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Cataloguing and Search Module

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1. 74 Bc NI T M 74 Add neWw field crase aa 74 Add new subi C 75 New field Clement TETITT TIL T ILTUEUE 75 New SUDNEID element scsi ccsscasicaccsssacezzesseconosasseanaeag noawenaataadeeaausaeasdeoseceadesadneaaeudstuettaa dace ssbonaboasoonnsedstads 75 Modify TO COMA m 75 Editrecord INTE ACE e ER 75 ICH GL M 75 Groups of elas aim M 76 Subfields Fields edit area Facilities available while editing a field subfield seara mm 77 Help MOSSAGC I P 78 Edit special formatted fields 2 interdite erre tet ee cedere reete abe Ree ee Deas darte saecu eo cu eu ee Loud 78 Keys available while editing a field cccc ccc ccececsseccceseccueceessceceeteectentensseecteeccnersecceesenacaiecesscuesesicencnavecdenss 79 Keys and mouse buttons combination eise esee ener nnne enne en nnne nnn 80 Edit saved TECONGS E veces 81 Ew eaBt z aee echoes 82 CHAPTER 7 SESC Guias ii va Rid dpi Va ag vhi x M abe va i ci vang Rd pi MR wes 84 III database
2. aE 167 lizREPISInVgceRi Em 168 Initialise the bibliOgraphic base riii oro reete derat p nta Chan eta Fats lana va ERE Eee FERRE aU te Fa Fu ERR nega MERE RO 168 eurer EN 169 View sequential numbers 2 2 tunizt Chee 2x E ta temen EE Re e aao usa RE EE EERe nsn PE DE aaa Ue b asda tent Ru E oaa atarie peace 169 pzizczEapeEWA cm 170 Je oln e E 170 L e n PN 171 Access record CATALOG LOG neret cerner eainiie bonae Le rase Ede sencvdeedel caavovbesdeuiines dne dede 174 B sa Eee 174 CHAPTER 15 Bibliograpbyeuisanenkniki MIRROR ERE IAN RM a 176 BIBLIObase Cataloguing and Search Module version 2002 CHAPTER 1 INTRODUCTION Our great challenges when developing this system based on the CDS ISIS databases were to continue improve and renew this database management software created by UNESCO on one side And on the other to create a new product able to allow any library user having some cataloguing knowledge to produce local databases according to the Portuguese National Library standards namely in UNIMARC format In the past few years BIBLIOsoft has been developing products distributed by the Portuguese National Library Each one of those applications have always been determined by our aim to li
3. 22 DAtaDaSE MOS isis scistiss cadesiiaccassnaswusssadiiessondvassssndabossesssnasvvassadsdessensswossuedsdistantssodssadsddepbesneasbaadsddsbansasnganecienats 22 Definition table for the database 0 0 2 ccc ccccececccecceesneesecececneceneeceansuueenseseseansuenensecessaneensesseeassaanenteesseestans 22 Data collection NOES sursei a Pan ai unia dl dad sass dodavsaveeaieloctessedeieeive 23 VICWTORMAIS ss iainairiiebondo sis rita da nda seis Lana E A E A lagen aba d a ESA Pa APRE Figo DO dE na Raia tocada do na E 23 Field Selection Table FS eir ret tr Pee ato ATO ATREA UN MER Vae BERE RETE RE Rea eu 23 Master File i oes est een ranadi exa esa aaa SUDAN nies el sag 4a dead y HDS a euo do edu o sug ends sudo eo da dus di ada saga 23 esie File PARAPAN ARE PR PINO PP NV SPO DE PERU PSA RD SR PIDE RR NS PO 23 Dass EET 24 Palale iaa ste 25 Relations between THES i rait ere n ea ei daulue tuckaQ eva epa Y esD sas E Duo dada aa dana ANS Eine acena safado 25 Mod le architect te 5 pas Io ra to dera ae re een eaae FE qa FE Te v Cea e kk EV ka e Fea ra vod e Ev dd ve Pu ida Do FR eva Fra oda ERR ERR 25 ACCESS COMO eiia ceacenczias E ERR TERE a ET S AYRTS Iq1120 1200 bed FREE TIR IT RTRAY EDS Ada LOL SORORE DENS RETE RS TES tues 25 cte M M M 26 Multilingual DNA OG ERR 26 Dialog DOXCS T EE 2
4. lt table border 0 width 100 cellpadding 2 gt O lt tr gt lt td width 100 valign top align left lt font face Verdana Arial size 2 color FFO0O00 gt lt em gt lt strong gt if val lt font face Verdana Arial size 2 gt lt b gt IF P V700 THEN MHU V700 a MHL V700 b V700 d V700 c 700 E P V710 THEN IF V500 2 OO0 THEN MHU V710 a MHL V500 a v500 h vSC V5O0O0 kjELSE MHU V710 a MHL V710 b I V710 c V710 d V710 e FI ELSE IF V500 2 ll THEN V500 a v500 n v500 h v500 i V500 V5OD k ELSE IF P V200 THEN MHU V200 a MHL ELSE Erro MFN F lt b gt lt font gt X Min of sd 22 pl Ajuda Gravar r Resultado 22 HEATON J B Dictionary of common errors J B Heaton N D Turton 18 ed 83 imp Londres Longman 1993 XV p 297 p Vv Formato de ISBN 0 582 96410 5 Visualiza o CDU 038 Ver como Texto Cancelar LL See also Formatting Language Manual User manual Page 109 l BIBLIObase Cataloguing and Search Module version 2002 8 Options Help Displays help text Save Saves and or creates the format defined under the CDS ISIS formatting language MEN Allows to indicate the number of the record where you intend to test the created format Auto test If this option is active when the user presses any key or modifies the form
5. As it occurred when exporting it is possible to control records entry When they are stored in an ISO file they are not identified by their MEN accession number in the base but by their relative locations first second etc That is MFNs only exist when records are stored in databases If you intend to import all records indicate so with or indicate the sets of records as follows 10 20 30 100 150 300 This expression allows to import the following records 10 imports from the 1st to the 10th ignores from the 11th to the 19th 20 30 imports from the 20st to the 30th ignores from the 31th to the 99th 100 150 imports from the 100st to the 150th ignores from the 151th to the 299th 300 imports from the 300th to the end of the file If it was necessary to ignore the first 10 records of the file you would just have to type 11 Indicating groups of records must be sequential In case that does not occur the group of records will be ignored For example if the following expression is typed 10 30 50 15 20 100 200 the 15 20 set is imported after the 10 set User manual Page 136 l BIBLIObase Cataloguing and Search Module version 2002 Subfield pointer va Note CDS ISIS databases assume as subfield descriptor the character ASCII 94 In case records come from a source different from CDS ISIS it is necessary to make this conversion By default the character is
6. M 103 View navigation intefa Cerrar oi raa us co vaso ds ene esarion CEA 1 eR oO R ET pe S Arr FOX OAERTN TONERS AESAAT 104 Navigation ban sicaire en e eaa a EE EREE A EOE EAE EE RA EEE EAA EAS fees 104 View interface taskball gm E 107 View records navigation options s ccccseescccesseecseecetecsenseteenesocneetseccnsenasedecenecsedsebececusensateesencetenseneess 107 islelesT e moie 108 Edit Cre te format oie roa neat eti kia ee oae aa aAA voce sau nod Ice a eniamas posa ees OAA nda iR IK SR ARR Ee RR ORXRRERIS 109 Rules for file NAMES E 110 CHAPTER 9 Pins GCOS ani id da aaa 112 Print model parameters 113 leon H 113 gem c DA Re alada 114 leuiter 115 Isle esI eei nee pom 117 e TTINIVAUDDITM 117 Modify MOCO s D EE 118 CHAPTER 105 nyerted Blg uualusue iio idi HAYR IA adia LATA IA FARR UR GA EYE GARA UAR EA GA LARA UR EA TR EA YR KM VERUM GR 119 Options for Inverted File managemenht esses enne nennen nnn nnne nnns inne nrn nnn nnnn irre nnnn nnn 120 Updating the inverted file aeterne tne thernr riter tt hr Renan t RH Rena kn nda eun 120 Manage Inverted f
7. Spell checking Allows to check spelling in the selected field and or subfield contents While checking the user is requested to select which words should substitute the ones that may be misspelled After checking the field contents will be c fully substituted Spelling Portuguese Portugal 21x elemdentos para um estudo elementos 4 Portuguese Portugal User manual Page 67 l BIBLIObase Cataloguing and Search Module version 2002 va Note This facility only works if a spell checker is installed The spell checker is installed with Microsoft Word To make a better use of this functionality it is advisable to read the spell checker instructions Expand Contract field F10 Expand all F7 Contract all F8 Date Time Year Month Month Extended Expands or contracts a field and its subfields Expand all fields in the block of fields you are located showing all fields and related subfields It is possible to expand a particular field double clicking left mouse button on the field Contracts all fields in the current block It is possible to contract just a particular field double clicking it left mouse button It only works when the field is already expanded Inserts in the current field or subfield the date according to the YYYYMMDD structure It must be in edit mode if not the option is not active BE Data Hora Ann M s Es
