt Alexandria User s Manual 355 Data Import Computerized Records In other words records contain fields filled with information and files contain many records In the library world there is a fai
275. ion Format records can contain the same information as Marc records but they are much easier for you to read There are some examples of this at the end of this chapter Saving Marc MicrolLIF Records Although the Marc MicroLIF formats are industry standards the type and location of some information located within the Marc record varies from Vendor to Vendor In order to be compatible with as many different Vendors as possible Alexandria automatically analyzes the Marc record in order to extract the information required for your library Conversion Rules During Import Alexandria takes an entire Marc record into memory and then searches for matching information to use with Alexandria Some Vendors place information for multiple copies of an item within the same Marc record Alexandria will locate the information pertinent for each copy as long as the information is in a format that Alexandria recognizes During import Alexandria will automatically match existing items with new items First if a barcode matches Alexandria replaces old title and copy information Second if the ISBN and title match Alexandria replaces the old title with the new information Third if the LCCN and title match Alexandria replaces the old title with the new information Fourth if all previous options fail Alexandria matches a title author publisher publication date medium extent and edition When a match is detected information in the imported rec
276. ion date based on the patron s policy when the patron record is first added to the system For example if a Patron Policy in Preferences is set for 365 days the card will expire 365 days from the date the patron was entered Birth Date Enter the patron s birth date This information is used solely for reference Parent Guardian Enter the patron s parent or guardian This information is used solely for reference 1 This term can be customized by the librarian see Patron Management Preferences on page 89 for instructions 2 Authority Control is available for Location and SubLocation by pressing lt option tab gt on Macintosh or lt ctrl tab gt on Windows Alexandria User s Manual 117 Patron Management Patron Information Fields Notes The Notes tab includes information about the patron s emergency contacts as well as groups the patron belongs to and general notes about the patron Patrons E KG 1881 Darla Anderson 5211 Olympus Cr Address 2 Salt Lake City Darla works in the library M amp T from 3 5 Contact Notes ldentifies the parent or guardian you need to contact in case of emergency Enter the contact name address and phone number if it is different from the patron s address and phone number You may enter more than one name and address Categories Enter information about groups the patron belongs to Such as special reading programs at risk students special education
277. ion to override the policy To change settings for an existing policy change values in the fields on the preferences window The following list explains the fields Policy This pull down menu shows the currently selected policy Use the pull down menu to select other policies you ve created for your library You can edit these names by clicking on the Edit Name button Short Code The Short Code is a short name for policies These are used in reports and other places where long names don t fit well Short Codes must be between 1 4 characters Default is the first 4 characters of the Policy name Number of days these items can be loaned Enter the number of days items of this policy can be loaned For example to set a loan period of three weeks enter 21 Default is 14 days For items that you do not want checked out set the loan period to 0 days Grace period allowed before an item is subject to fine Enter a value to set the grace period allowed for overdue items before fines are computed For example if you set the grace period for 2 days patrons are not charged fines until the third calendar day an item is overdue At this point they are charged fines for 3 overdue days It doesn t matter if the library is open or closed on those days the Grace Period is only computed on calendar days For easy check in set the grace period one day longer than your commonly closed periods For example if you are commonly closed on Saturday
278. irculation Reports Preparing Circulation Reports Patron Name Fatron Homeroom Patron 7nd Location Call Number Due Date Circulation Reports Sorting Options Use the Sort by pull down menu to select the order which you want the items listed in your report The following is a list of Sort by values for Circulation reports Patron Name Report sorted alphabetically by the patron s name Patron Location This report is sorted alphabetically by Location and within each location by patron name Each location begins on a separate page This makes it easy to distribute reports to different locations Patron Sublocation This report is sorted alphabetically by Sublocation and within each location by patron name Each Sublocation begins on a separate page This makes it easy to distribute reports to different Sublocations Call Number Report sorted in Call Number order This sorting order makes it easy to use the report to search the library for returned items that haven t been recorded as returned by Alexandria Due Date This report is sorted by Due Date then by Patron Name This sorting order makes it easy to find transactions in due date order 1 The name for Location is customized in Preferences Your customized name will appear 2 The name for Sublocation is customized in Preferences Your customized name will appear 302 Alexandria User s Manual All Transactions Preparing Circulation Report
279. is a client program and doesn t actually have direct access to the data Makes processing requests of the Alexandria Data Station Alexandria Researcher The Alexandria program for patron OPACs on line public access catalog or Search Catalogs This is a client program and doesn t actually have direct access to the data Makes processing requests of the Alexandria Data Station ASCll American Standard Code for Information Interchange a universal encoding system for text characters Attachments Electronic files or documents that appear on the patron or item record where they are attached These attachments can be accessed from the patron or item details screens from circulation management or search screens Attachment descriptions for items are keyworded and searchable from Search or the Alexandria Researcher Bookdrop Circulation mode for checking in books Boolean Logic Named after George Boole A logical combinatorial system treating variables such as propositions and computer logic elements through the operators AND OR NOT and XOR This logic can have one of two values true or false Bulletin Board A message display center within Alexandria Messages can be viewed from any Alexandria program but can only be added from the Data Station or Librarian programs CDR Compact disc recordable A compact disc on which you can write only once and thereafter is read only CDRW Compact disc re writable A compact disc
280. is report to determine which patrons are using which items in the library Usage by Patron ltem Policy Allows the librarian to examine combinations of Patron and Item policies by Day Prints a grid with patron item policy pairs down the left side and days of the week across the top Library usage is printed in each cell Use this report to determine which combination groups are being used in the library on which days of the week by Month Prints a grid with patron item policies down the left side and months of the year across the top Library usage is printed in each cell Use this report to determine which combination groups are using the library during which months of the year Usage by ltem Patron Policy Allows the librarian to examine combinations of Item and Patron policies by Day Prints a grid with item patron policies down the left side and days of the week across the top Library usage is printed in each cell Use this report to determine which item patron groups are being used in the library on which days of the week by Month Prints a grid with item patron policies down the left side and months of the year across the top Library usage is printed in each cell Use this report to determine which groups are being used in the library during which months of the year Usage Statistics Sorting Options Typically the subtotals returned by the reports are what you might expect however if you want further monthly subtot
281. item data into Alexandria The first is to select Import from the File menu The second way is to drag the import file onto the Circulation window When importing patrons or items you ll see the following window appear Data Import DERLEEREREREREREELS Press Start Import to Begin Item Settings settings Patron Settings Settings Rs Laura Ingalls Wilder txt Add File Start Import The same window is shown for special format tab delimited Marc and MicroLIF imports With this dialog you can set the following import preferences Alexandria User s Manual 351 Data Import Always Add Copies Never Add Copies Add Found Copies Data Import Dialog Global Settings Global Settings Item Settings Patron Settings Archive First LJ Strip Leading Alphas Archive First When this option is selected Alexandria will Archive your data before the import is performed This is useful when bad data is imported and it s necessary to go back to a previous database Default is ON Strip Leading Alphas When this option is selected leading alpha characters on imported barcode are ignored For example XYZ100 would be turned to 100 if this option is ON Default is OFF Item Settings Global Settings Item Settings Patron Settings Starting Item Barcode Item Policy Standard Item qF 1300000 Copies Always Add Copies Copy Location Copy Collection Use Existing Barcodes COMP hv A
282. items To print the contents of the Results List or Saved List chose Print from the File menu or click on the Print icon If you are using Alexandria Librarian hold down lt alt option gt or the lt ctrl gt lt command gt and double click an item in the list to quickly go to the Items window with that title record The Items window opens with the item you selected If you are using Alexandria Librarian an asterisk symbol appears at the end of the row when the item is marked as Don t Show in Alexandria Researcher 212 Alexandria User s Manual Standard Search Results List Searching Creating your own Custom Results Lists To create a list of items from the Results List select the items in the list you want to save and click the Save List icon In the example below the gray highlighted items were saved from the Results List Search Ser je a l coy ar tir re fiction SOO AS Science Fiction Science Fact Asimov Isaac Book 921 ASI Isaac Asimoy scientist And Stor Erlanger Ellen Book EM Space Case Marshall Edwar Book E P wump World The Peet Bill Book le IP You Will Live Under The Sea Phleger Fred B Book FIC ABE Forgotten World Abels Harriette Book FIC ABE Green Invasion Abels Harriette Book FIC ABE Medical Emergency Abels Harriette Book FIC ABE Meteor From The Moon Abels Harriette Book FIC ABE Mystery On Mars Abels Harriette Book FIC ABE Planet Of Ice Abels Harriette Book FIC ABE Silent In
283. k Report Print Typically you ll want to perform the analysis on your entire collection Super Summary Report Details Super Summary reports are used to perform detailed analysis of the items in your collection Typically the analysis is performed on your entire collection The Regular Super Summary The Regular Super Summary performs a detailed analysis of the items in your collection Statistics are collected based on the Financial date range the last calendar month and the last 12 months It collects the following pieces of information Title Based Statistics are only collected for titles with copy records Title records without copy records are counted separately Copies which are Lost or Discarded are NOT included in the calculations except for the Lost and Discarded counts of the current financial year see Orders Preferences on page 90 e Title Count Total number of Titles in the selected group e No Copies Count of titles that have no copies e Copyright 2yr Count of copies in Copyright range of 0 2 years e Copyright 3 5yr Count of copies in Copyright range of 3 5 years e Copyright 6 10yr Count of copies in Copyright range of 6 10 years e Copyright 11 20yr Count of copies in Copyright range of 11 20 years e Copyright 20 yr Count of copies in Copyright range of 20 years No Date Count of copies with no copyright date e Jan Dec Usage Monthly Title Usage counts for each month These cou
284. k on Select or press lt enter gt or lt return gt on your keyboard When you select a record in the Browse window that record is displayed To exit the Browse window without changing the current record click the close box or Cancel The Browse window shows entries in the order specified by the Browse By setting of the initial record management window In this example records displayed in the window are sorted by Name the value displayed in the Browse By field at the top of the Patron window Changing the Browse By field also changes the index pull down menu on the Find menu Alexandria User s Manual 47 Alexandria Basics First Previous HI Next Last 4 H Browse a5 B Find Unlock Record New Vendor N Duplicate Hp Remove Vendor R Management Command Menus Changing Records Before records can be changed they must be unlocked Use the Unlock Record command in the control menu to Unlock the current record Display Setting preferences can be set to automatically lock or unlock records for modification see Display Settings Preferences on page 81 Adding Records Use the New command to add records to your Alexandria database When you select this command a window pops up prompting you for information The following example shows the New Vendor display window amp Vendors File Edit Show Reporte Links Yerndor Window Help vendor Code T Acte ow T Jun 15 2000 Hame Address
285. l Number Tag If your Call Numbers are not in the customary location within the Marc record use this preference to configure where Alexandria should check first for a call number If you enter a valid Tag_subfield Alexandria will scan that point in the Marc record to find the call number If your call numbers are typically at 900a enter 900a in this field The default setting is blank Preserve Existing Call Numbers When this check box is set existing call numbers are never modified during import or automatic SmartMARC updating Default is ON Require Matching Library Code on Import When this box is checked only copy information with your library code in 852_a is imported All other library codes are ignored Default is OFF Some districts keep a central union catalog with all district holdings When these records are transferred to an individual library each title may contain holding information for each library in the district This option allows each library to import holding records which belong to that library Other holding records are automatically removed from the Marc record before it s saved Prefer LC Call Numbers When this check box is set Alexandria looks first for an LC Call Number when looking for call numbers in an imported Marc record Default is OFF Show Statement of Responsibility in the Title When this box is checked Alexandria shows the Statement of Responsibility 245_c in the Title field of th
286. l bar 52 Alexandria User s Manual Library Bulletin Board Alexandria Basics To add a new Bulletin Board entry click on the New Bulletin button gt Hew Bulletin Board Item X Cancel OK Enter the name of the new Document Bulletin and an optional Expiration Date If you enter an Expiration Date the item will be automatically removed on that date To create a new Map Bulletin select Map in the Bulletin Type pull down menu D Hew Bulletin Board Item X NOTE Bulletin Board documents are standard word processing documents They may contain text and or graphics Use a drawing program to create your library map and paste it into the word processing document If you want to add additional text with rules or additional hints on locating items you can include anything you want Although Bulletin Board documents are standard word processing documents they are transmitted frequently over the network you ll want to limit yourself to short documents Only Librarian Workstations can Add or Remove entries from the Bulletin Board Alexandria Researchers can only view entries However since Bulletin Board documents are standard Alexandria word processing documents librarians can easily accept postings from students who have created their own bulletins using Alexandria Researcher Alexandria User s Manual 53 Alexandria Basics Maps Maps To create a new Map Bulletin select Map in the Bulletin Type pull do
287. l menus as shown to the left let you perform all iconic Button commands NOTE An icon is the picture shown on a Button You can Cut Copy and Paste icons A Button consists of a Button Icon a Button Name and a Button Action When you copy or move a Button all these attributes move along with them For convenience you can drag drop or paste icon images directly onto buttons HINT When viewing the panes place the cursor over a button and wait for the tool tip to come up The tool tip will display which action will be performed when that button is clicked by library patrons To force the tool tip to appear use the lt option gt key for Macintosh or the lt ctrl gt key for Windows 234 Alexandria User s Manual Alexandria Explore Preferences Alexandria Explore To configure the pane for another language select the language in the Language pull down menu Edit Explore Pane Pane name Hoy No Trabajo Erste Feliz Navidad Easteramos Hoy de Padre Hoy de Trabajo Hoy de Memorialo Hoy de Madre Nuevo Yearo Passover St Patrick s Day Hoy de Gracias Valentine s Day NOTE When you switch languages you can customize the Pane name the text label below a Button and the message for the Display Message action If you don t provide text for the new language the default language text will be used Other actions as shown below do not change for each language Edit Explore Pane
288. lacement Cost is 0 00 then Alexandria checks to see if a Purchase Cost is available if that s also 0 00 then Alexandria tries to use the Average Replacement Cost of the copies policy If that value is also 0 00 then a value of 20 00 is used Funding Source This identifies the funding source for the copy It can be used when you generate reports including reports that list all items purchased from a specific funding source Inventory Date This is the date the copy was last inventoried or circulated Alexandria automatically inventories items when they are circulated You can print a report of all items that haven t been circulated inventoried since you last inventoried your collection then inventory only those items Alexandria User s Manual 137 Item Management Item Information Fields Copy Notes Item Copy Data Copy Notes Enter general comments about this copy When an item has copy notes a Notes button appears in the Current Item section of the Circulation window For example if a copy is damaged you can document the damage in this field Click the Notes button to view the copy notes The Copy Notes are shown at 852 z in Marc records Alert Notes This field is used to make the librarian aware of special circumstances regarding a specific copy When a copy circulates with multiple parts the Alert Notes will remind on check out and check in that it includes multiple parts When the copy is accessed from t
289. lder and then look for a folder named REPORT In the example of the C drive your path would look as follows C OASIS REPORT where C is the hard drive that AfW is installed to OASIS is the install directory and REPORT is the directory that Alexandria uses for storing reports generated to Text files Inside the REPORT folder you may have several files or you may have only one Look for a file named MARCXB DAT where the asterisks represent the order of multiple exports If this is your first Marc export this file will normally be called MARCXBOO DAT If you ve run several reports including other Marc exports you may need to search for this file Edit Mien o Favorites Bee S m fa 3 Cut a a ee a Undo GE Delete Properties Views o Sr ate ee Modified 2a3KB DAT File 4 1700 3 28 SM Alexandria User s Manual 37 Installing Alexandria Step 9 Transferring data from AfW To import your item data do the following minimize the My Computer window and launch Alexandria v5 Once Alexandria is open go back to the My Computer folder Drag the file MARCXB DAT from My Computer and drop it on the Alexandria Circulation window This should cause Alexandria to open the Import window fv item Settings Patron Settings RBs MARCXBOO dat W z CL PD LD LL ALLE PULA IAEA PLA PLYT FAP A PL PLTA PE Step 10 Step 11 Step 12 38 Alexandria User s Manual ae Startimport
290. le Otherwise an item s value is set at 20 00 If you don t set this fines can exceed the cost of the item Default is ON Items are due on This field configures the day of the week that items are due Use the pull down menu to choose a day If you choose Anyday items will be due on their calculated due days If you choose a day of the week all patrons on this policy will have their items due on the day you set Default is Anyday For example if you set this field to Tuesday books are due the first Tuesday after the calculated due date If the day of the week is closed due date will advance to the next closest open day Use calendar This field shows the calendar used under this policy Use the pull down menu to choose a different calendar for this policy If you remove a calendar that is being used by a policy the Standard calendar automatically replaces it Default is Standard Policy notes This field is used to enter a short note about the policy This is only for the use of the librarian as Alexandria doesn t use this information Default is blank 96 Alexandria User s Manual Policies Preferences Preferences Item Policies Item Policies are the general rules that govern how items are circulated in your library For example you can set policies to allow fiction works to be checked out longer than reference works Use the Item Policies preference to customize these rules Alexandria automatically create
291. lect Never from the pull down menu Alexandria Researcher Configuration Password Enter a password in this field to restrict patrons access to preferences on Alexandria Researchers If no password is entered Alexandria Researcher security can be configured on a workstation by workstation basis If you set a password in this field and a patron selects Preferences from the Edit menu on an Alexandria Researcher a pop up window appears asking the patron to enter this password If the user does not know this password the user cannot change the preferences on the Alexandria Researcher The default password is Configure Alexandria User s Manual 69 Preferences Alexandria Researcher Preferences Alexandria Researcher Quit Password Enter a password in this field to restrict patrons from quitting Alexandria Researcher If you set a password in this field and the patron chooses Quit from the Edit menu on an Alexandria Researcher a pop up window appears asking the patron to enter this password There is no default password thus allowing all users to quit Address Book This pull down menu lets you select the Address Book which will be used for this workstation The default entry is the Standard Address Book Default Language This setting allows you to set the language used when the workstation starts up or is reset The default is set by your activation code in the USA it s set to English Maximum Hits Specifies the max
292. level Default is July 1st of the current year This is a School Library When this box is checked Alexandria uses defaults and settings which assume school library settings Turning this option off either hides school elements or changes them into non school related terms Default is set based upon your activation codes If your activation code contains H1 it will default to ON Alexandria User s Manual 89 Preferences Orders Preferences Orders Preferences Use to set preferences for the Orders management window Administration Advanced Bookings Alexandria Researcher Archive Calendars Circulation Display Settings Item Management Library Information Orders Patron Management Policies Routes Sounds Web Word Processor Preferences Orders Claim Letter Last Address Address 2 City Postal Code Country Last Address Address 2 City Postal Code Country Bill To Enter the Bill To address for your orders If you fail to enter an address when you print an order the library address will be used Ship To Enter the Ship To address for your orders If you fail to enter an address when you print an order the library address will be used Sales Tax Enter the default sales tax rate for your orders Default is 0 Add items to Collection on Receipt Use this preference to set the default value for new orders Default is OFF If you typically receive Marc records from your Vendor for
293. lexandria WEB Searching with Alexandria WEB With Alexandria WEB you can perform several Researcher functions using a standard World Wide Web browser such as Netscape Navigator or Microsoft Internet Explorer Use the following instructions to search for items in your Alexandria collection using Alexandria WEB Step 1 To connect to the Alexandria WEB search interface enter the IP address of the machine running the Alexandria Data Station or click on a link which contains this address Alexandria COMPanion Demonstration Library Patron Status Log Off Enter your search terms here Copyright 2000 All rights reserved Step2 Follow the instructions on the Web page Searching with Alexandria WEB is similar to searching with the Alexandria Researcher Alexandria WEB supports a Simple Search a Boolean Search Results and Details just like Alexandria Researcher You can even place Holds Reservations and display patron Details You can also change the Alexandria WEB interface to display in a different language Alexandria User s Manual 225 Alexandria WEB Alexandria WEB sample windows Alexandria WEB sample windows Here are some sample windows from the Alexandria WEB interface Alexandria WEB Patron Log In Alexandria You entered an incorrect patron ID or password Please try again Patron ID 1 ggg Fassword Alexandria WEB Patron Details Alexandria See Fatron Details Amstead Lonnie Ann
294. ll Number Policy Call Number Title Author Budget Publication Year Subject Curriculum Code Bibliographic Code Interest Code Accession Date Inventory Date Collection Location Funding ource Preparing Item Reports Sorting Options for Item Reports Use the Sort by pull down menu to select the order in which you want the items included in your report For example if you want an alphabetic list sort by title The following is a list of Sort by values for item reports Call Number This selection sorts by Call Number then Primary Author then Title Call Number sorts from left to right so a Call Number of 100 is sorted before 20 To ensure numerical sorting works for you all numbers must have leading zeros For example a Call Number of 020 is sorted before 100 Policy This report is sorted alphabetically by Policy Name and within each policy by Call Number Each Policy begins on a new page Title This report is sorted alphabetically by Title Articles such as A An or The are ignored when specified as such in the Marc record For example The Wizard of Oz will be sorted under W Author This report is sorted alphabetically To ensure that the Author names sort correctly make sure all Author names are entered using the same format Last Name First Name If a Title has more than one Author it will appear under each Authors listing Barcode This report is sorted numerically by Barcode
295. ll be listed in the field Step 2 Choose the type of search Use the Search All Words pull down menu on the left of the window to choose the kind of search you want to perform For example you can choose to search Authors Titles or Series Step 3 Enter a search word or phrase In the field next to the search pull down menu enter your values For example if you want to search by Title enter all of the title or the first part of the title which you want to search You can use special characters or Boolean operators And Or and And Not to narrow your search You can also use the Dictionary button to show a list of items in the collection that match your search values 202 Alexandria User s Manual Boolean Search Overview Searching Step 4 Use the results of the search The search results are shown in the Search window Search NOTE If you notice that you have some mistakes in a title or record you can hold down the ALT PC Option Mac key on the title and double click to have the Item Management window open 001 942 45 Unidentified Flying Objects Asimov Isaac Book 021 ASI Would You Believe Asimov Isaac I Book 363 7 ASI Space Garbage Asimov Isaac Book S00 AS Science Fiction Science Fact Asimov Isaac Book 920 5I Space Spotter s Guide The Asimov Isaac Book 323 445 Mars Our Mysterious Neighbor Asimoy Isaac Book g23 4BRA Saturn The Ringed Beauty Asimov Isaac Book 367 9 45 Did Comet
296. ll preferences are available for every client The Data Station has more preferences than the Librarian which has more than the Researcher Some preferences are only active if you have licensed those features If you have not licensed the feature the preference isn t visible Administration Setup users and access levels activate passwords Configure Address Books for wide area or multi collection access see Administration Preferences on page 57 Advanced Bookings Available only for those who have the licensed Advanced Bookings option Documented in the Advanced Bookings chapter see Settings on page 196 Alexandria Researcher Define initial settings for your Alexandria Researchers see Alexandria Researcher Preferences on page 67 Archive Alexandria will automatically create a copy of your data at predefined times throughout the week see Archive Preferences on page 72 Calendars Setup calendars for use in your library Calendars are used to schedule open days closed days period due dates and notes see Calendar Preferences on page 71 Circulation Configure information about temporary barcodes and set how often the Circulation log is saved Create body text for inclusion in patron notices see Circulation Preferences on page 73 Display Settings Choose color schemes for the Alexandria appearance and window settings see Display Settings Preferences on page 78 ltem
297. llection To prepare an Item Report follow these steps Step 1 Choose Item Reports from the Reports menu Reports Items Alexandria Item List E Call Number E Reports Special Reports Patron Reports Item Reports Circulation Reports Usage Statistics Order Reports Subscription Reports Quick Reports Cancel Create Quick Report Print _ Step 2 Choose the type of report you want from the Report Name pull down menu Item List Catalog Format Copy List Monthly Usage ltem List Publication Date Summary Catalog Format Item Copy Usage Copy List 1 Line Call Number Item Analysis Monthly Usage Inventory 3 Harcode labels Publication Date Summary Spine Labels Reports Items Item Copy Usage Catalog Cards ltem Analysis Study Programs Inventory Barcode Labels Spine Labels Catalog Cards Study Programs gt gt _ Create Quick Report Print Alexandria User s Manual 287 Item Reports Call Number Policy Call Number Title Author Barcode Budget Publication Year Subject Curriculum Code Bibliographic Code Interest Code Accession Date Inventory Date Collection Location Funding Source All Items Accession Date Author Barcode Bibliographic Code Call Number Copy Collection Copy Last Used Date Copy Location Copy Sequence Curriculum Code Don t Show in Researcher Interest Code Inventory Date Medium No Last Used Date Policy Publication Ye
