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Papyrus User Manual - Papyrus Library Administration System

1. kc Ee s Ee CK KC KC qaaa ajaaa nag 03 May 2010 Deleting existing members First ensure that the member has no items out on issue Find the member record in Members Click on the Delete button on the menu bar e gt 98 8884 The system will ask you if you are sure that you wish to delete this member Click OK if this is the case If there are items that are currently issued to the member the member cannot be deleted All the issue information about the member will be retained for history purposes 2010 Parity Software All rights reserved 39 yrus Administration System Chapter 6 Cataloguing Rules Cataloguing is easy If you need simple cataloguing it can be as easy as entering just the Title You can also just add the Author and Subject The Tenplates in Papyrus help you to make the process easy The Default Template is what is suggested and following this will be more than adequate for most libraries It would be useful to follow this chapter but it is not necessary If correct Cataloguing or sophisticated Cataloguing is required the follow Cataloguing Rules in this chapter Otherwise skip to the next chapter on EasyCat There is no point in re inventing the wheel The following policy provides for the use of a subset of the Anglo American cataloguing rules 274 ed 1988 revision edited by Michael Gorman and Paul A Winkler Chica
2. 35 CAPTURING OF LIBRARY MEMBERS eene nennen nnne tenentes trennen nnne 35 ndvcccte 36 FINDING EXISTING MEMBERS cernerent nenne nennen nne ne then tnter 38 UPDATING EXISTING MEMBERS esent nnne nnne rennen 38 PROMOTING MEMBERS m 39 2010 Parity Software All rights reserved 3 Papyrus Library Administration System DELETING EXISTING 8 1 enne nnne nnne nnne nnne tentent nennen 39 ehrgsgeee 40 CATALOGUING RULES ean nosse on oon nona oho 40 MARC MACHINE READABLE CATALOGUING esee eene nnn nnn 40 MINIMAL AND SELECTIVE CATALOGUING essere 41 WHAT TO LEAVE OUT AND 42 US BIN 42 Name of publisher and city of publication essen 42 SOMOS H UU S 42 Author authority file author main entry essent 42 WHAT INCLUDE AND WHY errat rcr e rt RR P RR XR RR eR 44 EEA E ANEA E 44 Other title information eese 44 Statement of respons
3. cerent nennen 14 REGISTERING THE PACKAGE eere nennen 15 92010 Parity Software All rights reserved 2 Papyrus Library Administration System HOW DO SEE THAT THE SOFTWARE IS REGISTERED esee entente nennen 17 CHAPTER 4 19 PARAMETERS 19 GLOBAL PARAMETERS M 19 E T EEEE GE 20 21 Default Cataloguing Values eese rne 21 Front Office eed d d d e E e LH X 22 USC Settings 23 PHOTOS 23 PUBLICATION TYPES cene en tree tie e rere eerie eee ere ee Eee e REM ae 23 MEMBER TYPES 25 PRIVIIEGES GOOD OUTRE chapeusraaes ROTE 26 MARC CODES itor tte ed opp On od m On D OU RE 27 ee O 29 LANGUAGES a cer OO ROGO UTC qi 31 SYSTEM DATES anata cee 31 STOCKS TATUS eet erre ep tem d n E EEA OAE AE NENANA 33 EL M 33 5 RI PE 35 LIBRARY MEMIBERS 5 es etos Ioue xax Feo POS EYE
4. 92010 Parity Software All rights reserved 43 Papyrus Library Administration System a Study Part 2 of The concise AACF2 and apply these sensible rules Whenever a problematic name is encountered popes royals etc the librarian must display professionalism and look up the appropriate rule b With the cut and paste facility itis easy to copy the full names into the authority file It will therefore save a great deal of time NOT to capitalize surnames and NOT to reduce first names to initials ALWAYS check the authority file before adding an author d Do not add dates Two John Smiths writing different sorts of books does indeed sound proble matic but in a small library there is in fact no need to distinguish them e Do not add spelled out forms of names such as Elliott T S Thomas Stearns This is necessary in large libraries only f If a book has more than one author put only the first author into the authority file The four elements discussed above are the most likely to be included unnecessarily by the conscientious school librarian Much else that is equally unnecessary should also be left out of the descriptions In most cases the rationale would be the same namely that itis simply not appropriate to a small library What To Include and Why Title proper This is the bedrock of any bibliographic description Without it there is nothing If an item has no title it is in fact the cataloguer s duty to s
5. 73 jii 73 Cataloguing Seridl nnne n n i i a dri 73 92010 Parity Software All rights reserved 5 Papyrus Library Administration System CHAPTER 13 ee O 76 STOCK TAKE 76 CHECKING THE STOCK NOT FOUND DURING STOCK TAKE scssssssesesesececeeececeteeeeeeeeeeeeseeeeees 78 CHAPTER 14 80 jain ec T 80 ADDING AND DELETING 5 ennt entnenenenenenenenenenenene 81 25 82 MAINTENANCE 15 1 1 4 0 7 100 82 UPDATING pp 82 UPDATING tette e ERR cec leiden 82 CONSOLIDATE BRNS OR 6 6 44 83 UPDATE STOCK C ODES 83 UPDATE STOCK BARCODES 1 22 12 prxterea evecta aec 85 CHAPTER 16 86 MANAGEMENT 5 1 1 111 86 MEMBER REPORTS 86 BIBLIOGRAPHIC REPORTS 22 2 2 cons ente eec ec phuc e ea dede 88 ST
6. 2010 Parity Software All rights reserved 92 i Papyrus Library Administration System Click the SNAP button to grab a picture This will be formatted based on the options of 2 3 Centre 2 3 Left 2 3 Right 4 3 Full These refer to the ration of width to height If 2 3 ratios are selected the picture will be cropped to a portrait format If the 4 3 ratio is select photos will be rotated on the ID card T Camera xi amp u H 0 Camera Member No 100000 Summe FARGHER First Names BarCode 10000 Categoy 0 00050202 New Picture Iv Date Captured 2010 05 07 09 56 AM Li 6 23 23168 23Rgh 43Ful If the snapped photo looks fine click the Capture button to add it to the Member Once the photo has been taken close the screen and return the Photo screen You will notice that the picture column now has the photo the New Picture will be checked and the Printed will be unchecked 2010 Parity Software All rights reserved 93 i Papyrus Library Administration System Printing ID Cards Once you have completed the capturing of the picture return to the previous screen to print the ID Card There are options to preview the ID Cards on the screen for all the ID cards or just the New Picture ones or a specific Member by selecting the Preview ID Cards option at the bottom of the screen You can also print the ID card immediately by selecting the Prin
7. 600a Subject 700a Author Surname 2010 Parity Software All rights reserved 28 Papyrus Library Administration System 700b Author Initials Templates This feature gives Papyrus is ability to make cataloguing easy Each Publication Type is set up based on a pre select set of MARC codes This means that you don t need to the MARC codes to catalogue an item Please set up these templates before adding items to Papyrus Once you have familiarised yourself with the MARC codes templates for each publication or stock type must be set up This will allow a default set of MARC codes template to be displayed when a new stock item is catalogued Select the publication type and this will allow you to enter new MARC codes together with the default automatically selected values In Annexure 2 you will find a list of the default stock MARC codes Add Default Template The default button provides a default template for cataloguing purposes i e the standard or most common set of codes See Chapter 6 Cataloguing Rules for help on which fields to include in your templates Publication Type Use the Publication Type button on the Menu Bar to select the type of item e g Fiction videos charts etc MARC and Under Marc and Item type in the code for the field you wish to use for your bibliographic description Description describes the field chosen 92010 Parity Software All rights reserved
8. Locn The Location of the user for multisite or remote site libraries If you have a single library leave this blank Having a value in this field will limit all OPAC searches to a specific Location Cataloguing will default the LOCN to this value for a Librarian who is Cataloging BackOffice This will allow the user to access the Parameters and Cataloguing options in Papyrus OPAC This will enable OPAC searching Front Office This will enable Issuing and Returning of Items to Members 2010 Parity Software All rights reserved 34 Papyrus Library Administration System Chapter 5 Library Members Capturing of Library Members Once the Member Types have been captured in the Parameter Maintenance section See Chapter 4 of this user manual library members may be entered Click on the Members Button in the Picture Bar of the Main Screen amp Members a Bespeaks 4 Overdues Cataloguing a The following screen appears Routines Front Desk 92010 Parity Software All rights reserved 35 LA Papyrus Library Administration System Ani xl K E1512 91888 d Find Y Member Types Member Number A Member Name aa Member S mme Title First Names Issues Member Details Addresses Phone Numbers Notes Disrbuion Defauts Financial Fees BarCode Member Type X Category X SbCHegoy tos I Status Type Join
9. Sears list of subject headings now in its fifteenth edition New York H W Wilson 1994 ISBN 0 8242 0858 7 is as indispensable to the librarian as 2010 Parity Software All rights reserved 46 Papyrus Library Administration System a backpack is to a hiker and must be acquired for the library The older editions of Sears are not suitable for cataloguing on computer as their cross references are designed for card catalogues Virtually every factual work must be given a Sears subject heading Judicious cross referencing should be done Papyrus is designed to accommodate this This Policy advises librarians to enter Sears subject headings on one line as they appear in the list Substitute the long dash which is not on the keyboard with a space hyphen space egg France History 1789 1799 Revolution In this matter EasyCat on Papyrus deviates from SAMARC which stipulates this format 607 a France 607 x History 607 p 1789 1799 Revolution Segmenting the subject heading in this way is a relic from the days when primitive computers could not cope with anything longer than a medium sized word In modern software the sub fields add nothing what so ever to either display or retrieve Why then the reader may wonder do they still exist The answer lies in shared and centralised cataloguing practices Large libraries routinely provide cataloguing records to each other and are then locked into an outdated data transfer
10. Papyrus Library Administration System Version 4 0 1 May 2010 Microsoft Parity GOLD CERTIFIED Software Partner 2010 Parity Software All rights reserved 1 Papyrus Library Administration System TABLE OF CONTENTS PAPYRUS LIBRARY ADMINISTRATION SYSTEM 1 TABLE OF CONTENTS iiti iren E e FH ERE Rede 2 e 8 INTRODUCTION H 8 WELCOME TO PAPYRUS LIBRARY ADMINISTRATION SYSTEM 8 8 Front Office System nina nhan obo ope p Ga d 8 OPAC CataloQuingd csscsscscsssssssersessessescssssssssssssssssssscsssssssssssesessessessessessessessessensesss 8 MINIMUM SYSTEM REQUIREMENTS einn netn ennt ennt 10 WORKSTATIONS 10 5 H 10 a igpiqe 11 INSTALLATION ire RR ERIS ER SEE RES EERER NEA EE REN 11 HOW TO INSTALL PAPYRUS raae EEPE NEELA ESKAS EAEE EKEKA EEE AEA ENKARA KEARE K ARKAE 11 INSTALE THE PROGRAM FILES otiose cese eoe to ibo eria E Rd 12 CHAPTER S e 14 GETTING pd qp 14 GETTING STARTED WITH THE BACKOFFICE PROGRAM
11. 29 Papyrus Library Administration System 5 Templates xl G Publication Types Fiction 7 4 language of text Title Proper Sub Title Author 1st Statement of Responsibility Other Authors Media Term Code Edition statement h Place of publication Name of publisher Date of publication YYYY Extent of item pages etc Accompanying material 8 EBBSBIS N a 5 lt e NIN eg o ojo N Title proper of series Volume numbering within series Text of notes UNIFORM TITLE Subject DEWEY Class number Sumame n caps Part other than entry element Main entry element sumame of joint a Part other than entry element Main entry element sumame of ed etc 225 225 300 500 600 676 700 700 701 701 702 R R R RCR RCRCRCR R RCRCN Default Value This is any information that you wish to automatically appear as the default for that field when you catalogue a new item Compulsory Under Compulsory check the field if you want it to be compulsory for this field to be included in each bibliographic description or uncheck it if you wish to leave the field flexible for you to choose at the time of cataloguing 2010 Parity Software All rights reserved 30 Papyrus Library Administratio
12. All rights reserved 96 Library Administration System Chapter 19 Interests This is a Current Awareness facility If library members are interested in specific authorities such as subjects and authors the system can notify users of the latest BRNs that have been catalogued in the library that have been cross referenced to these subjects Click on Routines Interest The following screen appears Maintain Interests GJ 4 1 ofi gt bj Member Number A Member Name la Member No 100000 Sumame Farcher First Names ken Interests E 2010 Parity Software All rights reserved 97 Papyrus Library Administration System First search for the member Once the member has been found the current interests linked to the member will be displayed Adding and Deleting Interests To add or delete interests click the corresponding add and delete buttons on the tool strip Xx 2010 Parity Software All rights reserved 98 Library Administration System Chapter 20 Overdues Papyrus provides excellent management of overdue items and members Click the Overdues Button on the Main Screen The following will appear Overdue Members 151 xl fa d Print Member Types Bz Member ig Print overdue Letters B All the members that are overdue will be displayed the top grid For each Member selected in the top grid their overdue