8. Lista de Caracteres x 032e ssa Drs F 089 Y 109 m 126 147 6 33 4 052 4 aTi G 090 Z 110 n 129 U 148 034 053 5 Ovas H Off 111 o 130 149 035 8 054 6 073 I 092 112 p 131 amp 150 a 036 oss 7 074 J 093 113 q 132 amp LSE O37 056 8 075 K 095 _ 114 r 133 152 X 038 amp Os 9 O76 L 096 115 s 134 4 i153 O O39 O58 BUT E 097 a 116 t 135 isa U O40 f 059 078 N 098 b lite u 136 155 e O41 060 lt 079 O 099 c 116 w 137 156 042 061i 080 P 100 d 119 w 138 157 043 062 gt 081 Q 101 e 120 x 139 X 158 O44 063 2 082 R 1023 prio EC 2 140 i 159 Ff 045 064 B ja t i Ee LOS g ducis 141 i 160 O46 O65 A O84 T 104 h 123 142 IGI oars 066 B 085 U 105 i 124 143 162 048 0 067 cC 086 v 106 j 125 144 163 31 049 1 068 D 087 W 107 d 126 145 164 0S0 2 069 E 088 X 100 2 127 E 146 JE 165 N m EAEC Tab _ _ an Canem va Note The program includes a security mechanism that prevents from saving any control character below ASCII 32 in records This type of characters could cause irretrievable damage in the record or even in the database itself User manual Page 69 l BIBLIObase Cataloguing and Search Module version 2002 Insert Available only in the Insert menu and in edit mod
9. rea STE 65 Execute MIG m 66 Move sUb field 66 pz czcn prpmeecc P 66 Sac opp 66 Extended Edit E 12 er 66 Seriem danada 67 Expand Contract field F10 e 68 rbi 68 ieri STE 68 Dri 68 TIME 68 i em 68 lj p M 68 Month Extended sia aA aE A aa E O a E A EEEE aE 68 DAY cdAo 69 nga M 69 Insert GON Dor REED 70 Biel 70 Fe eco thoes 71 Re gexruurme 71 ere NERD e ENADE DE NF CRE RE PSD RR E PROERD ERR RR SARRO CPR RR 73 ei c mE 73 Description and options in the edit area errare rnnt nn tnn aant kan bon tnr hn a aaa in xn ain aea dan naga nna 74 NEW eem
10. 10 65 100 200 300 1020 User manual Page 159 l BIBLIObase Cataloguing and Search Module version 2002 Searches history Marked Records Operations Includes all search expressions during a work session From this list it is possible to select one or more searches to be included when selecting records Displays the list of created MFN files These files only include the marked MEN records In addition to these previous selections by MFN and search you may select several other files In this page you can find several options such as Processamento Global de Registos Ea E r Op es Opera es Add a new occurrence to the field Delete the n occurrence in the field Delete all occurrences Delete all fields Arrange fields by label Delete records Undelete record Adicionar nova ocorr ncia do Campo 966 EI aMONODO C Apagar a n sima ocorr ncia do Campo El 2 Ocorr ncia do Campo C Apagar todas as ocorr ncias do Campo E C Apagar todos os campos C Ordenar o conjunto dos Campos por Etiqueta Allows to add a new occurrence to a field In case the field does not exist it is created In case it does exist the occurrence will be created remaining as the last occurrence within the field Deletes the typed occurrence of the field Deletes all occurrences from the selected field that is to say deletes the entire field Deletes all fields all occurr
11. Base Bibliografica Formats Displays the list of available formats The displayed list is arranged by level global user and bibliographic base and within levels alphabetically Level When you create a new format you will have to indicate the level to which it belongs Global Any user may access them User Formats created exclusively by the user Bibliographic base It displays specific formats for the current database 8 Options Select Selects the format marked in the list For example in case the Arrangement format option is selected from the print interface it becomes the current format New Allows to create a new format The name of the file which coincides with its description is requested User manual Page 108 l BIBLIObase Cataloguing and Search Module version 2002 Remove Removes from the list the name of the selected format It also removes the file Edit Edits the file allowing to modify its contents The file will be displayed in a window enabling it to be modified Simultaneously a result simulation will be made generated by applying the format to the first record in the current database Cancel Cancels and ends format selecting EDIT CREATE FORMAT You can create formats through a specific editor As a special feature note that you will be able to view immediately the results of implementing that format faa Edi o de Formatos ES m Formato Op es
12. Clear Clears all data in the search form and assumes all default values Save Allows to create a MFNs References File for a later processing View Opens the view interface associated to the current search This search See records Cancel List of terms by default is the latest conducted one To view any other search through this option just select it from the Searches history list Displays records found when searching a reference list You can edit records from this list This search by default is the latest conducted one To edit any other search through this option just select it from the Searches history list Cancels the current operation and closes the free text search interface This interface available during search simple guided or advanced includes the list of searchable terms from the selected database The displayed terms are extracted from the database records managing the inverted file Each term can represent a number of records Each displayed page list has a limited number of terms To navigate along the list use the available options in the bottom of the screen page up or down According to the context this interface will allow to select one or more terms to build a search expression User manual Page 99 BIBLIObase Cataloguing and Search Module version 2002 Search by Displays the searchable fields The shown designations are equivalent to the Te
13. This file is created in the user s work directory and can be edited or viewed automatically at the end of the export According to the standard ISO format record labels consist of the ISO User manual Page 128 l BIBLIObase Cataloguing and Search Module version 2002 label record leader and fill the 5 following locations after size If this information includes record fields it may just be in one of them or divided into several itis possible to define the record label format making the field equivalent to its location Formats Export formats This group of parameters are addressed to define the elements necessary to determine the file format ISO 2709 This standard format apart from including a data structure automatically generated and controlled by the program allows to define the field and record limiters Although they are assumed by default you may define them in case of an exchange with other systems 4 Exporta o de Registos Eno sn GW EE Enada ien D MEE User manual Page 129 l BIBLIObase Cataloguing and Search Module version 2002 Example of a record in ISO 2709 format 003470000000001330004500100003600000700002200036010001700058101 000800075102000600083200001100089210006800100215001900168675002 6001874 a19981003 d 1997 k yOpory0103 bat 1 aAmaro bAna Mari att a972 9229 40 6 0 apor aPTH1 aA B C aLisbon cInstituto Superior de C
14. manual User manual Page 164 l BIBLIObase Cataloguing and Search Module version 2002 Edi o de Ficheiros de Texto 010 O MHU ISBN V10 a 011 0 MHU ISSN Vll a 021 0 MHU DL VZlta 101 0 MHU LNG Vl0l a 200 O MHU TI V200 a V200 h V200 i 200 0 MHU TI V200 c 200 4 MHU V200 a V200 c V200 d amp V200 e V200 i 225 4 MHU V225 a V225 e V2 25 i 300 2 MPU V300 a 330 2 MPU V330 a 400 4 MHU V410 t V410 t V410 t V410 t V410 t V430 t V431 t V432 400 4 MHU V444 t V445 t V446 t V447 t V448 t V451 t V4A52 t VASO 410 0 MHU TI V4l0 t xj b Update new versions of files 10 x Gravar Every time you change the Field Selection Table FST and the Stop Word File STW it is necessary to create the inverted file again for these changes to be included When there are several databases it is necessary to update at least those files Thus simply select the Update FST and Update STW options to update both files This procedure is to be fulfilled when installing a new version va Note Files will always be replaced with the former ones associated to the structure the base belongs to in order to prevent an FST with different specifications from being replaced After updating those files manage fully the inverted file to implement the changes Detect locks 8 Utilit rios Fav