298. llow Title Updates Funding Source Vendor Require Matching Collection Starting ltem Barcode lf a new Item Barcode number is required Alexandria will begin assigning numbers beginning with this value Alexandria always checks to see if a value is already in use and if it is a new number is automatically selected Default is 1300000 Item Policy If an imported item doesn t have an item policy defined in the record this policy will be used Default is Standard Item Copies Specifies how copies are managed on import Default is Always Add Copies Always Add Copies Whether a new title is created or a match is made against an existing title we ensure that title has at least one copy This could come from the imported record or a default copy added if the imported record has none Never Add Copies Copies in imported records are essentially ignored Only the title information is imported Add Found Copies lf you re updating titles and a match is made add or update the copy as appropriate If not updating titles simply add a new title for every imported record and add any copies that were included in the import record no matching barcode collisions are reassigned Copy Location If the Copy Location of the imported record isn t specified your location value will be put into 852_b Default is blank Copy Collection If the Copy Collection for the imported record isn t specified your collection value will
299. lor setting double click the line that you want to change The standard operating system color window displays After you leave the Display Settings preference window the color scheme you select is applied to new windows as you open them Select new window color _ Original MA Wew CHYE Ficker If you already have Alexandria windows open when you set this preference those windows will not show the new color scheme until you close them and re open them Crayon Ficker Name Evening Blue ish HSV Ficker The Circulation window will change when Alexandria is restarted Customize the color as you choose then click OK Click the Set Defaults button beside Pre Defined Color Scheme to set the selected color scheme as a default pull down menu selection Now you can further customize these settings The Default color scheme is General Color schemes are local for each workstation When a workstation is first launched it will use the Library Preferences from the Data Station Any future changes to that workstation are applied solely for that workstation Alexandria User s Manual 81 Preferences Display Settings Preferences Miscellaneous Display Settings Use these controls to further customize the look of your Alexandria program Display Settings Large Medium Default Text Setting Selects the general size of displayed text Default is Large Tool Tip Delay Selects delay
300. ls 61 Adding Users 60 Address Books 63 Administration 59 Alexandria Researcher 69 Archive 72 Calendar 73 Circulation 75 Display Settings 81 District Librarian 371 Holds 79 Import 351 Item Management 83 Library Information 87 Orders 90 Patron 92 Patron Management 92 Policies 94 Reservations 79 Routes 102 Sounds 103 Web 105 Word Processor 105 Preferences Report 321 Print Library Calendar 320 Policies 320 Print the Transaction Log 161 Printing Authority Reports 323 Publication Date Summary Report 291 Publication Year 139 Publisher 139 Purchase Cost 137 Q Quit Researcher 70 R Read Transaction file 192 Rebuild 347 Recall Letters 78 Receive Subscription 266 Receive Subscription Command 192 Receiving Your Order 256 Registration Dialog 21 26 Remove Item Reservations 157 Remove Patron Holds 157 Remove Patron Reservations 157 Remove Patrons 340 Removing a Title or Copy 127 Removing Item Reservations 184 Removing Patron Holds 180 Removing Patron Reservations 183 Removing Records 49 Removing Users 60 Renewing an Item 177 Replace Information 332 Replace Patron Information 339 Replacement Cost 137 Reports Authority Lists 323 Budgets 313 Circulation 297 Circulation Notices Circulation Statistics 305 Command Bar Codes 321 Item 287 Items 287 Order 309 Overview 273 Patron 279 Policies 320 Quick Reports 276 Routes 318 Special Reports 319 Subscriptions 315 Vendors 312 Researcher Pref
301. mary report only prints the totals for the entire range this report prints raw data for every title in the range Publication Date Summary A report that includes the number of items published in each selected year and the number of times items of each publication year have been checked out during the current year and life to date Use this report to determine the age of the items in your collection ltem Copy Usage Reports on usage levels of individual copies in the collection This can help determine how much each copy has been used Item Analysis Counts the titles and copies within the selected range Use this report to determine how many titles copies you have within selected areas of your collection It helps you answer questions like How many fiction books do we have and How many books in the 100 s do we have Alexandria User s Manual 291 Item Reports W Item List Catalog Format Copy List Monthly Usage Publication Date Summary Item Copy Usage Item Analysis Inventory Barcode Labels Spine Labels Catalog Cards Study Programs Preparing Item Reports Inventory These reports are used for inventory purposes An inventory date range is generally required to run these reports Items with an inventory date in the past month are considered inventoried Inventoried ltems A report listing all items whose inventory date falls between a specified date range The report includes each it
302. mation possible to help solve your problems and questions Alexandria Help If the Alexandria Help documents are installed in your system this selection brings up the Help Index vwp document Alexandria Help documents are installed in the Help folder inside your Alexandria folder Open Release Notes lf the Alexandria release notes are available this selection shows them If available this document is in your Alexandria folder and is named Alexandria Release Notes txt 40 Alexandria User s Manual File Menu Alexandria Basics Fie File Menu Bobo Ci ES alton The Alexandria File menu provides the following selections Open Ctrl 0 eselet Hut New Document Opens a new VWP document VWP stands for Virtual Word ne pe Processor Alexandria s integrated word processor EYE Ui P Gave de ert 0 einar gt Untitled 1 0 x ave File Edt Show Reports Links Window Help Hever sener BO Pe Import Hr Utilities 4 Page Setup Malde Fom frr style lmetd F EIS gh al Print ike Restart Ctrl S hift E Exit Alexandna Ctrl l Open Shows the standard operating system window to locate a file When you select a document in this window Alexandria opens it Use this command to open VWP documents TEXT documents Marc documents MicroLIF documents and other files for viewing Close Window Closes the top window Close All Closes all windows except for the Circulation window Save Saves the contents of the top
303. me Use this command to find a patron by name and to make it the Current Patron For example to find a patron with the last name Smith enter L SMITH Circulation COMPanion Demonstration Library Check in Out fi smith The browse window appears starting near the patron whose name matches the name you entered Patron Lookup fE ance J seren J Homeroom Il B ar A Randall Timothy Robertson Erica Command Robins Brian Rockwell Paul Rose Danny Sagaser Dan Sagaser Don Sanich John Sanich wendy Schjelderup Bill Schlotzhauer Andrew Schwartz Jeff M Sciera Michelle Shinernan Kw le Silvey Anna Skinner Michael Slayton Jeffrey Stark Jami L Stock John C call number Wishard ceigler Dobbins Wishard Dobbins Wishard Dobbins Office Dobbins Wishard Dobbins Schjelderup Zeigler Wishard Wishard Office Find an Item by Call Number Use this command to locate a copy searching by the copy s call number For example to locate a title with call number 150 type C 150 and press lt enter gt The browse window appears starting with the first item in the collection that matches the call number you entered Command T title Find Item by Title Use this command to search for the first copy of an item by title or a portion of the title For example to locate an item with a title beginning with Foundation type T foundation and press lt enter gt The browse window appears
304. me format Utilities Catalog Utilities Main Author dasimove Asimov Issac Author No Selection Step 1 We set the selection to only examine records where the author is Asimov Step2 Specify that we want to modify only data in 100 a Step 3 Just to be sure we check to see that the Author begins with Asimov Step 4 We replace matching 100 a s with Asimov Isaac Step 5 Click OK to start changing your data Modify Catalog Utility Tancel Click Cancel to stop the utility Changes already performed will not be undone Only unprocessed records are cancelled Any record which was modified by the utility will stay modified 1 In this example the utility would also change Janet Asimov s entries to Isaac We should have specifically selected the Author as Isaac Asimov Use this utility with great care Alexandria User s Manual 349 Alexandria Utilities Verify Utilities Items Verify Utilities Patrons Circulation Export Items Export Patrons Export Other Check for Updates Database Catalog Utilities Verify Utilities Utilities Verify Utilities Verify Budgets l Verify Orders Verify Routes Verify Subscriptions Verify Vendors Verify All Misc Utilities are used to verify data within Alexandria files Verifying data determines that internal relationships are valid and logical When bad relationships are identified they are corrected Verification
305. ming a search 210 Alexandria User s Manual Study Program Search Window Searching Study Program Search Window Use the Study Program tab to search your collection for items which have been classified in a study program such as Accelerated Reader Search To perform a Study Program search perform the following steps Step I Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Select a Study Program name from the Program Name pull down menu Any selects all items with study program tags Other selects programs other than Accelerated Reader or Reading Counts Select a range of interest codes If you don t care about interest codes select None Enter a range of reading levels If you enter only one value only that value will be searched Enter a range of point counts Only those items with a point count range you select will be chosen You can additionally select study program items with a specific Subject term or enter any Other Words you want in the selected records Click the Search button or press lt enter gt Alexandria will perform a search and show a Results List containing all the records which contain all the specifications you ve provided see Simple Search Results List on page 215 Alexandria User s Manual 211 Searching Standard Search Results List Standard Search Results List Depending on the type of search performed and your preferences Alexandria will show a Results window
306. mitted When an order is closed the cost for each received item is adjusted to reflect discounts shipping costs and taxes before they are recorded as Spent in the appropriate budget category 252 Alexandria User s Manual Orders Management Orders First Previous Next Last Browse Find Unlock Record New Order Duplicate Remove Order New Line Item Modify Line Item Remove Line Item Receive Line Item 6 Receive Entire Order Orders Vendors amp Budgets Line Items Click the Line Items tab to view information about a particular line item on an order Orders l ns Browse By FO Number 2 PO Number 8881 COMPanion gt Add Items on Receipt Revert Save Order Motes Opened Feb 2884 Issued Closed COMPanion Corporation 1831 Ft Union Blvd Address 2 Salt Lake City USA summary Line Items I The Mac is not a Typew 2 shopping on the interne This tab is used to add remove receive and examine the individual ordered items To see the details of each line item either double click on the line or select the line and select Modify Line Item from the Orders menu Depending upon the status of the order certain commands may be disabled in the Orders menu You can view line items sorted by the order they were added or by Title Simply click on the corresponding column header to sort If the order is Open you may use the Remove Line Item button to remove the currently selected li
307. mmand QE Renew Query Brings up a list of all the books checked out to the current patron allowing you to choose which books to renew 192 Alexandria User s Manual Other Circulation Commands Circulation A NOTE Since this command prints a routing slip you should have your printer turned on when you use this command Issue Routing Slip Command M Route Name Item barcode Issue Routing Slip This command will issue a routing slip with the given route name Thus the command M STAFF 3092 will issue the STAFF routing slip for item 3092 In other words Alexandria will check out item 3092 to the responsible patron and print STAFF routing slip If you don t include an item barcode number a TOC Table of Contents routing slip will be printed This command can be used to print a routing slip for any item in the collection Normally routing slips are only issued when a new subscription is received With this command you can print a routing slip for any item For example let s say you ve been asked to route a number of items on a particular topic You would first create a route with the appropriate people assigned You can then locate all the items and use the Routing Slip command for each item Read Transaction file Command Read Transaction File In addition to entering transactions by typing or scanning them into the transaction command line Alexandria allows users to process transactions
308. mple Search Results List Viewing Item Details from a Simple Search Results List To view information for an item in the Simple Results List single click the line of the item you want to view The Simple Details window is a simplified version of the Standard Details window Search Did Comet Kill The Dinosaurs Author Asimov Isaac Call Number 567 9 AS Status Available Publisher G Stevens Pub Milwaukee 1987 Medium Book Examines the mass extinction of dinosaurs and offers a possible explanation of the causes Summary Use the arrows at the bottom of the window to view details for each Title in the Simple Results List 220 Alexandria User s Manual Changing Patron Information Searching Changing Patron Information Although librarians can quickly change patron information using the Patron Management window see Patron Management starting on page 107 it s often necessary for the patrons to manage changes in their own records This interface also provides librarians with an easy way to change some patron information Depending upon the preference settings see Alexandria Researcher Preferences on page 69 the user may be restricted from making some changes There are two primary ways to activate this interface The fastest way is to click the Edit Patron Information hyper link at the bottom of the Patron Details window Another way is to select Simple Patron Edit from the Show menu First
309. n Define Explore Button Action Button name Christmas Button will conduct this search All words beginning with Christmas OR all words beginning with XMas Define Explore Button Action Button name Award Winners i Cut button image Copy button image o to another pane Paste button image Clear button image ftch to pane Award Winners am JJ A button definition window appears Paste or drag an icon into the icon holder position at the top left of the window If you enter text for the Button name it s shown below the icon in the pane You can add an icon by selecting the icon box and Paste in the Edit menu if you have a picture on the clipboard by using the icon contextual menu or dragging and dropping a picture file onto the icon position When this button is clicked by your patrons Alexandria Explore will perform the Action you ve configured in the Action pull down menu Alexandria User s Manual 237 Alexandria Explore Alexandria Explore Preferences NERE Button Actions Disp 7 ee None No action is performed The button does nothing Goto another pane Launch a URL Display a message The button will display a message Enter the message you want a ts TE displayed when this button is clicked Enter the message to display when the button is pressed This button is under construction try again later Search The button will perform an Alexandria search Enter the search crite
310. n T Search HK rders Budgets Vendors Subscriptions Routes Orders Vendors amp Budgets This chapter describes how to use Alexandria s Orders Vendors and Budgets functions e Orders You can quickly order existing items and automatically add received items into your inventory e Vendors You can define as many Vendors as you need in Alexandria As you process orders Alexandria keeps track of how much you ve ordered from each Vendor Budgets You can define as many budget categories as you need in Alexan dria As you process orders Alexandria keeps track of the amounts remaining in your various budgets The subsequent sections provide an overview of how to use these functions in Alexandria Following the overview section additional detail is provided Orders Management Under the Show menu access the Orders window This window is used to manage purchase orders These powerful features will help you quickly and easily manage ordering and budgeting The ordering process works like this Step I Step 2 Step 3 Step 4 Step 5 Create a new Order Its status is Open Enter the items you want to order You may have as many open orders as you like to help keep track of purchase requests Once you ve completed the entry of an order use the Print command from the File menu to print the current purchase order and mark it as Issued When the order is issued budgets are
311. n by the patron s Name Each Location will begin on a new page Option Name The report is sorted by the patron s Sublocation and within each Sublocation by the patron s Name Each Sublocation will begin on a new page Grade Name gt The report is sorted by the patron s level typically Grade in school based systems and within each level by the patron s Name Each level begins on a new page Policy Name The report is sorted by the patron s Policy Name and within each Policy Name by the patron s Name Each new Policy Name will begin on a new page 1 Alexandria will use your customized name for Location In this example it s Home room 2 Alexandria will use your customized name for Sublocation In this example it s Option 3 Alexandria will use your customized name for Level In this example it s Grade Alexandria User s Manual 283 Patron Reports Preparing Patron Reports All Patrons Activity Barcode Expired Card Grade Homeroom Name No Activity Sublocation Policy Sequence Status Selection Options for Patron Reports Use the Select By pull down menu to select which patrons you want included in the report For example you can select patrons included with a certain level or patrons with expired library cards Reports Patrons LastName Patron List Tune 4 No Selection And Or And Not FL I No Selection ath Grade Create Quick Report Pri
312. n Request This notice is used as the body of the letter for a Reservation Return Request When Email notification is turned on these requests are automatically sent via Email Reservation Placed This notice is used as the body of the notification sent to patrons who have placed reservations Reservation Shipping This notice is used as the body of the notification sent to patrons who have reservations pending This notice is sent out when a reservation has been filled Alexandria User s Manual 197 Advanced Bookings Advanced Bookings A NOTE Reports are prepared based upon Reservation Requests only Once an item is checked out to a patron it will not appear on these reports Advanced Bookings Every day that reservations begin the administrator will select Advanced Bookings from the Circulation menu Advanced Bookings Nov 24 2000 i E E E The Advanced Bookings process is performed for reservations that begin on or between the dates selected In order for the system to know when items are returned all returned items must be checked in before they are put away Use Alexandria s Bookdrop to return items Check the desired options and click the Process button Once the process is completed reports can be examined saved and or printed If you re unsure about what reports you need prepare them all until you find a report that works best for your operation Prepare Picking List in Call N
313. n whose reservation was incorrectly removed Alexandria User s Manual 183 Circulation Reservations Removing Copy Reservations Use Remove Copy Reservations from the Circulation menu to remove reservations for the Current Item The item appears in the title of the window and a list of patrons who have reservations this copy is also shown Copy Reservations ey Dr Micha Apr 3 2000 oa 2000 To remove a reservation select the line you want to remove and click the Remove Reservation button 184 Alexandria User s Manual Handling Charges and Payments Circulation Start Bookdrop 1 Make Charges Payments 2 Show Patron Details Ta Remove Fatron Holds 364 Remove Patron Reservations 5 Show Item Details 366 Adjust Item Holds af Remove Copy Reservations 8 Handling Charges and Payments values entered in your circulation policies Circulation Use the charges and payments function to view the charges assigned to a patron for overdue items and fees assigned for special circumstances such as lost items or loan fees Alexandria calculates the amounts for overdue charges and fees based on the You can also use the charges and payments function to charge miscellaneous fees to a patron to record the payments a patron makes or amounts you have forgiven Viewing Charges and Payments Command F Viewing Charges and Payments To view the charges and payments for the Current Patron type
314. nd on COMPanion CDs or the COMPanion Web site www goalexandria com These resources should be located inside the Installer Resources folder inside your Alexandria folder Mac Installer caf Contains the resources necessary to create a Macintosh Installer for Macintosh Data Stations A Macintosh installer can only be created by Macintosh Data Stations When this installer is used with an acf file Alexandria will install the proper client If you need Macintosh installers for Windows Data Stations you ll need to copy the Macintosh Installer program found on your COMPanion CD or downloaded from the COMPanion Web site and the appropriate acf files from your Windows Data Station Installers folder onto your Macintosh systems in order to install Macintosh based clients Win Installer caf Contains the resources necessary to create a Windows Installer Windows installers can be created by both Windows and Macintosh based Data Stations When this installer is used with an acf file Alexandria will install the proper client Mac Researcher caf Contains the resources necessary for client installers to create a Macintosh Researcher Client If you don t have this file you will not be able to install or update Macintosh based Researchers Win Researcher caf Contains the resources necessary for client installers to create a Windows Researcher Client If you don t have this file you will not be able to install or update
315. nd ever changing Thus there may be information in your Marc records which is a valid Marc data but unused by Alexandria It may be that new versions of Alexandria could use this data so it s carefully saved with the rest of the Marc data If you have Marc information that you d like Alexandria to process send a written request to Alexandria Marc Suggestion COMPanion Corporation 1831 Fort Union Blvd SLC UT 84121 Or send an Email to v5Comments companioncorp com Your request will be examined and you ll receive a response 1 To learn more about Marc tags and subfields visit the Library of Congress website at http www loc gov marc Alexandria User s Manual 121 Item Management About Marc records Bulletin Board Patrons L Items a6 I Circulation T Search HK Orders Budgets Vendors Subscriptions Routes Item Management Window The ltems window displays information about items in your library All items that circulate such as books magazines audio and videotapes are accessible through the ltems window The term item can also be called title issue or copy depending on the context An item can be a book video filmstrip newspaper or any other form of media in your collection Each title can have many copies Title Information consists of data that is identical for all copies of a particular title including author publication and notes Copy Information consists of data
316. nd to change the collection code for a number of copies For example to change a group of copies to location LibLab type NC LibLab and press lt enter gt This will begin Change Copy Collection mode You can now enter barcodes for the copies whose collection code you want to change The transaction log shows the copies for which you have changed the collection code When you have entered all the items for which you want to the change collection code use the command to exit the Change Copy Collection mode Alexandria User s Manual 189 Circulation Other Circulation Commands Change Barcode Number Command fold barcode new barcode Change Barcode Number Use this command to change barcode numbers for patrons or items while performing other tasks within Alexandria For example if you are checking out items you can change their barcode numbers as you check them out If you are performing inventory you can change the barcodes as you inventory the items This command changes the barcode number and then enters a new barcode number in the command line This means you can change the barcode number and continue with the activity you were performing For example suppose you are checking in items and come across one with barcode number 3009 but the barcode label is damaged You can place a new barcode label on the item with barcode number of 9000 To do this while still in Check In Out mode type 3009 9000 in the
317. ndings to you directly A Short Cut If your import files are named something similar to Marc001 Marc002 Marc003 i e they end in three digits then Alexandria will automatically continue reading additional files That is once Marc001 is read Alexandria will continue with Marc002 and so on This trick works for Marc MicroLIF and Custom import formats Using this trick you can read up to 100 files with one import command Marc MicroLIF Record Definition For Marc records created by Alexandria When you type bibliographic information into Alexandria it automatically creates a Marc record based upon the information you enter A Marc header is created The LCCN is placed into Subfield 010 a The ISBN is placed into Subfield 020 The word Alexandria is placed into 040 u to identify this as a record exported from Alexandria The version of Alexandria is placed in 040 v This coding allows Alexandria to correctly recognize Alexandria proprietary Marc extensions without interfering with non Alexandria systems The Author is placed into Subfield 100_a The Title is placed into Subfield 245_a Subtitle in 245_b Statement of Responsibility in 245 cand the Medium in 245 h The Edition is placed into Subfield 250 a The Place is placed into Subfield 260 a The Publisher is placed into Subfield 260 b The Publication Year is placed into Subfield 260 c The Extent is placed into Subfield 300 a if AACR2 punctuation is used it s par
318. ndria program Inside this folder are the installers for the clients you ve licensed If your system doesn t have the necessary resources to create the installers Alexandria will attempt to download them from COMPanion s update server In this case installers may not be created until the next time you launch Alexandria Step 3 Use the client installers inside the Installers folder to install your clients on other machines Clients can be cross platform if purchased as such Step4 If you ve licensed Kid s Catalog install it according to its separate installation instructions Step 5 If you ve licensed Alexandria WEB your activation code turns it on all you need to do is set Alexandria WEB Preferences Step6 If you ve licensed Alexandria WAN capabilities your activation code turns it on all you need to do is set Address Books in Administration Preferences Step7 If you ve licensed Z39 50 Server Alexandria Explore or Z39 50 Clients your activation code turns them on all you need to do is set their preferences Alexandria User s Manual 17 Installing Alexandria Installation Summary read this first Installing a Macintosh Alexandria Data Station Use the following instructions to install Alexandria or Alexandria District Librarian on the Macintosh If you are installing the Alexandria District Librarian follow these directions using the District Librarian Installer instead Step 1 On the machine you are going to
319. ndria User s Manual Subscriptions Management Subscriptions amp Routes A NOTE The last receipt date is most likely NOT the same as the issue date of the item Subscription Info The Subscription Info tab includes general information about the subscription Apr 1 2888 Apr 1 2881 Apr 1 2888 Apr 1 2881 34 99 Starting Date Enter the starting date of the subscription here This information is used solely for your reference it is not used for any Alexandria reports or calculations Expiration Date Enter the date the subscription expires This information is used solely for your reference it is not used for any Alexandria reports or calculations Last Receipt Date This field records the date the last issue was received This is updated when the Receive Subscription command is used Alexandria uses this date to determine if an issue is past due Next Issue Expected This field contains a date based on the subscription frequency and shows when the next issue is expected This information is used solely for your reference it does not impact any Alexandria calculations Issues Remaining This field contains the number of issues remaining in the subscription As you receive issues this number is decreased to reflect the correct number of issues remaining If you renew a subscription early add the number of issues purchased to the Issues Remaining number Renewal Date Enter the date you should renew
320. ndria WEB sccsscssscesscessessseessenseeeeeeeeees 223 Web Prel r ences gorurariruspo nana 223 Searching with Alexandria WEB cc cscceeseeeeeeeeeeees 225 Alexandria WEB sample windows 0cccseeseeeeeeeeeees 226 Alexandria WEB Patron Log In ernnvrnnnvernnrernvrernvrennvennnr 226 Alexandria WEB Patron Details rrrnrrnnrrnnrrvnernvnrnnnrennn 226 Alexandria WEB Boolean Search cccccseeeeeseeeeeeees 227 Alexandria WEB Results arrnnrnnnrnnnrnnrrnnrnnnrnnnnnnrnnnrnnnnnn 227 Alexandria WEB Title Details rrnnrnnnrrnnrrnnrrnnnrrrnrnnnrennn 228 Alexandria WEB Reservations rrrrrnnnnrnrrrrrrrrrrrrrrrrrrrnnnn 229 Alexandria ExplOre a vaxvanvnnnnnnnnnnnnennnnnnnnnnnnnnnnen 231 Alexandria Explore Preferences rnrrrrnrnnnnnrrnnnnrnnrrnnrrnnnn 232 Placing and configuring button Icons rrrrrrnnrrrrnnrerrnvnen 237 BUION ACUIONS se 238 Searching with Alexandria Explore ccccccsseeeeeeeeeees 240 WAN SCArGNiING esscr 243 Configuring your system for WAN access rrrnrernannrnnnnre 243 Wan S6arcning unscented teenie teat 244 239 530 CEN 247 Configuring your system for Z39 50 access n e 247 239 PANESS BOOK saa 248 Orders Vendors amp Budgets nnnnnnnnnnnnnnnnnnnnennnnr 249 Orders Management ccccccseeeeeeeeeeeeseeseeeaeeeeeeeeseeeas 249 Puma INTOMMAUOMN aissas E iach GRE 250 TE VS 251 NOES pe 251 HE SUMMA Hr 252 Order Bud
321. nds First Previous Next and Last 264 Alexandria User s Manual Alexandria Bulletin Board Patrons L Items d I Circulation T do K Search Orders Budgets Vendors Subscriptions Routes Subscriptions amp Routes Most libraries have subscriptions to periodicals Alexandria s subscription management features help you keep track of your library s subscriptions including their cost frequency location and the patrons who request them Subscriptions Management Under the Show menu access the Subscriptions window This window is used to help keep track of all the subscriptions for your library When a subscription is received Alexandria will record that you ve received it if you ve selected Inventory on Receipt Alexandria will automatically add the item into your current inventory When an item is received you can instruct Alexandria to automatically print a routing slip for the item Every time an item is received Alexandria reduces the number of issues remaining and keeps the receipt in the subscription s History Log You can confirm the receipt of all issues by examining the History Log Subscriptions Al EG Subscription Na gt Library Review Active FJ Weekly _ Receive Subscription Library Review Magazine EB Ed His Apr 1 2001 Alexandria User s Manual 265 Subscriptions amp Routes Subscriptions Management Subscriptions First Previous