13. MADIBA MAGIC NELSON MANDELA S FAVOURITE STORIES FOR CHILDREN EDITED BY LINDA RODE CAPE TOWN TAFELOERG 20 MADIBA BOEK NELSON MANDELA SE GUNSTELING STORIES VIR KINDERS REDAKTEUR DEUR LINDA ROOE KAAPSTAD TAFELBERG MANOGLA TAMBO AND THE ANC Monographs 5 JOHN R MUNT DAVIS OXFORD O U P MANDELA S EARTH Monographs MOLE SOYIKA LONDON METHUEN 1988 0 413 61610 X NELSON 1 EARLY LIFE OF ROLIMLAMLA MADIBA JEAN GUILOINEAU CALIFORNIA NORTH ATLANTIC E IS MY LIFE MIS SPEECHES AND WRITINGS 1 THEY FOUGHT FOR FREEDOM KARIN PANPI OF THE Monographs JOMANNESEUR 21 968 0 89577 224 4 FACTS FICTION 0 19 570728 1 1 55643 417 0 CAPE TOWN MAYIBUYE DAVID PMILIP FACTS AND FICTION 1 86808 21 Y FOUGHT FOR FREEDOM 0 636 04329 0 nographs WINNIE MANDELA LONDON PENGU 920 RISE AND FALL OF APARTHETO THE CHRONICLE OF A DIVIDED SOCIETY AS TOLD THROUGH SOUTH AFRICA S NEWSPAPERS Monographs PETER JOYCE CAPE TOWN STHUIK 1990 EXCLUSIVE 0 86 968 07 JOY RIVONIA STORY Monographs JOEL JOFFE BELLVILLE MAYIBUYE 1998 1 86808 275 1 968 07 ROBBEN ISLAND CHART THE STAR NEWSPAPER 968 07 UGGLE FOR BIRTARIGHT Monograghi MARY BENSON LONDON INT DEFENCE amp AID FUND 1985 FACTS AND FICTION 0 904739 67 9 THE MIRACLE OF A FREED NATION Dvon
14. Stock on issue by member Stock on issue by accession number Stock on issue stock type Stock on issue that is overdue Stock on issue that is overdue by category Items on Bespeak List of fines Possession reports by Member Types See Member Reports section for further explanations of the general process and the facilities offered by the various buttons on the screens Stock Reports The following stock reports are available 2010 Parity Software All rights reserved 88 Papyrus Library Administration System List of stock by accession number List of stock by shelf List of stock by last scan date List of stock not scanned by last scan date Spine labels by stock date List of stock by stock status Overnight stock Stock by location collection Deleted stock audit trail See Member Reports section for further explanations of the general process and the facilities offered by the various buttons on the screens Deleted stock report Stock that is deleted is sent to the Deleted Stock Audit Trail reports You can find information about deleted stock in this report e g who lost the item Change the date at the top of the screen for information about items lost on days other than the current one Authority Reports Click on Management Reports Authority reports and the following screen appears displaying the various reports that can be generated regarding Authorities See Member Reports section for further explanation
15. Using a barcode scanner makes stock taking quick because you just scan the item that then gets automatically sent to the Stock Reports The stock take date is recorded when you scan your item The system will take into account items that have been issued and not returned When you run the reports the system will ask you to update the items in circulation They will be taken stock of at the Stock Take date in the Systems dates see below Checking the stock not found during Stock Take At the end of Stock Taking you will be able to enquire on the Stock Take Select the Stock Take Enquiry option under the Routines Stock menu option 92010 Parity Software All rights reserved 78 Papyrus Library Administration System This screen will show you the stock date of the stock in the system You can filter the items on Publication Type Location Collection and Shelf Range using a starting Shelf and an Ending Shelf There is also a filter button that will select e All Stock Items whether taken stock of or not e Stock Taken Items which have been scanned during the Stock Take e Outstanding Items those items that are missing zix Publication Fiction Location Collection Starting Shelf Ending Shelf 222222 Y StockTakeDate Description Loon Collection Sheff 1580 E gt Fiction HAD SPOT OF BOTHER MARK HADDON 2007 9149 15530 Ficti
16. m Authorities Ioj x iid Aji of2 gt X ARNType subjects ARN Value mandela Y 19 ARN 10000931 ARN sues ARN Value JMANDELA NELSON I ARN Cataloguing Thesaurus ISBDs B LS use usec For Former Tem 2 ster Tem 0 Xx o Tem APARTHEID There are term types which are listed in the grid These are abbreviated to RT is Related Term US is Use UF is Used For 2010 Parity Software All rights reserved 71 Papyrus Library Administration System BT is Broader Term NT is Narrower Term FT is Former Term LT is Latter Term To insert a related term Click one of the buttons on the tool bar ni Related Term Use ig Used For lg Former Term 77 Later Term Narrower Term ig Broader Term o This will open OPAC to search of a related Authority Select it and this will create the related Thesaurus reference To delete a Thesaurus refernce highlight the whole record and click the DELETE button on the tool bar Broader and Narrower terms Following the above procedures but clicking on the BT or NT buttons can stipulate broader and narrower terms Example History Germany the BT is History Europe and vice versa Former and Latter terms Former and Latter terms can be stipulated by following the above procedures but clicking on the FT or LT buttons Example South West Africa is the FT and Namibia is the LT 92010 Parity Software All righ
17. Authority To change the cataloguing details of the ARN change the ARN Value in the grid If you delete an ARN you will be warned that it will be removed from 2010 Parity Software All rights reserved 69 i Papyrus Library Administration System all BRNs that are cross referenced to it To check which BRNs are linked select the ISBDs tab Then click the Save button to save the changes To filter the Authorities by type select the drop down button with the authority type UE 4 of7830 bl db X ARNType Y ARN 00000007 ARN Value SIMPSON LE ARN Type PERS ARN Cataloguing Thesaurus ISBDs Toe search of an item you can enter a few letters of the authority in the ARN Value search field Then select the filter button T Authorities mi oy xi 14 4 1 of7830 gt bl G ARN Type Persons ARN 00000007 ARN Type PERS ARN Value SIMPSON L E ARN Cataloguing Thesaurus ISBDs 2010 Parity Software All rights reserved 70 RA tra A Library Administration System Chapter 11 Thesaurus The Thesaurus enables you to add Related terms stipulate Used terms Broader and Narrower terms Former previously used such as South West Africa terms and Latter current such as Namibia terms to Authority files In the Authorities screen there is a Thesaurus Tab Select an Authority and click the Thesaurus Tab The following screen appears
18. Grace 7 Next Acc 500013 Articles THE AN A N DIE Fine fo 0000 Next Member No 313 Common Terms IN AT ON OF BY Days Per Fine 1 E d Override No Issue Address1 Contact eccl Address2 Tel Address3 Fax pue Reveal Member Address4 Reading Age Desc rede email OPACPrint This product is not registered and is for demonstration purposes only Organisation Name The name of your organisation is in the top large block This will be the licensed name for use of Papyrus This should have been entered during the Registration procedures Registration Details Serial Number This is generated by the system It is used for registration purposes only Registration Number Once the registration form has been printed enter the registration number that will be on the registration form when it is received back from Parity Software 2010 Parity Software All rights reserved 20 Papyrus Library Administration System Number of Workstations This refers to the number of computers that are connected to the network to share the software This means that if you are licensed for 5 workstations only you will not be able to use the program on the 6 workstation To be able to use the 6 workstation you must contact Parity Software to get the registration number based on the number of workstations you may need to use Counters Next BRN Enter 100000 for the next Bibliographic R
19. Icon button from the menu Lending Fee This is the fee that added to the account if an item is borrowed Set this to zero if there is no fee Quota This specifies the total number of items of this specific publication type that any member can borrow If there is no maximum set the value to 1 to clear the field No Issue after This date column enables you to limit issue dates for publication types e g if you want videos back by a certain date but all other items can still be issued then change the date for videos issue here If you do not what any date unselect the checkbox in the column 2010 Parity Software All rights reserved 24 T Papyrus Library Administration System Member Types Use the Member Types screen to enter the different categories of library members For example the library may have Grade 8 Grade 10 Librarians Teachers Parents etc as members This enables you to give differing privileges to different groups eg older pupils may borrow more books than younger pupils and staff may keep items for longer than pupils TAS inix Is Esc e b bc ic i a ae ee E EN 03 May 2010 Under the Member Type column enter a 2 digit number Enter the Member description in the Description column Promote Under Promote type in the category to which the member will be promoted the following year e
20. Next ARN 10015081 Pub Type Days Next Recp 100003 Default Location Days Grace Next Acc No 3282 Articles THE AN A N DI Fine Next Member No 53465 Common Terms THE Days Per Fine Contact and Address Details Override No Issue Address Contact Bespeak Password Address2 Address3 User Settings Reveal Member lY Address4 Reading Age Desc Grade PACPr nt Y email This product is not registered and is for demonstration purposes only Press the Print Registration Form button on the Menu Bar Fill in the requested information and fax it to the fax number as indicated on the form 2010 Parity Software All rights reserved 16 Papyrus Library Administration System B Papyrus Report i Filter Parameter Demonstration Version Registration Form Suiday 2010 Fax to Parity Software Address P Box 1453 Highlands North 2037 South Africa WebSite VAM 2 Email support co za Address Fax Number 27 11728 1001 Registration Details Name Demonstration Version Users 5 Serial No 123 Registration 9977468 No Version Signed Email Address Papyrus Library Administration System Parity Software 2009 1071 Pages Parity Software will email a registration number back to you Please note that on Serial Number and Registration Number fields there will be a default number 999 This will
21. This module is designed for ease of use and speed It offers the facilities for computerised issue of items The module is linked to the users that have access to the module Issuing Stock Items As the parameters controls Front desk output remember that stock items are issued according to Parameter settings Therefore before starting to work with Front Desk please ensure that you have set the dates correctly in Global Parameters System Dates Member Types and Publication Types Please refer to instructions under Parameter Maintenance System Dates in this manual Open Front Office by clicking on the Front Desk picture button e OPAC Members m Bespeaks 4 Overdues Cataloguing A C ll 3 The Front Desk screen provides all the functionality that is neded to perform the following functions Searching Routines Front Desk e Issuing Items e Returning Items e Renewing Items e Bespeaks 2010 Parity Software All rights reserved 64 Library Administration System e Enquiring on Loan History e OPAC Searching e Fines an payment of Fines Procedure for Issuing an Item e In Member Number enter either the member number or barcode or ID Number or scan using a barcode reader The cursor will now be placed in the Accession Number The member can also be found by clicking on the Search button Name FARGHER Ken Type fomes eese p Barcode Renew 2010 05
22. at the Main Papyrus Screen or click the Cataloguing Button d 1 i a OPAC 3 amp Members 3 Bespeaks a Overdues 19 s L Routine Front Desk Create a New BRN Create a New BRN Bibliographic Reference Number by clicking the NEW button mm gt ef we Searchby OPAC BRN 4 gt Publication Type e 5 d m O The BRN is automatically added by the system The BRN Number is displayed on the screen The SBD or International Bibliographic Description is set to New until the BRN is Cataloged The Publication Type that is created is the Default Publication Type in the Global Parameters Change it to the correct type if need be The default MARC codes from the templates will be loaded and the cursor will be ready for you to capture the first item Any items that have default values will be entered automatically The template for the chosen stock type will be selected 2010 Parity Software All rights reserved 49 System EasyCat EE zinix Wu Qmm pi Es Publication o 1 ofi b bi 01000000 ISBD fnew Publication Type Non Fiction z Master BRN Reading Age Hyper Link Cataloguing stock BRN Statistics Loan History Senats i f Delete aLine 43 Inserta Line Reload Default Template Cross Reference Link Description Value ISBN language of text Title Proper Author Other Authors Edition s
23. authority files only the MARC 200 fields will be available in the basic search method under the Title button By Author This will search the MARC 200f fields and MARC 700 fields By Subject This will search the MARC 600a fields 1 TIME 17 MOV 1997 PAGE 60 TINE 1 MARCH 1993 PAGE 24 ZINORE MANDELA HABA amp MADIBA CLAREMONT DAVID PHILIP 2003 AMPAIGMERS FOR CHANGE Monographs MINA MORGAN LONDON MAYLAND 1993 853 95 SPOTLIGHT ON BOOKS 0 7502 0667 5 TREASON Monographs HELEN JOSEPH JOHANNESBURG CONTRA 1998 0 620 22197 6 ILLUSTRATED HISTORY OF SOUTH AFRICA THE REAL STORY Monographs NEW YORK READERS 0105 IN MIS OWN WORDS FROM Fi TO FUTURE NELSON MANDELA NOON ABACUS 2004 IN THE WORDS OF NELSON EDITED BY JENNIFER CRWYS WILLIANS SANOTON PENGUIN INK IN THE 0 ARTHUR GOLOSTUCK LONDON PENGUIN 1994 0 14 02465 LESSONS OF STRUGGLE Mo ANTHONY MARX CAPE TOWN OXFORD UNIV PRI LONG WALK TO FREEDOM NELSON MANDELA LONDON 0 349 10653 3 LONG WALK TO FREEDOM ABRIDGED NELSON MANDELA ABRIDGED EY COCO CACHALIA AND MARC SUTTNER ERAAMFONTEIN NOLWAZI 2000 2 LOOSING THE BONDS Monographs UNITED STATES amp SOUTH AFRICA IN THE APARTHEID YEARS ROBERT KINLOCH MASSIE NEW YORK DOUBLEDAY 199 MADIBA NELSON ROLIMLAMLA MANDELA Monographs A CELEBRATION FIRST CAPE TOWN MARTIN SCHNEIDER amp CO amp TWIDALE PUBL 1997