15. BIBLIObase Cataloguing and Search Module version 2002 Order formats va Note Unsorted The file is generated according to the records access to the base list sorted by MEN Ordered The file is arranged according to order keys subsequently selected Up to 5 order keys can be selected Order keys are displayed as designations These designations are names of formats defined under the CDS ISIS formatting language Increasing Decreasing order This facility is available in any print model Every time the icon preceding each order key is the order will be increasing If the icon is the order will be decreasing This interface serves only to produce simple lists sorted or unsorted It does not allow to create indexes with multiple level entries 8 Options Help Displays help text Print Assumes all parameters defined in the model and prints the selected records in the selected format Save model Allows to create a print model based on a set of defined parameters With this option you can create models with usual parameters These models can be executed later choosing the Read model option Read model Displays a list with created print models This list as in other situations may include global or user models When a model is selected all current printing parameters will be substituted by the previously defined and saved Default Replaces all default parameters in the print mod
16. Cataloguing and Search Module version 2002 Example To add a new database to the list you should follow these steps 1 Select the Open database option in the Database menu 2 Inthe databases list form select the Add option Es Inserir Alterar defini o de Base Bibliogr fica Designa o Informal da Base Bibliogr fica Nova Base Nome Fisica Ex c sis Base Ms C AISIS3 BASES PORB MST E s de Pattiha da Base de Dados T Pessoal T Grupo Adicionar Cancelar 3 Type a description of the base in the Designation field 4 Indicate the location and the master file name MST or the database parameters PAR 5 Indicate if it is a Personal Global or Group database 6 Select the Modify option When selecting the database a list with databases formats will be displayed Select the UNIMARC format User manual Page 32 l BIBLIObase Cataloguing and Search Module version 2002 CHAPTER 4 USING OTHER CDS ISIS DATABASES You may use this module with databases previously created by versions of the CDS ISIS for DOS such as the Porbase parametrization bibliographic databases without having to perform any conversion E In this chapter e Porbase Parametrization e Portuguese National Bibliography CD ROM User manual Page 33 l BIBLIObase Cataloguing and Search Module version 2002 BIBLIOGRAPHIC DATABASES By def
17. Cataloguing and Search Module version 2002 Directory Data within the directory allow to identify all record fields three digit numeric labels their location and their size Data fields Record fields are of variable length Labels are not part of the data they only exist in the directory All fields except 001 follow this structure e Pointers two characters spaces or numbers e Subfields delimiter character followed by a descriptor In the CDS ISIS databases the subfields delimiter is the character and descriptors may be any numeric or alphanumeric character For example a b c etc Subfields may include text and codified information with variable size except when size needs to be taken into account Fields description Fields identified by numeric labels are divided into blocks These blocks arrange data according to their function in the traditional record cataloguing for example in the following table fields belonging to blocks 0 and 1 hold codified information whilst fields in blocks 2 and 7 contain bibliographic data Block Description 0 Identification Block 1 Codified information Block 2 Descriptive Information Block 3 Notes Block 4 Related Entries Block 5 Related Titles Block 6 Subjects Block 7 Intellectual Liability Block 8 International Usage Block 9 National Usage Block va Note e Each group has i
18. Edit navigation interface Access to records for edition is made selecting them from a records list This list is automatically displayed when you select a database By default the first 25 records of the current database are displayed BIBLIObase M dulo de Cataloga o e Pesquisa Base de Dados Editar Registos Pesquisas Folhas Utilit rios Janelas Ajuda BEE e fes z D gt gt min 3 Pesquisas AcessoSequencid 25 3 H Lista Registos 1 25 As PME o mercado nico e a coopera o europeia Industrializa ao em meios rurais e competitividade int elementos para um estudo Alber amp bacia hidrogr fica do rio Lis contributo para o estudo avicultura no quadro comunit rio Lina Coelho Estacoes de tratamento de guas residuais para aglome Os elementos verdes nos aglomerados urbanos Manu lgreja povo de Deus mas que povo M rio da Ro Os primeiros 230 anos de hist ria da Fortaleza de Sao J Refinamento de valores pr prios de operadores integrai Sistema integrado de identifica o Ant nio Paulo Gom simula o no projecto de controladores de sistemas e Sistema distribu do de recolha de dados para controlo d S ntese de controladores digitais Maria Ant nia da Sil Redes de distribui o de electricidade e g s uma abor Estudo assistido por computador da din mica e controle Controlador para sistemas multieixo Jos Ant nio
19. For example to search two words that occur within the same field and are separated by at least two words the operator will have to be like this You can use this operator as follows LIBRARIES COMPUTER SCIENCE If itis represented by two dollar symbols separated by a blank space it allows to search all records in which terms occur separated exactly by one word Each added symbol represents another word before and after the symbols there will have to be blank spaces For example if you searched for two words that occurred within the same field and were separated exactly by two words the operator would appear like You can use this operator as follows LIBRARIES COMPUTER SCIENCE This facility allows to search records in which the term or even just a part of it the initial characters occurs When you intend to search any term of which you only know the first characters or words place the truncation symbol at the end of the term author title subject etc In the guided search if you select this parameter a truncation symbol is added in the end of each associated term If you intend to search a term with a common root for example for the subject SU LIBRARIES SU LIBRARIES AUTOMATION SU LIBRARIES COMPUTERIZATION etc just type the term LIBRARY User manual Page 154 l BIBLIObase Cataloguing and Search Module version 2002 Search operators priority To achi
20. This space should be rearranged periodically in order to improve the database performance both in terms of response speed in some operations and in terms of used space There are two means of rearrangement On one hand you can export and import all records During this process the records selected as deleted are excluded and the rest of them are automatically renumbered new MENS are assigned On the other hand there is a specific option for that purpose When you use it that option creates a work database to which it transfers all records Afterwards the records are read into the former base This process is quicker than exporting and importing In both cases you have to create the whole inverted file in the end User manual Page 148 l BIBLIObase Cataloguing and Search Module version 2002 CHAPTER 13 SEARCH CONCEPTS AND TECHNIQUES This module has several types of interface that provide the user with a number of search facilities most of which do not require deep computer skills However in some situations it may be necessary to define more complex expressions that require another kind of knowledge This chapter summarises the search language syntax as well as some techniques that may be used E In this chapter e Search terms e Logical operators e Level operators e Proximity operators e Truncation e Search operators priority e Special characters e Limit search to one field User manu