322. ne item The Add Line Item button can be used to add another line item If the order is Open or Issued you can use the Receive Line Item button to receive the items on the selected line The other buttons won t be active because you can t modify an Issued order If you receive an item from an Open order its status is automatically set to Issued If you make a mistake in receiving a line item Alexandria allows you to specify a negative Quantity Received to undo the receipt of items If the order is Closed none of these buttons are active 1 Thus you can only unreceive as many items as you have already received Thus if you receive 10 of the 15 items and then discover this entry was in error you can receive 10 of these items to undo the receipt which was recorded in erroneously Alexandria User s Manual 253 Orders Vendors amp Budgets Line Item Details Receive Line Item Title The Marc is not a Typewriter Number Ordered 1 Number Remaining 1 Number Received 1 Cancel Receive SHORTCUT If you hold down the lt alt option gt key and click on a line item it will be recorded as received just as if you clicked the Receive Line Item button and received all the copies ordered Once you ve received an item Alexandria will not allow you to modify or remove that line item If you received the item in error you can receive a negative quantity to reverse the entry Line
323. nited States Constitution Windows Circulation COMPanion Preferences Patrons Alexandria Basics Links Menu The Link menu provides an easy way for you to quickly jump to other programs and resources that you may need for your work Alexandria includes a link to the Declaration of Independence and the United States Constitution as example defaults A Link Menu folder is automatically created in the same folder as your Alexandria program Any document or program you place in this folder gets displayed in the Link Menu When you select an item on this menu that document or program is launched The contents of the Link Menu folder on the Data Station are automatically copied to the Link Menu folder of Alexandria Workstations the first time the workstation client is run After the Link Menu Folder has been created any changes made to a particular workstation are for that workstation only However if the Link Menu Folder is deleted the workstation will create a new one the next time it s launched and the default documents will again be copied automatically from the Data Station Window Menu As you open different windows within Alexandria the Window menu will display a list of all currently active windows This example shows that the Circulation window is open and active and the Preferences and Patrons windows are also open To choose a window select it from this menu The window you choose is displayed and bec
324. nnnnennnnnnnnnnnennnn 279 Preparing Patron Reports ccccccseecsecceeeseeeeeeeeeesaeeaes 279 Patron Report FOrMalS sserssees wwsssewiemngeasseetwrneesdeeerdueee 282 Sorting Options for Patron Reports cccceeeceeeeeeeees 283 Selection Options for Patron Reports cccceseeeeeeeeeees 284 Hem REDONIS wiss tdedvecesvecsiencessnssucciisisnsnisinnnesdiasensenee 287 Preparing Item Reports cccccccsscceecceeceeeceeeeeeeeeseeeees 287 tem Report FOMMAlS sities peel ae sia a aE 289 WIVGIIOLY AEE E E A E 292 Sorting Options for Item Reports ccccceeceeeseeeeeeeeeeees 294 Selection Options for Item Reports rrrrrerarnrrannnrannnnnnen 295 Circulation Reports sausssnonnnnnnnnnnnnnnnunnnnnennnnnnnnnnnnn 297 Preparing Circulation Reports ccccccccsecesseeeeeeeeseeeees 297 Circulation Report Formats cccccecccsseeeceeeeeeeeeeeseeees 299 Circulation Reports Sorting Options arrrrarernnnernnnnvnnrnnnn 302 Circulation Reports Selection Options ccccseeeeeee 303 Preparing Usage Statistics Reports rrrnnrnvrnrnnnnnnvvnnnnnr 305 Usage Statistics Report Formats rarrrrrnnnnrnrrnnnvrrnnnnennnnn 307 Usage Statistics Sorting Options rarrrrrnnnrrvrrnnnrnrnnnrennnnn 308 Usage Statistics Selection Options rrrrrrrrvrrnrrrvvnnrrennnnn 308 Alexandria User s Manual ix Order Repons Lauvsnes 309 Preparing Order Vendor amp Budget Re
325. ns capabilities provided within Alexandria This feature is valuable when Alexandria is used for managing centralized media centers that process numerous requests each day When you have purchased the Advanced Bookings module there will be two changes to your Alexandria program 1 You ll have the Advanced Bookings preferences activated As part of the Advanced Bookings enhancement this preference allows the administrator to customize the reservation notices sent 2 Two new selections will appear at the bottom of your Circulation menu These will provide all the advanced capabilities supported in the Advanced Bookings option To use Advanced Bookings place reservations using Alexandria as you normally would Patrons can place their own reservations or librarians at a central site can place them The Bookings administrator will run the Advanced Bookings process once every day They will also run the Process pending Bookings function to catch Bookings that could not be processed during standard processing Alexandria User s Manual 195 Advanced Bookings Settings The Email Return Address you enter in this window is used for all Advanced Bookings Email notifications Check the Send Reservation Return Requests box to automatically send notification to patrons who have items checked out letting them know when they re due back Use Days Before Item is Due to Send Out Notices to set how many days before
326. nt Homeroom z h fth Grade a r ae r You can enter as many values for selection criteria as you need using AND OR and AND NOT Boolean Logic When you choose values in the selection pull down menus other fields appear prompting you for Starting With and Ending With values NOTE Unless you specifically select them patrons with Barcodes under the number 50 are NOT included in the reports If you specifically want to include patron s with Barcodes less than 50 use the Barcode selection option In addition only Patrons with an Active status are included If you want to specifically include patrons with all statuses choose All from the status pull down menu or choose the exact status you d like The following is a list of selectable values for patron reports All Patrons This report includes all the patrons for whom you have records including those who have Barcode numbers under 50 and a Status of Active Activity This report includes patrons who have used the library within specified dates If you enter ONLY a Starting Date the ending date is assumed to be in the far future If you enter ONLY an Ending Date the Starting Date is assumed to be in the far past If you don t enter any date the Starting Date is set for one year in the past Barcode List This selection allows the librarian to enter or scan non sequential barcodes to appear on the report Duplicate entries will only print once
327. nt If the order is discounted enter the amount of the discount This value will be subtracted from the Subtotal If you want discounts itemized enter them as line items with negative costs Sales Tax The sales tax rate charged The rate entered in the Order Preferences window see Orders Preferences on page 90 is automatically entered You may change it for each order Tax The Sales Tax on this order Computed as Sales Tax x Sub Total Order Total The total amount of the order This is calculated as Sub Total Discount Shipping Misc Tax Order Budget Allocations When an order status is changed from Open to Issued the line item values are Committed for each associated budget Thus if you have 3 items worth 30 on order from your Books budget then when the order is Issued your Books budget committed value will increase by 90 3 x 30 When an order status is changed to Closed budgets are updated using the following rules e Committed funds are removed e The subtotal is updated to match Received line items ONLY Since you will not pay for unreceived items they are removed from the total e A new Order Total is computed based upon Sub Total Discount Shipping Misc Tax e Each received item s cost is adjusted by the ratio Order Total Sub Total and this value is recorded as Spent for each associated budget In summary when an order is issued the line item cost associated with each budget are Com
328. nts Advanced Bookings Process pending bookings Using the Circulation Menu Additional Circulation commands are available from the Circulation menu This menu appears at the far right of the menu bar across the top of the Circulation window You can either select a command from this menu or use the hot keys shown in the menu to execute the command Some of the commands in this menu require a Current Patron or Current Item For example you must have a Current Patron to select Show Patron Status The menu shows the available commands in bold text For example if the Current Patron does not have any holds or reservations the Remove Patron Holds and Remove Patron Reservations selections are not bold in the menu and therefore non selectable The following commands are available in the Circulation menu Start Bookdrop Sets the current mode to Bookdrop In Bookdrop mode you can enter barcodes for items you want to check in Start Check In Out Sets the current mode to check in check out The menu toggles between Start Bookdrop and Start Check In Out modes Make Charges Payments Add fines remove fines accept payments for fines incurred and issue refunds for payments made You must have a Current Patron displayed to select this item Show Patron Details Shows the complete details of the Current Patron includes all transactions fines requests and so forth You must have a Current Patron displayed to select this item Pe
329. nts come from the Title Statistics information record 12 columns of data one for statistics in each month e YTD Usage Title Year To Date usage over the last 12 months e LTD Usage Life To Date usage counts for each title 324 Alexandria User s Manual Preparing Special Reports Special Reports Copy Based Statistics are computed for each copy in the selection range AN e Copies Total Count of Copies in a group except copies which are Lost or Discarded NOTE e New Count of items with Accession Dates within a specified date range Date range for Lost and Discarded and New is e New Value Total value of new copies totaled above specified in financial year references under Orders Pielerences range for Inventoried is the last calendar month e Inventoried Count of items inventoried within a specified date range Date e Value Total value of inventoried copies above e Lost Count of items lost within a specified date range Since this statistic is only over the specified date range more Lost items may be in your inventory e Lost Value Total value of lost copies counted above e Discarded Count of items discarded within a specified date range Since this statistic is only over a specified date range more Lost or Discarded items may be in your inventory e Discarded Value Total value of Discarded copies counted above The Missouri Super Summary The Missouri Super Summary collects the follow
330. ode Subscription Title The report will be sorted by the Subscription Title Vendor The report will be sorted by the orders Vendor Name Selection Options for Subscription Reports All Subscriptions Include all subscriptions in the report Renewal Date Includes subscription with renewal Dates in a specified range Subscription Code Include subscriptions with Codes in a specified range Subscription Vendor Include subscriptions with Vendors in a specified range Missing Subscriptions Include only those subscriptions that have not been received as expected Use this selection to ensure that the library is receiving all items Alexandria User s Manual 317 Subscription Reports Preparing Route Reports Preparing Route Reports Route reports give you immediate information about the routes used in your library To prepare a Subscription Report follow these steps Reports Special Reports Fatron Reports Item Reports Circulation Reports ss Usage Statistics Step 1 Choose Subscription Reports from the Reports menu Order Reports Step 2 Choose the type of report you want from the Report Name pull down Subscription Reports menu Quick Reports Reports Subscription Step 3 Choose how you want your report Format displayed Step 4 Choose the Sort By order for this report Step 5 Use the Select By pull down menu to select which subscription record to include in this report Step 6 Click th
331. ode numbers 20 49 are reserved for the librarian s special usage and similar to 1 19 barcodes are not generally shown to the user unless specifically requested However the librarian can Add Remove or Modify these records For example when you send an item out to be repaired you can check the item out to On Repair Barcode 4 This leaves the item inventoried but prohibits another from checking it out when it s not available When the item is returned you simply check it back into the library and it s available for circulation again If you accidently assign some of your patrons with system barcodes all you need to do is go back and change their barcodes to fit your specified barcode range The following is a summary list of special patrons Alexandria creates You can also create your own special patrons for tracking particular items Lost Items Barcode 1 to identify items you cannot find in your collection e Discarded Items Barcode 2 to identify items you no longer want used in your library For Library Use Barcode 3 to assign items for use within the library e On Repair Barcode 4 to track items you have sent out of the library for repair e On Order Barcode 5 to track items you have on order but have not yet been received or shelved e Archived Items Barcode 6 to identify items kept in the library and generally not checked out Alexandria User s Manual 113 Patron Management Patron Information Fields
332. okings Alexandria Researcher Archive Calendars Circulation Display Settings Item Management Library Information Orders Patron Management Policies Routes Sounds Web Word Processor Policies Preferences Policies Preferences Policies set rules that govern how patrons use your library how items circulate and how circulation periods and rules are computed Policies are important for circulation purposes reports and statistics Use the Policies preference to customize these rules for your library The Policies preference window includes preferences for patrons items and circulation To choose preferences for items or circulation click on the appropriate tab across the top of the window The preference window for that category appears The subsequent sections describe each category of preferences Patron Policies Patron policies are the general rules that govern how patrons use your library For example eighth grade students can be given more privileges than second grade students Use the Patron Policies preference to customize these rules for your library Alexandria automatically creates two patron polices a System Patron policy SYS and a Standard Patron policy STD These policies cannot be removed from the system The system policy is for special patrons with barcodes under 50 If you don t assign a policy to a patron Alexandria uses the Standard Patron policy unless otherwise defined in the Patron Managemen
333. omes the active window When you close a window it is removed from this menu Alexandria User s Manual 45 Alexandria Basics Management Command Menus Undo Typing 2 Can t Redo 62 Cut JER Copy C Paste U Clear select All R Speak Text Find JF Find Again b Paste From File Preferences 3 w Last Name Barcode Soh Student Homeroom Grade Policy Status Sequence H Management Command Menus The main window for each Alexandria management function includes a command menu The commands within these menus are not always the same for every function but many commands are used throughout the program The following section describes how to use the standard functions in most of the management command menus The following sections describe how to use the command menu selected from the Patrons menu which is active when the Patron window is the topmost window Use these menus to browse find add and remove records Other windows have similar controls The First Previous Next and Last commands display the indicated record first previous next last based on the order of the records shown in the Browse By field The arrows to the left of the Browse By field perform the same action as the Next and Previous commands First Shows the first record according to the current Browse By order Previous Shows the previous record according to the Browse By order Next Shows the next record ac
334. on li cotteotion i 2 Publication Subjects Categories Sony 25 Color High Definition Television a TY includes Closed Captioning Hitachi 4 Head 5 Yideo YCR YCR has Commerical Advance 2 Remotes If you are creating an AV Cart or group then you can detail what s included with the Cart in the Content Notes field and specify any distinctive functionality of the equipment in the General Note window When you print this Cart s barcode you may want to print several to place on each item contained within If you have several AV Carts with similar equipment you can Add Copies just as you would with books However be sure to detail any differences in the Item s Copy Notes For example you might have five AV Carts with exactly the same television and two more with completely different brands makes models Make sure to list any relevant Alert Notes for items that a patron teacher might forget i e return the remote controls If you are adding all AV equipment as separate components you only need to create a New Title for every television VCR slide projector or Compact Disc player you have in your inventory so that they each have their own unique barcode Even if you are using the AV Cart method it is still a good idea to barcode each component individually for inventory purposes 1 Remember to be consistent in how you circulate audio visual equipment using Alex andria There is not one set way to do this it s es
335. on that closest match the search values This is Alexandria s primary Cat alog Query tool If you are an experienced user you ll typically want to use this interface for all your searching see Boolean Search on page 206 This is the only interface that is used for Alexandria WAN e The Simple tab is for younger patrons or those who do not have strong English language skills It requires the user to enter a search string then click a graphic to perform the search see Simple Search Window on page 209 The Dictionary tab is useful for patrons who want to browse categories for things that interest them Type a term click on the search button then select the terms you want from the list see Dictionary Search Window on page 210 The Study Program tab is useful for patrons who are using study programs such as Accelerated Reader or Reading Counts It allows the user to search the collection based on the study program name reading levels points subject and keywords see Study Program Search Window on page 211 The Explore tab provides a fully iconic interface that can be created by the Librarian for quick access to specific library resources Since this option must be purchased separately it s documented in the Alexandria Explore starting on page 231 The Z39 50 tab provides access to other collections provided you have an inter net connection The other collections must also have Z39 50 serve
336. ons Cancel Use this utility to remove a group of Patrons Use the Select By pull down menu to limit the Patrons you remove This utility does not remove Patrons who have items checked out or who have a current balance due to the library If you select the Always Remove check box Items checked out to Patrons that are going to be removed are marked as lost and any pending fines or Charges are forgiven the Patron is then removed When a Patron is removed all their Holds Reservations and In Stock Holds are also removed If there are any Patron History records all but Payment History is removed Clear Patron History Utilitie 5 m Patrons Clear Patron Hi This utility removes all Patron History Records that were created between the Starting and Ending dates specified If you leave the starting date blank Alexandria uses January 1 1900 If you leave the ending date blank Alexandria uses January 1 2050 Thus if you leave both dates blank all lost copies are removed 340 Alexandria User s Manual Patron Utilities Verify Replace Information Remove Clear Patron History Renew Patron cards Keep Patron History Remove All Transactions Alexandria Utilities Renew Patron Cards Utilities All Patrons Renews any Patrons whose Card has expired or will expire in the next two weeks Card is renewed for the period specified in the Patron policy Keep Patron History Utilities Patrons
337. ons Check Out by Item on page 183 Unavailable items report This report is always generated for Advanced Bookings when items are unavailable for check out It contains a list of all items sorted by Call Number for which a reservation is pending but the item has not yet returned to stock Alexandria User s Manual 199 Advanced Bookings Advanced Bookings Exceptions Happen what do we do With any automated process there are always things that go wrong Use the following section to help deal with these conditions If the item is not available at the time of processing or the system shows that the copy requested is not available for this reservation perhaps the previous patron did not return it Or perhaps it was returned but not checked in In any case Alexandria doesn t know anything other than the item isn t available If an item is unavailable when your lists are prepared Alexandria will mark all unavailable items When you run the Process Pending Bookings command Alexandria checks to see if any of the unavailable items have become available If they have they re automatically assigned to the requesting patron If an item doesn t become available and no alternatives are located there is nothing Alexandria can do but wait The reservation will remain pending until its end date after which it s removed by the system Another problem occurs when an Item is not located at the time of reservation Alexandria thinks t
338. ons to track items with a special status such as lost archived or out for repair For example to track items that have been lost you can check them out to the Lost Patron which has barcode 1 Special patrons use the System Policy which has no restrictions on number of items checked out The following are the special patrons in Alexandria Lost Items Barcode 1 To keep track of items in your collection that have been lost check them out to this patron Unlike other items an item checked out to the Lost Item Patron does not have its inventory date updated If the item is found simply check it in and it s available for check out by real patrons If the item is already checked out to real patron when you check it out to the Lost Item Patron a window appears so you can charge a fine to the patron who has the item checked out The lost item appears on the patron s status report Although you can remove an item from the Alexandria system when it s lost items are often found later Checking a lost item out to Lost Item Patron makes it easier to put it back in to the system because you simply check the item back in when it s found Using Lost Item Patron also makes it easy to keep track of which items have been lost so you can order new copies There are utilities available to remove lost items according to your policies and the criteria you select Discarded Items Barcode 2 To track of items in the library which are no
339. opies All selected Copies are removed from Alexandria This utility does not remove Copies that are checked out If all the Copies for a title are removed the title will also be removed if the Remove titles without copies check box is selected When Copies are removed all reservations for the Copy are also removed 334 Alexandria User s Manual ltem Utilities Replace Information Modify Call Numbers Remove Title Remove Copy Remove Archived Copies Remove Lost Copies Remove Discarded Copies Remove Copy Transactions Match Title Call Numbers Match Title Policies Alexandria Utilities Remove Archived Copies Utilities Items SSC Remove Archive re All Items This utility removes all copies that had their status set to archived between the Starting and Ending dates specified If you leave the starting date blank Alexandria uses January 1 1900 If you leave the ending date blank Alexandria uses January 1 2050 Thus if you leave both dates blank all archived copies will be removed The title will also be removed if the Remove titles without copies check box is selected and there are no remaining copies for that title Alexandria User s Manual 335 Alexandria Utilities Item Utilities Replace Information Modify Call Numbers Remove Title Remove Copy Remove Archived Copies Remove Lost Copies Remove Discarded Copies Remove Copy Transactions Match Title Call Numbers Matc
340. or add entirely new ones Z39 Address Book AN Listed below are your options for configuring a Z39 50 Server Remember that you need to Save after adding or changing information for each Server Click the Revert button to NOTE restore the information to its previous format FT Name The name of the Z39 50 Server usually listed as institution name and address of your Data Station for the Z39 50 or location Server Address The IP Address The IP address of the Z39 50 Server This field is required if you Z239 50 server will use wish to connect to a specific Server Port 210 Port Default is Port 210 Most Z39 50 servers will require use of this port Database The directory location database name where files are stored Username Some Z39 50 Servers require an access username and password Password Some Z39 50 Servers require an access password and username Show in Z39 Server List This checkbox allows you to add a specific server to a quick access Server List located on the Address Books tab in the main Preferences window The list appears as a pull down menu located in the bottom right corner of the window below the Data Stations field This pull down menu will remain blank until you add Servers from the list Add Add a new Z39 50 Server to the list Remove Remove one of the Z39 50 Servers from the list 248 Alexandria User s Manual Alexandria Bulletin Board Patrons L Items a6 Circulatio
341. or check out This is the same as the period command except it clears the Current Patron Item and doesn t clear the override date setting Command Print the Transaction Log The transaction log is a list of each transaction you have completed This log appears at the bottom of the Circulation window Use the command to print the transaction log You can also select Print from the File menu to print the transaction log Command X Clear Current Patron Item Mode Use this command to clear the Current Patron Current Item and override date Alexandria User s Manual 161 Circulation Alexandria Circulation Commands Command date Set an Override Date Typically due dates are computed based on the policies you specify under Preferences You can use this command to set different due dates for items you are checking out book dropping reserving showing used or performing inventory on For example to set the due date to June 3 2005 type Jun 3 05 including the period and press lt enter gt Until you clear or reset this command using either or x the following changes will be performed Books you check out will be due on June 3 2005 e When you bookdrop the system will record the book as having been checked in on June 3 2005 e When you perform Inventory the inventory date used will be June 3 2005 e When you are in Statistics mode this date is used e The Override Date yo
342. or example removing a patron also removes any holds or reservations the patron has pending Alexandria User s Manual 49 Alexandria Basics The Alexandria Word Processor The Alexandria Word Processor Integrated into Alexandria is a powerful word processor In this day and age everyone owns at least one word processor so why is the Alexandria approach to an integrated Word Processor so much better Here are a few reasons e The word processor is used throughout Alexandria to display reports and other information windows In most programs this information is displayed in a standard window Allows users to save reports for future reference Word processor documents can be viewed saved and printed e Allows users to customize reports You can pick the font eliminate unwanted information enter notes change the font size update the heading and much more You can have your reports done YOUR WAY Quickly create your OWN reports by cutting and pasting information from Alexandria reports e Send reports to others via Email attachments since you can Save reports you can electronically send them e The Alexandria word processor can open HUGE files that many word proces sors can t open Thus you can view large import files before you import them even 100MB files Since all reports are created as word processor documents you can preview each report before you print them Mother Nature as well as your printing budget
343. or item group 00361 is the specific patron or item s number If you have a smaller number of patrons you can choose a simpler code with fewer digits The main objective is to keep the number of digits the same for items and patrons to ensure that each library in a district has a unique range of barcode numbers and to use the most straightforward numbering scheme that meets your needs 8 Alexandria User s Manual Barcode Your Collection Preparing for Alexandria Classes of Barcode Labels There are two classes of barcode label e Photocomposed labels are made using a photographic process to create high quality long lasting labels Rather than printing ink on paper the photo composed process makes the barcode image an integral part of the label These labels usually come with high quality lamination and adhesives that make them durable and easy to attach You should use photocomposed labels on all permanent items Printed labels are made using a printing process that places the ink on top of the label These labels require protection of some kind to keep the ink from rubbing off An extra protection label of transparent Mylar can be placed on these to extend their lives Although the cost of these labels is less than photo composed labels the protection and labor they require can cause them in most cases to cost more Printed labels without extra protection are most cost effec tive when printed by you in your library and used f
344. or temporary items such as magazines and newspapers One and Two Part Labels You can purchase either one or two part barcode labels depending on how you plan to use them One part labels include the library name barcode and written number COMPanion Library 206212345 If you want to place a barcode label in two different locations on an item you can order two copies of these one part labels Two part labels include the same information as the one part label The two part labels also include a second portion on the label which display the written barcode number COMPanion Librar I I Il 206212345 Part 2 Number onl TG 206212345 The second part of the label is useful to attach to a shelf list card or placed in the book in a different location than the upper portion Two part labels provide the benefits of having two labels for each item at a lower overall cost Alexandria User s Manual 9 Preparing for Alexandria Barcode Your Collection Where to Place Barcode Labels You can place barcode labels on the inside or outside of items A label on the outside is easy to locate but is subject to much greater wear and tear therefore shortening its life Most Alexandria users place their labels on the inside back cover of books and on the outside of items such as records tapes and CDs If you plan to place barcode labels under a clear jacket cover test your barcode reader to make sure it can read
345. or the librarian cancel Changes to the calendar are saved when you leave the calendar preference window You can also use the Save and Revert commands in the File menu to save or ignore changes To create a new calendar click the New button Enter a name for the calendar you want to add NOTE Once you enter the calendar name on this window you cannot change it Neu Calendar If you want to duplicate an existing calendar as a template for a new one click the Duplicate Current Calendar check box To delete a calendar make it the current calendar and click the Remove button Any policy using the deleted calendar is assigned to the standard calendar You cannot delete the standard calendar 74 Alexandria User s Manual Circulation Preferences Preferences Administration Circulation Preferences Advanced Bookings Use this screen to set preferences relating to Circulation Alexandria Researcher Archive Calendars Circulation Display Settings item Management Library Information Orders Patron Management Policies Routes Sounds Web Word Processor Preferences Circulation 99999999 Standard Item Circulation Beginning Temporary Barcode Number Ending Temporary Barcode Number Enter the first and last numbers of the barcode range you have dedicated to temporary items If you enter a barcode in this range Alexandria will treat it as a temporary item if it hasn t already been ass