24. g Grade 8 to Grade 9 If no promotion is to occur then type in the same Member Type number as is currently displayed for the Member Type Quota Quota is the total number of items that a member may have out on issue at 2010 Parity Software All rights reserved 25 Papyrus Library Administration System any one time irrespective of Publication Type If you do not have a restriction please enter 1 to clear the field No Issue After Issue until type in the date until which issues are allowed for this category of user Uncheck the date if there is no restriction Subs Under subs enter the library subscription fee in monetary terms eg R2 00 or RO 00 if no subscription system is in operation Subs Months Under months type in the number of months for which the subscription is valid Auto Renew Auto renew type in Yes or No depending on whether you want the subscription to be automatically renewed Privileges Before you enter this option make sure that the Front Office Values in Global Parameters are correct These will be used to set up the privilege for each Member Type and each Publication type You may scroll around the screen updating the grid with the relevant details If the number of stock types or member types is large you may filter them by clicking on the Publication Types or the Member Types buttons on the Menu Bar Privileges enables you to determine the quota number of a Publication type that may be bor
25. is included in the cataloguing description there will be the mild benefit of improved subject retrieval by means of text searches On the negative side some pupils may be confused by their presence In the small library there is no compelling reason for including the series title It should therefore be omitted Author authority file author main entry As it seems almost heretical to propose omitting this element it is fitting to state the rationale fully and to examine the pros and cons The statement of responsibility comprises the name of the author as it occurs on the title 92010 Parity Software All rights reserved 42 Papyrus Library Administration System page e g written and illustrated by R Warring This means that all books by Warring can be retrieved without repeating his details in the author authority file The same applies to corporate authors such as The Department of Health The advantage of not creating and maintaining an author authority file lies purely in the major saving in time Capturing the names takes time and so does solving the occasional thorny problems presented by the diverse types of personal names Rules 30 44 and corporate bodies Rules 49 56 The question is whether the improved author retrieval justifies this additional labour There are four problems associated with the absence of an author authority file a Some authors have variant surnames for example Meindert de Jon
26. member as to the length of time they may keep the magazine before passing it to the next person Tick overnight if item is to be placed on overnight loan This will automatically issue the item for one day due the next day Save the BRN This will remove blank cataloguing lines update the search indexes and update the ISBD field to show the correct format for the title Removing blank lines preserves memory Fields that you have indicated as compulsory in BackOffice MUST be filled in 2010 Parity Software All rights reserved 55 Papyrus Library Administration System Should there be information you have missed out by mistake to fill it in press the Reload Default Catalogue button This reloads all the fields in the template for you Delete aLine 43 Insert a Line Cross Reference Link BRN Statistics show various statistics about the item Loan History shows the members that have borrowed the item Serials Manages the serials of a BRN The process of receiving them can be automated using this facility If item is a magazine to be distributed then click Distribute and indicate the starting date Copying BRN information for sets of items This facility provides for individual items to be part of a master set of items Each separate item gets a separate BRN but they are catalogued as part of the set e g 2 videos in a set a set of slides or books in a series When doing an OPAC search the system will displ
27. relevant letter of the alphabet on the left Preview column as a starting point the Report will generate a list of Library Members in alphabetical order as shown on this screen 92010 Parity Software All rights reserved 86 Papyrus Library Administration System 1 Papyrus Report Filter Parameter jv ana Find Next Monday May 03 2010 Member Category Sub Barcode Type Categor y A of 13 gt bi 3 El Qd 100 St Mary s School for Girls Members by Alpha lt lt ADELAAR 00053461 STAFF STAFF 00053461 AGUSTONI GLORIA 13386AGU FORM 1 1K 13386AGU AIREY RAE VIVIENNE 12796A4R FORM 4 4B 174390 ALTY KATHERINE ALT10527 FORM3 17865r ALVES COURTNEY 12668ALV FORM 1 1M 12668ALV ANDREW ALISON 10291AND FORM 4 4A 18376p ANDREW GAIL AND STAFF PLUS STAFF SCIENCE 06521 ANDROLIAKO NATALIE 12476 5 5B 16362i ANTONI JONES ISABELLA 13621ANT FORM 1 1K 13621ANT ARBI SHAMEELA 13842ARB FORM 2 2H 13842ARB By Numeric generates reports of members according to their member number By Type generates reports of members according to their Type as set up by you in BackOffice Barcodes by Type Category generates Member reports with member s barcodes The following buttons appear on all Management Report screens The buttons at the top Hold the mouse over the various keys and an explanation will appear Print enables y
28. standard Accordingly only school librarians who have plans of obtaining cataloguing records electronically from other sources need bother with the complexities of the SAMARC format In addition to Field 607 Fields 600 601 602 605 and 606 all with different sets of sub fields are deployed for different types of subject School librarians who wish to use the SAMARC fields correctly are advised to buy a copy of the SAMARC manual from the State Library P O Box 397 Pretoria 0001 For extensive examples of cataloguing certain types of stock please see Annexure 4 92010 Parity Software All rights reserved 47 Papyrus Library Administration System Chapter 7 Easy Cataloguing EasyCat Please ensure that all BackOffice Publication Types Templates Global Parameters Locations and Stock Status have been set up before starting to catalogue items onto Papyrus in EasyCat Although this seems a large complicated screen it is not It has all the facilities there to make the process easier for you To do this we will describe the process of Cataloguing a New Item and describe each of the features on the screen Sequence of steps for creating a new BRN or adding a new item e Open EasyCat e Create a new BRN e Catalogue the BRN e Adding Authorities Optional but recommended e Add Stock e Save the BRN 2010 Parity Software All rights reserved 48 Papyrus Library Administration System Open EasyCat Press F3
29. that it picks up any duplicate whether text or symbolic as below Update Stock Codes Papyrus will also check the database according to a range of shelves The Shelf code is usually populated with the Dewey number together 2010 Parity Software All rights reserved 83 Papyrus Library Administration System with the Authors Surname Because of variations in the prefix and suffix that can be added to the shelf sorting on this field becomes difficult Even if the Dewey system is not used the shelf code needs to be correctly sorted Papyrus sorts the shelf internally into three fields A Prefix the Dewey Shelf Code and the Suffix The shelf code can 20 digits long and the shelf can be sorted according to two rules 5 8 5 the Prefix is 5 long the Dewey code is 8 and the Suffix is 5 3 12 3 The prefix is 3 long the Dewey code can be 12 and the suffix 3 DP Update Shelves Starting Shelf Sort Options 5 8 5 Normal C 3 12 33 Long Dewey Numbers Typical combinations of the Shelf Code are sorted in the following manner SHELF PREFIX DEWEY CODE SUFFIX SMI SMI 820 556 SMI 820 556 SMI REF 820 556 SMI REF 820 556 SMI A SMI A SMI A 820 556 A 820 556 2010 Parity Software All rights reserved 84 Papyrus Library Administration System Export or Import BRN s This facility allows for the export or import of data from other systems Upd
30. the beginning of titles when searching for certain subjects More than one Article can be entered and are divided by For example in a title like The Dog and the Cat you can exclude the when the titles are sorted Common Terms This field can be used for Common Terms that are to be excluded from searching More than one Article can be entered and are divided by For example words like in at on of etc could be excluded If you wish to leave a field empty i e no terms then type into the field as it will not work if it is empty Front Office Items The usual number of publication type items each member may loan If there is no quota in your Library please enter a high number such as 999 Days The usual number of days an item may be loaned Days Grace The number of day s grace after the due date before the fine is calculated Fine The fine in monetary terms e g R2 78 Days per Fine The number of days between each fine This can be 1 for each day and 7 for a week 92010 Parity Software All rights reserved 22 Papyrus Library Administration System User Settings Reveal Member If set to Y yes it will show the borrower s name on OPAC searches when right clicking on the BRN Reading Age The description of what the reading ages mean Default is Grade OPAC Print If set to Y yes will always show the Print button on all OPAC search screens If set to N no will take the user option in t
31. their school standard i e Member Type indicates Form 1 and Category indicates Form 1R Category could also be Staff and Sub Category Drama Department Expiry date is the expiry date of the member s library subscription Type in the addresses notes of interest to you concerning the member if changing data in the Notes field never leave the field empty but leave in one letter or even a full stop and their financial payments i e credits and fees debits details Defaults is a field in which you can record when a member defaults as a member egg loses or damages an item does not pay fees etc If a certain member needs to receive periodicals on a regular basis it needs to be entered in the Distribution section of the members details 92010 Parity Software All rights reserved 37 Papyrus Library Administration System Finding existing members If the member has already been entered into the system the member may be found by various means Find V Member Types Member Number amp Member Name Pressing the Find button will open the Search Member screen which allows you to find members in various ways Entering the Member Number in the Member Number text box and pressing enter or clicking the Binoculars will search by Member Number ID Number or Barcode Entering the surname or the first few letters of a name into the Member Name and pressing enter name and then pressing Enter or clicking the Binocula
32. 01 i e year month day Type in the Last Payment amount without the rand sign Type in the date the payment was made in Order Date Type in the order reference number in Order Ref Any notes may be typed into the Comments field Skip button is clicked when an issue is skipped i e has not arrived Later if it arrives highlight the issue and click the Received button Received button is clicked whenever the next issue is received Please note that the dates change in Last Received and Next Due fields Papyrus automatically calculates when the next issue is due if the information in the Frequency field is correct The issue is also added to the list at the bottom of the Stock Tab 92010 Parity Software All rights reserved 74 RA Papyrus Library Administration System Cataloguing Stock BRN Statistics Loan History 5 1 Stock Item Delete Stock Item Change Barcode AccNo Barcode Status Loon Colection Sher Am Poe cee ChannelStat 2010 9289 Noma PERODCALS R000 2010 9290 2010 9290 PERODICALS 20 291 20109291 sKiPPED _ 2 PERODCALS Roo 2010 3292 2010 9292 SKIPPED v PERODCALS Roo 2010 5293 2010 9293 5 sl PERODICAS This is the information that appears in OPAC For issue dates volumes and numbers of i
33. 07 Date issued Due Date Date Returned Fine Due e Enter the accession number or barcode number of item or scan the barcode on the item The item s details are displayed together with the return date filled in If the item has not been issued the Issue button will be highlighted 2010 Parity Software All rights reserved 65 Papyrus Library Administration System M Stock Details AccNo 20101000 Barcode 201071000 The Adolescent Storm A handbook for n Parents Meg Fargher and Helen Dooley Return 2910058 gt Renew 20100504 Fine Due Issue ls e Click on the Issue button The item will be issued and the cursor will be ready at the next accession number e fthe Member wishes to take out more than one item either enter the accession number or scan the barcode of the item into the Stock Accession number barcode field and follow the Issue button instructions e Note that when the item is issued Papyrus tells you the return date at the bottom of the screen in the grid To restart the process with a new member click on the Member Number or click the New Button on the toolbar or press CTRL N for New Returning Stock Items Follow these steps e You can either enter or scan the Member s Barcode Member Number of ID Number or you can scan the accession number or barcode of the item that is being returned e item has been issued the member s details will be displayed and the Return b