21. regardless the user who protected the records being or not the current Unlock database As it happens in the case of records databases may also be locked When so occurs some operations such as updating the inverted file are not available If the database is locked use the following option va Note If you are using simultaneously on the same database different versions of the CDS SIS for example the BIBLIObase and the CDS ISIS for DOS such situations as the base and or the records being locked may not be uncommon User manual Page 166 l BIBLIObase Cataloguing and Search Module version 2002 Detect deleted records When the database is considerably large it is necessary to perform maintenance tasks periodically both in terms of rearranging files and in terms of their contents for example this may involve removing deleted records Detec o de Registos Apagados x Op es Registos MFN Ex 1 3 5 17 ER Registos Apagados Interromper depois de encontrar Registos Sair This simple task may represent a great amount of work time if the detecting process is manual The aim of this option is to allow to detect deleted records simply and quickly Through the interface you can select one or several sets of records and if necessary indicate a limit of deleted records detected to suspend the process The records numbers are only reported U
22. BASES 2 Copy the CDBIB files from the CD ROM for example fromD BIBPORT BASES into the created directory 3 Remove the read only attributes of the copied files CDBIB 4 Open the BIBLIObase and add a new database located in C BIBLIOBASE BASES CDBIB MST User manual Page 35 l BIBLIObase Cataloguing and Search Module version 2002 CHAPTER 5 THE UNIMARC FORMAT We are aware of the importance of using standard formats when retrieving and exchanging information and thus BIBLIOsoft has always had that in mind when developing its projects By including the whole UNIMARC format in the BIBLIObase we demonstrate again our concern regarding standardisation In this chapter we overview the UNIMARC format structure fields subfields codified information etc provide a general idea of the reasons which originated this format and explain the advantages of using a format with a standard structure The CDS ISIS databases are structured to support the UNIMARC record format Through the formatting language you can view records with a user friendly display In this chapter MARC what is it The UNIMARC format Example of a UNIMARC record User manual Page 36 l BIBLIObase Cataloguing and Search Module version 2002 MARC What is it MARC is an abbreviation of Machine Readable Catalogue or Cataloguing It does not define or describe a cataloguing method but a way to attribute lab
23. C Backup DB ZIP PATH DB 3 Run the program MSBACKUP EXE from the Windows operating system C Programs Accessories BACKUP MSBACKUP EXE Within the Windows operating system and using the Task scheduler it is possible to schedule some tasks and create a routines to be executed with any desired frequency for example daily copy of files If this option is not available it can be installed va Note To delete files resulting from those copies use the Windows Explorer Before deleting the files verify you already have on or more updated backups User manual Page 173 l BIBLIObase Cataloguing and Search Module version 2002 Access record CATALOG LOG Controlling access to the module is made by the user s identification and the password They are defined in the Users Management Module to guarantee that only authenticated users will have access to the modules and their functionalities For information about accesses to the module there is an available file named CATALOG LOG which includes data such as access dates and times usernames and executed operations By default this file is created in the same location as the run file CATALOG EXE Alternatively you can indicate the file location in the CATALOG INI file For example EXE C BIBLIObase Modules Catalog TMP C Tmp LOG F LOGS Then it will create the file in the LOGS directory of the F drive va Note To view this file use a tex
24. Extenza Dia Inserts in the current field or subfield the present time according to the HH MM SS structure It must be in edit mode if not the option is not active Inserts in the current field or subfield the present year according to the YYYY structure It must be in edit mode if not the option is not active Inserts in the current field or subfield the present month according to the MM structure It must be in edit mode if not the option is not active Inserts the present month extended in the current edit language It must be in edit mode if not the option is not active User manual Page 68 l BIBLIObase Cataloguing and Search Module version 2002 Day Inserts in the current field or subfield the day of the present month according to the DD structure It must be in edit mode if not the option is not active Insert character Available only in the menu Insert and in edit mode allows to insert in the field and in the current location a character This facility allows to insert special characters that are not in the keypad and that may be important for data collection HE Insenr Caracter MAI SCULAS mintisculas Primeira Em Mai sculas To insert a character e you need to be in an edit area field subfield etc e place the cursor in the intended location e select the Insert character option e select the intended character from the displayed list and click the Select option
25. Fernanda Maria Campos L ADOPTION DE L UNIMARC EN TANT QUE FORMAT NATIONAL MULTICOPIED TEXT L EXPERIENCE PORTUGAISE Fernanda Maria Campos Fernanda Casaca Ferreira Paris IFLA 1989 9 p IFLA General Conference and Council Meeting Paris 1989 ADVANCED NETWORK TECHNOLOGY BACKGROUND PAPER Congress of the Office of Technology Assessment Washington Government Printing Office 1993 VIL 79 p A ARQUITECTURA DA GESTAO DE SISTEMAS DE INFORMACAO Joao Eduardo Quintela Varaj o Lisbon FCA 1998 183 p ARTIFICIAL NEURAL NETWORKS FOR INFORMATION RETRIEVAL IN A LIBRARIES CONTEXT Johannes C Scholtes Luxembourg Office for Official Publications of the European Communities 1995 XIV 303 p 2 f Libraries in the information society 1018 5593 AUTOMATING LIBRARY PROCEDURE A SURVIVOR S HANDBOOK Iam Lovecy London Library Association 1984 VIII 247 p 23 cm AUTOMATION SERVICES FOR LIBRARIES A RESOURCE HANDBOOK OF MARKETING AND SALES Ernest A Muro Anindya Bose S 1 s n cop 1991 several pages 30cm Library Management Series AUTOMATION SYSTEMS AS TOOLS OF USE STUDIES AND MANAGEMENT INFORMATION Abdus Sattar Chaudhry AVAILABILITY OF JOURNALS IN ELECTRONIC FORM MULTICOPIED TEXT Oili Kokkonen and Eva Ijas Beijing IFLA 1996 9 p IFLA General Conference and Council Meeting Beijing 1996 AVALIA O QUALITATIVA DE SERVI OS DE INFORMA O CONTRIBUTO DE
26. Ferre 1990 1990 ISBN 972 569 008 ISBN 372 563 002 8 ISBN 972 569 005 2 ISBN 972 569 009 5 MON 19770 AB 65342 MON 39732 MON 39707 MON 19770 MON 19771 LIV 11500 KLP 39092 LIV 70867 LIV 70875 LIV 70876 Liv 70972 LIV 70953 LIV 70954 LIV 70935 LIV 70946 LIV 70973 DA DEMO BASE DE DEMONSTRA O 1072 UI CATALOGADORES CAPs NUM INS 28012000 2317 This list displays some columns with accession numbers MEN and with some identification elements these data may be customized KJET Min 4 Pesquisas cese Sequencial E Edit interface navigation toolbar You can open several windows with records lists ya Note E You may open several windows with lists of records Every time you select the List of records option in the Search menu In these lists you may execute several operations such as delete and or undelete records mark records to backup them in a file see properties etc User manual Page 46 l BIBLIObase Cataloguing and Search Module version 2002 Keys available when displaying a records list When displaying records in the edit window several keys are available allowing to select and move the cursor quickly You may also execute several operations such as delete copy and paste records Key Effect Moves the cursor one row up until the beginning of the l