346. ord is used to update the existing record The assumption is that newer records contain more accurate information Note that if you import new information then any information you may have modified in existing records is lost For example let us say you have a title and you add some title notes of your own Then you get a Marc record for that title and import it If that Marc record includes a series statement then that series statement will replace the one you have entered As with all imported data blank data NEVER replaces existing data therefore if the imported record had no series statement your data would not be disturbed If the input file contains records that do not conform to the published standards for that format the record will be skipped Alexandria utilizes a superb system that attempts to decode incoming records even when they don t conform to the published standards If Alexandria User s Manual 365 Marc MicroLIF Records Marc MicroLIF Record Definition you find records that don t work with Alexandria please send copies of them to COMPanion and we will update our engine to correctly interpret the non standard records Conversion Help If you have any problems with your data send COMPanion a diskette with your sample Marc or MicroLIF data a note with the nature of your problem and the source of the records We will work with the supplier of your data to ensure compatibility with Alexandria and report our fi
347. ording PAYMENT serisini aea eiie 186 Charging FEE sassen 186 Charging a Fell 186 Menton Conor 187 TSKNG MVENTOTY cusi n A 187 Notes about Inventory rrurrrnneranevnnrnnnrnnannnanennnennnennsnnnnne 187 Inventory Reports re arernnennnrrnnrrnnnnnnnennnernnennnrnnnnnnenennnennne 188 Other Circulation Commands rrrrannrnrnnnnnnvnnnvrnrnnrnnnnnnnenn 189 SEL OElI SENVICE uns 189 Change Patron Location sisisi 189 Change Copy Location sentumntnieterantineaninion 189 Change Copy Collection cccccccsseeeeeeseeeeeeseeseeeeeaeeees 189 Change Barcode Number cccccseseeeeesseeeeeeeeeseeeeeaaeees 190 Stant StatiStiS MOE ssiss22se2usesexecdesusssnecssumeseeeeeweessecseress 190 Change Item Policies ccccccscccccssseeeeceeseeeeeeeseeeeseneeees 191 Change Patron Policies ccccccccseeeeeeeseeeeeeeeeseeeeeneeees 191 Restore Previous Policy cccccceeceeceeceeeceeeeeeeeeeeeeees 191 Start Classification Mode cccceccccsseeeeeeeeeeeeeeeeeeseaeeees 191 Receive Subscription cece eee cee eee eee 192 REGNOW Al TEMME vare 192 RENEW QUE vsert 192 Issue Roung SP v rs een 193 Read Transaction file rrrnrnernnnevnnnnvansnvnnrnnnnennnnennnsennnee 193 Importing Portable Laser Scanner Inventory Files 194 Advanced Bookings anennnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnennnen 195 SEG eee 196 Advanced Bookings Preferences c cccccseeeceeeseeeenees 197 POG O
348. orkstations always communicate with the Data Station using TCP IP communications protocols Alexandria v5 does not support Macintosh s AppleTalk protocol e TCP IP Transmission Control Protocol Internet Protocol is the protocol used for the Internet and is supported as part of the basic operating systems for both Macintosh and Windows e PPP Point to Point Protocol communication protocol provides a TCP IP con nection using a modem and Internet Service Provider ISP If you dial up an on line service to access the Internet you can use PPP to connect PPP should be connected before Alexandria is launched Note and Warning Alerts NOTE Look for a box like this for special notes or comments that should be carefully examined by the user WARNING Look for a box like this for warning messages or important comments that should not be ignored 2 Alexandria User s Manual Alexandria Preparing for Alexandria This chapter provides information about how to prepare for the automation of your library collection Automating Your Library Overview Use the following steps to prepare your library for automation with Alexandria Step 1 Develop a secure backup Strategy Step 2 Determine your strategy for entering item information into Alexandria Step 3 Determine your strategy for entering patron information into Alexandria Step 4 Barcode your collection Step 5 Install Alexandria Step 6 Set your library pref
349. ormation you want click the Save button in the upper right of the window The record is now saved If you want to ignore the information you have entered click Revert to display the prior record and discard your changes Copy changes are not saved until the entire item has been saved If you try to select another record or leave the window without saving your input the following warning message appears Message The current record has not been saved Do you wish to save it before viewing another record or window Cancel Click the Cancel button to return to the window with your changes still intact Click the Discard button if you want to ignore the data you ve entered Click the Save button or lt enter gt to save your changes 1 You can set a preference to automatically save changes See Automatically Save on page 79 for more information Alexandria User s Manual 125 Item Management Using the Items Menu Authority Control Authority Control is available for the following Item fields Title Authors Publisher Series Subject Terms Categories Bibliography Curriculum Interest Copy Collection and Copy Location see Item Management Preferences on page 83 When Authority Control is enabled every time the user tabs out of an Authority Control field Alexandria checks to see if the current data has been defined before If it has the cursor moves to the next field If it has not an A
350. ort and various clients that can communicate with the Data Station The Data Station is the central repository for all your Alexandria library system information it stores all Alexandria data and performs the work required to process information and command requests from Alexandria clients The first Alexandria program that you run and enter registration information into is your Data Station There is only one Data Station for each Alexandria license The Data Station can perform all the functions of the Alexandria Librarian Alexandria District Librarian and Alexandria Researcher clients You ll know it s the Data Station because when you launch it a window will appear and notify you Inside the same folder as the Data Station is the Data folder where all your information data is saved Alexandria client computers communicate with the main Alexandria Data Station to perform library functions Multiple clients can access the same Alexandria Data Station Your Alexandria license determines which clients you can use and how many can be simultaneously connected There are a variety of expanded Alexandria client programs that can access the data on your Data Station Your license allows a fixed number of simultaneous users no matter which client you are running Your Data Station does not count as a client except for a single user license where no other clients are allowed Clients are available for both Mac and Windows e Al
351. ou use TCP IP the Alexandria Data Station must have a fixed address The address for the Alexandria Data Station cannot be dynamically allocated and must be static If you have questions during installation contact COMPanion s Technical Support Services at 800 347 4942 or 801 943 7277 by Fax at 801 943 7752 by Toll Free Fax at 888 515 3883 or by Email via support companioncorp com If you have a full time Internet connection you can send Email directly to COMPanion from Alexandria if you have a personalized return Email address see Email tab on page 85 To Email Technical Support choose Tech Support under the Apple Menu on Macintosh or under the Help menu on Windows 16 Alexandria User s Manual Installation Summary read this first Installing Alexandria Installation Summary read this first If it doesn t already exist the installer creates an Alexandria v5 Folder and installs the Alexandria program inside this folder This is where all your valuable library data will be saved Once installed the Alexandria program also called the Data Station will then create all the other client installers The Data Station is where all data is saved The Data Station can also perform all the functions of the Alexandria Librarian and Alexandria Researcher clients If you have a single user license you ll only be using the Data Station and no further clients will be created If you have only a few computers
352. oup items into custom categories specific to your location Category groupings make it easier for patrons to access related items in your collection Publication Subjects Categories Notes Summary Statistics Attachments AR When you add text to the categories in this window patrons can search the text and find items in your collection For example you can create a group in the Curriculum column for a particular teacher s class You can then catalog the books for that class with that Curriculum value When students search on the curriculum group the search results will display all the books required for that teacher s class Bibliography Used to create bibliographies of interest to patrons An item may belong to several different bibliographic categories Since this is an Alexandria defined field it s not displayed in the Marc editor Curriculum Contains curricula information for a title For example items that Ms Andres is using in her Geography 212 class can include Curriculum categories such as Geography 212 and Ms Andres From the Alexandria Researcher students can search for the items by the teacher or course name Reports can be sorted by Curriculum Since this is an Alexandria defined field it s not displayed in the Marc editor Interest Code Contains information regarding the item s intended audience Be consistent in how you enter the values in this field and be sure your patrons know
353. our computer for other activities until the import is complete You should save your Alexandria v3 Data and v3 backup file for archive purposes Congratulations When the import is completed you are ready to use Alexandria v5 to manage your library It is recommended that you review and renew all of your preferences as there are several new options calendars and passwords that do not transfer from Alexandria v3 Transferring data from Alexandria v4 Installing Alexandria Transferring data from Alexandria v4 If you are upgrading from Alexandria v4 follow these simple instructions to transfer all your data into Alexandria v5 Step I Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Step 10 Step 11 Step 12 Backup your Alexandria v4 COMPanion Data folder Update to Alexandria version 4 44 or later Run the Reorganize datafile utility on All Groups Run Verifies on Items Patrons and Transactions Copy the Alexandria v4 to v5 Conversion program from a COMPanion CD or download the latest from the COMPanion Web site into your Alexandria v4 folder Double click on the Alexandria v4 to v5 Conversion program icon To begin the conversion process click the Convert button Alex v4 gt v5 Conversion Utility Status ME Details nm to start conversion Fate EEE Progress Fe During conversion the utility will display status in the Status and Details panes The
354. ovable media devices such as COMPanion s Workstation Backup provide ease of use and security Your choice of backup hardware will depend on your budget the amount of data you need to backup and the policies and procedures within your district or library Alexandria User s Manual 5 Preparing for Alexandria Backing Up Your Data Guidelines for Your Backup Strategy The following are general guidelines to follow regardless of the specific backup strategy you use Before using a new system perform an initial backup to create a permanent archive of your data Backup your data before and after you make any major changes such as taking inventory in the library Use Utilities to make general updates such as grade changes and updates to library cards e To minimize data loss due to bad backup devices such as a damaged tape avoid using the same tape disk or CD RW for consecutive backups Keep more than one backup copy of data and store older copies off location This protects your data in case of fire or theft in the library e To ensure you are using your backup hardware and software correctly practice restoring data from a backup device Don t wait until you have lost data and need your backup to learn how to restore your data or discover a flaw in your backup procedures Sample Backup Strategy The following is a sample strategy for routine backup during normal operations It requires a minimum of eight tapes or cartrid
355. patrons are not included in these reports I Line Includes primary transaction information for each loaned item The report includes each patron s Name and Barcode and each item s Title Call Number Barcode and Due Date An asterix indicates overdue items I Line Landscape This report is the same as the 1 Line report but is in a landscape format This allows more room for displaying the title Detailed Includes full transaction information for each loaned item All available information is included in this report Overdue Listings These reports prepare lists for library use Only overdue items are included in the report Items loaned to special patrons barcode s between 1 and 50 or inactive patrons are not included in these reports This report includes an implicit selection of any overdue item If you use a selection that uses the Due Date that selection will be used rather than the implicit values I Line Includes primary transaction information for each patron with overdue items It displays the patron s Name Barcode and Phone Number along with the number of Overdue Items those currently checked out and the patron s Current Fine Balance Detailed Includes full transaction information for each overdue item All available information is included This report includes each patron s Name and Barcode Number Phone Number each item s Title Barcode Number Call Number Cost Due Date and the number of days t
356. pecify Call Number This report covers copies within the Call Number range you specify Call numbers are ordered from left to right so 100 comes before 20 but 020 comes before 100 Copy Last Used Date This option selects copies which have been used over the specified date range Copy Collection This report includes items classified within the Collection you specify Copy Policy This includes copies within the policy range you specify Copy Sequence This report includes copies with sequence numbers within your specified range Copies are assigned a sequence number in the order that they are entered into the system Alexandria User s Manual 295 Item Reports All Items Accession Date Author Barcode Bibliographic Code Call Number Copy Collection Copy Last Used Date Copy Location Copy Sequence Curriculum Code Don t how in Researcher Interest Code Inventory Date Medium No Last Used Date Policy Publication Year Funding source Subject Title Title Sequence Preparing Item Reports Copy Status This allows you to limit the report to items that are unavailable lost discarded checked out on reserve or on in stock hold Copy Location This report includes items classified with the Location you specify Curriculum Code This report includes items classified with the Curriculum keywords you specify Don t Show in Researcher This option allows you to select items based on the st
357. pecify IP Step 3 For each Data Station that you want to control add it by clicking on the Specify IP buttons Enter the Data Stations IP Address and a Friendly Name The Friendly Name is the name you will see in the new District menu it doesn t have to match the name of the controlling library If you re going to add several addresses click on the Keep window open after adding check box This will keep the window open after each new Alexandria User s Manual 371 District Librarian 372 Alexandria User s Manual Configuring the District Librarian address is configured When you are finished click on the Cancel button or use the window close box Add IP Address 18 18 18 15 Smith High Schooll Alexandria Technical Details Alexandria v5 contains several advanced technologies Although it s not necessary to understand how Alexandria does what it does this chapter is for the technical person who wants to know more about the inner workings of Alexandria Alexandria v5 is unique Alexandria v5 is built on top of a proprietary cross platform Windows and Macintosh development system developed specifically for Alexandria The core components of this system consist of these unique technologies e A prioritized multi threaded scheduling system which schedules and man ages all the executable components of the program All processes within Alex andria are prioritized and queued automatically by our schedule
358. ports rrrnnnennnr 309 Sorting Options for Order Reports ccceceeseeeeeeeeees 311 Selection Options for Order Reports ccccseeeceeeeeeees 311 Preparing Vendor Reports ccccccccseecseeceseeeeeeeeeeseees 312 Vendor Report Formats cccccscccsseeceeeceeeseeeceeeeeeeeees 312 Sorting Options for Vendor Reports cccccceeeeeeeeeees 312 Selection Options for Vendor Reports ccccececeeeeeeee 312 Preparing Budget Reports ccccccseccsseecseeeeeeeeeeeneeenaees 313 Budget Report Formats ccccscessscesseecsersesersneessneens 313 Sorting Options for Budget Reports ccccseeeeeeeeeeees 313 Selection Options for Budget Reports cccccceeeees 313 Subscription Reports Luuunssusmnmnsvssm nnn 315 Preparing Subscription amp Route Reports rrrnrrrvvnnrrvnnnnn 315 Subscription Report Formats ccccssceceseeeeeeeeeeeeeeeeees 317 Sorting Options for Subscription Reports cce 317 Selection Options for Subscription Reports 00 317 Preparing Route Reports cccceccceccceeceeeceeeseeeseeeeeees 318 Route Report Formats cccccccsccceccceeceseceeeseeeneeseseees 318 Sorting Options for Route Reports ccccceeeeeseeeeeeees 318 Selection Options for Route Reports ccccccceseeeeeeees 318 Special Reports ieciseiaiceniccercdsccctictenssesisctvetsuceessneiant 319 P
359. ports Usage Statistics Report Name Format Sort By Usage by Period by Hour of the Entire Range ca Month Select By All Statistics Create Quick Report Step 5 Use the Select By pull down menu to select which records to include in this report All Statistics S Fe ports Usage Statistics Date Range Report Name Format Sort By Usage by Period F by Hour of the Entire Range F Select By Starting bate 1 Date Range Ending Date No Selection Create Quick Report Step6 Click the Print button to prepare the report 306 Alexandria User s Manual Preparing Usage Statistics Reports Circulation Reports Usage Statistics Report Formats Usage by Period Allows the librarian to examine library usage over different time periods Use these reports to answer questions such as How busy are we during certain hours of the day Which days of the week have the most activity Are some days of the month busier than others 7 Usage by Period by Hour of the Day Provides statistics on transactions during certain hours of Return Statistics the day Use this report to determine what hours of the day are the busiest for Usage by Item Policy your library Usage by Patron Policy Usage by Patron Item Policy by Day of the Week Provides statistics on transactions during specific days Usage by Item Patron Policy of the week Use this report to determine which days of the week ar
360. prior to running Rebuild just as you should with any other utilities 12 Alexandria User s Manual Evaluate the Security of Your Data Station Preparing for Alexandria Evaluate the Security of Your Data Station Some libraries may not have the funds or hardware necessary to have a dedicated Data Station If your Data Station is accessible to the general public you may want to enable additional security that would prevent unauthorized users from deleting renaming or moving your Alexandria application or Data folder Some file security may be built into your operating system some operating systems have no such security and would require purchasing third party software to provide that file security If you don t have file security on your Data Station you should be extra vigilant in backing up your Data folder Alexandria User s Manual 13 Preparing for Alexandria Evaluate the Security of Your Data Station 14 Alexandria User s Manual Installing Alexandria Se This chapter describes how to install the Alexandria Data Station and other standard Alexandria clients The instructions in this chapter assume you have a working knowledge of your computer operating system Before you install Alexandria make sure you have the registration letter that came with your program This letter contains information required during the installation process 3 E lt Hardware and Operating System Requirements Alexandria
361. processing window You can print it save it or copy information into any other word processing window using standard editing functions from the Edit menu To launch an attachment for this item click on the Details window Search Boolean Displaying Title 4 of 34 Call Humber FIC ABE Authors Abels Harriette Sheffer Furan Rod Title Forgotten orld Publisher Crestwood House Mankato Minn 1979 Medium Book Subjects Science Fiction Summary malfunctioning engine forces the EM 88 to land on an uncharted asteroid which bears strange resemblance ta Earth Citation Abels Harriette Sheffer and Rod Furan Forgotten World Mankato Minn Crestwood House 1979 LCCH 79004633 ISBH 79004633 vol Call Barcode Status Collection FIC ABE 3002 Available COL Ho Attachments NOTE On a Macintosh you must have INTERNET CONFIG installed to launch a URL attachment This is part of the standard Mac OS QuickTime is required to launch multimedia To see an attachment click its name You can set a preference to determine how much detail appears on the Details window see Alexandria Researcher Preferences on page 69 If your preferences allow viewing of the Marc record a View Mare Record link is shown In the same way if Holds or Reservations are allowed links are shown at the bottom of the Detail Information Alexandria User s Manual 219 Searching Viewing Item Details from a Si
362. pull down menu to specify Patron or Item fields The data from the import file is shown on the left of the window Alexandria field names are shown on the right side Use the arrows on the bottom left of the window to examine different records in the import file If you want to skip some of the records in the import file you can specify an Initial records to skip value default is zero To adjust the order of the Alexandria fields click and drag the field names Put the Alexandria field names in the correct order for your imported data To skip a field double click on its line and the arrow will change to a red X This means the data for this field is ignored and will NOT be imported Once the field order has been established click the OK button to import the data Click Cancel to stop importing 358 Alexandria User s Manual Importing Patron Information Data Import Importing Patron Information Importing is the process of moving information into Alexandria from another source This is usually a quicker and easier method to get information into Alexandria than entering it manually Using Alexandria s import function you can move patron information from other computer applications directly into Alexandria For example you might be able to get patron information from the administrative office student database and import it into Alexandria When students graduate from elementary to middle school you can provide patron records tha
363. py If the copy doesn t get checked out by the person with the reservation it will return to an available status SMTP Simple Mail Transfer Protocol Special Patrons Alexandria defined patrons that perform certain tracking tasks and functions i e Lost Items Discarded Items On Order Items On Repair Items Archived Items Symbology The study or interpretation of symbols or symbolism In the case of Alexandria the barcode symbology studies the barcode symbols TCP IP Transmission control protocol internet protocol A communication between computers used as a standard for transmitting data over networks and as the basis for standard Internet protocols Temporary Items An item barcode that only exists while it is checked out As soon as the item is checked in it is removed from the system Temporary items are only visible in circulation reports or on the patron s record They are not cataloged or searchable They cannot be inventoried Use these barcodes for items that circulate infrequently or for Inter Library Loan See Circulation Preferences for directions on setting up a range of barcodes for temporary items See Circulation Basics for creating a temporary item while in check in out mode TUPC Universal product code A number and bar code that identify an individual consumer product URL Uniform Resource Locator An internet address usually consisting of the access protocol http the domain name www goalexandria
364. r e A powerful communications system that supports TCP IP communications protocols and addressing This system can handle thousands of simultaneous messages All messages are encrypted for communications confidentiality Only authorized messages are processed by the system e An integrated Web Server provides many Researcher options via standard Web browsers across all platforms which support Web protocols e A powerful relational database optimized for storing and accessing library information Saved Data is encrypted for added data security The database is very high performance on a high end G3 processor with a quick disk drive it can fully catalog up to 15 Marc records per second e A powerful word processor which uses its own virtual memory manager to support very large documents with a small amount of physical memory Doc uments can be freely moved between supported platforms e A class library for developing cross platform human interfaces e A proprietary toolbox of code used by all subsystems Integrated debugging tools Integrated diagnostic and debugging systems are used throughout all our tools e A fully distributed transaction based client server architecture The server Data Station processes requests from all clients Only information necessary for processing is moved between clients and the data station This places very low demands on already overloaded wide area networks Alexandria User s Manual 37
365. r 1018 Email 1019 Contact Notes 1020 Librarian Notes 1021 Alert Notes 1022 Categories 1025 separate category terms with Status 1026 1 Active 2 Card Lost 3 Usage Blocked 4 Transferred 5 Inactive 6 Other Library Code 1027 for multi collection databases Policy 1028 Use policy short code Previous Policy 1029 Use policy short code Current Fine Balance 1030 export only Fine Payments 1031 export only Sex 1032 Unknown 0 or U Male 1 or M Female 2 or F Life to Date Usage Count 1033 export only Number of items currently checked out 1034 export only Life to date overdue count 1035 export only Number of items currently overdue 1036 export only Number of items currently on hold 1037 export only Current Reservations count 1038 export only In stock Holds count 1039 export only Reserves Count 1040 export only Keep Patron History 1041 Yes or No Last Use Date 1042 export only Last Validation Date 1043 export only Next Validation Date 1044 export only Date of Birth 1045 Patron Accession Date 1046 Card Expiration Date 1047 Graduation Date 1048 Patron RSN 1099 export only 360 Alexandria User s Manual Importing Item Information Data Import Importing Item Information Importing is the process of moving information into Alexandria from another source This is usually a quicker and easier method to get information into Alexandri
366. r Default is ON 354 Alexandria User s Manual Computerized Records Data Import To view the file before it s imported highlight it and click on the View File button To add additional files for import drag them into the File Import List field onto the Alexandria program icon or onto the Transaction window Laura Ingalls Wilder tzt Add File Click Start Import to begin the import Use Cancel to end the import Use Pause to halt import temporarily During import status is shown at the top of this window Importing Statistical Information Be careful when importing statistical information The numbers you import such as copies available or January Usage will replace the current Alexandria library statistics and could result in loss of information For example if the program calculates 25 as the January usage and you import the number 12 the system will now show 12 although 25 is correct Computerized Records Before we go further it will help to understand some basic concepts about computerized records In order to exchange information between different programs or even between different computer systems one needs to get the information into a format that many different programs can understand The standard called ASCII is widely used to exchange information between different programs and computer systems Sometimes an ASCII file is called a text file txt because all it contains is textual informat
367. r archived Under this option the Circulation log can grow to be very large Look for Follett Interleaved 2 of 5 If you have any items with Follett interleaved 2 of 5 labels check this box This setting looks for all barcodes that are exactly 10 digits long and removes the last three digits which Follett uses as check digits Default is OFF Charge Late Fees on Lost Books If this option is ON then late fees continue to accumulate on lost books up to the max fee limit To stop charging fees on a particular item Remove the copy or assign it as Discarded Default is OFF Enable Email notifications Check this box if you want Alexandria to automatically send Email confirmations and notices to patrons If selected Alexandria will send Email to patrons with valid Email addresses when the following events occur Hold placed Hold expires In Stock Hold available In Stock Hold expires Item became overdue and Recall issued Default is OFF Repair Trailing Alpha Check Digit If this is box is checked items that would match a scanned barcode if they had the exact same trailing alpha check digit are repaired so that their barcodes match exactly Repair Trailing Numeric Check Digit This is the same as above only for numeric check digits Barcode Incrementing Increment Rightmost Numerics When this option is selected incremented barcodes only modify the rightmost numeric digits This is the default setting OR Increment Entire B
368. r capabilities The Librarian must configure the Z39 50 entry for each library with the catalog address name and port 1 Access to Wide area Network sites requires an Alexandria WAN license and must be configured on your Data Station 2 If you ve purchased Alexandria WEB your patrons can search your collection via web browser by entering the IP address of the Data Station as a URL into the browser location field Alexandria User s Manual 201 Searching Bulletin Board Patrons Items a6 I Circulation T do KK Search Budgets Vendors Subscriptions Routes Boolean Search Overview Boolean Search Overview Use the Boolean tab to search your collection or other collections for which you have access To view the Boolean tab select Search from the Show menu Search Local Collection I Authors e Asimo ietionery More Options Fewer Options earen The following is the general procedure for Boolean searching The remaining sections of this chapter provide more detailed information about different searching procedures Step 1 Choose the collection to search The pull down menu in the upper left corner of the window displays your local collection To search a different collection click the arrow in this pull down menu and make a selection Unless you ve purchased the WAN option or are using a multi collection license only your library Local Collection wi