34. 27 11 728 2999 Fax Number 27 11 728 1001 Postal Address P O Box 1453 Highlands North Johannesburg 2037 South Africa Email Address support 2papyrus co za Website WWW papyrus co za 92010 Parity Software All rights reserved 9 Papyrus Library Administration System Minimum System Requirements Although Papyrus uses the latest in computer technology current industry standard equipment is required A list of minimum requirements is given below and any system with more advanced equipment will have improved performance Workstations Microsoft Windows XP Intel Pentium 1024MB Memory 100 MB of free hard disk space Optional Items Barcode Scanner WIA compatible Video Camera 2010 Parity Software All rights reserved 10 Papyrus Library Administration System Chapter 2 Installation How to Install Papyrus The Installation program copies the Papyrus Library Administration software to your hard disk and adds a Papyrus program group to the Windows Program Manager or Windows Start menu By default the programs will be installed in the C Program Files Papyrus directory Should you wish to install the files on a network drive please contact your network administrator or the FAQ on the web site Warming We highly recommend that you close all applications that are running before you start the installation program 2010 Parity Software All rights reserved 11 Papyrus Library Ad
35. A CRY OF WINNIE MANDELA CLAREMONT DAVID PHILIP 2003 0 86486 504 X US CAMPAIGNERS COD CUANCE IMoSographs NINA MORGAN LONDON WAYLAND 1993 R53 95 SPOTLIGHT ON Bi Accession No Add to List 705 Location Collection Shelf CB 920 MOR Normal Available Delete Details Results lt d 50 522 e 3 X Authorities vE di Publishers di Subjects IF THIS BE TREASON Monographs HELEN JOSEPH JOHANNESBURG CONTRA 1998 0 620 22197 6 ES HISTORY OF SOUTH AFRICA THE REAL STORY Monographs NEW YORK READERS DIGEST READERS 8 9 9 Author Click on Author button to A list of authors appears Scroll down to the desired author Double click on it fora list of available titles by that author Click on the title for more information Right click on the relevant title for a full bibliographic description Please note that the icon on the left of the item is the icon selected by you for a certain type of item in BackOffice Global Parameters Publication Types The number on the far right is the Dewey number for that item By clicking on the desired title more information appears about the title such as Accession number barcode Front Office reflects whether the item is Available on the shelf or out on issue as well as the due date for a return Clicking on Persons Authors reveals the author of the item Clicking on Subjects as in the following screen reveals the su
36. DOLESCENTS Sumame in caps FARGHER Part other than entry element Meg Sumame caps DOOLEY Part other than entry element Adding Stock to t Helen he BRN Stock in Papyrus is managed by a three tier system e Location o Collection Shelf All stock belongs to a location usually blank for a single library and in each location there are collections In each collection there are shelves 2010 Parity Software All rights reserved 53 Papyrus Library Administration System Using this system useful stock reports can be produced which sorts the stock into the hierarchy of the location collection and shelf To manage the stock select the Stock Tab BRN Statistics Loan History Serials Delete a Line Inserta Line Reload Default Template amp Cro Description Seg Value ISBN 0 978 0143 02492 7 Click New Stock Item for a new automatic accession number Delete Stock Item lll Change Barcode You will now be presented with a screen asking for a new accession number barcode location collection and shelf BRN 01000000 ISBD Adolescent Storm A handbook for Parents Meg Fargher and Helen Dooley Johannesburg Penguin 2010 p 211 If you type in an existing accession number or barcode a new item will not be added To generate a new number click the New button on the t
37. Date 703 May 200 H Date Of Bith 703 May 2010 Expiry Date 703 2010 x A Email Reminders Print Reminders This member 3 New members Click the New Member Button on the Menu Bar of the screen the one with the green cross lt 018484 id The following screen will appear when entering new members Ci x Please enter a new member number 2010 Parity Software All rights reserved 36 Papyrus Library Administration System Please enter all the necessary details of the new library member Many of these are self explanatory For example the persons surname first name title phone email etc There are certain fields that require explanation Member type is based on those in Parameters Member Types Status this determines whether a member may borrow or not there are no templates to be set up as Papyrus has preset these Barcode if members have library cards with barcodes on them This can differ from the Member s Number and can change if the Library ID Card of the member is lost A new number can be issued and a new Library ID card issued Family code to identify members of the same family This affects maily public libraries and determines if other members can borrow on behalf of others such as a parent borrowing an item on behalf of their child Location branch of library used Category as set up in BackOffice Parameters Categories indicates
38. Fargher The following items are overdue AccessionNo Datelssued Date Due Adolescent Storm A handbook for Parents Meg 2010 1000 2010 05 04 2010 04 25 Fargher and Helen Dooley Penguin p211 978 0143 Please return these books as soon as possible to avoid further penalties The Librarian This can be emailed or printed if required 2010 Parity Software All rights reserved 101
39. Holidays Descrip Easter Holidays 23 April 2010 Easter Holidays 24 April 2010 Easter Holidays 25 April 2010 Easter Holidays 27 April 2010 Freedom Days Starting Date 01 2010 x Ending Date 21 i 2010 x 3 iaa Add Delete Description Freedom Days Holidays Holidays Working Days 1 System Dates Sunday No Issue After 30 November 2010 z IV Monday Stock Take Date 09 November 2010 Previous Budget 01 January 2009 Wednesday 7 Thusi Current Budget 01 January 2010 z Friday Saturday Working Days Click the working days in the Working Days column at bottom left i e if the library is closed over weekends then do not click on Saturday and Sunday No Issue After Issues can be limited to a date by typing in the date that you want the items returned e g first day of a new school term The last day of a Stock Take may be indicated in the columns at the bottom Stock Take Date This is covered in detail under Stock Takes but this is the date for which all items will be marked as being found in the library when scanned during the stock take Previous Budget This is the date which started the previous Budget The Current Budget is 2010 Parity Software All rights reserved 32 Papyrus Library Administration System the date on which the current Budget Started This provides a period for the previous Budget the period from the Pr
40. Ns The Authorities can also be processed using the Update ARNs options under the Maintenance Menu 92010 Parity Software All rights reserved 82 Papyrus Library Administration System Consolidate BRNs or ARNs This facility is used to merge BRNs or ARNs that have been repeated or are similar BRNs are individual items such as books or charts ARNS are items in Authority Files that are searchable such as subjects and authors Click on the relevant Consolidate BRN s or Consolidate ARN s buttons The example deals with the BRN screen but the same process id followed if you choose the ARN option The following screen appears Click on the top Master BRN Find button This takes you into OPAC Find the relevant BRN that you wish to retain as your Master entry Click on the Secondary BRN Find button This takes you to OPAC Find the BRN that is the same or similar to the one that you chose as the Master entry Click the Merge button this will combine the secondary BRN with the Master BRN The Master BRN will remain in the file and the Secondary BRN will disappear as a separate entity Click OK if you want the merge to happen By clicking on the Find button at the bottom Papyrus will automatically find any two similar BRN s for you to merge By clicking on the Next button at the bottom Papyrus will automatically search for a BRN that is a duplicate of the Master BRN chosen by you The following screen is an example Please note
41. OCK REPORTS i i tert 88 Deleted stock report eese sensere then thanh etna tantas 89 AUTHORITY REPORTS tup 89 55 RETURNS 89 STATISTICS REPORTS 90 GRAPHIC 2 TOR 90 FINANCIAL REPORTS ANNONA 90 92010 Parity Software All rights reserved 6 Papyrus Library Administration System CHAPTER 92 L M 92 DD Teddrenu Lic 92 PRINTING D 94 CHAPTER 18 95 aTe Ta E 95 E ET 95 DEP ETTee Cp M 96 CHAPTER 97 INTERESTS sscccssssssssssseessssceeesssssesessessnseesssscesessesseeeessssaeeessssssssessseases 97 ADDING AND DELETING INTERESTS 5916 erre ttr iens tu tette orto ten eure 98 CHAPTER 20 99 99 OVERDUE 100 OVERDUE LETTERS C 100 92010 Parity Software All rights reserved 7 Papyrus Library Administration System Chapte
42. SELECTING OPAC SEARCH RESULTS ssssssesssssseesssscesesecccseeecccseeecceseeeceeseeecesseaeeceseateeeseas 62 SAVING EMAILING OR PRINTINGOPAC SEARCH 50175 63 CHAPTER 9 em 64 dendi 64 ISSUING STOCK ITEMS cicer reser da va eva vira veau 64 PROCEDURE FOR ISSUING AN TEM 65 RETURNING STOCK 5 225200 dat eara vie read ve rca ra dade 66 FINES 67 LOAN HISTORY 2 ak dE CH e ERE EORR EE RAE RE RANITA AARNA NANE ENAKA 68 CHAPTER i e 69 AUTHORITIES E 69 TO CHANGE DELETE OR ADD A NEW 2 69 CHAPTER T iiri ier Y OI XN ENN ER NY X NER REV Y XN YX SX VE eX de va dva ede Y Yea e Y annos 71 WHESAURUS rire SENS VER 36 Ye 71 To insert a related terMa cccccccccecsssecsssecssccsssecssssessssesssessccesscesseessssssecsssensssenssees 72 Click one of the buttons on the tool bar essen 72 Broader and Narrower terms eene tnnt tnra tasa 72 Former and Latter 72 CHAPTER pm
43. Software All rights reserved 41 Papyrus Library Administration System ephemeral materials such as newspaper clippings pamphlets and periodicals These certainly should be stocked but should be controlled and retrieved by other more economical methods easily copied from other libraries or discovered in manuals of librarianship What To Leave Out and Why ISBN The book trade invented the wonderful system of International Standard Book Numbers and indeed the only time that the school librarian needs it is when ordering replacement copies To be sure book dealers are very happy to be given the ISBN but they are able and willing to accept an order if one provides them with author and title Moreover as books go out of print rapidly the success rate in replacing books is low The labour of recording ISBNs is therefore not justifiable If you have a barcode on the book and a barcode scanner then capture it as it is quick Name of publisher and city of publication The average schoolboy or girl has no interest in the publication details of a book For purposes of ordering replacement copies these details are like the ISBN nice to have but not essential Publisher and city of publication should therefore be omitted from the description Series Publishers series exist because they are a valuable marketing feature as they reduce the costs of typographical design and of printing and are popular with the public If the series title
44. ancial Reports and the following screen will appear displaying the various types of reports that can be generated regarding Finances such as purchases See Member Reports section for further explanations of the general process and the facilities offered by the various buttons on the screens Printing Spine Labels 2010 Parity Software All rights reserved 90 Papyrus Library Administration System Spine labels can be printed There is a selection of Spine Label sizes A barcode is also printed Spine Labels can be printed for those items catalogued today last week last 100 and all stock items 2010 Parity Software All rights reserved 91 IMU Library Administration System Chapter 17 ID Photos This is a vast improvement because of new technology available on PCs and Notebooks A video camera is required for this facility to work Most will work such as a Logitec video camera Parity Software will be able to supply you one that is compatible with Papyrus Click on Routines Photos Maintain Member Photos Camera Update Photo H image Size 9 Member Type MEGAN LOUSIE LIBRARY STAFF STAFF ANNELI LIBRARY STAFF STAFF Select the member by entering their barcode or a range of members by selecting their name or member type Taking Pictures Then click the Camera Button on the tool bar This will open the Camera screen so that a photo can be taken
45. ate Stock Barcodes This facility allows for fast updating or changing of barcodes or Accession numbers on individual items Click on Routines Update Barcodes 2515 69 Barcode Accession No New Barcode Details of Stock Item Accession NA 000 Previous Stocktake Date Collection Se OS Scan in the barcode or type in the Accession number for an item to appear To change an items barcode scan in the old barcode and then scan in the new barcode 2010 Parity Software All rights reserved 85 Papyrus Library Administration System Chapter 16 Management Reports The Papyrus library system has an extensive report writer section which will be able to give you various management reports With the report printed on your screen you can decide what to do with it whether to print it to the printer save it to disk email it etc The accomplish this follow the steps below 1 Print any report to the screen 2 Click the Save icon with the Disk 3 You will be given the option of Excel or PDF The procedure and options for printing all reports are described under Bibliographical Reports General instructions on how to use Management reports are under Member Reports Member Reports Library Member reports are available in alphabetical numerical Member types and according to barcodes By Alpha will be used as an example Click on By Alpha By clicking on the