27. London The Haworth Press 1988 8 154p 23cm LIBRARY PERFORMANCE INDICATORS AND LIBRARY MANAGEMENT TOOLS Suzanne Ward John Sumsion David Fuegi Ian Bloor Luxembourg Office for Official Publications of the European Communities 1995 172 1 p Libraries in the information society 1018 5593 MANAGEMENT OF ELECTRONIC RECORDS CURRICULUM MATERIALS New York s n 1992 160p MANUAL UNIMARC edited by Brian P Holt with the coop of Sally H McCallum amp A B Long portuguese edition coordenated by Fernanda Maria Guedes de Campos Lisbon Biblioteca Nacional 1989 2v 30cm MASI M TODO DE AVALIACAO DE SISTEMAS INFORMATICOS Divis o de Sistemas Inform ticos da DGOA Lisbon Centro de Informa o Cient fica e T cnica da Reforma Administrativa 1986 2 v 24 cm MONTAGEM DE UM SISTEMA DE GESTAO DE INFORMACAO SOBRE A PERFOMANCE DA REDE NACIONAL DE LEITURA P BLICA Leonor Gaspar Pinto Ana Paula Gordo Lu s Oliveira Machado SCIENCE INFORMATION SYSTEM MULTICOPIED TEXI A CHALLENGE TOWARDS AN INTEGRATED INFORMATION UTILITY by Hiroshi Inose Tokyo IFLA 1986 1 10 4 f il Every second page is blank Lectured in the IFLA 52nd General Conference Tokyo 1986 Plenary session User manual Page 179 l BIBLIObase Cataloguing and Search Module version 2002 THEMA CRIA O E GEST O DE THESAURI Jo o Paulo Amado Jo o Carlos Cardoso Ant nio Manuel Neves
28. Selec o Geral de Registos e E Lista de Refer ncias Abras E Lista de Termos fa Executar Pesquisas em Fick Remove Ficheiro ANY Bases de Dados a E Impress o F Globos E Impress o de C digos de Barra F Pessoais 8 Impress o do L xico F Grupo amp E Importa o e Exporta o de Regist SE Importa o de Registos 8 Formato 50 2708 ESSiBLIObase Bare Bible met When the Help button is available click on it to display the context sensitive help texts 199 L 854 SA L 48 B A 1 P 111 H G B A 1 H G S C 6 Exacta sr lr a r Pesquisar The text displayed can be adapted to different situations that may occur Users can complete the manual with local examples The displayed files are in HTML format and may be altered through a specific editor such as FrontPage Word etc Every time you need it open a message to help you performing a particular task such as filling a field defining parameters etc There is a short message available and associated to each icon showing its function va Note Those files can be found in the HELP directories of the installed modules User manual Page 27 l BIBLIObase Cataloguing and Search Module version 2002 CHAPTER 3 START RUNNING THE PROGRAM In this chapter you can find an explanation on the steps necessary to start the execution of the Cataloguing and Search Modul
29. The lost domain PUBLISHER Oxford Oxford University Press 1959 COLLATION IX 298p 10 leaves of plates ill col port 23cm ISBN cccccce 0 19 212262 2 SUBJECT S French fiction UCD sn n 843 912 LIBRARY CALLNUMBER BBS PAS 192 Record formatted with HTML tags Formatted record View through a browser lt b gt The lost domain lt b gt lt I gt Alain The lost domain Alain Fournier Fournier lt I gt By the UNIMARC format features and by the way data are identified it is possible to select which fields subfields or parts are to be displayed through the CDS ISIS formatting language Each computer system has its own formatting techniques that may be more or less efficacious and or complex UNIMARC format maintenance UNIMARC format users interests are represented by the Permanent UNIMARC Committee PUC who has an important role in gathering user s suggestions when format changes are proposed This task is performed in cooperation with the IFLA UBCIM which is the most recent agency in charge of the UNIMARC User manual Page 42 l BIBLIObase Cataloguing and Search Module version 2002 Glossary IFLA International Federation of Library Associations and Institutions ISBD International Standard Bibliographic Description ISBN International Standard Book Number ISO International Organization for Standardisation MARC Machine readable catalog or cataloguing format PUC Permanent UN
30. They consist in several groups associated to fields defined in the Database definition table DEF This definition is included in the table itself conversely to DOS and Windows versions of the CDS ISIS which are ASCII files View formats View formats define precisely the intended layout both when viewing records after search and when creating print formats These formats may be created through an editor or chosen among the options available in the module They include CDS ISIS formatting language commands which are quite powerful and easy to understand and allow to define the most appropriate record view format easily Most database ancillary files use this language for example the Fields Selection Table FST which defines search access points and order formats In BIBLIObase products apart from commands available in the DOS version it is possible to use new commands see the Formatting Language manual Field Selection Table FST The FST defines the database fields that will be searched through the inverted file Master File The master file holds all database records and consists of a number of fields variable in size Each record is identified by a unique number automatically assigned by the CDS ISIS according to the accession number in the master file or MFN Master File Number For a quick access to each master file record these files are associated to special Cross Reference Files XRF which show each recor
31. UM ESTUDO EXPERIMENTAL REALIZADO NO INETI CITI Ana Cristina Vasconcelos BASES DE DATOS EN CD ROM Luis Lizasoain Madrid Paraninfo 1992 357 p UMA BIBLIOGRAFIA ESPECIALIZADA NA INTERNET A BIBLIOGRAFIA ANUAL DA HIST RIA DE PORTUGAL DE ABRIL 1994 A ABRIL DE 1995 An sio Saraiva et al s 1 s n 1995 9 p 5 f Lectured on the VII Conference III Session Difus o de Informa o e Infraestruturas de Comunica o A BIBLIOTECA E OS SISTEMAS ELECTR NICOS DE INFORMA O MULTICOPIED TEXT MODELO DE ARTICULA O E DIFICULDADES DE CONCRETIZA O Armando Jorge Silva Lisbon s n 1994 1 36 f Presented to pedagogic suficiency and scientifical achievement test LA BIBLIOTECA ELECTR NICA Nuria Amat Salamanca Fundaci n Germ n S nchez Ruip rez 1990 208p Biblioteca del libro LA BIBLIOTECA VIRTUAL EN LOS PAISES EN VIAS DE DESARROLLO UN SUENA NO MUY LEJANO DE CONVERTIRSE EN REALIDAD Georgina Araceli Torres Vargas BIBLIOTH QUES ET VALUATION edited by Anne Kupiec Paris ditions du Cercle de la Librairie 1994 197 p BUSINESS ANALYSIS OF THE LIBRARY SYSTEMS MARKET IN EUROPE KPMG sl European Commission 1995 III 56 p Libraries in the information society 1018 5593 CAN THE ISO STANDARDS ON QUALITY MANAGEMENT BE USEFUL TO LIBRARIES AND HOW Carl Gustav Johannsen User manual Page 177 l BIBLIObase Cataloguing and Search Module ver
32. aDickens bCharles or Dickens bCharles Indicating subfields is necessary Advanced mode In this edit area you may use a CDS ISIS formatting language expression Using this language and technique it is possible to build more complex expressions that may in some situations be the only way of retrieving a certain information For example to search a text from the x location in a field and or subfield In case you have filled the previous fields both results will be combined Format Write a format using the CDS ISIS formatting language Unless this expression is written under the syntax rules it will lead to an execution error This expression must include character chains to search as well as references to their fields and or subfields Example To search in the General notes field 300 the word Education just write the following format V300 Education You may use even more complex expressions using boolean operators V300 Education and S v200 a v300 adults User manual Page 98 l BIBLIObase Cataloguing and Search Module version 2002 va Note In Free text search results do not generate searches that can be used later You can only create records files to print or export afterwards 8 Options Help Displays help text Search Executes a free text search according to the expression defined when selecting and filling elements in the form