369. r s Manual Management Command Menus Patrons First Previous Next Last Browse Find Lock Record LU New Patron EN Duplicate a5 0 Remove Patron R Take Patron Picture Paste Patron Picture Remove Patron Picture Show Details CD show History Alexandria Basics Browsing Records As an alternative to the Find command use the Browse command Show Patrons Patron menu Browse to locate the record you want to view The initial window shows records before and after the currently selected record Use the up and down arrow keys on your keyboard to move the selection bar through the list To display more items click on the More buttons on the top right of the window To position the browser elsewhere enter text in the empty field to the left of Go and then click on the Go button For example if you enter Sch for a Patron name a list of names that begin with Sch will be displayed You can then select a specific record from the list Patron Lookup SS Fy Robertson Erica Robins Brian Rockwell Paul Rose Danny Sagaser Dan Sagaser Don Sanich John Sanich wendy Schjelderup Bill Schlotzhaver Andrew Schwartz Jeff M Sciera Michelle Dobbins Shineman Kw le Schjelderup Silvey Anna Zeigler Skinner Michael wishard Slayton Jeffrey Wishard Stark Jami L Office To select an item in the list either double click on the item or click on the item once then clic
370. r that supplied Alexandria they are GREAT This tab contains additional Vendor information Enter as much information as necessary regarding the salespeople managers product quality specialization and ordering information Vendor Commands The Vendors menu at the top of the window includes commands to browse through your Vendors and to add or remove them Browse Brings up the Browse Vendors window Find Brings up the Find window so the user can locate a specific Vendor record Find Record Vendor Code Closest match a D d Unlock Record Unlocks the current record for modification New Vendor Select this command to add a new Vendor Duplicate Select this command to add a new Vendor based upon the same information from the current Vendor Note Start Date and Purchases will not be copied Remove Vendor Select this command to remove an existing Vendor Vendors that are used by Order or Subscription records can not be removed 1 see Management Command Menus on page 46 for information about the browsing commands First Previous Next and Last 260 Alexandria User s Manual Budgets Management Bulletin Board Patrons a6L ltems ab I Circulation T Search Orders Budgets Vendors Subscriptions Routes Orders Vendors amp Budgets Budgets Management Under the Show menu access the Budget window This window is used to manage budget records You can select as many differen
371. rarian on a different OS than your Data Station you will have to call COMPanion for special instructions on how to install your cross platform Librarian client Both Macintosh and Windows Researcher client installers are created automatically by the Data Station if you ve purchased cross platform licenses Step 1 If they don t already exist when you launch the Data Station an Installers and an Installer Resources folder are created in the Alexandria v5 Folder If your system doesn t have the necessary resources to create these installers and licensed clients Alexandria will attempt to download them from COMPanion s update server In this case installers may not be created until the next time you launch Alexandria The resources necessary to create the installers and for the installers to create your clients are stored in the Installer Resources folder which is further documented on page 27 Step2 Double click the Installers folder to display the installers you ve licensed In most cases you ll see Librarian Installer and Researcher installer folders Step 3 Copy each Librarian Installer or Researcher Installer folder onto a floppy disk or onto a file server Then copy the installer folder onto the desktop of any machine on which you want to install the client NOTE Step 4 Double click on the installer program icon inside one of the installer In order for the folders The COMPanion Electronic End User License Agreemen
372. rating systems are dissimilar and there are some minor differences between environments For example on the Macintosh you press the lt command gt key for menu shortcuts and in Windows you select the lt ctrl gt key Windows and Macintosh have different controls for minimizing closing and resizing windows In order to keep the documentation as clear as possible this manual will generally discuss actions rather than operating system specific commands or controls Therefore rather than say click the close box at the upper right of your window the manual would say close the window and let the user select the operating system specific commands required to control Alexandria This manual contains images from both Windows and Macintosh versions of the Alexandria Macintosh vs Windows command differences Command Key Command Key The following sections describe the basic operational elements found in Alexandria Alexandria User s Manual 39 Alexandria Basics About Help Menu About Help Menu On Macintosh there is an Apple Menu which contains the About Alexandria and Tech Support selections There is also a Help Menu which contains help selections On Windows these selections are located under the Help menu Help About Alexandria Tech Support Alexandria Help Open Release Notes About Alexandria shows copyright and version information Tech Support This opens the Technical Support
373. rd Preparing Special Reports Step 1 Choose Special Reports from the Reports pull down menu Alexandria Reports pecial Policy List gt Patron Policies Policy Name gt Reports Special Reports Patron Reports Item Reports Circulation Reports Usage Statistics Order Reports Subscription Reports Quick Reports All Policies Cancel Create Quick Report Print Step 2 Choose the type of report you want from the Report Name pull down menu Library Calendar Reports Special Calendar Notes Manual Checkout Sheet Command Barcodes Preferences Report Custom Barcode Labels Authority Reports System Analysis Super Summar Policy List Patron Policies Policy Name 4 Library Calendar Calendar Notes Manual Checkout Sheet Command Barcodes Preferences Report Custom Barcode Labels Authority Reports system Analysis Super Summar i p Create Quick Report Print Alexandria User s Manual 319 Special Reports Policy List Library Calendar Calendar Notes Manual Checkout Sheet Command Barcodes Preferences Report Custom Barcode Labels Authority Reports System Analysis Super Summar Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Preparing Special Reports Choose how you want your report Format displayed Reports pecial Patron Policies Policy List x Item Policies Policy Name F Circulation Policies Create Quick Report Print
374. re overdue Please return them to the library as quickly as possible so that others may use these resources Use the Restore Default button to restore your text with the default text Default text is as follows Overdue Notice The following items are overdue Please return them to the library as quickly as possible so that others may use these resources In Stock Hold An In Stock item is being held for you Please pick it up by the specified date or it will be returned to general circulation Recall The following item is required at the library Please return it as quickly as possible Reservation Notice Please note that you have a reservation on the following items Reservations should be picked up in the morning of the reservation start date and returned by the evening of the due date 78 Alexandria User s Manual Circulation Preferences Preferences Misc Additional Circulation preferences Preferences Circulation Statistics Letters Allow check in during check out Allow check in with confirmation during check out Don t allow check in during check out Allow Renewals When Holds Are Pending When ON this option allows users to renew books which have hold requests pending Show Patron Name in Reservations window When OFF patron barcode is displayed in the reservations window When ON the patrons last name is shown in the reservations window Allow reservations to
375. reparing Budget Reports Budget reports quickly give you information about the budgets used in your library To prepare Budget Reports follow these steps Special Reports Fatron Reports Item Reports ESN De Step 1 Choose Order Reports from the Reports menu Usage Statistics Order Reports gt gt Subscription Reports Quick Reports Reports Orders Budget List v 1 Line F Budget Code Complete All Budgets a Cancel Create Quick Report Step 2 Choose the type of report you want from the Report Name pull down menu Step 3 Choose how you want your report Format displayed Step 4 Choose the Sort By order for this report Step 5 Use the Select By menu to select which budget records to include in this report Step6 Click on the Print button to prepare the report Step7 Make any desired changes using the Word Processor tools Step 8 To send to the printer either click on the printer icon or choose Print under the File menu Budget Report Formats Budget Lists Order List Order Form Claim Letter I line Budget information is printed on a brief one line per budget format The Budget Code Description Status and amount committed and spent amounts are printed Vendor List Budget List Complete All budget information is displayed on the report Sorting Options for Budget Reports Budget Name Budget Code The report is sorted by budget code Budget Name The report
376. reparing Special Reports sairaan 319 Special Report Format cccccecccseceecseeeeseseeseneeeseeees 320 Super Summary Report Details rrrrnnrrnnnnnnnrnnevrnnnnnnnnr 324 The Regular Super Summary rrarrrnnnnrnvannennnnrnrnnnennnnnnn 324 The Missouri Super Summary rrarrnnnnnanrannennnnrnrannennnnnnn 325 Super Summary Statistics Groups rrrnrrnnnnerannnvannnvnnnnnnn 326 Super Summary Call Number Prefix definitions 327 Alexandria Utilities ccccsesssssssseseseeeseeeeneeees 329 HOW tO mMiuate VID vr 329 EM UNLESS ua 331 Ven Lens svvvvrrrersseersv eee 331 Replace INTOMMALNON save eee 332 Modify Call Numbers serras E 333 Remove Title rarrnrrnnrnarnnnrnnrnarnnnnnnrnnrnnnnnnennrnannnnrnnnnannnnene 334 REMOVE CODY ea 334 Remove Archived Copies cainnean 335 REMOVE LOSUGODIES gt orreen a 336 Remove Discarded Copies ccccsecceceeceeeeeeeeeeeeeseeeeees 336 Remove Copy Transactions c cccccccseceseeeeeseeeeeaeeeeees 337 Match Title Call Numbers rrrrrannennnnnrnnnnenvnnnennanennnnnennen 337 Match Title Policies rornrrnnrnnnrnnnrnnrnnnrnnnnnnrnnnrnnnnnnnnnnnnnne 337 x Alexandria User s Manual Paron ERE 338 Verv Paton Stalls sensin a 338 Replace Patron Information ccccccceeeeseeeseeeeeeeseeeeees 339 REMOVE FAKS 5 340 lea PAN ASIO rv 340 RENEW Paron Cards esanari TE 341 Keep Patron MSDN vvassegessred ocean 341 Remove All Tran
377. rernvne 363 Marc MicroLIF Records rannennnnennnnnnnnnvennnnennnnnn 365 Marc MicroLIF Record Definition arannnnennnnennnnnvnnnnnnnen 366 For Marc records created by Alexandria rrrrnrrrnnenannnnr 366 A Sample Marc Record cccsseeceeceeeeeceeeeeeeueeeeeseeeeeeaes 368 A Sample MicroLIF Record ccccceeccccsseeeeeeeeeeseeeeeeeaes 368 District EIDFARIAN vecstecteeticccaciocsatiscboscwereande 369 Using the District Menu ccceececeececeeeeceseeeeeecseeeeeaess 370 Configuring the District Librarian rrrrrnrnerrnnnrrrrnnrvennnnnre 371 Alexandria User s Manual xi Technical DeEt lls waceecececescececcceccceccccceesencectsccccecesssis 373 Alexandra VS IS UNIQUE sceni 373 SHON CULE KOS Hae 375 Accelerator and Hotkey Commands c ccceeeeeeeeeeees 375 Windows Shortcut Keys ccccsececeeeeeeseeeeseeeesaeeeeseeeeeas 375 Macintosh Shortcut Keys cccccsseceseeeeeeeeseeeeseeeeseeeees 376 GIOSSAN oirinn naaa 377 xii Alexandria User s Manual Alexandria Introduction Congratulations on selecting Alexandria for your library information management system Alexandria is a powerful application that not only helps you manage your library but also allows your patrons to fully access your libraries resources The Alexandria library automation system consists of a main information server called the Alexandria Data Station or Data Station for sh
378. rface click on an icon Some pictures will take you to new panes others will perform an Alexandria search Some will launch a URL in your systems default web browser and others will open files on the local hard disk The entire interface can be customized to meet the needs of your library 240 Alexandria User s Manual Searching with Alexandria Explore Alexandria Explore When the user is exploring panes beyond the default pane they can navigate by using the back button or return to the default pane window by clicking on the Home icon Search Alexandria User s Manual 241 Alexandria Explore Searching with Alexandria Explore 242 Alexandria User s Manual WAN Searching This chapter demonstrates how to search Alexandria collections using Alexandria WAN Wide area Network access NOTE Alexandria WAN access is an optional feature of Alexandria You must purchase a separate license to use this feature If you have not purchased this option WAN capabilities will not be active in your system Alexandria Configuring your system for WAN access With the WAN wide area network feature of Alexandria you can access different data collections residing on COMPanion Data Stations connected through a Wide Area Network The following are general steps required to gain access to COMPanion Data Stations For more detailed instructions see Installing Alexandria Clients on page 27 Step 1 Define addre
379. rforms the exact same function as the Details button Remove Patron Holds Shows the items the Current Patron has on hold To remove a Hold request click on the request you want to remove and click on Remove Hold You must have a Current Patron with hold requests displayed to select this item To remove an in stock hold let it expire or bookdrop it The next patron in the hold queue will be assigned the item Remove Patron Reservations Shows the items with reservations pending for the Current Patron To remove a reservation request click on the reservation and click on Remove Reservations You must have a Current Patron with reservations displayed to select this item Show Item Details Shows the complete details of the current item including the status of all copies of that title You must have a current item displayed to select this item Performs the exact same function as the Details button Adjust Item Holds Shows all patrons who have hold requests for the current title You can remove a request from the queue or move it up or down in order You must have a current item with hold requests displayed to select this item Remove Item Reservations Shows all forward reservations for the current item To remove reservation requests click on the reservation and click on Remove Reservation You must have a current item with reservations displayed to select this item Renew Patron Items Shows all items currently checked out to the
380. ria Define Explore Button Search enee I I IIIi IMM Search Ali Words Search All Words 238 Alexandria User s Manual Alexandria Explore Preferences Alexandria Explore Go to another pane The button will cause Alexandria to display another Alexandria Explore pane window select A Pane oc Alexandria Explore Anatomy Award Winners Holidays Instruments Launch a URL The button will launch a specified URL in your system s default internet browser Enter the URL this button will launch http www companioncorp com Launch a file or application The button will launch any specified file or application Alexandria will bring up a standard open window to select the file or application you want launched Open a help document The button will open an Alexandria help document if you select one from a list of currently installed help documents Alexandria User s Manual 239 Alexandria Explore Searching with Alexandria Explore Searching with Alexandria Explore If you ve purchased the Alexandria Explore option your search window will contain a new Explore tab Click on this tab to view the default Explore pane Edit Explore Pane 4 8 Language Default Edit Button Pane name Holidays Holidays Father s Day Halloween 13 Ky Labor Day Mother s Day Mew Year s Day Passover St Patrick s Day Thanksgiving Valentine s Day To search using the Alexandria Explore inte
381. ria User s Manual 43 Alexandria Basics Reports Menu Reports Reports Menu Special Reports Use the Reports menu to select a report category such as Patron Reports Item Reports Patron Reports or Circulation Reports To read more about reports see ltem Report Circulation Reports Usage Statistics Order Reports Subscription Report Introduction to Reports on page 273 Item Reports on page 287 Circulation Reports on page 297 Order Reports on page 309 Subscription Reports on page 315 Special Reports on page 319 Quick Reports When you make a selection from this list the report window appears with a list of reports available in that category To access a list of frequently used reports that do not require you to choose any sort or search values choose Quick Reports from the Reports menu The following window appears Quick Reports Report Type Report Name ie qth and oth grade Patrons by TRAA a Remove Report You can double click or select a report and click on Print to generate the report without further data entry NOTE You create the reports that are shown in the Quick Reports dialog To create a quick report choose a report with options and then click on the Create Quick Report button see Creating Quick Reports on page 276 44 Alexandria User s Manual Links Menu About the COMPanion Link Menu Declaration of Independence U
382. ria will ignore the PAT at the beginning of the barcode label If you don t need this feature leave the field blank Keep History for all Patrons Check this box if you want Alexandria to keep a transaction history for all patrons Default is OFF 92 Alexandria User s Manual Patron Management Preferences Preferences Terminology This preferences let you determine terms for use in Alexandria Term for Location Field This preference lets you configure the term used for the Location field For example you may want to use the term Homeroom rather than Location The term you choose appears on the Personal Info tab in Patron Management and wherever else Alexandria shows this information Although you can change this term this manual uses the generic term Location For school libraries this defaults to Homeroom for other libraries this defaults to Location If numeric ranges are going to be used in this field they need to be padded with zeros in order to be sorted and selected correctly For example instead of a 1 2 402 you d insert 001 027 402 Basically all entries with a numeric range need to have the same number of characters Term for SubLocation Field This preference lets you configure the term used for the SubLocation field The SubLocation field appears under the 2nd Location field on Personal Info in the Patron Management window You can
383. rint r Restart JE Quit Alexandria a Activating Security Check the Use Passwords Security box on the Administration window to activate the security features of Alexandria The default setting for new libraries is OFF When this box is checked and passwords are setup Alexandria asks for a name and password when starting the system You should select Restart from the File menu to activate security The user name entered during registration is recorded to the Transaction Log Access Levels The following are the access levels available District Administrator Full access to every control and setting within Alexandria including the ability to examine and change registered users For multi library collection licenses users at this level can edit district level preferences and have access to all library preferences All other access levels can only modify records from their assigned library collections Library Administrator Full access to every control and setting within Alexandria including the ability to examine and change registered users For multi library collection licenses users at this level can only edit preferences for their assigned collection Librarian Full access to every control and setting within Alexandria except the ability to examine registered users and Address Books Library Staff Access to all system functions and reports except Preferences Import and Utilities Library Aide Access to Alexandr
384. rly well defined method of exchanging bibliographic information between computers This format is called Marc for MAchine Readable Cataloging Another format of the Marc is called MicroLIF for Microcomputer Library Information Format Alexandria has been programmed to recognize both Marc and MicroLIF files automatically during import and can export in both formats In addition to importing and exporting Marc and MicroLIF records Alexandria is capable of importing and exporting files in a tab delimited format This format can be used to exchange information with other programs that utilize more complex Marc standards Most database spreadsheet and word processing programs on personal computers support files in a tab delimited format Tab Delimited Records A very common method of exchanging record information between programs is the tab delimited ASCII file In the tab delimited format fields are separated by the lt tab gt control character and the end of the record contains the lt return gt control character John lt tab gt Smith lt return gt Bill lt tab gt Jones lt return gt My First Name lt tab gt My Last Name lt return gt Using a tab delimited patron import file you can transfer information about patrons stored in another computer system For example a school can use this capability to transfer student information from the school administration computer system into Alexandria or to transfer library information back to
385. rmation about items includes viewing adding modifying and removing item records NOTE If you are using a multi collection license of Alexandria all libraries share the title information and thus all other libraries view any changes you make The Alexandria Librarian workstation allows you to view and edit titles from all the collections but only your title statistics and copy information can be modified at your workstation The District Librarian Workstation allows viewing and editing of all the information in the database across all collections About Marc records All Alexandria item data is saved in Marc Machine Readable Cataloging record format the standard for bibliographic data around the world If you don t know Marc standards Alexandria has an easy entry editor that lets you view and edit Marc data without any technical Marc knowledge For those who are familiar with Marc standards a powerful Marc Editor is available for viewing and editing your data You can switch between the two editors using a menu selection or keystroke Although it s hidden from you Alexandria saves additional information in the Marc record for performing its library automation duties This information is Alexandria specific and is NOT shown in the Marc editor However if you copy records for transfer to another Alexandria system the export routines include this Alexandria specific information The Marc standard is complex a
386. rogram other than Accelerated Reader or Reading Counts you can create your own by selecting Other from the pull down menu and filling in the Study Program name in the box provided 9 Items File Edit Show Reports Links District Items Window Help al gt parasu nonrieton z 5 African animals o v 82009541 tk Purcell John Wallace 0516016652 Copyt Bareode Call ji status Location if Colection 11 1 3944 Available COL 591 96 PUR Accelerated Reader h p TT HE Iw Program Name Choose either a default Study Program or select Other to create a title for your own study program Interest Code These two pull down menus allow you to select the grade level interest range For example if your Study Program is for patrons with a level of 7 through 10 enter 7 in the first pull down menu and 10 in the second Reading Level This is the estimated reading level of the item i e 3 4 means 4th month of the 3rd grade Point Count The number of points received for passing a test on an item Test Number This is the number of the test for an item Holding Code This is the Location of the item i e Library Code Indexed This check box allows the user to indicate that they currently have the test for this item and want this information searchable 146 Alexandria User s Manual Marc Editor Item Management Marc Editor Select Switch to Marc View in the Items m
387. rons general notes from the Circulation command line rather than having to go into the Patron Management window to change the note Command text Replace Patron Notes You can use this command to completely replace the Current Patron general note with the text you enter Entering the command without any text will clear the Current Patron s general note Command Show Item Copy Notes You can enter notes for an item copy on the Copy Notes tab This tab appears on the Item Copy Data window when you select Add Copy on the Items window When notes have been entered for a copy a Notes button appears in the Current Item section on the Circulation window Circulation COMPanion Demonstration Library Check In Out Enter a Command or Barcode Help Mark Arias Ho Current Item 1002 th Grade Hameroom Wishard 4 Items 0 Overdue Mo Fines Due Details Enter two plus signs on the command line or click on the Notes button to view the general notes for the current item Command comment Put Comment in the Log Use this command to put a note in the transaction log Notes can be very useful for making a permanent record of special events that happen in the library For example enter Lights flickered battery backup saved our machine when the power goes down You then have a permanent record of when this event occurred Or Fire Drill started when you return to the
388. rst record according to the Browse By order Previous Displays the previous record according to the Browse By order Next Displays the next record according to the Browse By order Last Displays the last record according to the Browse By order Use the Browse command to view a quick list of patrons starting with the currently selected record Patron Lookup E FIG Randall Smith Robertson Erica Stark Robins Brian Wishard Rockwell Paul ceigler Rose Danny Dobbins Sagaser Dan wishard Sagaser Don Dobbins Sanich John wishard Sanich wendy Dobbins Schjelderup Bill Office Schlotzhauer Andrew Dobbins Schwartz Jeff M wishard Sciera Michelle Dobbins Shineman Kw le Schjelderup Silvey Anna ceigler Skinner Michael Wishard Slayton Jeffrey Wishard Stark Jami L Office Stock John Dobbins Use the up and down arrow keys to move through the list To display more patrons click on the More buttons on the top right of the window or press the up or down arrow key to move upwards or downward at the ends of the list To position the browser at another patron information in the empty field to the left of Go and then click on the Go button To select a patron in the list either double click on the patron or click on the patron once and click on Select or press the lt enter gt or lt return gt key on your keyboard When you select a record on the Browse window the selected record is activated and displayed To leave the Bro
389. rvation Use this icon to place a Hold or Reservation on a selected item Help Shows Searching Help information Back Returns to the previous window Previous Next Shows the Details for the Previous or Next record in the results list Boolean Search Overview Searching Result List Printing Options When you select Print from the File menu or click the Print icon when a Search Results List is showing the following window appears Bibliographies If you ve selected items from the Results List you have the option to click the Selected Results Only radio button if you want your report to include only the selected items from the Results List Otherwise the report will include All Results from the Result List Printing formats include e Simple List Shows only the data in the Results List e Bibliographic Format Shows a numbered Bibliography e Citation Format Shows Titles in a Citation format e Short Details Shows key data for each title e Title Details Shows all Title information e Marc Records Shows Marc records for each title These Marc records may be saved and imported into Alexandria Alexandria User s Manual 205 Searching Search All Words Accession Date Authors Barcodes Bibliographies Call Numbers Curriculum Codes Full Subject Interest Code I5BN 155N LCCN Location Medium Publication Year Publisher Series Subject Terms Titles Boolean Search
390. ry has received the item If the item is placed into inventory the system will also automatically place an in stock hold on that specific item for the requesting patron If you don t know the barcode of the patron you can use the Find Patron button to search for the patron Notes Comments for this line item These are not printed on the order The librarian can use these for any additional information Alexandria User s Manual 255 Orders Vendors amp Budgets Line Item Details Receiving Your Order If you selected Add Items on Receipt in the Order Entry window Alexandria will automatically display the item window so that you can add additional information for the received title If you don t want to add the item shown just click the Cancel button rather than the OK button If you don t select the Add Items on Receipt option none of the received items are added into Alexandria s inventory If you are receiving Marc records for these items those would be added via import routines rather than this window If you are receiving an entire order you ll get this window for each title in the order If you click Cancel you ll only be canceling the addition of the current title the other titles will still be displayed If you make mistakes after the order is received you can use the Items window to modify the information you ve entered If you are receiving an order for an existing title the Items window for the existing title
391. s Archived on Date Days Overdue Discarded on Date Due Date In Stock Expire Item Barcode Item Policy Lost on Date Patron 2nd Location Patron Barcode Patron Grade Patron Homeroom Patron Name Patron Policy Request Expire Reservation Begin Date Temporary Items Transaction Date Circulation Reports Circulation Reports Selection Options Use the selection pull down menu to specify which transactions should be examined for inclusion into the report Each circulation report has its own selection filter but by specifying additional selection options you can further restrict the number of records examined and displayed for your report For example the Loaned Items report only includes loaned items but you can further restrict the report to only include loaned items from a specific location using the selection pull down menus You can enter up to six values for selection criteria using AND OR and AND NOT Boolean Logic When you choose values in the selection pull down menus other fields appear asking you for Starting With and Ending With values The following is a list of selection values for Circulation reports All Transactions All transactions are examined using the selection criteria for each report format Transaction Date This report includes transactions performed during a transaction date range you specify The Transaction Date is the date on which the transaction was performed If you enter only a Starting
392. s Sounds Web Word Processor Administration Preferences Use this preference to assign access levels for users A user s access level determines what operations the user is allowed to perform Many access levels are available from District Administrator to Researcher District Administrator is the least restrictive and allows unlimited access to Alexandria preferences and settings Researcher is the most restrictive access level only allowing the ability to search Until you setup an Administrator name Alexandria starts with Administrator access This is the only access level that lets you setup users Once you ve setup an Administrator name if no other security level is selected Researcher access is used If Use Passwords Security is checked you may select Restart from the File menu to register at a different access level Preferences Administration Address Books Books Updates Library Administrator a Librarian New user The New User and Remove User buttons setup and change Alexandria users To edit user information double click on the user s name You can set any number of user names within each access level You cannot input duplicate user names Alexandria User s Manual 59 Preferences Administration Preferences GE od dr do r AIS Ask Click New User to add new users to Alexandria A window will ask you for user Librarian i information Library Staff Library Aide ft Add User