46. ave linked your Dewey numbers whilst cataloguing an item Selecting OPAC Search Results The bottom section of the OPAC screen contains the selected OPAC search results There are two ways of selecting items The first is to right click an item and to select Add to List The second is to drag and drop The selected items are then placed in the selected list 2010 Parity Software All rights reserved 62 RA Papyrus Library Administration System Selected search items A 5 a a NELSON MANDELA EARLY LIFE OF ROLIHLAHLA JEAN GUILOINEAU CALIFORNIA NORTH ATLANTIC 2002 1 55643 oO Rossen ISLAND CHART THE STAR NEWSPAPER Eru SURVIVAL STORIES Monographs ANTHONY MASTERS UK SIENA 1997 0 75252 831 9 Saving Emailing or Printing OPAC search results There are four buttons that can be used for the selected list The first is to clear the items The second saves them to a Text document The third eMails them and the fourth prints them All search results can be printed by clicking on the Print button at the bottom of the screen Selected search items 4 4 v NELSON MANDELA EARLY LIFE OF ROLIHLAHLA MADIBA JEAN GUILOINEAU C 8 ROBBEN ISLAND CHART THE STAR NEWSPAPER lil nuc SURVIVAL STORIES Monographs ANTHONY MASTERS UK SIENA 1997 2010 Parity Software All rights reserved 63 Papyrus Library Administration System Chapter 9 Front Desk
47. ay a See Ref to emphasise that the item is part of a set Type in the information for the Master BRN i e the first copy Note that it automatically gets a BRN number at top left Then click on the Copy button at the bottom A screen appears telling you from which BRN the copying will be done and gives you the BRN for the newly copied BRN Click OK The copied version appears Note that the BRN is the same as on the previous screen mentioned and that now there is a Master copy BRN as well the BRN of the copied BRN This Master BRN will connect all the items in the set OPAC will also indicate this Master BRN Click on the icon next to the Master BRN to connect the individual parts Duplicate accession numbers and barcodes For the system to work effectively and to give you the accurate information duplication of Accession numbers and Barcode numbers is not possible 92010 Parity Software All rights reserved 56 Papyrus Library Administration System When you have entered duplicates the system will not allow you to save the record Each stock item you enter must have a different Accession number and Barcode number When a second accession number is added to a BRN the Shelf and Collection are duplicated for ease of entry 92010 Parity Software All rights reserved 57 Papyrus Library Administration System Chapter 8 OPAC Definition of OPAC The OPAC Online Public Access Catalogue system is available in all
48. bjects included in the item 2010 Parity Software All rights reserved 61 Papyrus Library Administration System Search Results references found g X Search mandela v 9 E 2 E i N 5 4 4 OK X Q B Sis S LS LS iL f mandela 3 items found PERS MANDELA WINNIE MANDELA ZINDZI Related Terms IN HIS OWN WORDS FROM FREEDOM TO THE FUTURE NELSON MANDELA LONDON ABACUS 2004 0 IN THE WORDS OF NELSON MANDELA EDITED BY JENNIFER CRWYS WILLIAMS SANDTON PENGUIN 2004 LONG WALK TO FREEDOM NELSON MANDELA LONDON 0 349 10653 3 LONG WALK TO FREEDOM ABRIDGED NELSON MANDELA ABRIDGED BY COCO CACHALIA AND MARC SUTTNER BR NELSON MANDELA THE STRUGGLE IS MY LIFE HIS SPEECHES AND WRITINGS 1944 1990 Monographs NELSO NELSON MANDELA Monographs THEY FOUGHT FOR FREEDOM KARIN PAMPALLIS PAROW MASKEW MILLER 2 A full bibliographic description of the item appears by right clicking on the title as in the following screen Subject Click on Subject button to make it bold Type in your search terms and click Search at the bottom A list of subjects will appear Click on the subject to get a list of items dealing with that subject Click on the title for more information Right click the title for a full bibliographic description Examples of screens under Author section above Class searching This will work if you h
49. e Houtines menu option then Stock Take option and the Take Stock item Papyrus Library Administration System St Mary s School for Girls Routines Financials Maintenance Parameters Graphics i E 4 f Members F4 amp Members Interests prdues a Cataloguing Update Barcodes Ms tock Take Enquiry Ovedue Members Bespeaks Photos Searchi Routines Front Desk Camera In Stock Take Date field change the date on which Stock Take will end the same date as you typed into Parameter Maintenance Scan or manually enter the Barcode or Accession Number into the Barcode or Accession Number field The bibliographic description of the scanned item appears in the ISBD field This will mark the item as having been Stock Taken 2010 Parity Software All rights reserved 77 Papyrus Library Administration System iBix 7 Stock Take Date 30 June 2010 x Barcode Accession No 2010 9289 Details of last Stock Item Accession No 2010 9289 Barcode 2010 9289 ISBD DEMON SEED Monographs DEAN KOONTZ GREAT BRITAIN HEADLINE BOOK PUBLISHING 1997 0 7472 3489 2 Previous Stocktake Date Location Collection Shelf PERODICALS Continue with this scanning process until all the relevant items have been entered If you do not finish your Stock Take in one day just enter the same dates the next day as described above and continue scanning
50. e book By contrast school libraries have small collections housed usually in a single room These two factors dictate a policy of minimal cataloguing of including but few details in the descriptions In a large library there are numerous authors with similar or identical names and many books with identical titles in a small library there are few It is time consuming to locate books on the shelves of large libraries in small libraries it is swiftly done Regrettably many school librarians are guilty of including cataloguing details that are appropriate only in large libraries The waste of time is enormous the lack of progress demoralising The school librarian wise enough to follow a policy of minimal cataloguing will have a work rate many times that of say a cataloguer in a university library Minimal cataloguing thus means creating brief catalogue entries leaving out many details but including salient elements so that the following three types of questions can be answered Does the library have a copy of The Hobbit Does the library have any books by William Kotzwinckle Does the library have any material on Mount Everest If in addition the catalogue tells the user when the book was published and how thick it is an entirely satisfactory entry will have been made By selective cataloguing is meant NOT cataloguing certain categories of stock For the hard pressed school librarian it is unwise to catalogue 2010 Parity
51. eference Number This is used to uniquely identify each bibliographic reference in the system If you wish to start with a known sequence number then enter it in this field We recommend you start with a 6 digit number which will make the numerical sorting of items easier Next ARN Enter 100000 for the next Authority Reference Number This is used to uniquely identify each Authority in the system Next Receipt Number Receipts are printed for each fine calculated on items that are returned late Enter a receipt number which will be incremented for each receipt printed Next Accession Number Enter the next unique identification number e g 234 if your next accession number is to be 2001 234 for stock Papyrus automatically puts in the year Next Member Number This is the next available Member Number Default Cataloguing Values Default Member Type The default member type is activated when a new member is created Default means that it is the one automatically selected by the system Default Publication Type The default publication type is activated when a new Bibliographic item is 92010 Parity Software All rights reserved 21 Papyrus Library Administration System created Default means that it is the one automatically selected by the System Default Location This is the Stock Location for multiple Library Locations Leave it blank for a single library Articles This field can be used for Articles to be excluded from
52. eriod that the item is reserved for the Member A Bespeak may be deleted by highlighting the relevant row by clicking on the extreme left of the row where the pencil appears in the illustration and pressing the delete key Any changes must be saved with the SAVE button The options on the Bespeak Toolbar include lt 23954 d GBM x 5 9 Adding and Deleting BRNs Add New Items to add BRN items to a member Deleted selected Item to remove the bespeak for a member Delete All Items Bespoken for this Member removes all bespoken items Remove Bespeaks more than a Month Old removes all bespoken items for all members that have been reserved for more than a month ago The print button prints a list of bespeaks for the selected Member or for all Bespeaks 2010 Parity Software All rights reserved 81 Papyrus Library Administration System Chapter 15 Maintenance Tools Master and secondary BRN individual items such as books and ARN items in the Authority files eg subjects that are searchable numbers can be consolidated and updated under Maintenance Tools Updating BRNs Click on Maintenance Menu option on the tool bar and select Update BRNs The following screen appears 51 D Update BRNs d X Starting BRN Ending BRN 99999999 00000135 Click the Update BRNs button This will ensure that all BRNs are correctly sorted indexed and that the ISBD is properly formed Updating AR
53. evious Budget to the Current Budget The Current Budget would be the date from the Current Budget up until the present date If the previous Budget is 1 January 2009 and the Current Budget is 1 January 2010 then the Previous Budget runs from 1 January 2009 to the 31 December 2009 The Current Budget will run from the 1 January 2010 until the current Date Change these on a year to year basis Stock Status This screen allows you to enter various stock statuses and the availability of stock for issuing purposes Typically this is used to indicate stock that is on reserve sent for binding lost on order Stock that is available for issue in the normal manner may have the stock status as normal Please note that the field is only one digit long This stock status is indicated in the bibliographic description of an item under stock in cataloguing and also on all OPAC enquiry screens 2515 Media room Removed Binding Lost Store rooms OVERNIGHT 3 DAY LOAN Issue Skipped Missing 1944979197 Users This will list all workstations that use Papyrus 2010 Parity Software All rights reserved 33 Library Administration System Remove the users that are needed in the system as this will use up Papyrus licenses Password For future Use Last Date The Last Date a user loggen on
54. g is sometimes given as Meindert DeJong This author is not adequately retrievable by surname in the statement of authority field There is also the problem of maiden name versus married name etc This problem occurs on such a small scale that it does not warrant the creation of an entire authority file Moreover it can be circumvented by adding a correction AACR2 Rule 1 0F 1 Meindert DeJong i e de Jong Authors with variant forms of first names or initials will not be retrieved in total if these are included in the search term This can be avoided by searching under surname only Thus S MON will retrieve Andr Simon as well as Andr L Simon not to mention a few other Simons c The order in which the OPAC hit list appears is not helpful to the user who has a particular author in mind Thus the person searching for Carpenter might get a hit list such as the one below This problem may be viewed as an inconvenience that can be tolerated d There are no cross references to guide the reader through these anomalies This problem is a corollary of the other three problems If there is no compelling need for an authority file then there is also no need for cross references 5 As the statement of responsibility permits a virtually complete author approach this Policy dispenses with an author authority file Some school librarians may nevertheless decide to create an author authority file Such librarians are advised to
55. go American Library Association The school librarian does not need to acquire this 677 page work but should unquestionably obtain a copy of The Concise AACR2 1988 revision by Michael Gorman Chicago American Library Association 1989 to implement the policy advocated in EasyCat on Papyrus MARC Machine Readable Cataloguing Papyrus is based SAMARC which is the South African standard used for bibliographic data transfer South Africa is in the process of adopting the U S A standard USMARC and Papyrus has followed suit as the situation clarifies This is of little concern to school librarians as the EasyCat mode of Papyrus hides the MARC fields 2010 Parity Software All rights reserved 40 Papyrus Library Administration System Minimal and Selective Cataloguing The Anglo American cataloguing code is a proud achievement of Western civilisation It is a vast tool that enables a librarian to catalogue in great detail not only books videos and other vehicles of information but even artefacts and natural objects such as stones The critical phrase in this context is in great detail The level of detail required for a catalogue entry varies from library to library n a multi million volume library spread over many floors or even buildings much detail is warranted in order that items may be uniquely identifiable and to allow the patron to decide whether or not to devote the necessary time to finding and examining th