33. adds the symbol at the end of the selected term Bm ON wre re H To search a subject with the same root choose Subject from the list type as much as you know in the Term field select Truncation conduct the search Searches history Search expression One of the CDS ISIS features in search terms is the possibility of defining more or less complex expressions combining terms previously extracted from the database records by already conducted searches Any conducted search is automatically saved in a work file specific for this task Search expressions are saved in these files in any situation even if searches are only conducted internally Within this box all searches conducted in the current database are available The list is displayed in execution order that is it displays the first search in the first place To add one or more searches to your expression just drag their respective row to the search expression area When a search is selected a new term is added to the expression a term like the following n It shows that corresponds to a previous search with a number n For example 34 means the 34th conducted search When selected the reference to the search number is added to the current expression in the Search expression field with the selected boolean operator This field includes the defined search expression Any term typed or operator selected automatically generates a search expre
34. agencies institutions Similar agencies institutions On line databases http www flul pt http biblioteca ff ul pt mnubib2 htm spreadsheet Local programs frequently used word processor Winword exe Notepad exe Technical manuals WORD PDF HTML and other files Winword exe c manual doc You can define up to 20 addresses To do so use the edit window see figure Type a remark and the address Through the Favourites menu you can execute any of the created entries Addresses are displayed in the same order they were introduced Every time you select the Favourites menu it will be displayed as illustrated in the following figure Organizar Favoritos BIBLIO soft UNESCO BAD Assoc Portuguesa de Bibliotec rios IFLA International Federation of Library Associations BIREME Calculadora Processador de texto Winword Pesquisar na Internet Sapo Pesquisar na Internet Altavista Biblioteca Nacional Biblioteca do Congresso M dulo de Impress o de C digos de Barras Altavista User manual Page 175 l BIBLIObase Cataloguing and Search Module version 2002 CHAPTER 15 BIBLIOGRAPHY We now introduce some bibliography used to develop this module and or which deals with related matters User manual Page 176 l BIBLIObase Cataloguing and Search Module version 2002 ADOPTING UNIMARC AS A NATIONAL FORMAT THE PORTUGUESE EXPERIENCE
35. and Search Module version 2002 MFN Example This field consists on the current number of records in the database MEN M n 3 Access to database records is always performed by selecting them within a reference list This list may include search results or a sequential set of records In this case it is necessary to determine the accession number of the record beginning the list The total of records displayed in the reference list can be selected in the List of records set selection option To edit the 1050 record you only need to type this figure in the MFN field Automatically 25 records starting from the typed number will be displayed In the reference list shown you only need to double click the row with the intended record or select the equivalent options in the Record menu The right mouse button allows to access to a menu with many options applicable to the displayed records list Type of reference list See also It indicates the records source when displayed in the reference list by default There are two types of reference lists Pesquisas amp cesso Sequencial m Sequential access It indicates that records in the reference list correspond to a sequential set of records Search result This list includes the history of all searches conducted during a work session displayed starting from the most recent The active reference list always shows th
36. and to edit it you will have to select it manually double click on its row After modifying the parameters select the Save option for the parameters to be assumed Backups Make a backup of the databases contents every time you insert modifications or corrections in its contents You can use the module export options or do it through the Backup option of the utilities menu Backups should always be made into a different support from the one commonly used ZIP CD R floppy disk hard disk etc This option allows to duplicate database files in another drive directory alternatively you can also use an external program with parameter passing You can use compression programs such as WINZIP PKZIP ARJ tools available in the operating system for example Microsoft Backup or specific applications for backups User manual Page 171 l BIBLIObase Cataloguing and Search Module version 2002 C pias de Seguran a x r Directoria de Destino fe Backup seq z0011027 Todos os Ficheiros da Base Actual p Separar Salvaguardas C Apenas Ficheiros MST e XRF por Data r Linha de Comando pommand com k copy PATH DB c bakckup Executar Cancelar In order to make the execution of these routines more flexible and automatically adaptable to the current database it is possible to use the internal variables of the BIBLIObase For example instead of specifying a database every ti
37. database Selects a database from the previously created list Create database Allows to create a new database based on the UNIMARC structure or other if available Close database Closes the current database Select language Selects a new dialog language not available in all versions Importrecords Displays an interface allowing to import records in ISO 2709 format or in the program internal format label field Exportrecords Displays an interface allowing to export records in ISO 2709 format or in the program internal format label field Printer setup Displays the setup interface for the installed printer Print Displays the printing options Depending on the installed modules other options may be available for instance printing barcodes Properties Displays general information on the selected database and workspace Exit Exits the application Lastbases Displays the names of the previous 4 selected databases User manual Page 14 BIBLIObase Cataloguing and Search Module version 2002 Edit This menu provides options regarding character chains records fields and subfields copying Cut Copy Paste Cut record s Copy record s Copy Add Paste record s View saved records Clear saved records Insert Saves the highlighted text and deletes it Afterwards the Paste option may be used Saves the highlighted text Retrieves the text recorded by the Copy option Sa
38. database fields To arrange terms more efficiently an abbreviation precedes each term with the exception of isolated words These abbreviations are more or less standard and can be different within several databases with their own structures For example in bibliographic databases title was standardised as TI authors as AU and subject as SU etc To identify within the list of terms the title A Tale of Two Cities type TIA TALE OF TWO CITIES User manual Page 150 l BIBLIObase Cataloguing and Search Module version 2002 Terms that make part of the search vocabulary are extracted from records by the specifications defined in the Field Selection Table FST Through this table it is possible to define new fields to search Each database search terms depend on how fields were defined in that table There may be some specifications regarding some fields for example the author which has to be typed in the following order Surname Name va Note In the guided search the selected item in the list of fields abbreviation and the text typed are associated to generate the search term Logical operators Search operators need to be used when you intend to associate several terms in the same expression Valid operators in a search expression are the following OR AND Identified in the CDS ISIS by the symbol it is the logical operator to connect Allows to search all records in which a