393. s restarts the Alexandria program and if security is turned on brings up the login dialog If no security has been activated Alexandria just restarts Quit Exit Alexandria Quits the Alexandria program Menu This menu includes standard editing functions You can cut copy and paste text clear a field select all text and paste from a file Information about commands which are Find Again 6 specific to Alexandria are included below Paste From File Preferences 42 Alexandria User s Manual Undo This command only undoes typing or cut and paste operations in individual fields or in the word processor It does NOT undo operations from other menus commands and controls Redo An Undo for the Undo Cut Copy and Paste You can cut copy and paste text from certain fields to others within Alexandria For example you can cut text from the Title field and place it in the Notes field You cannot cut and paste entire library records If you need to transfer entire records into another application use the Export function to save the records you need in a format compatible with other programs Clear Clears the selected text or selected list elements Select All Selects all the text in the current edit field current word processor document or list Speak Text If your machine has speech enabled this menu is active when applicable This command speaks the contents of the currently selected text line or r
394. s a Standard Item policy STD for items The Standard Item policy is the default item policy If you don t assign a policy to an item it is assigned the Standard Item policy Click the Item tab on the Policies preference window to edit item policies Preferences Policies Patrons Circulation New Duplicate J remove 4 Audio Visual Edit Name To add a policy click on the New or Duplicate button The following window appears asking you for information about your new policy Enter a Policy Name and Short Code between 1 4 characters then click OK to create a new policy using these values Add Policy H Cancel Jo If you selected Duplicate the currently selected policy rules are copied Otherwise the Standard Item rules are copied You can then edit the values to customize the newly created policy to meet your needs Short Codes and Policy Names must be unique Alexandria User s Manual 97 Preferences Policies Preferences To remove a policy click the Remove button You can not remove a policy in use by existing items Note that the Remove and Edit Name buttons are not selectable for the Standard Item policy If a patron exceeds the value you enter a warning message appears For example if a patron tries to renew more times than the value you have entered in Number of times item can be renewed a warning message appears When a warning message appears you usually have the opt
395. s for Sort and Selection options Patron List This report prepares a wide range of information about the patrons using your library There are two formats for the patron list I Line This format provides minimal information for each patron you select including only the patron s Name Level Barcode Community ID and Location Detailed This format includes all available information for the patrons that you select This includes Name Address Phone Number Status Card Expiration Date Date of Last Use Policy Patron ID Birth Sex Location Level Sublocation Graduation Year Contact and Contact s Phone Number Patron Desk Reference This report acts as a desk reference for the librarian It contains a printed Barcode and patron information about each selected patron including Name Address Location and Phone Number This report is useful if patrons do not have or have lost a library card with a printed Barcode The printed Barcode on the desk reference can be scanned to make the patron current You can use the Sort Options on this report to make it more useful For instance if patrons visit your library by Location i e Homeroom you can sort the desk reference by Location As the children visit the library you can quickly locate the students on the desk reference under their Location and scan the Barcode label Patron Payment History This report is a detailed list of all payments made to the library by patrons It
396. s search If you answer Yes Alexandria will look for records which contain all the words in your query Finally if your preferences allow it will prompt you for a sounds like search Message No hits were returned would you like to try an ALL WORDS search Using Boolean Operators Alexandria supports Boolean operators And Or and And Not for all selections and a range operator Through It is recommended that you start with the most general searches first usually joined with Or and more specific searches last usually connected with And Alexandria builds its Boolean query from the top down Thus entering Animal AND Fish OR Cat creates the Boolean expression Animal AND Fish OR Cat If what you want is Fish OR Cat AND Animals enter Fish OR Cat AND Animals Alexandria User s Manual 207 Searching Boolean Search Using the Dictionary To the right of the search criteria field is the Dictionary button Search Local Collection Click the Dictionary button to show a list of items in the collection you are searching that match the search values you entered for the selected index If you have not entered values in the Search Criteria Field the list will begin with the first item in your collection Dictionary Aruvega Jose Author Aruega Jose Author Arvetis Chris Author Asbjornsen Peter Christen Author Asch Frank Author Asch Jan Author Ashby Gwynne
397. s to enable all licensed services 68 Alexandria User s Manual Alexandria Researcher Preferences Preferences Alexandria Researcher Preferences Administration Advanced Bookings Alexandria Researcher Archive Calendars Circulation Display Settings Item Management Library Information Orders Patron Management Policies Routes Sounds Web Word Processor Use this preference to select the default settings for Alexandria Researcher Preferences Alexandria Researcher Explore Results amp Details amp Details Three Minutes Standard E i i i E i i Unless overwritten by a specific Researcher workstation these preferences will be used for every Researcher workstation If you change these settings on a specific Researcher workstation those settings are changed for that workstation ONLY Alexandria Researcher Timeout You can select the number of minutes the Alexandria Researcher remains inactive before resetting If a patron abandons the workstation the screen will contain his her work until the time set in the preferences resets the screen to its initial state The default setting is Three Minutes Thirty seconds before resetting a window will appear allowing the patron to cancel the reset If the patron fails to respond the reset will occur as scheduled If the patron cancels the reset the timer is started again If you do not wish the Alexandria Researcher to reset when idle se
398. sactions rrrurernnernenrnnnenanennnrrnnennenennnennr 341 Circulation UUE Sepi deeds asics 342 Exporting Item Information rrarvnnnrvnnnrrnnnnnrrnnerernnrenvnsrenn 343 Exporting Patron Information cccccceeeeeseeeeeeeeeeaeeeeens 345 EXPORT 346 CHECK 101 Update S eee 347 Database Utilities rrrrrrrrennnnernnrevnrrnrnnrnrnnrnnnnrnnnnennnsennnee 347 REDUI varer 347 DAGSENTER 347 Catal g UUES aavrv 444 348 Verv UNNGS cecs i 350 Data IMPOr aani i 351 Data IMPOTt DI log siorse iniunat oinean e 351 Global SENGS Lave 352 EN SEN 4 352 Patron SEUNGS vasse 354 Computerized Records cccccceseeeceeeeeeeeeseesseeessaaeeees 355 Tab Delimited Records rrarrnnnrrnarnvarevarennnrnnnrnnnrrnnnnnnnennn 356 Alexandria s Tab Delimited Import File Format 356 Import File Example cccccccecceeeceeeceeseeeseeeceeeaeeseeeees 357 Field Mapping Window rernrnnnnrnnnrnvnnnnnnennnennnnnnennnnnennnennr 358 Importing Patron Information rerrnnvrnnnrrvnnnrrrnnnrennnvrennnnn 359 Rules for Importing Patron Information rrnnrrnnnrvnnnennnre 359 Uses for Patron Import and Export cccceceseeeeeeeee ees 359 Patron Fields Field Number ccccseceeeeeeeeeeeeeeees 360 Importing Item Information spss eisiaa 361 Item fields Field Numbers rrrnnrnnannnnnenanrnnnnnnnnnnannnnnennn 362 Importing Transaction Files rrrrrnnrrrnnrvrnnrernvrnnnvrrnu
399. saved in a text file These text files can be created by COMPanion s portable readers or by any program that creates a text file Use this command and select the file to read When the file is imported Alexandria processes the commands in it as if the user entered them one at a time NOTE While processing commands via a transaction file Alexandria does not alert you to unusual circumstances Instead Alexandria takes whatever action it determines is the most appropriate After reading a transaction file be sure to check the transaction log for any possible problems or alerts Since this function is typically used for recording inventory scans Alexandria defaults all transaction files to begin with the Inventory command If you are using a transaction file for purposes other than inventory you MUST use an appropriate command in the file You can also drag and drop these files into the transaction window or use the Import command if they have the proper transaction file header Alexandria recognizes they are transaction files and will process them automatically 1 Alexandria headers begin with for example SmartScan files begin with SmartScan Alexandria User s Manual 193 Circulation Other Circulation Commands Importing Portable Laser Scanner Inventory Files If you re using a portable laser scanner for inventory purposes and have HotSynced downloaded that inventory data to your hard
400. sed into the correct Tag 300 subfields The Series is placed into Subfield 440 a The Content Notes are placed into Subfield 505 a The Summary is placed into Subfield 520 a The Title Call Number is placed into Subfield 900 a The Volume is placed into Subfield 092 v Bibliographic Codes are not exported 366 Alexandria User s Manual Marc MicroLIF Record Definition Marc MicroLIF Records Curriculum Codes are not exported Interest Codes are placed into 521 a Alexandria Statistics are currently not included in the Marc export Only URL Attachments are currently included in the Marc exported 856 u If a Title has copies Alexandria will create a Marc standard 852 tag for each copy The Library ID code is placed into Subfield 852 a see Library ID Code on page 84 The Copy Location is placed into Subfield 852 b The Copy Call Number is placed into Subfield 852 h The Copy Barcode Number is placed into Subfield 852 p The Copy Condition is placed into Subfield 852 q The Copy Alert Note is placed into Subfield 852 x The Copy Number is placed into Subfield 852 t The Copy Volume is placed into Subfield 852 v The Copy Note is placed into Subfield 852 z The Copy Cost is placed into Subfield 852 9 Propriety Copy Information for which a Marc tag has not been assigned by the US Marc Corporation is stored in the 852 1 This tag requires special formatting For example The Copy Funding Source is placed into Subfield 852
401. sentially up to you and your library 132 Alexandria User s Manual Item Information Fields Item Management Title Editor Alexandria includes a Title and Author editor under the Items window This feature allows Marc savvy librarians to easily select what Tags and Subfields they would like to use to enter information without having to use an actual Marc editor The subsequent sections first explain how to enter Marc record information in the Title and Author fields and is then followed with a description on how to use the Title and Author Editor Title A title is required the record will not be saved unless you enter a value in the Title field The title is saved under Marc Field 245 _ a In the Title field if you enter a title that is longer than the line the text wraps to the next line To enter a subtitle press lt return gt on the keyboard and enter a colon followed by the subtitle When you save the record it is displayed with the colon and subtitle on the second line This is saved under Marc Field 245 b You can also use the colon in the 245_b tag to designate a subtitle However the is mainly for Spanish titles For example Laura Ingalls Wilder growing up in the little house If you want to continue manually entering or editing Marc information from the Title field you can enter statements of responsibility and general material designation Begin Statements of Responsibility 245_c wi
402. set is about to occur The Alexandria Researcher is reset after the sound is played Default sound is Very Serious Alert Reset Soon Indicates that the reset alert window is displayed Default Sound is Serious Alert Search Complete Default sound is Search Complete Search Failed Indicates that the search was unsuccessful in locating any matching items Default sound is Try Again Serious Alert Indicates that the user s attention is wanted for a serious event Default sound is Serious Alert Utility Complete Default sound is Report Complete Very Serious Alert Default sound is Very Serious Alert Welcome Indicates that Alexandria has launched Default is Welcome Use the Default button to reset all sounds to their default values 104 Alexandria User s Manual Word Processor Preferences Preferences Fet Terese Word Processor Preferences Advanced Bookings This preference window is used to set defaults when a new word processor document is Alexandria Researcher opened Archive Calendars Circulation Display Settings ltem Management Library Information Orders Patron Management Policies Routes Sounds Web Word Processor Preferences Word Processor Default Font Selects the default font selection Default is Geneva Default Size Selects the default font size Default is 12 point All margins are from the edge of the paper Since most printers can t print to the very edge of
403. specify If you enter only a Starting with Date Alexandria will assume an Ending with date in the far future If you enter only an Ending with value the Starting with value will be assumed to be in the very far past In Stock Expire This report only includes in stock holds that expire in the date range you specify If you enter only a Starting with Date Alexandria will assume an Ending with date in the far future If you enter only an Ending with value the Starting with value will be assumed to be in the very far past Discarded on Date This report only includes items discarded during a date range you specify If you enter only a Starting with Date Alexandria will assume an Ending with date in the far future If you enter only an Ending with value the Starting with value will be assumed to be in the very far past Lost on Date This report only includes items lost during a date range you specify If you enter only a Starting with Date Alexandria will assume an Ending with date in the far future If you enter only an Ending with value the Starting with value will be assumed to be in the very far past Archived on Date This report only includes items Archived during a date range you specify If you enter only a Starting with Date Alexandria will assume a Ending with date in the far future If you enter only an Ending with value the Starting with value will be assumed to be in the very
404. ss books that contain a list of addresses for machines running a COMPanion data station to which you want access see Address Books on page 63 Step 2 Create groups of Data Stations as needed Step 3 Set the Research Workstation preference by selecting one of the address books you have defined see Alexandria Researcher Preferences on page 69 Step 4 Choose a data station on the Researcher Workstation or Search window see Boolean Search on page 206 Step 5 Perform your search as described in the next section Alexandria User s Manual 243 WAN Searching Wan Searching Wan Searching To perform WAN searching do the following Step 1 Select a particular collection or collection group to search from in the pull down menu on top of the Boolean search window Oo Local Collection Search Elementary School High School Middle School All Schools Elementary and Middle on Middle and High School Search All Words Harry Potter Dictionary d searenanworss 3 More Options Fewer Options In the example above the first group of entries refer to individual collections in the Elementary High and Middle school If you select one of these Data Stations the results will look exactly as they do when searching the Local Collection 244 Alexandria User s Manual Wan Searching WAN Searching Step2 If you ve selected a group search an intermediate results window is displa
405. sses of the people on the route list An additional instruction field is included so the librarian can enter additional instructions for the route Routes can be assigned to subscriptions so that they are issued when the subscription is received However any collection item can be routed using the Circulation window see Issue Routing Slip on page 193 for more information Route Name Default Route Route List Instructions patron wating Jenny Lou Carr wishard a Angela Coleman Schjelderup Clifton Burke Schjelderup Routes Primary Information A route record consists of the following information Routes First Previous Route Name The name you ve selected for this route Next Last Responsible Patron The Responsible Patron is the barcode of the patron responsible Browse for this route When an item is distributed it s checked out to the Responsible Patron IG Default is Patron 3 the For Library Use Patron however items routed with this edge patron will be filtered off all reports unless explicitly requested Use the Lookup button Duplicate to find patron barcodes based upon their names Remove Add Manual Entry EM Find Add Patron Routing Period The Routing Period is used to compute a due date for the route If something that is routed is not returned to the library it is reported as an overdue item for the Responsible Patron 2 0 Alexandria User s Manual Routes Management S
406. sssen 27 Configuring Alexandria WEB c csecceseeeeeeeeeeeeeseeeeeeens 29 HS EIN NEUNK UN vend 30 Installing Z39 50 Server rrranrrrrrnnnrrnrnnnrnvnnnnenrnnrssnnnnsnennnnn 30 Transferring data from Alexandria v3 rrrarevrnnernnrevnnrnnnnen 31 Transferring data from Alexandria v4 rrrrarevrnrernnnrrnnrnnnnen 33 Transferring data from ATW rerannrnnnnrnnnennnrevnnnevnnnernnnnnnnen 34 Alexandria User s Manual iii Alexandria Basics nnvnnrnnvnvnnnnnnnnnnnnannnnnnvnnnnnnnnnnvnnn 39 Macintosh vs Windows command differences 39 ADOUP HEIR MENU sarret e EENS 40 FIE MENU EE EE ENE SE tins 41 EMNENE 42 SHOW MENT seanse Gaeen 43 REP MENT sr 44 LINKS MENT Lar 45 VWIRdOW MENU saa 45 Management Command Menus ccccseeeeeeeeeeeeaeeeees 46 Finding RecordS javel iuseteayatieydeetehsoevineesue 46 Browsing ROCO S arenaen 47 Changing RECON BS caraniana EEE 48 Adding Records savnede rammede 48 D plicating RECOdS esigia EE 49 FEMOVING RECOS garsesni edu 49 The Alexandria Word Processor rrrrrnnrrrnvrernvrernvrernerenneen 50 Library Bulletin Board rrrnnennnnnnrnnnennnnrnnnnnennnennrnnnrnnsennnnn 52 MENS He 54 PreierencCeSaunaeg en 57 Administration Preferences rrrarrnanrnnnnnnnrrnnnnnanennnennnennnnnn 59 Adding USES vervene AN 60 REMOVING USES sssscscssentriciuedatessromsteaeednauisedavetentesseveneeadens 60 Activating SO CUNY sses erui O 61 ACCESS LEVER eee 61
407. st complete retrospective conversion method available Create your own Marc records using a Marc record database COMPanion offers SmartMARC which includes and reads Brodart s Precision One CD ROM database of Marc records or various Z39 50 libraries accessible with an Internet connection You input minimal information i e title author ISBN and or LCCN and then Smart MARC searches for Marc records matching the brief information you enter Once the process is complete you can add local information such as call num ber tag 852 h barcode number tag 852 p price tag 852 q item type tag 949 a special funds tag 852 i and volume tag 949 d to your Marc records This process can save many hours in your retrospective conversion If you plan to do your own retrospective conversion this is the best alternative Import item records into Alexandria from another source You can enter information using any database program that can create a TEXT file in a tab delimited format Enter the information directly into Alexandria This direct approach is more time consuming but is also cost effective Many book Vendors offer Marc MicroLIF records on disks or CD ROMs for the items they sell Conveniently Alexandria can read Marc or MicroLIF records directly saving you the time and energy of typing item information directly into the computer If you are automating a new library ask for these records when you order items Al
408. t de gt Clear Due Date i gt Clear Transaction Log de gt Find Item by Call Number de gt Find Item by Title Type or scan a barcode this executes the command for the barcode that you entered The Circulation window then appears If you select a command and click Enter without entering a barcode the action taken depends on the command you selected For example e If the command you select is a mode Alexandria changes the current mode to the mode you select and displays the Circulation window under this mode e If the command you select is to locate something for example T to locate a title or C to locate a call number a browse window appears You can then make a selection from the browse window e If the command you choose performs a Circulation function then the function is performed the Circulation window appears and the transaction log shows the results For example if you select the Hold Request command and enter a barcode Alexandria puts a hold on the item and the Circulation window appears with an appropriate entry in the transaction log 156 Alexandria User s Manual Using the Circulation Window Circulation Circulation Start Check In Out a6 1 Make Charges Payments Show Patron Details a5 3 Remove Patron Holds 4 Remove Patron Reservations 385 Show Item Details 26 Adjust Item Holds a6 Remove Copy Reservations Renew Patron Items R Broadcast message to clients Display all connected clie
409. t Short Ping Soft Alert Tiny Bubbles Try Again The subsequent section lists the sounds you can associate with an event HINT If you don t want Alexandria to play sounds check OFF in the Enable Event Sounds check box Default is ON Click on an event to select it then click on the sound you want to play when that event occurs For example if you want the sound of a sax to play when a book is checked in choose Check In from the Event column and choose Saxes in the Sound to Play column Event These are the events to which you can attach a sound Alert Indicates that the user s attention is required by Alexandria Default sound is Alert Check In Indicates that an item was checked in Default sound is Check In Check Out Indicates that an item was checked out Default sound is Check Out Circulation Exception Default sound is Alert Circulation Fine Default sound is Serious Alert Hold Placed Default sound is Hold Placed Inventory Default sound is Inventory New Patron Default sound is New Patron Alexandria User s Manual 103 Preferences Sounds Preferences Patron Alert Default sound is Serious Alert Program Quit Indicates that Alexandria has quit Default sound is Saxes Report Complete Default sound is Report Complete Reserve Placed Default sound is Reserve Placed Reservation Placed Default sound is Reservation Placed Reset Occurred Indicates that a re
410. t budget categories as you require for your library The total library budget is always displayed at the bottom of the window for reference purposes SSS Budgets al gt armene suas tode 2 1 Budget Name Shipping Miscellaneous Budget Notes Amount Committed Spent Balance ee KB Total Budget Total Amount Total Committed Total Spent Total Balance Recalculate All Budgets Budget records consist of the following information Budget Sequence Number Alexandria assigns this number in the order that you create new Budgets It s displayed in the top right side of the window and can not be modified by the user Budget Code Enter a short name for the budget This is the name that is displayed in pull down menus throughout the system for the selection of budgets Budget codes must be unique that is they may not be repeated for other budgets Budget Name A full description of the budget For example if money comes from an individual enter the individual s name here If the money comes from the general fund type in General Fund Status Budgets that you are currently using should have an Active status If a budget has an Inactive field status its code will not be displayed in any of the budget selection pull down menus used i e you won t be able to refer to this budget record Alexandria User s Manual 261 Orders Vendors amp Budgets Budgets Management Notes Enter any comments or notes re
411. t is installer to work the displayed Read the license carefully and click the Accept button if you Data Station must be accept the terms of the license If you do not accept the terms of the running license click the Decline button Step 5 During installation a status dialog is displayed you may press the Cancel button to stop installation Step 6 When installation is complete an Alexandria Researcher folder or Alexandria Librarian folder is opened on your desktop The client is now installed Step 7 Double click on the Alexandria Librarian or Alexandria Researcher icon to start the client program Client Installer Resources If you have a permanent Internet connection Alexandria will automatically verify that you have the necessary Client Installer Resources and if any are missing they will be automatically downloaded from our COMPanion server or created by the Data Station However if this process fails you ll have to manually place these resources into your 1 Inside the folder is an Installer program and an acf configuration file The acf file tells the Installer program the location of your Data Station and which client to install The acf configuration file AND Installer program are required to install an Alexandria client Alexandria User s Manual 27 Installing Alexandria Installing Alexandria Clients Alexandria Folder following the rules specified below Copies of these files can be fou
412. t preferences Preferences Items Circulation New J Dupiicate Ki 7th grade a Edit Name Standard 94 Alexandria User s Manual Policies Preferences Preferences To add a policy click on the New or Duplicate button The following window appears asking you for information about the new policy Add Policy Policy Shortcode Enter a Policy Name and Short Code between 1 4 characters then click OK to create the new policy using these values If you selected Duplicate the currently selected policy rules are copied Otherwise the Standard Patron rules are copied You can then edit these values to customize the newly created policy to meet your needs Short Codes and Policy Descriptions must be unique To remove a policy click the Remove button You can not remove a policy that is in use by existing patrons The Remove and Edit Name buttons are hidden for the Standard and System Patron policies as they cannot be removed or renamed If a patron exceeds the values you enter a warning message appears For example if the patron tries to check out more books than the value entered in the Maximum number of items checked out field a warning message appears When a warning message appears you usually have the option to override the policy To change the settings for an existing policy change values in the fields on the preferences window The following list explains the fields Policy This field shows the
413. t the middle school can import into its Alexandria system Alexandria can import patron information files in tab delimited format Most word processing and spreadsheet applications support files in tab delimited format Rules for Importing Patron Information When importing patron records Alexandria first checks if barcode numbers and ID numbers are being imported If they are Alexandria makes sure these numbers are unique and not already in use by another patron e Alexandria looks for a header that contains a file designation of PT01 to specify Patron information PTOI fieldcode fieldcode lt return gt e During import Alexandria attempts to locate an existing record that matches the newly imported record If an existing record is located and Allow Patron Updates is selected the existing Alexandria record is updated with the imported information If Allow Patron Updates is OFF the matching import records are ignored If no records in the system match a new record is added In looking for matching records Alexandria first checks the Patron Barcode then the Community ID and Government ID If no matches exist the import record is considered a new record New records are assigned barcodes and policies based on the preferences you ve entered in the Import window Alexandria v5 supports Alexandria v3 patron headers for compatibility with older data transfer systems Uses for Patron Import and Export The patron
414. t to be used but have not yet been removed check them out to this patron To change a Discarded item back into an in stock item simply check it in To permanently remove discarded items from your collection use the Item Utility for this purpose For Library Use Barcode 3 To keep items available for use only within the library check the items out to this patron For example you might want to keep holiday books available in the library and not allow them to be checked out during the holiday season Check these items out or place a reservation on these items using the For Library Use Patron On Repair Barcode 4 To keep track of an item sent for repair and not available to patrons check the item out to this patron When the item is returned from being repaired check it in to make it available again On Order Barcode 5 To keep track of items on order add the item to your collection when you order it and check it out to this patron Enter an override date that matches the scheduled delivery date for the item When you receive the item check it in to make it available to real patrons Archived Items Barcode 6 To mark certain items as archived and not available to patrons check the items out to this special patron For example check out items to this patron if they are items kept in a special room and not generally available for Circulation Alexandria User s Manual 171 Circulation Checking Items Out and In
415. tations Standard Librarian workstations can not edit the Address Book preferences If your Data Station has only one collection and you are not using a wide area license you don t need to setup any Address Books the defaults are set to the recommended configuration Alexandria User s Manual 63 Preferences Changing the User Name NOTE In order to host or use wide area access you must purchase a wide area network license Once you purchase this license all your Researcher workstations can search other collections and authorized workstations from other sites with wide area network license can search your location Every Data Station has an Address Book called the Standard Address Book This Address Book contains entries for each library collection in the local database if there are more than one a default group that consists of all entries If you have a multi library license this Address Book contains an entry for each library collection The user may not edit this Address Book You can specify which Address Book is to be used as default for your Researcher workstations At each Researcher workstation you can further select specific Address Books to be used for that workstation see Address Books on page 68 for more details In the Researcher the local collection is always shown at the top of the list followed by groups then by individual entries If you don t want an item to be shown set the