56. he User settings Photos Camera Directory This is used if the camera linked to the computer creates a directory This is not normally used as most video cameras use the WIA or Windows Image Acquisition standard for grabbing images Use Photo Directory If the member photographs are all in a directory on your computer or you wish to put the photographs of members on a directory rather than into the database select this item However itis easier for Papyrus to store the images in the database so this item is normally unselected Photos Directory This is the directory where all photos are saved if the above option is selected Publication Types Set up this parameter before starting to add items to Papyrus Use the BackOffice Parameters Publication Types screen to enter the various types of publication or stock types in the library For example the library may keep books tapes videocassettes journals periodicals clippings photos 92010 Parity Software All rights reserved 23 RA trinm Library Administration System E Maintain Publication Types amp Pacio Under the Pub Type column enter a 2 digit number Description Enter the description in the Description column egg Specials could be described as anything that is not included in the other types Papyrus will display a colourful icon describing the type next to an item in OPAC if you wish Select the icon by clicking the OPAC
57. ibility Rule 1F essen 45 Edition Rule 2 2 ERR RE ERE 45 Date of publication 45 Extent of item pages etc suas ueneno nene cen ers 45 A subject approach o E RA UR RR KE EE pee seek es 46 CHAPTER 48 EASY CATALOGUING 5 2 1 4 1 1 1 4 18 11 48 SEQUENCE OF STEPS FOR CREATING A NEW BRN OR ADDING A NEW 48 Open t ARRA 49 Greate ia New BRN n nono onec og ORO ERR 49 Cataloguing the lten ispisiri a a d e i 51 How to link to the Authority Files for searching in 51 ADDING STOCK TO THE etiim e PERSE RENE ERE FREE 53 Save the BRN r E SERIE ERE ERE ER KE RR 55 Copying BRN information for sets of items esses 56 Duplicate accession numbers and barcodes essent 56 CHAPTER 8 58 2010 Parity Software All rights reserved 4 Papyrus Library Administration System X 58 DEFINITION OR 58 SCOPE OF OPAC SEARCHING ccsscsccssscsccssseeccsssesecesseseceesesececesecceeseecessueecessueecesueeceses 59
58. is a major change from version 3 0 to version 4 0 Global Parameters It is extremely important to set up the Global Parameters before you start using the software seeing that it is the basic information from which the software is working Select the Parameter Menu and then the Global option ig Papyrus Library Administration System Demonstration Version File Reports Cataloguing FrontDesk Routines Financials Maintenance Parameters Graphics Statistics jobal Members aH Bespeaks Overdues Publication Types Member Types MARC Codes ines g ia E m OPAC m v Rout Privileges Stock Status System Dates Templates Users Security Locations Categories Workstation Options 2010 Parity Software All rights reserved 19 Papyrus Library Administration System Enter the following information 21 ld Update Counters Print Registration Form Papyrus Server Routines Demonstration Version Registration Details Photos Serial Number ess Camera Directory ES Registration Number 100000 O Use Photo Directoy v Num Users Photos Directory C Documents and Settings ken My Documents al Counters Default Cataloguing Values Front Office 0 Next BRN 100253 Member Type Grade 8 3 Next ARN 149956 Pub Type Non Fiction Days fia Next Recp 100043 Default Location Days
59. istration Form to Parity Software if you wish to purchase 2010 Parity Software All rights reserved 14 Papyrus Library Administration System The following main screen will appear This screen is the source of all cataloguing and management activities Bi Papyrus Library Administration System Demonstration Version Reports Cataloguing FrontDesk Routines Financials Maintenance Parameters Graphics Statistics 9 e onc 5 Members 3i Bespeaks a Overdues X Cataloguing E 3 L x f esk Front De 02 May 2010 07 11 PM Ken FARGHER2 Ready Version 3 0 20 Registering the Package When you open the BackOffice program it will immediately prompt you that the software is not registered Unless registered the software will be limited to 100 book entries On the Global Parameter Screen please fill in your company name in the big block at the top of the screen as indicated below 2010 Parity Software All rights reserved 15 Papyrus Library Administration System Maintain Global Parameters i Print Registration Form Papyrus Server Routines Demonstration Version Registration Details Photos Serial Number 123 Camera Directory C Program Files Papyrus Photos Registration Number 9977468 Use Photo Directory Num Users 5 Photos Directory Counters Default Cataloguing Values Front Office Next BRN 23649072 Member Type FORM 1 Items
60. items will be displayed in the bottom grid 2010 Parity Software All rights reserved 99 Papyrus Library Administration System Members can be searched and filtered by using the Member Ty pes button di Print Details Print Overdue Letters a o The fines can be recalculated at today s date by clicking the Recalculate All Fines for Members Based on the member s selected the fines will be recalculated based on the Privileges set up on the Parameters d di Print Y Member Types Ba Member Details wj Print Overdue Letters A Overdue Reports Click the Print button to produce a report of the overdue Members Overdue Letters Click the Overdue Letters button giving an option for all members of the selected type or the Specific Member BD Member Details Print Overdue Letters B o lis Dom B 5 This Member T Na This will take the Microsoft Word Template from the Papyrus Template Directory and produce a letter showing the items that a Member has on loan and the items that are overdue This letter can be changes to have the Organisation s Logo fonts etc Make a copy of the original file and do not change the body of the letter where Papyrus fills in the details However the Header and the Footer of the document can be changed 2010 Parity Software All rights reserved 100 Demonstration Version 2010 05 04 100000 Ken
61. les for searching in OPAC From the previous chapter the Authority fields such as Subjects Authors Publishers and Series can be linked to an Authority file This additional step can be done quickly and simply If you do not require an authority file skip this step You will need to link fields to the Authority files to make them searchable by OPAC Fields that can be linked are Publisher Subject Author Series Keyword MARC field 650 and Dewey Class Number MARC field 676b The following sequence applies to all searchable fields Type your subject into the subject field Click the Cross Reference button to search for the Authority amp Deletealine G3 Inserta Line Reload Default Template Olin 9 If the subject exists in the Authority files then click on it and click OK The subject will be added to the BRN A number will also appear to the right of the field under the ARN Value column to indicate that the subject is linked If the subject does not exist in the Authority files then click on the Link button 4 Delete aine 23 Inserta Line 4 Reload Default Template Cross Reference E Link 2010 Parity Software All rights reserved 51 Papyrus Library Administration System You will be asked to confirm whether a new ARN should be created Create new ARN Duos If you select YES a new ARN will be created and the line linked to it A number will also appear to
62. ministration System Install the Program Files Follow these steps to install the Papyrus Program files onto your computer Download the Papyrus4 MSI file from the website or insert the Papyrus CD into your disk drive The following welcome screen will appear 7 a Preparing to install PITT TT TTT TL Ly Cancel Make sure you have closed all applications before continuing To install Papyrus in the drive directory and Windows program group shown in the window click on the INSTALL button and follow the instructions on the screen 2 Welcome to the Papyrus Setup Wizard TE LAT The installer will quide you through the steps required to install Papyrus on your computer R WARNING This computer program is protected by copyright law and international treaties Unauthorized duplication or distribution of this program or any portion of it may result in severe civil or criminal penalties and will be prosecuted to the maximum extent possible under the law The install program will check for the necessary disk space and will give you the default windows program group in which the Papyrus icon will appear after installation 2010 Parity Software All rights reserved 12 Papyrus Library Administration System 2515 Select Installation Folder ea The installer will install Papyrus to the following folder To install in this folder click Next To install to a different folder enter it bel
63. modules including the BackOffice system When in EasyCat or the standard cataloguing items may be found using the Find button Start searches by clicking on Step 1 at the top Step 2 in the middle has numerous buttons to make searching simple There are two sections that can be searched The Title Search which searches all the MARC 200 fields such as Title Author Publisher The Authority search searches the Subject Persons Authors and Publsihers fields 2010 Parity Software All rights reserved 58 Papyrus Library Administration System Search Request ian Step 1 Enter the terms for which you are searching Step 2 What would you like to search by Click one of the buttons Scope of OPAC searching There are two modes of searching Basic and Advanced To toggle between the two modes select the Advanced options button No There are various options for Boolean searching and these can be selected using the two options You can also limit the search to a specific location and publication type Advanced Options How would you like the search to use these terms Location How would you like to match these terms Publication Type maten any part of the term s z gt 2010 Parity Software All rights reserved 59 Papyrus id Administration System Enter the search term and click one of the buttons By Title If standard cataloguing is used without the use of
64. n System Languages This option gives you different language codes A list of languages may be printed out for reference purposes The existing codes on your database are internationally recognised codes A list of codes can be found in Annexure 3 System Dates The System Dates screen allows you to enter National School or Company Holidays exclude them as return dates These are used to correctly calculate the loan period in the Front Office system PLEASE NOTE THAT FOR SYSTEM DATES TO WORK YOU MUST CHECK THE DATES HERE AS WELL AS IN MEMBER TYPES AND PUBLICATION TYPES Also remember that the system will check all dates and limit according to the earliest ones set e g If Staff issues are limited by Member Types to 6 December but Publication Type dates limit Serials issue to 15 November the latter date will apply Holidays Type in the Starting Dates that the library will not be open and the Ending Dates and type in a Description The Add Holidays button will add dates for that range of dates The Delete Holidays will remove the dates Dates can be typed into the grid e g if school returns on 5 September then type in 4 September as the last day of the holidays You do not need to add in weekends if the library is closed on these days as this is handled by the next option 92010 Parity Software All rights reserved 31 i Papyrus Library Administration System 2 Systems Dates 2 aa led 9 Delete outdated
65. not mean that the software is registered Once your registration form is received Parity Software will issue you with correct registration and serial number Fill in the registration number in the Global Parameters under Registration Details How do see that the software is registered After completing the above procedures on the Global Parameters Registration Details there is a Registration Number If the software is 2010 Parity Software All rights reserved 17 Papyrus Library Administration System registered the number will be Green If it is not registered the number will be red Registration Details Serial Number 999 Registration Number 9377468 Num Users 1 Papyrus Server Routines Get Latest Papyrus Version will display the latest Papyrus version GET AEF Status will display when your Annual Enhancement Fees are Due Update Contact Details which will send through the latest Contact and email details to us 2010 Parity Software All rights reserved 18 Papyrus Library Administration System Chapter 4 Parameters For each of the Parameter Screens the important thing to remember is to click the SAVE button on the Menu Bar This is to ensure that if unintentional changes are made by pressing the wrong key or deleting the wrong record that you are able to cancel the changes by not clicking the SAVE button If you are happy with the changes made click the SAVE button This