39. document By default it assumes a collection model with predefined data Allows to create or modify the collection models with predefined data Allows to save the model with predefined data Normal edit without predefined data Removes all fields in the current record in edit mode Clears the contents of the current record fields in edit mode Assumes the current record as being the predefined data collection model This menu includes some utilities and options to manage the databases User manual Page 17 BIBLIObase Cataloguing and Search Module version 2002 Global records processing Replace fields Detect deleted records Quick export Quick import Files management Release locks Detect locked records Unlock records Unlock forced records Unlock database Update inverted file Manage inverted file Database initialisation Change password View sequential numbers Delete temporary files Special utilities Backups Options Favourites Enables to execute several options on the record for example delete or create a field Allows to replace one text for another within one or more fields Verifies and displays the deleted records MFNs Exports records in ISO 2709 format according to the CDS ISIS structure This operation only requires a set of minimum parameters Imports records in ISO 2709 format according to the CDS ISIS structure This operation only requires a set of
40. fate ABREU HIGING gd pu emo r r pu jew zl xir ou r pwaPuhcacio pr ou Paloma JBORBOLETA F m Hist rico das Pesquisas 7 AU AFONSO 7 BIOLOGIA 20 BOLSO BOLSOF FERNANDO RIBEIRO AL ABRIL 2 Express o de Pesquisa AU ABREU HIGINOS BORBOLETAS H2 Em Limpar Salvaguardar Visualizar Ver Registos User manual Page 86 l BIBLIObase Cataloguing and Search Module version 2002 Guided search parameters Field Example Includes the searchable fields list Each displayed item is linked to an abbreviation identifying the searchable terms within the index For example when you select Author the program automatically links the AU abbreviation to the term you type in the following field so your search is limited to authors Linking items and abbreviations is defined by the administrator in the database general parameters Thus other terms may be displayed according to each database parameters Other databases may not have this type of association In that case the program will show the term Words which does not generate any abbreviation You can search the same term more than once within the same expression You just need to select it the intended number of times Associating abbreviations to terms is a way of arranging terms into groups a
41. information regarding readers or loan circulation may seriously affect the service normal functioning This factor may force to define other security schemes for example more than once a day including faster storing supports Another matter to consider is the type of files to backup In a network if the whole application is centralised the network backup system may be enough to guarantee retrieval in case anything is lost All directories and all files can be backed up in their current conditions using a support with a great storing capacity This way to retrieve all directories you would only have to replace the whole directory structure But if you need to select among the data to backup consider the following Files including The main CDS ISIS database files are the ones storing records and database records come necessary added information to locate them They are the master file MST and cross reference files XRF If you choose to copy files those are the main ones to consider For example files related to index IFP CNT L0 and N0 are easily reconstructed from data However if the database was very large reconstructing it could take a long time To avoid this situation those files can also be saved into a backup User manual Page 142 BIBLIObase Cataloguing and Search Module version 2002 System setup files You should also take into account other types of files that are normally associated to defining s
42. installed All spell checking facilities available in Word can be applied to the database fields The system administrator can define which fields are to be checked Verification of UNIMARC format is underlying automatically because only the fields and or subfields specific for each type of document are available for users and thus unauthorized fields cannot be introduced Due to this application facilities for collecting data format errors cease to exist because users do not need to type either any indicator and or subfield descriptor or even codified fields codes Author and subject entries can be made uniform by validating them in an authority file when available The authority file can be automatically fed by verifications made in the bibliographic base or managed through a module for that purpose As for edition there is a great number of facilities for example you can copy records as well as create new ones based on previous records In field and subfield levels Windows COPY CUT and PASTE facilities are available Through these options you can create dynamical lists of the several fields contents for the purpose of copying them to other records Each user can create multiple data collection models local based on the existing ones that include default data In data collection this facility is particularly useful when you are dealing with large amounts of documents in which the same elements are constantly repeated The workspac
43. l BIBLIObase Cataloguing and Search Module version 2002 PREDEFINED DATA When a set of data is common to several records the quickest way of creating new records is to predefine these data and their subsequent use This module allows to create endless predefined data models Associated to each type of document there is one or more data collection models These models hold record data structures field and subfields that when associated to definition tables for example UNIMARC DEF allow to verify records Create predefined data Before creating a record you need to select the data collection model that will function as a standard through the Select record creating model option in the Models menu Selec o da Folha para a Cria o de Novos Registos Seleccione um dos Modelos dispon veis Anal ticos Monografias ATI g Anal ticos Publica es em S rie ATI g Artefactos a tr s dimens es e realia 9 Material Cartogr fico Impresso g Material Cartogr fico Manuscrito g Material de Projec o e Video g Material Gr fico Fotografias cartazes etc g Monografias Manuscrito g Monografias Partituras Musicais Impressas g Monografias Partituras Musicais Manuscritas g Monografias Texto Impresso MTI r Op es Then select the Create predefined data option The list of created data collection models is displayed Select the New
44. list Users are in charge of feeding back this list adding and if necessary deleting references to the databases User manual Page 30 l BIBLIObase Cataloguing and Search Module version 2002 According to this program functioning the list may include references to databases with different structures The list may be limited to displaying the following databases categories Global When selected this option allows databases to be defined as for general usage Any user may access to them Personal Displays only databases created by the user and defined as so Group Displays only databases belonging to the user group 8 Options Help Displays help text Select Selects the database marked in the list Any option selected in the module will be implemented on the selected database Add Allows to add a new database to the list You need to type not only its name but also the master file name drive path and base name For example to add the PORB base to the list you should type the following elements Designation General bibliographic base Path P ISIS3 BASES PORB MST or SERVER ISIS3 BASES PORB MST Modify Allows to edit the previously defined parameters Designation and Base name This option is used to Modify the base designation or location Delete Deletes the base name from the list This operation does not remove the database Cancel Cancels and exists the database selection User manual Page 31 l BIBLIObase