416. tem records can fit on each page Use this report to verify data entry or as a substitute to your card catalog Marc A report showing each Title s Marc record in MicroLIF format Catalog Format These Copy based reports are formatted for creating patron catalogs usually used for audio visual materials 1 Line A summary title list in a column format This report includes each Copy s Title and Barcode Number Titles A single line summary Title list in a three column format that includes Title information only Title Publication Year Publisher Extent Summary Series Interest Codes and Call Number Copies A summary Title list in a three column format that includes Title and the copy barcode number 290 Alexandria User s Manual al Preparing Item Reports Item Reports ltem List Catalog Format Copy List Monthly Usage Publication Date Summary ltem Copy Usage ltem Analysis Inventory Barcode Labels Spine Labels Catalog Cards Study Programs Copy List These reports are used to display copy specific information 1 Line A simple report with one line of information for each selected copy The report includes each copy s Call Number Title Copy Number Barcode Number Life to Date Use and Date of Last Use Simple with Barcodes A two column report that includes each copy s Title and Call Number in the first column and Author and Barcode Number in the second With Summary A simple report
417. tems only EG Fourd Union catalog Department C Resources held locally only Textbook Tracking Resources held at all sites Hire faculty Alexandria User s Manual 35 Installing Alexandria Transferring data from AfW Step 7 From the top drop down menu select 03 SLKMARC export with copy information Click on the printer icon then select export to a Text file txt and click the little green check mark Once AfW is through with the export exit AfW Screen Printer variable pitch Printer fixed p Rich Text Format file rtf Step 8 To find your exported data select My Computer from the Windows Desktop El My Computer er al yop alal ENE Back Fo Ap Ea Bopp 0 Paste Undo Delete Properties Wiews a Ge Coe MT 4 31 Inch Floppy Disk Local Disk Local Disk CD ROM Disc SC EK SE Network Connection Printers System Folder lt 8 Control Panel System Folder Scheduled Tasks System Folder Seb Folders System Folder Inside My Computer select the drive that AfW is installed on this is usually a mapped drive often called the L Drive but could be called almost anything If you are having problems locating the drive or directory in which you installed Alexandria talk to your network administrator or try the following close or minimize everything and do a right click on your AfW icon On the new window that comes up left click the Shortcut tab On this tab
418. ter and change information using your applications such as Alexandria Microsoft Excel and ClarisWorks your data files are updated Because these files can change every time you use the application and because losing all the data you have entered can be a major loss you must make backup copies of your data on a regular basis A backup strategy is a schedule for performing backups at regular intervals to minimize data loss in the event your computer system fails 4 Alexandria User s Manual Backing Up Your Data Preparing for Alexandria A NOTE Daily backups of your Alexandria data are highly recommended Why You Must Backup Your Data Inevitably sometime during the life of your computer you will suffer some type of hardware malfunction When this happens your data can be irreparably corrupted or lost Although you can reinstall the Alexandria application from your original CD doing so does not retrieve your most current data files Your only options for recovering data when you have suffered a malfunction are to either re enter all the data by hand or to recover your most recent data from a backup copy updating only the data that changed since the last backup was made The more current the backup copy of the data the less data you will have to re enter All Alexandria data is stored in the Data folder which makes it easy to backup your data on a regular basis You should have a backup strategy in place to ensure t
419. tes If you have an Internet connection you can check for Alexandria updates from COMPanion s server If an update is available a description of the update is shown and you can choose to update your Alexandria Data Station or wait for a future date This Utility is only available for the Data Station Librarian Workstations do not offer this selection Database Utilities Utilities SSS 8 v Rebuild E Data Scan Database utilities allow you to correct problems with the record structures saved on disk Unlike the Verify utility these utilities don t look at individual pieces of data only at entire records If you ve had a power outage or other serious problems with your hardware you may need to run this utility Rebuild This utility rebuilds all data files and then runs all Verify routines If data damage is detected it s automatically fixed If unrecoverable damage is detected you ll be notified and will have to restore a backup before you can continue Alexandria tries very hard to recover your data If it can t be done there is nothing COMPanion can further do to restore the data Your best protection are frequent backups of your valuable data Run this Utility once a month to keep data in good order Data Scan This utility reads all disk data structures looking for errors If no errors are detected there is high confidence that your data is secure If errors are found Alexandria makes every attempt to repair the pro
420. th Margaret Author Asheron Sara Author Asimov saac Author Asimov Isaac 1920 Author Asimov Isaac 1920 1920 Author Asimov Isaac Author Asimov Janet Author Astrop John Author AY Author 4 amp elrod Herbert Author Akeman Lois Author dd db To copy a word from this window to the Search Criteria Field on the Search window double click on the word The word you select appears in the Search Criteria Field of the Search window For example if you select Asimov Issac Author in the above window the Search window appears with Asimov Issac in the search value field If you are searching for a particular index type only entries of that type display in the list For example if you select Search Subjects only index type Subjects appear 208 Alexandria User s Manual Simple Search Window Searching Simple Search Window Use the Simple tab to search your collection using an easier interface than the Boolean search Search Enter a search string in the Search For field then click a graphic to choose the search type The Results List appears with all items in your collection that match the search string and type In general the Results List for the Simple Search operates exactly like the Boolean Results List however you can change it to a different results list format in your preferences If you type a value and press lt enter gt Alexandria will perform an All Words search Alexandria
421. th a front slash and enclose the medium in brackets All subfield information must begin on a new line in the Title field If you enter a medium it will be saved but not shown in the title field only in the pull down menu If you enter a statement of responsibility and preferences are set to not show this it will be saved but not displayed If you lt option tab gt on Macintosh or lt ctrl tab gt on Windows out of this field or you have Authority Control turned on in Item Preferences a Title Authority check window will appear allowing you to see if this title is already in your collection If it is it s automatically selected and the Authority Control will not display Underneath the Title field is the Indicator Two pull down menu with the digits 0 9 Use this drop down menu to specify the number of characters in the title to ignore when indexing the title Thus the title The Wizard of Oz should have a 4 selected so the book is sorted indexed as Wizard of Oz The final character to ignore must be either a space or punctuation character If this indicator is set incorrectly Alexandria will revert this setting to zero rather than ignore a partial word Alexandria User s Manual 133 Item Management Item Information Fields If you want a quicker easier method of editing Title Marc fields click the Title Editor icon to the left of the Title field The following window appears C Title Edi
422. the administration system Alexandria s Tab Delimited Import File Format In Alexandria we ve enhanced the tab delimited format by adding special information on the first line of the file used to interpret the data in the file This first line is called a header because it s at the head or beginning of the file The header allows programs to figure out where the data in the file belongs Alexandria headers look like this FileCode FieldCode FieldCode FieldCode lt return gt The doesn t mean anything but is a rather unusual character combination and is unlikely to be found at the beginning of a file If Alexandria finds a file with at the beginning it assumes that the file is in a familiar format The header is optional If it s present Alexandria will automatically place the information where it belongs in the specified fields The field codes must be in the same order as the data If there is no header Alexandria displays a window allowing you to specify the order and type of data getting imported A header is automatically created for all export files NOTE The field code numbers used for field codes don t have any special meaning other than acting as unique identifiers for each of the fields that can be imported or exported Since the header is automatically created on export the information can be transferred to another copy of Alexandria and automatically imported without the user knowing anyth
423. the paper you should use a margin of at least 25 inches Left Margin Set the default left margin Default is 1 inch Right Margin Set the default right margin Default is 1 inch Top Margin Set the default top margin Default is 1 inch Bottom Margin Set the default bottom margin Default is 1 inch Alexandria User s Manual 105 Preferences Word Processor Preferences 106 Alexandria User s Manual Alexandria Bulletin Board Patrons L Items a6 I Circulation T Search HK rders Budgets Vendors Subscriptions Routes Last Name Barcode ID Student Homeroom Grade Policy Status Sequence Patron Management This chapter includes a general description of managing patrons using the Patrons window and how to Add Remove Modify Browse Find and Display patron information see Patron Management Preferences on page 89 Patron Management Window The Patrons window displays information about patrons in your library To display the Patrons window select Patrons from the Show menu Patrons ESU SETE sp gt 1841 oth grade 2 Active Anderson Female A Jun 1 2883 Jun 38 2884 Mou 16 1984 3211 Olympus Cr Address 2 Salt Lake City USA 999 1542 DarlaAndersonSmuymail org Er der d er er er oe The top portion of the window contains primary information about the Current Patron This includes the patron barcode 1001 policy 9t
424. the subscription Alexandria uses this date in renewal reports as a reminder of when subscriptions need to be renewed Renewal Cost Enter the cost of the subscription renewal Use this cost to help manage library budgets This information is used solely for your reference and is not used for any Alexandria calculations Alexandria User s Manual 267 Subscriptions amp Routes Subscriptions Management A NOTE The Policy can be changed after the item is received Subscriptions Item Info Click the Item Info tab to view information about a particular item Subscriptions ET KI Subscription Na ALEX Active Irregular F Receive Subscription Alexandria Standard Item COMPanion i m r Collection When an issue is received it is assigned this Collection code Location When an issue is received it is assigned this Location code ISBN ISSN Enter the ISBN or ISSN for the periodical here This information is used solely for librarian reference and is not used for any Alexandria calculations Policy Use this pull down menu to select which policy will be assigned to an issue when it s received Vendor Use this pull down menu to select the Vendor from whom the subscription was purchased Use it to order and renew subscriptions If you don t want to track the Vendor select None If you wish to add a new Vendor select Add New Vendor from the pull down menu and a window will appear from w
425. ther Address Book or Group List by dragging it from the Data Station and dropping it onto the name of the Address Book Group List Editing a Data Station in an Address Book or Group Click once on the Address Book then double click on the Data Station Make the changes you desire then click Save to keep the changes or press Revert to reset them to default Removing a Data Station from an Address Book or Group To remove a Data Station from the Address Book and all groups click once on the Address Book then click on the Data Station you want to remove Click Remove under the Data Station column Press Save to keep the changes or click Revert to restore them to default To remove only a Data Station from a group click once on the group Click on the Data Station that you want to remove then click on Remove under the Data Stations Column Click the Save button to keep your changes or click on Revert to restore them 66 Alexandria User s Manual Changing the User Name Updates Preferences Alexandria can be updated automatically over the Internet For convenience large organizations may license the use of an Alexandria Update Server Preferences Administration Administration Address Books Check for Program Updates Now Check Resource Configuration Now Status winupdates companioncorp com There are two ways you can perform software updates from within Alexandria If you have an Internet connection
426. they circulate Setting Up Temporary Check Out Items see Circulation Preferences on page 73 for information on setting up temporary barcode defaults Checking Out Using Temporary Items There are a number of ways to use the temporary item check out function You can prepare several temporary check out cards with temporary barcode numbers established in your preferences When a temporary item is going to be checked out attach one of these cards When the item is returned remove the card and return it to the stack of temporary check out cards to reuse again for other temporary items Another way to use temporary check out is to place a temporary barcode within the range specified in your preferences on all temporary items that might be checked out The barcode is then used only for that item but never permanently entered into Alexandria For example as newspapers are received you put a temporary barcode number on the newspaper NOTE You can print temporary barcode labels from Alexandria Choose Special Reports from the Reports menu then select Custom Barcode Labels When you enter a barcode number in the command line Alexandria checks the following e Alexandria first checks if the number is used by an existing item e If it is not used by an existing item Alexandria checks to see if the number is being used by an existing patron Alexandria User s Manual 175 Circulation Temporary Items e If it is
427. though they don t modify records in your database Utilities are used to export data from Alexandria to other electronic systems or between Alexandria Databases Before you use Utilities Archive your data Thus if you discover that you ve performed an operation that has damaged your data you can recover to a previous archive How to Initiate a Utility From the File menu open the initial Utilities window Utilities JE II NU Cancel Use the following general steps to begin a utility Step 1 Select a utility type from the Utility Type pull down menu Step 2 If the utility you ve selected has more than one option an Operation pull down menu appears Select an Operation from the Operation pull down menu Utilities Export Patrons Export Other Check for Updates Database Catalog Utilities Verify Replace Information Modify Call Numbers Verify Utilities Remove Title Remove Copy Remove Archived Copies Remove Lost Copies Remove Discarded Copies Remove Copy Transactions Match Tithe Call Numbers Match Title Policies Alexandria User s Manual 329 Alexandria Utilities Step 3 How to Initiate a Utility Some Operations require additional information Fill in the specific Operation information as required by the utility Utilities Items J Replace Informa v Item Policy Audio Visual Title amp Copies E Copy Collection Copy Location Show in Rese
428. tination Location EI Setup will install Alexandria in the following directory To install to this directory click Nest To install to a different directory click Browse and select another directory Tou can choose not to install lesandria by clicking Cancel to exit Setup Destination Directory C Program Files lexandna v5 Folder Browse Space Required 24160 K Space Available 639912 K Cancel Alexandria User s Manual 23 Installing Alexandria Installation Summary read this first Step6 Now the Ready to Install window Click Next to continue Ready To Install Step 7 During installation a window similar to the following shows the installer s progress To cancel installation click the Cancel button 24 Alexandria User s Manual Installation Summary read this first Installing Alexandria Step 8 When the installation is complete a confirmation window appears Click Close Finished Setup i complete and Alexandria is now installed Click Close to end the Setup L ne Step 9 Eject the CD ROM and store it in a safe place for future use Step 10 An Alexandria v5 folder is now installed The following is a sample of the window that appears when you install a site license r Alexandria 5 Folder File Edit View Go Favorites Help e 9 G D Back Forsand Up Cut Copy Paste Undo Delete Properties File Folder 6 12 01 10 46 4M Data File
429. ting Start Bookdrop from the Circulation menu While in Bookdrop mode Alexandria assumes you are only checking items in If you enter or scan a barcode for an item that is not checked out a message appears in the transaction log If you enter a patron barcode Alexandria switches to Check In Out mode and makes this patron current 174 Alexandria User s Manual Temporary Items Circulation Temporary Items You can use Alexandria s temporary item check out function to keep track of items in your library that are borrowed but you don t want entered as part of your inventory For example you may want to keep track of when newspapers brochures magazines and other items are borrowed and returned but not inventory them because of their limited shelf life A temporary item is recorded at check out and checked in the same as any other item Temporary items may be renewed and have fines charged against them However once the item is checked in the transaction record and temporary item information is removed from Alexandria While they are checked out temporary items show on loaned item reports overdue lists fine lists and lost item lists Because they are not inventoried they do not show on inventory reports or shelf list reports A temporary item cannot be searched using the catalog If these items circulate frequently it may be better to catalog them in Item Management otherwise they will need to be re entered each time
430. tion with several slight differences e The installer is called District Librarian Installer e The program is called Alexandria District Librarian e You ll need separate District Librarian registration codes e The District Librarian program creates an empty data folder during startup This data folder can be used to store local District Librarian data however most of the time the program will be connected to a remote Data Station as if it were a Librarian Workstation for that remote Data Station The District Librarian works exactly like an Alexandria Data Station with the following differences e A new District tab appears on the Administration Preference window see Configuring the District Librarian on page 371 e A new District menu item appears in the menu bar Alexandria User s Manual 369 District Librarian Using the District Menu District Using the District Menu N The District menu allows the user to choose which Data Station they would like to Middle School connect to When the District Librarian is connected to a Data Station it operates Public Library EXACTLY like a Librarian Workstation installed for that Data Station Elementary chool Smith High School NOTE In order to use the District menu you must be logged into the District Librarian at the Administrator password level When you change Data Stations with the District Menu you may have to identify yourself by entering a User
431. tion window appears click Stop to keep the Data Station from connecting through PPP Step 13 When you start Alexandria the following Startup window appears If you have not yet registered Alexandria a registration window appears described in Step 14 Otherwise the Circulation window appears Alexandria amp Data Station 5 4 Copyright 2000 Schjelderup Ltd Activation Step 14 The first time you start the Data Station the following registration window appears Enter your Library Name Product Codes Serial Number and Validation Code from your registration letter and click OK Please enter your registration information in the spaces provided This information is printed on the registration letter you received with your product Press the TAB key to move between fields Library Name Highland Middle School Product Codes P1 Serial Number 881 2345 Validation Code 12343509623 Step 15 That s it You ve installed your Alexandria Data Station If you ve purchased a single user license you re finished installing If you ve licensed additional clients continue to the next section 26 Alexandria User s Manual Installing Alexandria Clients Installing Alexandria Installing Alexandria Clients If you have a license that supports multiple users you can install clients on other computers NOTE Alexandria Data Station must be running in order to install clients If you are installing an Alexandria Lib
432. to check out an item when it becomes available A reservation checks out a specific copy in advance for a particular time If more than one patron requests a hold for the same item Alexandria keeps a list of the patrons in the order they requested the item Your circulation policies determine how long a hold request can stay active The expiration date for the hold is shown in the transaction log when you place the hold 1 An In Stock hold is actually a special type of check out for the requesting patron To remove the In Stock hold either check out the item to the requesting patron or Book drop the item When performing a Bookdrop if other hold requests are pending an In Stock hold is created for the next patron in the hold list 178 Alexandria User s Manual Placing a Hold Request Circulation Alexandria updates hold queues each day If a held item is not claimed within the circulation policy limit it is assigned to the next patron in the request queue If no other patrons are waiting for the item it is released for general circulation This activity is recorded in the transaction log You can print a list of In Stock items using Circulation Reports in the Reports menu Placing a Hold Request Command H item barcode Placing a Hold Request Use the H command to place a hold on an item for the Current Patron or to begin Hold mode e To hold an item for the Current Patron type H and then scan or t
433. tor gt gt gt this is the Title editor wou can figure it out i m sure Title Editor Add Tag Add Subfield Using the Tag terminology learned from the previous page enter or edit your Marc record information The Title Editor allows you to easily enter multiple detailed subfields and add new Tags to any item title This method of entering information is far superior to that of the Title field Click on the four icons to the left of the Tag field to Delete or Add Tags and Subfields The order you have for Subfields within a tag is saved as displayed Tags will be saved in numerical order Author Enter Last name First name in the author field This is the primary author saved in Marc Tag 100_a To add edit additional authors use the Author Editor or Marc editor and add them as repeating 700_a or other appropriate tags If you lt option tab gt on Macintosh or lt ctrl tab gt on Windows out of this field or you have Authority Control turned on in Item Preferences an Author Authority check window will appear allowing you to see if this author is already in your collection If they are the Authority Control selection list will not display 134 Alexandria User s Manual Item Information Fields Item Management Author Editor When you have more than one Author click on the Show Author Editor option under the Items menu or click the Author Editor icon Use this editor to Add Modify or Remove
434. tor which records are modified ltem Utilities Items Patrons Circulation Export Items Export Patrons Export Other Check for Updates Database Catalog Utilities Verity Utilities Replace Information Modify Call Numbers Remove Title Remove Copy Remove Archived Copies Remove Lost Copies Remove Discarded Copies Remove Copy Transactions Match Tithe Call Numbers Match Tithe Policies Alexandria Utilities ltem Utilities Item utilities are used to modify groups of items in your collection These utilities let you easily and quickly add modify and remove information for groups of items For example there are utilities to remove groups of items replace copy locations for a group of items and change Call Number prefixes for a group of items To make changes to groups of items the group must have something in common for Alexandria to select For example you can change the location for all items of a certain material type because they have the material designator in common Item Utilities can be performed on many different groups of items The selection options available are the same as Item reports see Selection Options for Item Reports on page 295 Verify Items Utilities Use this utility to verify the internal status of a group of items This procedure reviews statistical information and internal database relations for the selected items If problems are found they are automatically fixed If you v
435. tween the Starting with and Ending with ranges If you enter only a Starting with or Ending with selection Alexandria will select all records where the Sublocation data begins with the entered text If you enter no text the selection is ignored The default name for Sublocation is 2nd Location Policy This report includes patrons with Policies between the Starting with and Ending with ranges For example if you only want to select patrons under Alexandria s default patron policy Standard Patron select the report by policy and choose Standard Patron as the Starting With and Ending With value Sequence This report includes patrons with Sequence numbers between the Starting with and Ending with range This option is helpful in identifying new patrons or patrons added to the system in a particular order If you enter only a Starting with or Ending with selection Alexandria will select all records where the data exactly matches the entered text If you enter no text the selection will be ignored Status This report includes only patrons with the status you specify Select All to choose All Status codes If you don t specify a particular status only Active patrons are included on the report Alexandria User s Manual 285 Patron Reports Preparing Patron Reports 286 Alexandria User s Manual Item Reports Preparing Item Reports Item reports give you immediate access to information about the items in your co
436. u set is shown on the Circulation window at the bottom right corner of the transaction log A transaction log entry also shows that this date was manually set gt Lirculation COMPanion Demonstration Library Enter a Command or Barcode Help Darla Anderson Ho Current Item 1601 Oth Grade Hameroom Stark 4 Items 2 Overdue I Reservation Current Fines Due 2 10 Details version Number 5 4614 TCP is Active IP address is Web services activated Demo Data scan Complete 1001 Darla Anderson Set Override Date Jun 3 2000 The date you set is in effect until you clear it To clear the Override Date type a period without a date The command also clears special modes such as Bookdrop or Inventory that are in effect The period command without a date is a quick way to prepare the window for check out Command Clear Override Date Mode Use this command to clear the override date and reset the mode to Check In Out 162 Alexandria User s Manual Alexandria Circulation Commands Circulation Command Show Patron Notes You can enter general notes for a patron on the Notes tab in the Patrons window When general notes have been entered a Notes button will appear in the Current Patron field on the Circulation window To view the patron notes click on the Notes button or enter a on the command line Command text Append a Patron Name You can add more to the Current Pat
437. ubscriptions amp Routes Route List CERTEN e E Jenny Lou Carr wishard Angela Coleman Schjelderup Clifton Burke Schjelderup Remove Patron Add Manual Entry Find Add Patron Click the Route List tab to view and edit the list of patrons on the route list Use the Find Add Patron button to add a patron to the route list When you click this button the Pick Route Patrons window appears Double click a patron in the list or select them and click on the New button to add them to the route list As you add patrons they are displayed on the bottom of this window When finished press the Done button to add all the selected patrons to the routing list Pick Route Patrons Homeroom Burke Clifton Schjelderup Bush Steve Smith Byrne whitney Smith Calcagno Robyn Schjelderup Carr Jenny Lou wishard Carter David Smith Cifaloglio Peter Stark Coleman Angela Schjelderup Collins Joseph i Carr Jenny Lou Wishard Coleman Angela Schjelderup Burke Clifton Schjelderup Once added you can remove patrons from the routing list by selecting them and pressing the lt delete gt key on the keyboard or using the Remove button To add a patron who is not in the Alexandria system use the Add Manual Entry button E Fd Route Member MMMM Alexandria User s Manual 271 Subscriptions amp Routes Routes Management Route Instructions Click the Instructions tab to add special instructions with your routes Instructions
438. udes the patron s Name the Barcode Number and the Barcode Mailing Labels This report prints a mailing label for each selected patron This form is designed for page printers with three labels across and down 282 Alexandria User s Manual Preparing Patron Reports Patron Reports Last Name First Name Student SSM Barcode Homeroom Name Sublocation Name Grade Name Policy Name Rolodex Cards This report prints a Rolodex card for each selected patron The Rolodex cards show the patron s Name Barcode Barcode Number Level Location Phone Number and Address Contact COMPanion for paper pricing and stock Sorting Options for Patron Reports Use the Sort by pull down menu to select the order in which you want the patrons included in your report For example you can sort the report by Name or by Barcode Number The following is a list of Sort by values for patron reports Last Name tThe report is sorted by the patron s full Name in Last Name First Name format First Name tThe report is sorted by the patron s full Name in First Name Last Name format Community ID The report is sorted by the patron s Community ID field Government ID The report is sorted by the patron s Government ID Barcode The report is sorted by the patron s Barcode number Homeroom Name The report is sorted by the patron s Location typically Homeroom for schools and within each Locatio
439. udget code and then by Order Issue Date Subtotals are printed for each budget code Issue Date Orders are sorted by Order Issue Date Selection Options for Order Reports All Orders All orders are examined for the report PO Number Only orders within specified PO numbers are included in the report Order Issue Date Only orders within the specified order issue date range are included in the report Order Status Only orders with a specified status chosen below are included 1 Open Orders Only selects orders which have not yet been issued 2 Issued Orders Only selects orders which have been issued to the Vendor 3 Closed Orders Only selects completed Closed orders Vendor Code Only orders with a specified Vendor code are included in the report Alexandria User s Manual 311 Order Reports Preparing Vendor Reports Preparing Vendor Reports Vendor reports quickly give you information about the Vendors used in your library To prepare a Vendor Report follow these steps Reports Special Reports Fatron Reports Item Reports Circulation Reports Usage Statistics Order Reports Subscription Reports Quick Reports Step 1 Choose Order Reports from the Reports menu Reports Orders Vendor List l 1 Line Vendor Code T Complete All Vendors F Cancel Create Quick Report Print Step 2 Choose the type of report you want from the Report Name pull do