66. ograpi 1998 Monographs PRETORIA GOVT Ci 5 ANOTHER COUNTRY THE ENSIOE STORY OF SOUTH AFRIC STORIES Monographs ANTHONY MAST VANISHING CULTURES OF SOUTH AFRICA Monographs VIVA MANDELA Vi CANON COLLINS EDUCATIONAL TRUST SOUTH AFRICA FILME VS VIDED COLOUR APPRD 120 NINS Mj MANDELA LIFE ANNE MARIE DU PREEZ BEZOROS TOWN ZEBRA 2003 1 08872 662 2 Ad d CAPE TOWN DON NELSON SANDTON STRUIK 1995 1 875015 11 CHANGING CUSTOMS IN A CHANGING WORLD PETER MAGUBANE CAPE TOWN STRIK 1998 1 86825 967 6 A list of titles appears Scroll down to the desired title Double click on the title for more information such as Accession number barcode whether the item has been issued or not the author and the subjects that the item includes Right click on the title for a full bibliographic description 2010 Parity Software All rights reserved 60 yrus Administration System 8 Search Results 35 references found D 1 g X Search mandela Y 106 A HR RS mandela 35 items found 5 A MOMENT OF TRUTH WINNIE MADIKIZELA MANDELA ANALYTIC IN TIME USA TIME 17 NOV 1997 PAGE 60 l ARTFUL DEALINGS PRESIDENT MANDELA IN 19947 ANALYTIC IN TIME USA TIME 1 MARCH 1993 PAGE 24 BLACK AS I AM Monographs ZINDZI MANDELA DURBAN SERETI SA SECHABA amp MADIB
67. on TOL BOOK OK LOST TALES 2 FICTION J R R TOLKIEN LONDON HARP 2002361 15530 Fiction TOL BOOK LOST OF TALES FICTION J R R TOLKIEN LONDON HARPERCOLLI 20079009 18719 Fiction AMI BLOOD OF FLOWERS FICTION ANITA AMIRREZVANI LONDON HEADLIN 06098 2007 02 28 Fiction 5 BIRDS OF PREY Monographs WILBUR SMITH GREAT BRITAIN PAN 02658 2007 11 23 Picton jj SUT ACCIDENTAL LIFE Monographs TITIA SUTHERLAND LONDON BLACK SW 00 109 11041 2007 11 23 Fiction FRE HANNA S DAUGHTERS Monographs MARIANNE FREDRIKSSON LONDON _ ev 428 20070123 Fiction BIN DEBUTANTES Monographs CHARLOTTE BINGHAM LONDON BANTAM 1 00 110 121373 2007 11 23 Fiction M BRO WALKABOUT Monographs ERIC BROWN LONDON DOLPHIN 1999 THI ooa 10558 2007 11 23 Fiction MHOR WILLOWS AND BEYOND Monographs WILLIAM HORWOOD LONDON HA 0012 06595 2007 11 23 Fiction WES PART OF THE FURNITURE Monographs MARY WESLEY GREAT BRITAIN oa 41365 2007711723 Fiction PRA STRATA Monographs TERRY PRATCHETT LONDON CORGI BOOKS waz Number of items 5764 with 5157 items not yet stock taken on or after the stock take date of 22 February 2008 ss Reports can also be printed from the menu options under Heports Stock Reports Stock Take Reports The system will print all the items that were not scanned during stock take If the date is old i e not during
68. ool bar A new accession number is generated from the Global Parameters and adds a year as a prefix If the system says the accession number already exists then make sure that the Next Accession Number in the Global Parameters is correct Tab to the Bar Code and type or Scan in the barcode Select a Location if you have a multisite library 2010 Parity Software All rights reserved 54 Papyrus Library Administration System Type in a collection if the item is part of a collection such as Slide Reference Africana AV JF etc or leave it blank Type in the Dewey number or an applicable shelf code under Shelf Now click the Save button to save the item ole Once the item has been saved the following information about the item can be edited Status is Stock Status as set up in BackOffice Volume Vol indicates the volume number of a set Notes enables you to add notes about the item eg that it has been charged to an account due to loss Channel is for circulation purposes for example if national geographic magazines are received and need to be circulated to various staff members You can indicate the channel under members egg GEOMAG their seniority on the list and how long they may keep the magazine Then when you receive the magazine and place it into stock put GEOMAG into the channel and click distribute A list of all members who belong to the channel will appear on a circulation list This will then be an aid to each
69. ou to print the list Save icon enables you to export the report to an Excel of PDF format Show or Hide Document Map fills the screen i e it hides the Preview feature Click the icon again to bring back the Preview feature on the left hand side Zoom facility in percentages 2010 Parity Software All rights reserved 87 Papyrus Library Administration System Various arrows with which to move from page to page Search Text enables you to type in a keyword for searching egg search for a particular member by typing in the surname You have to be in the member reports to search for information about Members Bibliographic Reports Bibliographical reports are available in alphabetical numerical and by stock type alpha An ARN summary and detailed reports are also available See Member Reports section for further explanations of the general process and the facilities offered by the various buttons on the screens On version 4 0 we have made the generation of reports much simpler The change that has been applied on the new version is the way the reports appear on the screen The new version gives you a preview of alphabets on the left and the list of your stock in alphabetical order When wanting to look at a particular section you just click the alphabet on the left and get the list of stock by the chosen alphabet without typing any criteria Issues and Returns The following reports on Issues and Returns of stock are available
70. out This means that patrons can find material on most topics by doing searches in the title files For example a person who needs information on the town of Oxford can type Oxford and The encyclopaedia of Oxford and other titles containing the word Oxford will appear There is no doubt that the title list can be used as a very powerful albeit hit and miss subject approach On the other hand a few examples of titles that do not clearly reflect the contents of the books are listed below e Culture is our business deals with advertising in modern civilisation e western experience a general history of Europe e Talking with children about things that matter Moral education amp parenting e Quanta Quantum theory e Hurrah we re outward bound nursery rhymes e Griekeland Ancient Greece Clearly searching under topic will not retrieve these titles Greece will not bring up Griekeland The minimal cataloguer can render them retrievable by creating a subject approach for this type of book but not others EasyCat on Papyrus recommends that an orthodox subject approach be created for all factual works This is a major task and the librarian may well wonder if it is worth the effort Experienced librarians know that a reliable professionally constructed subject approach is priceless adding enormously to their own confidence in fielding reference queries and empowering users to find information without assistance
71. ow or click Browse Folder Files Papyrus4 Browse Disk Cost Install Papyrus for yourself or for anyone who uses this computer Everyone C Just me Cancel lt Back Papyrus will now install and keep you up to date as to how far it is in the installation process fe Papyrus x Installing Papyrus iL LAT Papyrus is being installed Please 2010 Parity Software All rights reserved 13 Papyrus Library Administration System Chapter 3 Getting Started Getting started with the BackOffice Program To open the Papyrus program click on Start All Programs Papyrus A welcome screen will appear Click on OK Parity Software s Papyrus Library System Papyrus Library Administration System Standard Version Version 3 0 20 This product is for demonstration purposes Demonstration Version Warning This software is protected by international laws and treaties Unauthorised reproduction or distribution of this software or any portion of it may result in severe civil and criminal penalties and will be prosecuted to the maximum extent possible under the law Copyright 1993 2010 Parity Software cc Pass the welcome screen by clicking OK You will be presented with the screen saying that Papyrus is not registered and is limited to 100 books Papyrus is not registered and is limited to 100 books Please send the reg
72. percentage of books run to more than one edition In cataloguing a normal first edition the cataloguer does not as a rule state which edition it is For second and subsequent editions he does record the edition When creating the record he will routinely check to see if the book has already been catalogued and he will notice that there is already a first edition in the database At this point he should call up that record and add an edition statement in square brackets thus 1 ed This simple deed clarifies the OPAC display most gratifyingly Date of publication The date of a document is one of its most important co ordinates If no date is given in the book the cataloguer must estimate a date Rule 4E2 Extent of item pages etc If the extent of items is omitted the user can form no idea of the physical extent of the document If the pages are not numbered the librarian must count the pages and record the number in square brackets 48 p Here we deviate from The concise AACR2 which proposes 1 v one volume a 2010 Parity Software All rights reserved 45 Papyrus Library Administration System rather unhelpful description For thick books the number should be estimated by counting say an eighth of the pages and then multiplying by eight It should be recorded thus ca 200 p AACR2 Rule 2 5B7 A subject approach The overwhelming majority of books have titles and subtitles that explain what the books are ab
73. pyrus is based on both SAMARC which is the South African standard used for 2010 Parity Software All rights reserved 27 i Papyrus Library Administration System bibliographic data transfer and US MARC Print out a list of the MARC codes to familiarise yourself with them and see Annexure 1 Pressing the Print buttons to do this Bj Maintain MARC Codes z eli 4 EI MARC tem Description Repeatable Lookup ARN Type gt 2 8 ISBN 7 100 jb Qualification except binding D r 7 00 010 c Binding pbk vol no etc rH r xl 020 c 010 jd Tems of availability price D r moo 0 Invalid Emoneous ISBN r 2 100 01 ja Valid ISSN r 2 11022 Qualification O r 02 b on Binding r r 11022 0 Tems of availabilty r r 1102 01 jx Invalid Emoneous ISSN r 11022 100 General processing data 008 101 language of text mot MO Coded data serials r r mos 20 a Title Proper r TITL 11245 20 Sub Title r TITL 25 Author TITL 11245 L Although initially daunting there are only a few that need to be known These are 010a ISBN 200a Title Proper 200f 1 Statement of Responsibility Author as written in the book 210d Date of Publication 215a Extent of Item number of pages 300a Text of notes
74. r1 Introduction Welcome to Papyrus Library Administration System Papyrus is a comprehensive Library system that provides a range of features suitable for simple school libraries to complex public libraries Using the latest design tools from the Microsoft development environment the features of Papyrus include flexibility an excellent user friendly interface complete set of comprehensive reports easy report writing and sophisticated searching The package consists of three sections namely the BackOffice System Front Office System and OPAC BackOffice System The BackOffice System provides the library staff with all that is required to administer the library system i e stock members trading days MARC codes etc Front Office System The Front Office System deals with the issuing and returning of stock fast and efficient searching for members handling due dates and fines as well as the ability to issue receipts for moneys received OPAC Cataloguing Designed for ease of use this system allows the member of the library access to cataloguing information in Papyrus 2010 Parity Software All rights reserved 8 Papyrus Library Administration System Parity Software is proud of Papyrus Library System and is constantly striving to remain responsive to your needs We would appreciate any comment you may have concerning this product Parity Software can be reached at the following numbers Telephone Number
75. rowed by a certain Member type for a certain period and the grace period before the fines get calculated Items This is the maximum number of items that a member can borrow 2010 Parity Software All rights reserved 26 RA Papyrus Library Administration System Days This is the number of Calendar days that will be added to the current date to calculate the Due Date for the return of the item Days Grace This is the number of days added to the return date before any fines are calculated Fine This is the fine that is added to the Member s Account This fine is charged for each Days Per Fine period If no fines are charged set the Fine to zero and the Days Per Fine to 1 If fines are charged on a daily basis set the Fineto the amount charged and the Days Per Fine to 1 If they are charged on a weekly basis set the Days Per Fine to 7 lj Maintain Member Privileges 2 c3 Publication Types Member Types Types Fiction Non Fiction AudioVisuals Equipment Fiction ET Equipment Fiction Non Fiction Audio Visuals Equipment Fiction Non Fiction Audio Visuals Equipment Fiction 9 8 g 2 2 2 3 2 8 G S SIS IS Lending Fee This is the charge added to the Member s account every time an item is issued MARC Codes A MARC Code refers to a Machine Readable Cataloguing Code Pa
76. rs will search the Surname and First Names fields If the member you are looking for is not in this search you can amend your Search or start a new search from the results of this search You might need to add them as a new member You can also browse through all the Members in a member type and Category by clicking the Member Types Button The Drop Down Button will show two levels of items The first is the Member Type and the second is the Categoies that exist for that member Type You can select All Members to see every member or select the first level Member Type or the second level Category to narrow your search You can use the Navigation arrows Buttons to browse through each Member From the member s details it can be seen what stock has been issued to a specific member by clicking on the Issues tab Updating existing members Simply delete the information in the required field and type in the new information Member numbers cannot be changed 92010 Parity Software All rights reserved 38 RA Papyrus Library Administration System Promoting members When promoting members e g from one class to another select Parameters Member Types To select the members to promote just highlight one row and click Promote button This has to be done row by row Ensure that the correct Type numbers have been entered into the promote column See Contents Member Types D Maintain Member Types x