440. udy Delton Judy Eldridge David Fitzgerald F Scott Giff Patricia Reilly Giff Patricia Reilly Giff Patricia Reilly Corbett Scott Bober Matalie Twain Mark Franklin Linda Campbell Brill Marlene Targ Richter Conrad FIC RIC The Light In The Forest Lila On The Landin Use the up and down arrow keys on your keyboard to move the selection bar through the list To display a new page of items click on the More buttons on the top right of the window or use the up and down arrow key at the ends of the list To position the browser at another item text in the empty field to the left of Go button and then click Go To select an item in the list either double click on the item or click on the item once and then click Select or press lt enter gt or lt return gt on your keyboard When you select a record on the Browse window the selected record is displayed To leave the Browse window without changing the current record click the close box in the upper left corner or the Cancel button The records displayed in the Browse window are sorted by any title value selected in the Browse By field at the top of the Item window To change the order in which the records are displayed click the arrow at the end of the Browse By field and choose a different value 124 Alexandria User s Manual Using the Items Menu Items Switch to MARC View EM First lt gt d Previous dl Next a6 Last E Browse AB Find WF
441. ue date of September 30 1997 all books checked out before September 30th that normally would have had a due date AFTER the 30th will be assigned a due date of September 30th Closed These are dates on which the library is closed Due Dates are computed so that they never fall on Closed Dates only on Open or Period Due dates You can change the settings for the same day each week for the month by clicking on the day button at the top of the calendar You can change the setting for all days for the future year by holding the lt alt gt lt option gt key down and clicking on the day button at the top of the calendar Alexandria User s Manual 73 Preferences Calendar Preferences lt Option click gt or use the lt alt gt key with Windows on a date to add a note Notes can be used to display automatic reminders for both Librarians and Researchers as well as provide private notes for the librarian Alert notes are only active for the Standard Calendar and are ignored on other calendars General Notes are available for all calendars Notes and Alerts Fri Jun 11 1999 Alexandria Researcher Alert Note The Library will be closed all next week This note is displayed on the Researcher window when the researcher is reset Alexandria Librarian Alert Note Library notes need to be cleared today This note is recorded in the transaction log at the beginning of each day General Date Note This note is just f
442. umber Order This option prepares a list of reservervations in Call Number order Use this list to quickly fetch items from your collection Prepare Picking by Patron Location Call Number Order This option prepares a list of reservations by Patron Location then Call Number order For each Patron Location or Call Number the list is further sorted by Patron This report is useful for larger operations where more than one person may be filling orders It also helps with sorting the reservations for delivery Prepare Packing Lists for Each Patron This option prepares a packing list for each patron with a reservation beginning within the specified dates If customers often place reservations several items the packing list will help in making sure each patron receives the items requested The packing list also contains the Packing List Note which you specify in the Advanced Bookings preference Prepare Packing Lists for Each Location This option prepares a packing list for each Patron Location Each Location begins on a new page and is then further sorted by Patron for that Location This allows central sites to collect items for shipping to a common location 198 Alexandria User s Manual Advanced Bookings Advanced Bookings A NOTE Run any Reservation Reports under Circulation Reports before you run Advanced Bookings with the Automatic Check Out selected Prepare Booking Labels This option prepares booking labels
443. uthority Control selection list appears The user can choose to add the current entry or select a previous entry by double clicking on the selection When Authority Control is not enabled the user can still check their entry by exiting the field with an lt option tab gt on Macintosh or lt ctrl tab gt on Windows If the term is not set the Authority Control selection list appears If the term is set the cursor moves to the next field S Series Search Women of our time Walt Disney Read Along Wee Sing Whats Inside Wildlife Habits 4nd Habitat wildlife Stories Wings Of War Winnie The Witch Stories About Values Women Of Our Time Wonder Starters Wonderful Worlds Of Walt Disney Wonders Of Learning Eit World Almanac World At War World Landmark Books W 51 You nd Your Pet Young Discovery Library Young Math Books The example above is a Series Authority Control window It gives a list of terms close to the one in the current entry field The user can select an item in the list by double clicking on it or by clicking the Select button If the new term isn t in the system but is valid the user can add it by clicking Add to List 126 Alexandria User s Manual Using the Items Menu Items Switch to MARC View EM First lt gt d Previous dl Next a6 Last E Browse AB Find WF Unlock Record Mew Title Remove Title Modify Copy Add Copy Remove Copy Move Copy To This Title Duplic
444. utility to verify the status of a group of Patrons This procedure reviews all the statistical Circulation Information and statistics for the Patrons selected and ensures that it is accurate This procedure also examines the graduation year for each Patron and adjusts the grade to match 338 Alexandria User s Manual Patron Utilities Alexandria Utilities 7 Verify Replace Patron Information Replace Information Remove Clear Patron History Utilities Renew Patron cards Keep Patron History Remove All Transactions Patrons Replace Inform Patron Policy th Grade Homeroom Sublocation Card Expiration Graduation Date All Patrons Cancel Use this utility to change an existing value to a new value for a group of Patrons The following options are available Patron Policy Replaces the Policy for the selected Patrons Location Replaces the Location field for selected Patrons In schools this field is typically called the Homeroom SubLocation Replaces the SubLocation field for selected Patrons Card Expiration Replaces the Card Expiration date with a specified Date Graduation Date Replaces the Graduation Date with a specified Date Alexandria User s Manual 339 Alexandria Utilities Patron Utilities 7 Verify Remove Patrons Replace Information Remove Clear Patron History tilities Renew Patron cards Keep Patron History Remove All Transactions Patrons Remove All Patr
445. utomatically recognize a Transaction File Alexandria looks for these headers Palm Laser scanner Header begins with SmartScan Heavy Duty Light pen Header begins with VidexDownload Heavy Duty Rugged Laser Scanner Header begins with VIDEX LL When Alexandria is asked to import files with these headers it will think it s a Transaction File and start processing the contents as transactions Alexandria User s Manual 363 Data Import Importing Transaction Files 364 Alexandria User s Manual Alexandria Marc MicroLIF Records Alexandria can read and write Marc or MicroLIF records Alexandria will automatically recognize which type of record you are reading Therefore you don t have to worry about the format of the bibliographic data you receive What Are Marc amp MicroLIF Records Marc Machine readable catalogue records are designed for computers to communicate with each other For the casual users these records are difficult to read Even if you have the proper training they can be hard to decipher Most users patrons of your library won t know what a Marc record is let alone know how to read one Alexandria takes the information in the Marc record and converts it for human usage within the program Alexandria can save a copy of the Marc record for transfer to other computer users The format that Alexandria displays is called MicroLIF MicroLIF Microcomputer Library Informat
446. utton or placing orders Thus when an order is Closed and its Closed date is AFTER the purchased Start Date the received total is added to the Vendor Purchases total Use the Recompute button to force Alexandria to examine all Closed orders for this Vendor and total the values since the Start Date Typically these calculations are performed automatically as orders are added or removed and when the Start Date value is changed However in the event that these calculations could be wrong the Recompute button forces Alexandria to compute new values Contact Info This tab contains information about the person to contact at the Vendor site Vendors Vendor Code COMPanion COMPanion Corporation Active 1831 Ft Union Blvd Feb 3 2688 Address 2 Salt Lake City Recompute isn 881 943 7277 881 943 7752 Contact Name The name of your contact person Title The title of your contact person Phone The contact person s phone number Fax The contact person s Fax number Email The contact person s Email address Alexandria User s Manual 259 Orders Vendors amp Budgets Vendors Management Vendors First Find Unlock Record New Vendor Duplicate Remove Vendor Previous Ei Next Last 5 Browse B Notes Vendors Vendor Code COMPanion COMPanion Corporation Active 1831 Ft Union Blvd Feb 3 2888 Address Salt Lake City Recompute This is the vendo
447. vaders Abels Harriette Book Alexandria User s Manual 213 Searching Standard Search Results List When you click the Save List icon with items selected a new Save List window appears with the items you have selected to save Save List 71 cans Title CT TESTE 921 ASI Isaac Asimov Scientist And Erlanger T Book EM Space Case Marshall Edwa Book EF Wump World The Peet Bill Book EP You Will Live Under The Sea Phleger Fred E Book FIC ABE Meteor From The Moon Abels Harriett Book FIC ABE Planet Of Ice Abels Harriett Book FIC ABE Silent Invaders Abels Harriett Book You can move items from list to list by selecting them and using standard editing functions i e drag and drop Cut Copy and Paste You can also copy lists into a word processing document Use lt ctrl gt lt command gt click to select non adjacent items and lt shift gt click to select groups Use lt delete gt or the Edit menu Clear command to remove items You can also use the Cut Copy Paste commands under the Edit menu to move items from list to list or from list to a word processor You may also drag and drop items or item groups between lists 214 Alexandria User s Manual Simple Search Results List Searching Simple Search Results List Depending on your Preferences you may get the following results window Search To view more results click on the up or down arrows To sort the list click on the word Title
448. what values to search for e g if you enter 8th grade as an interest category be sure your patrons know to enter 8th grade rather than Righth Grade Interest Level data is saved in Marc Tag 521_a 1 The interest code is not always so specific Another example would be 7 10 meaning age or Junior High SchooltoCollege Students 2 Depending on the Marc indicator it can be more specific 521 00_a could be reading level 3 4 521 10_a could be interest age level 7 10 521 20_a could be interest grade level K 3 142 Alexandria User s Manual Subjects Item Management Notes This tab contains content and summary notes Content Notes Contains notes about the item s content For example a Content Note for an anthology may list the works included within the anthology Separate contents by pressing the lt return gt key Only the first 505_a content note in the Marc record is displayed in this window General Notes Contains the first General Note for this title Only the first 500_a note in the Marc record is displayed in this window Summary Contains a summary of the item The summary appears in the item detail screen and can be viewed for easy reference If a patron knows what a book is about but not the title or author the patron can search for the item by words in the summary A biography of the author of the Little House books including the years of her marriage to Almanzo Wilder
449. will automatically be set to the same selection as the Browse by window If a Find is performed the Browse by selection is automatically set to the same selection you entered in the Find field Alexandria User s Manual 123 Item Management Using the Items Menu Items Browsing Reco rds Switch to MARC View dM First d Previous Fi Next a6 Last 3 Browse 5B Find Unlock Record New Title Remove Title Modify Copy Add Copy Remove Copy Move Copy To This Title Duplicate sh DW Details Show Title Editor Show Author Editor 2 A Use the Browse command from the Items menu to view a quick list of items starting PTA 271 9 BEN VID 333 7 976 9 CAR 230 RIE 721 43 THO FIC DEL FIC DEL 267 9 ELD FIC FIT 921 WIL E GIF Fic GIF FIC COR 811 LET S17 4 Twa 025 5 FR 961 BFI with the currently selected record Browse items by Title Jeep Keeping In Touch with Parent Keeping The Balance Kentucky A Kid s Guide To The Economy King Kong Kitty From The Start Eitty In High School Last Of The Dinosaurs The Last Tycoon Laura Ingalls Wilder Laura s Desktop School Lazy Lions Lucky Lambs Lazy Lions Lucky Lambs The Lemonade Trick Let s Pretend Letters From The Earth Library Display Ideas Libya Author s o Flichae Bennett Leatha Mae Carpenter Allan Riedel Manfred G 1937 Thorne lan Delton J
450. will be displayed and Alexandria will automatically add another copy for the newly received item The Vendor will automatically be identified on each copy entered into Alexandria so it s not necessary to specify it in this window Alexandria automatically places the order price as the cost of the item 256 Alexandria User s Manual Line Item Details First Previous Next Last Browse Find Unlock Record New Order Duplicate Remove Order New Line Item Modify Line Item Remove Line Item Receive Line Item 6 Receive Entire Order Orders Vendors amp Budgets Order Commands The Orders command menu at the top of this window includes commands to browse through your orders and to add or remove orders see Management Command Menus on page 46 for information about the browsing commands First Previous Next and Last Browse Brings up the Browse Orders window Find Brings up the Find Record window so the user can locate a specific Order record Find Record PO Number Closest match S ee T Unlock Record Unlocks the current record for modification New Order Select this command to create a new order Duplicate Select this command to make a duplicate of the existing order This is a very useful command For example if you want to split one order into several duplicate it and then remove the line items you don t want from each order Remove Order Select t
451. window allowing you to send Email to COMPanion if you are connected to the Internet even if you don t have a personal STMP address configured If you have an open connection to the Internet you can use the Send Email tab to send questions to COMPanion s Technical Support group Describe the nature of the problem you need help with or a question you need answered 9 Technical Support x System Configuration Configuration Id like to prepare a report of all the tems in my collection that hawe not gt circulated in the p st year can you tell me how to do this Thanks for your help you guys are GREAT Send Message Click Send Message to send the notice directly to vw5support companioncorp com If you haven t entered a Library Email address in your preferences see Email on page 88 you will not be able to send Email to Technical Support However Alexandria doesn t check to see if this address is valid so any address that looks good will be accepted by Alexandria If you are using this technique to fool Alexandria don t forget to explain this in your message and provide your return contact information otherwise Technical Support will respond to your made up Email address and you won t receive the help you need The System Configuration tab contains information about your system This information is automatically attached to your Email messages so that our Technical Support staff has all the basic infor
452. window without saving your input the following warning message appears Message The current record has not been saved Do you wish to save it before viewing another record or window Click the Cancel button to return to the window with your input still displayed Click the Discard button if you want to ignore the data you entered Click the Save button or the lt enter gt key to save your changes If you try to save a record with a barcode that is already in use say 1001 the following window appears You will have to change the barcode to a unique barcode or discard all changes Message Barcode 1881 is already in use by another patron If you want to modify the information for a group of patrons use the appropriate utility see Patron Utilities on page 338 110 Alexandria User s Manual Using the Patrons Menu Patrons First Previous Next Last Browse Find Lock Record New Patron Duplicate Remove Patron Take Patron Picture Paste Patron Picture 3Y Remove Patron Picture Show Details 4 JED Show History Patron Management Adding New Patrons Use the New Patron command to add a new patron to your database When you select the New Patron command the Patrons window will appear with fields where you need to add information Patrons Last Name sp gt 118988 Standard Patron Active J Unknown First Address Address 2 Salt Lake City Country Mar 4 2881
453. without spaces or punctuation Graduation Date Enter the date the patron will graduate This field is used to compute the patron s current grade Patrons automatically graduate to the next grade level on the date you enter as the last day of school on the Library Information preference window Graduated patrons are given grade level graduated Level This field identifies the patron s level in school If this is a school library and a graduation date has been entered Alexandria will assign the level based on your preferences If you enter a level and this is a school library Alexandria will calculate the graduation date for you Alexandria will advance patrons one level after the last day of school if the level is set to either JK junior kindergarten PS pre school K kindergarten or 1 12 Option Shown as 2nd Location in the previous sample window Use this field to group patrons by a second location or to track any other useful data You can enter letters numbers as well as spaces in this field Reports can be generated and sorted by this field Therefore to ensure the accuracy of reports be consistent when entering information in this field You could for example use this field to classify the ethnicity of patrons for government or internal reports Card Exp Date Enter the date the patron s library card expires If you leave this field blank Alexandria will calculate the expirat
454. wn menu Step 3 Choose how you want your report Format displayed Step 4 Choose the Sort By order for this report Step 5 Use the Select By pull down menu to select which patron records to include in the report Step6 Click on the Print button to prepare the report Step7 Make any desired changes using the Word Processor tools Step 8 To send to the printer either click on the printer icon or choose Print under the File menu v Order List Vendor Report Formats Order Form I line Vendor information is printed on a brief one line per Vendor format The Company Name Vendor Code Contact Telephone and Status are printed for each Vendor Complete All Vendor information is displayed on the report Vendor Code mie 2 Sorting Options for Vendor Reports Vendor Code The report is sorted by Vendor code Vendor Company Name The report is sorted by Vendor company name v All Vendors Selection Options for Vendor Reports Vendor Code All Vendors All Vendors are included on the report Vendor Company Name Active Vendors Vendor Code Only Vendor codes within the specified range are included Inactive Vendors Vendor Company Name Only Vendor company names within the specified range are included Active Vendors Selects Vendor records which are Active Inactive Vendors Selects Vendor records which are Inactive 312 Alexandria User s Manual Preparing Budget Reports Order Reports P
455. wn menu Design your map in a program outside of Alexandria such as Microsoft Paint MacPaint Micrografx Picture Publisher or Adobe Photoshop When you are finished Copy or Cut the image you have draw to your OS clipboard When you open a new Bulletin Board Map VWP document you can just Paste the image you have draw into the document The Virtual World Processor supports a majority of simple image file types such as PICT JPEG and GIF Regardless of your operating system COMPanion recommends that you have QuickTime installed on your computer Your new map may look like this Bulletin Board JO x File Edit Show Reports Links Window Help 44 wyp ee EM EJ I 100 199 1 LEE 3 Style w labed a oo a B Search Stations Study Desks B Circulation desk Book Shelves E Your Item Found Here Hew Bulletin Remove Bulletin Maps are always displayed at the bottom of the Bulletin Board list of items The icon at the top right of the window is used to copy Bulletin Board entries for use outside Alexandria Click and drag on this icon to move clipping documents to your desktop of the text found in the Bulletin graphics are not shown in the clipping If you double click on the icon you can save the Bulletin Board entry as an Alexandria Word Processing document complete with text and pictures 54 Alexandria User s Manual Maps Alexandria Basics When a user looks at details for an item with
456. wse window without changing the current record select Cancel 108 Alexandria User s Manual Using the Patrons Menu Patron Management First Er Previous se Next 36 Last Browse R Find F Lock Record U New Patron dN Duplicate Ap Remove Patron R Take Patron Picture Paste Patron Picture EY Remove Patron Picture Show Details a JED show History Finding Records The Find command under the Edit menu can be used to locate a specific record For example if you are looking for a patron with the last name Andersen Alexandria finds the first patron record with that name and displays it as the Current Patron in the Patrons window Find Record Last Name Closest match Andersen The first field menu allows you to select where to search for the data The second field allows you to select Closest match or Exact match Last Name Barcode ID Student Homeroom Grade Policy Status Sequence Click on Find to locate the record or click Cancel to stop the Find operation and return to the most recent Patron record If a Find is performed the Browse by selection is automatically set to the same selection as the Find key Alexandria User s Manual 109 Patron Management First Previous Next Last Browse Find Lock Record New Patron Duplicate Remove Patron Take Patron Picture Paste Patron Picture EY Remove Patron
457. y Reports Super Summary 324 System Analysis 323 System Requirements 15 T TAB Delimited Records 356 Taking Inventory 187 TCP IP Activate on Startup 88 Temporary Items 175 Timeout Researcher 69 Title 133 Title Statistics 144 Tool Tips 82 Total Budget 263 Transaction Command Line 155 Transaction Log 154 Transferring data from Alexandria v3 31 Transferring data from Alexandria v4 33 U Update Circulation Records 342 Updates Alexandria 347 Usage by Item Policy Report 307 Usage by Item Patron Policy Report 308 Usage by Patron Policy Report 308 Usage by Patron Item Policy Report 308 Usage by Period Report 307 User Access Levels 61 Utilities Catalog 348 Circulation 342 Database 347 Item 331 Overview 329 Patron 338 339 Replace Information 332 Verify 350 Utility Call Number Prefix 333 Change Item Policy 332 Don t Show in Researcher 332 V Vendor 136 Vendor Lists 312 Vendors Management Window 258 Verify All 350 Budgets 350 Circulation Records 342 Items 331 Orders 350 Routes 350 Subscriptions 350 Vendors 350 Verify Items 331 Verify Patron Status 338 Volume 131 136 VWP Settings 105 W Web Preferences 105 223 Window Colors 81 Word Processor Preferences 105 xvi lt Emphasis gt Textbook Librarian User s Manual
458. y barcode is shown at 852_p in Marc records Copy Alexandria assigns each copy a number when it is added You can type over the copy number to change it Duplicate copy numbers are allowed The copy number is simply an alternative identification number for the library s use Alexandria uses the barcode number to uniquely identify copies If you import items the copy number will not change even if the number is already used by another copy in the system The Copy number is shown at 852_t in Marc records Call The call number for a copy is inherited from the title Call Number unless it s replaced with a Copy specific call number The Copy call number is shown at 852 hin Marc records Volume The volume for a copy is inherited from the title Volume Number unless it s replaced with a Copy specific volume number The Copy Volume number is shown at 852 vin Marc records Policy The Copy Policy is inherited from the Title Policy unless it s changed by the librarian Condition Allows the librarian to specify a condition for the copy You can create a report to track copies by their condition Vendor Allows the librarian to specify the vendor from whim the copy was obtained 136 Alexandria User s Manual Item Information Fields Item Management Accession Date This is the date the copy was entered into Alexandria The default for this field is the current date You can generate reports and search bas
459. yed Search Hits By Server Search All Words Search All Words Middle School ak High School Elementary School Fi More Options Fewer Options Search Step 3 To view the search results for one of the collections in the list double click on the collection A standard Alexandria result window is displayed Step 4 To examine results from other collections click on another collection name Search Hits By Server Server Hits Middle School 5 hit a High School Elementary School Alexandria User s Manual 245 WAN Searching Wan Searching 246 Alexandria User s Manual Alexandria 239 50 Client ET h md This chapter explains how to search Alexandria collections using the Alexandria Z39 50 Server interface NOTE The Z39 50 Server is an optional feature of Alexandria You must purchase a separate license to use this feature Configuring your system for Z39 50 access Z39 50 is an international standard for communication primarily between computer library and information related systems Z39 50 is becoming increasingly important to the future development and deployment of inter linked library systems If you ve purchased the Z39 50 Server option your Alexandria Data Station will accept Z39 50 queries from standard Z39 50 clients The following are general steps required to gain access to other Z39 50 servers 1 Select Preferences under the Edit menu 2 Once in the Pref
460. you are upgrading from AfW Alexandria for Windows v5 33 or later follow these simple instructions to transfer your item data into Alexandria v5 Should you have questions or encounter problems call the COMPanion Windows Technical line at 1 800 320 5830 or Email us at winsupport companioncorp com Step I Step 2 Step 3 Step 4 Backup your LOASIS folder Make sure you have upgraded to AfW 5 33 You can find which version of AfW you are currently running by looking on the main menu of AfW at the second folder from the top It will say Alexandria 5 xx If you do not have AfW v5 33 upgrade to this version before following these instructions fy Master Alexandria JET Favorites Alexandria 5 33 Verify that Alexandria v5 has been installed according to the instructions in this chapter Prepare AfW to export your data for transfer to Alexandria v5 Locate the Oasis Loasis LMarc d file in your Oasis directory Double click on LMarc d and wait for the two tone DOS window to appear Press lt esc gt once on your keyboard so that the entire screen is now a dark blue Press lt F6 gt on the keyboard and scroll down using the keyboard to the word Zap Press lt enter gt and press lt Y gt for Yes You should see confirmation that the file is Zapped Press lt F6 gt again scroll down to Pack Press lt enter gt then press lt Y gt for Yes You should now get confirmation that the file is Packed
461. you collect usage statistics you should assign a separate policy For example if each grade level of students has its own policy the statistics generated are more useful than if you have only one policy for all students See the related preference chapters for information about how to apply and set rules for your library Develop a Machine Maintenance Strategy Although computers today are very useful tools they can experience damage through excessive use power fluctuations crashes and incorrect operations To discover and postpone such damage you should run maintenance utilities such as Scandisk or Disk Defragment on Windows and Norton Disk Doctor on Macintosh Alexandria should not be running during these maintenance operations In addition you should regularly perform a virus scan with products such as Norton Anti Virus or McAfee Virus Scan Again Alexandria should not be running when performing such virus scans Develop an Alexandria Maintenance Strategy Corruption can occur for any database of information via hardware or operating system mishap It is recommended that you use Alexandria s Rebuild utility on a regular basis once a month is usually sufficient However hardware or system failure may neccesitate using the utility more often The Rebuild utility disables all services while it is cleaning your data and can take several hours depending on the size of your data and speed of your machine You should backup or archive
462. you should have a field that is called Target 36 Alexandria User s Manual Transferring data from AfW Installing Alexandria a o Cut Copy Paste 2 Fat i Delete Properties Views FEnEI SEEDER AEE SER EE MER SEEDER AREAL SEE AEI EE SER EEE SEE SEI SEE SER AEE E SERED Topi Tee at abel OIG iso OJ AR Installers Fil Folder B2299 1218 F CJ AW Screen Shots File Folder 2 4799 10 12 Ak CO Aria File Folder 1123 99 3 33 F C Alex web File Folder 4 11 00 1 13 Ph apple File Folder 7714799 6 37 AR CI Dantz File Folder 3 30 99 1227F 4 Generic Oasis San Antonio File Folder 611 99 11 04 2 healdsberg File Folder Traa 99 4 05 Ph CI InetPub File Folder 6 1099 2 50 Ph C Lwtile File Folder 9 22 98 6 28 Ph 7 Microsoft UAM Volume File Folder 4 12 00 1 46 Pk LUMSCSData File Folder 573799 1 54 PM Multimedia Files File Folder 7 31 98 11 254 CJ New Folder File Folder 62599 9 08 Ak his File Folder 4 5 00 2 32 PM CO DasisDyD File Folder 4 14 00 2 33 Ph 23 Programm Files File Folder 1 4 00 3 43 PM 3 RECYCLER File Folder 2 17 99 8 16 Ph The Target field contains the correct path to your data and should appear similar to C OASIS AfW exe if your data is on the C drive note C is a variable which represents the hard drive that AfW was installed to it may not be the same on your computer If the Target Field starts with slashes i e you may need to contact your network administrator On your drive open the OASIS fo
463. ype the barcode number for the item which the Current Patron wants to hold and press lt enter gt If you do not know the item barcode use one of the find commands C call number or T title to find the item s barcode e To start Hold mode type H and press lt enter gt A hold request is placed on each item whose barcode you type or scan while in this mode To exit Hold mode type a patron barcode number or use the X or command A cur rent Patron is necessary SHORTCUT You can enter an equal sign as a shortcut for the current item barcode Thus H places a hold on the current item Alexandria User s Manual 179 Circulation Placing a Hold Request Removing Patron Holds Use Remove Patron Holds from the Circulation menu to remove hold requests for the Current Patron Circulation Start Bookdrop Make Charges Payments 2 Show Patron Details 35 Remove Patron Holds 4 Remove Patron Reservations 5 Show Item Details R Adjust Item Holds 7 Remove Copy Reservations d Fatron Holds care ee in 197 96 BAR i 1 2000 is 11 2000 ENG Remove Hold To remove a hold request select the line you want to remove and click the Remove Hold button When you remove a hold request on this window you cannot undo the remove The only way to restore the hold is to place a new hold for the patron whose request was incorrectly removed Adjusting or Removing It

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