77. s of the general process and the facilities offered by the various buttons on the screens Issues and Returns Click on management reports Issues and returns and the following screen appears displaying all the reports that can be generated regarding issues and returns See Member Reports section for further explanations of the general process and the facilities offered by the various buttons on the screens 92010 Parity Software All rights reserved 89 Papyrus Library Administration System Statistics Reports Click on Management Reports Statistics Reports and the following screen appears displaying the various reports that can be generated regarding statistics See Member Reports section for further explanations of the general process and the facilities offered by the various buttons on the screens If the figures are too small for you on the screen clicking on the percentage button at the top can increase the size Please note that the number in the second column after the year indicates the month in the screen below it is the column starting with 6 Graphic Reports Click on Management reports graphic Reports and the following screen will appear displaying the various reports that can be generated graphically i e as a graph See Member Reports section for further explanations of the general process and the facilities offered by the various buttons on the screens Financial Reports Click on Management Reports Fin
78. s to be paid 2010 Parity Software All rights reserved 67 Papyrus Library Administration System Print Receipt will produce a receipt of the fine to be paid Once this process is completed all teh outstanding books are displayed in the grid Loan History The History button will show the history of loans for a member This can be printed out using the Print Members History button If the Print Item history is clicked you will be prompted to enter or scan the item s barcode or accession number x Please enter an Accesion Number or Barcode The corresponding item s history is printed OPAC Search Whilst working on a Member s issues and returns OPAC searches can be done a 1 ow Issue amp Return 2010 Parity Software All rights reserved 68 RA Papyrus Library Administration System Chapter 10 Authorities Click Cataloguing on the Menu Bar and select Authorities This facility enables you to manipulate your Authorities files e g changing spelling errors adding new Authorities or deleting Authorities The Authorities files are the ones to which you link fields for searching purposes whilst cataloguing The following screen appears a Authorities x iM 4 12 of3476 bl 3e X ARNType subjects ARN Value v ARN 00000052 ARN Value ART MAGAZINES ARN Value ART MAGAZINES To change delete or add a new
79. ssues to appear in OPAC you must type in this information here 2010 Parity Software All rights reserved 75 IRIS us RA feri po System Chapter 13 Stock Take Performing a Stock Take with Papyrus makes your job easy quick and accurate The process is involves the following steps e Decide on a date in the future which will be the Stock Take Date This is the date which all items that have been tracked are marked as having been found during the stock take All items not found will have a date prior to this date e Decide on an area in the Library that will have a Stock Take This would involve selecting a Location a Collection and a rnage of shelves e Find all books and scan in their barcode This will mark the item s Stock Take Date to that of the Stock Take Date in the System Dates e Print out a report of all items that are missing using the Location Collection and Shelf Range Repeat finding the missing books until the stock take is finished The first thing is to decide on the Stock Take Date Select Parameters System Dates from the Menu Bar On the screen there is a grouyp box with System Dates Select the date using the following screen System Dates Issue After 30 2010 m Stock Take Date aE 2 Previous Budget 03 May 2010 CumentBudget 03 2010 gt 2010 Parity Software All rights reserved 76 Papyrus Library Administration System Now select th
80. t ID Cards option Demonstration Version If found please return to FARGHER Ken Demonstration Version 100000 Grade 8 RA 2010 Party Software www oagynss coza 2010 Parity Software All rights reserved 94 RA Papyrus Library Administration System Chapter 18 Financial All financial transactions in Papyrus are recorded against each member The transactions can be view in the Financials Transactions menu bar c Y Member Types Member Number iid 41 ofi b bi Balance Frought Forward Member No 100000 Balance Brought For Last Expy Date D5 2005 Sumame Fargher Next Date 4 20 Fines When a stock item is returned and there is a fine due the fine is added to the member s account The transaction type is FINE there is a document number a date and the original amount is set to the fine amount The description will be the stock item and the Workstation and User will be recorded When the fine is paid two transactions will be recorded The CASH of the amount paid and the waived amount recorded ina WAIV transaction 2010 Parity Software All rights reserved 95 Papyrus Library Administration System Transactions Transactions can be added to the members account by selecting the Trans Type the Description and the Amount Click the Add button to add the transaction onto the account 92010 Parity Software
81. tatement Place of publication Name of publisher Date of publication YYYY Extent of item pages etc Accompanying material Title proper of series Volume numbering within series Text of notes Subject DEWEY Class number Sumame in caps Part other than entry element There are five tabs now available Cataloging This is used to Catalogue the BRN Stock Here the stock items for the BRN are entered Each BRN may have several copies of the same item Each one is referred to as a stock item BHN Statistics The details around the the Cataloguing Date the Last Change Date and the Last User to make the change are displayed There is also a detailed grid of the number of times an item has been issued and which member was the last to borrow the item 2010 Parity Software All rights reserved 50 Papyrus Library Administration System Loan History A detailed list of every stock item for the BRN that has been loaned Serials Used for Serials and the automatic receiving of the items Cataloguing the Item Enter the relevant details in the various fields Ensure that once you enter information in a field that you move either one row up or down to save the information A pencil icon at the beginning of a row indicates that row contents have changed but have not yet been saved How to link to the Authority Fi
82. the right of the field under the ARN Value column to indicate that the subject is linked Inserting Lines If you need a second Author or Subject or any other field click the Insert a Line on the tool bar amp Delete a Line Reload Default Template Cross Reference Deleting Lines Click the Delete Line to remove a line Delete aLine 3 Inserta Line Reload Default Template amp Cross Reference o Link 2010 Parity Software All rights reserved 52 i Papyrus Library Administration System The item has now been catalogued fi Easycat lolx c E Search by OPAC BRN _ _ Publication Type iid 4 1 oft gt gt i BRN 51000000 ISBD Adolescent Storm handbook for Parents Meg Fargher and Helen Dooley Johannesburg Penguin 2010 p Publication Non Fiction Master BRN Reading Age 18 Hyper Link www adolescentstorm co za Cataloguing Stock Statistics Loan History Serials i Delete a line L InsertaLine Reload Default Template Cross Reference Link Value 978 0143 02492 7 eng The Adolescent Storm A handbook for Parents Meg Fargher and Helen Dooley Extent of item pages etc Text of notes This wise practically grounded book offers the authors s rich understanding of the theory and Subject PARENTING Subject A
83. ts reserved 72 Papyrus Library Administration System Chapter 12 Serials Cataloguing a Serial First you must catalogue the Serial using EasyCat Then click on the Serials TAB in EasyCat Serials will enable you to see when the subscription to the periodical commenced when the last periodical issue was received when the next periodical issue is due what the status of each issue is what the frequency is when it needs to be renewed when the last payment occurred the order date as well as a reference number The following screen will appear 92010 Parity Software All rights reserved 73 Papyrus Library Administration System Cataloguing Stock BRN Statistics Loan History Serials T 3Add Reece k R Commenced 03 February 2000 Renewal Date 01 Api 29807 01 February 2008 Last Payment Next Issue 08 February 2008 gt Order Date 25 November 2050 gt faw OdeR OdePamet FeqwW Comments To add the Serial record click the Add button on the toolbar Fill in the next issue s date into the Next Due field Fill in the frequency fields i e 01 in MM field for a monthly publication or 14 in the DD field for an issue that appears every 2 weeks Do not leave any of the frequency fields empty Type a 0 into the fields that are not appropriate to an issue Type in the renewal date as follows 2002 05
84. upply a title Rule 1B6 Other title information a Subtitle The subtitle generally casts light on the title proper It is also of critical value in title and subject retrieval If a title proper needs clarification the cataloguer is duty bound to provide a subtitle Rule 1E4 b Sub subtitle 2010 Parity Software All rights reserved 44 Papyrus Library Administration System Sub subtitles generally shed further light on the title proper and also assist in title and subject retrieval However if the sub subtitle is lengthy and does not further clarify the title proper omit it Rule 1E3 Statement of responsibility Rule 1F This is a brilliant invention absent from the first edition of the Anglo American cataloguing rules 1967 but gloriously present in the second edition It solves many problems for the cataloguer is easy to implement and is totally comprehensible and enlightening to the user With the text search capabilities of modern computers it is now possible for the minimal cataloguer to jettison author authority files altogether provided only that he include a statement of responsibility First as well as other statements of responsibility are to be included Rule 1F2 Edition Rule 2 Different editions of the same book differ in regard to pagination date replacement price etc Yet the descriptions appear very similar Inclusion of the edition statement dispels all doubt and confusion Only a small
85. utton will be highlighted Stock Details 2010 1000 Barcode 20101 000 The Adolescent Storm A handbook for n Parents Meg Fargher and Helen Dooley Return 29100518 7 Renew 20100504 Fine Due R 0 00 e Click on the Return button e Repeat this process for as many items that are being returned 92010 Parity Software All rights reserved 66 Papyrus Library Administration System e To restart the process with new member click on the Member Number or click the New Button on the toolbar or press CTRL N for New Items can be issued and returned at the same time The corresponding ISSUES or RETURN button will be displayed The Return Date cn be changed if required Fines If the member has fines these can beee managed with the Finesss drop down button Hist OPAC Md Qual 8 l Clear All 100 Name Waive All Type Grade 8 I C D Calculate Totals Issue amp Return Addr Print Receipt The OPAC button is useful for OPAC searches whilst dealing with a member s records Once this is clicked the bottom screen changes to indicate all the items for which there are fines Pay All will mark all the items fines to be paid Clear All will un mark all the fines to be paid Waive All will mark all the fines as waived Calculate Total will show the total of the fines Due less the fines to be waived giving the fine
86. your current Stock Date then you can assume that that item was missing during Stock Take If there is any reason for an item not being found on the shelves eg being lost stolen kept in the store room etc it will tell you that the stock was lost stolen kept in store room etc Papyrus will locate the status according to your Stock Status settings 2010 Parity Software All rights reserved 79 Papyrus Library Administration System Chapter 14 Bespeaks This section provides the facility whereby members can reserve certain items that are not currently available but do exist in the collection Click on Bespeaks button on the Tool Bar Bespeaks is also available in Front Office Issues and Returns Ee ERS a A m a Me E The following screen appears Front Desk gt Hi M x 5 9 Y Member Types Member Number A Member Name aa Sumame FARGHER 2010 Parity Software All rights reserved 80 Papyrus Library Administration System Search for the member by entering their member number or member name or browse through the members by selecting the member type from the drop down button The members that have items bespoken can be selected using the option Members with Bespeaks on the tool bar All Members All Items The relevant information appears giving the Member number name of Member BRN number Bibliographic description and the dates for the p

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