45. minimum parameters Allows to edit some database files STW ANY and FST as well as to update the Field Selection Table and stop word files from the original setup There are other options associated to this one and addressed to managing the base 4 following options Scans a set of records and verifies if they are locked Unlocks records Unlocks records that may not have been locked by the current user Unlocks database Checks a set of records and updates the search index Displays an interface with several options for the database search index management Deletes all records in the current database Enables to change current user password Displays the accession numbers automatically generated by the program Deletes temporary files generated by the software Executes module external routines Backups the current database files by copying or compressing files or through an external application Allows to activate deactivate some system functionalities such as updating the inverted file assigning accession numbers automatically etc User manual Page 18 l BIBLIObase Cataloguing and Search Module version 2002 This menu enables users to define a list of addresses related to the working area It helps opening the browser or any other software installed easily such as databases in CD ROM on line library catalogs etc Organize favourites Favourites Windows Allows to edit the favourites list Us
46. name to the model according to files names conventions 8 Options Select Selects the model marked in the list New Allows to create a new model The file name which coincides with its description is requested Remove Removes from the list the name of the selected format It also removes the file Cancel Cancels and ends model selection User manual Page 117 l BIBLIObase Cataloguing and Search Module version 2002 Modify model To change a default model parameters e Select the model through the Read model option Then the model displays its default parameters e Choose the Save model option and select the same name e Confirm you intend to copy the file User manual Page 118 l BIBLIObase Cataloguing and Search Module version 2002 CHAPTER 10 INVERTED FILE The inverted file management has an interface associated with a number of options and management tools necessary for the database index maintenance None of these options deletes or modifies records but when misused they can prevent search within the database They can for instance delete the inverted file This interface is divided into two functionalities Update and Manage inverted file To understand fully the procedures here explained it is advisable to read the chapters related to this subject E In this chapter e Inverted File management interface parameters e Updating the inverted file e Inverted f
47. searchable terms list When a record field is modified a new version of this term is created in the index After successive modifications some terms may cease to point to any record This situation may require to create the whole inverted file periodically Allows the user to select a data collection model for each edited record If it User manual Page 170 l BIBLIObase Cataloguing and Search Module version 2002 each record Update inverted file automatically Create new Window Search by Hyperlinks Verify records when saving Assign automatically the no of copy Edit after creating a field va Note is not selected the program uses the default model for each type of document When active this option allows to update automatically the inverted file after creating and or updating records When viewing records through the Full description format it is possible to start new searches from selected fields If this option is active each new search will open a new view window if not results will always be displayed in the same window After creating or modifying records the program can verify them according to a defined structure This facility is activated or deactivated by this option Allows to activate or deactivate the automatic assignment of the no of copy When active allows to edit the field subfield created immediately If it is not active the respective field subfield will be open
48. the base 200 equivalent to 200 9999999 e Printing all records can be made in several ways Type the lower or upper limit for example 1 99999 type the first record and end with for 4 dn example 1 or simply type You can also select several sets of records applying the previous examples and separating the simply with Example of multiple selection of records In case the file is not arranged the numbers sequence typed defines the export order 10 65 100 200 300 1020 Searches history Marked Records Ignore duplicated records Generate report Generate record Limits This option allows to restrict records to export limiting them to the ones selected For example if you type the following limits 120 150 Only the records between 120 and 150 will be exported Includes all search expressions during a work session From this list it is possible to select one or more searches to be included when selecting records Displays the list of created MFN files These files only include the marked records MFNs Apart from these previous selections by MEN and search you may select several other files Allows to exclude records repeated along the selected records from Limits Search and MENS files This option prevents a record from being exported more than once Generates a report with the exported records history It will have to be consulted when export anomalies occur
49. uses the CDS ISIS formatting language The latter requires from users more advanced skills in terms of language See also Formatting Language Manual f Pesquisa Livre x Op es Regist Pesquisar Registos if Pesqui AS m Selec o dos Registos Registos MFN Ex 1 3 5 17 120 197 20 40 Hist rico das Pesquisas Registos Marcados Pesquisar m 1 Limpar Salvaquardar VerHedistas 1 Cancelar x a i Free text search interface parameters are blocked and divided between the Records and Preview folders Some of them are assumed by default for example Unsorted User manual Page 94 l BIBLIObase Cataloguing and Search Module version 2002 Records Records Records selection Example This group of parameters allows to select sets of records from several sources They can be combined with each other MEN Records This parameter must only include references to accession numbers MFNs and sets There are some available facilities that allow indicating several sets of records within the same expression Example of multiple selection of records 10 65 100 200 300 1020 Search Searches history Includes all search expressions during a work session From this list it is possible to select one or more searches to be included when selecting records Thi
50. 1 102 200 210 215 700 HEF 0 apor aPT 1 aTesouros de teatro na literatura portuguesa para criangas fproject Selection and edition of texts by Ant nio Manuel Couto Viana Lisbon cFundag o Calouste Gulbenkian Servi o de Bibliotecas Itinerantes e Fixas d1992 al04 p cil d25 cm l aViana bAnt nio Manuel Couto Options Arrangement format This group of options allows to export records arranged according to a selected standard Records can be exported in increasing or decreasing order according to the arrangement keys selected increasing decreasing By default export is made without order Characters conversion The characters conversion facility available in this option is extremely important when exchanging records between systems If you wish to convert characters select one of the tables available in the list These tables include the list of characters to convert and their equivalences These tables have their own simple format and can be created and updated through a text editor for example the Notepad Fields to export Export only some fields This box includes the list of fields that need to be exported Fields not appearing in this list will be ignored Each row may include only a field or a number of files to ignore To include a set of sequential fields type the upper and lower limits of the numeric sequence For example if you intend to exclude all fields in the 1xx blo
51. 36 5 4 vBN zporu Iv Mostrar Caracteres Invis vies axX avicultura no quadro comunit rio fLina Coelhox aS rie estudos europeus x0871 5130 v6 x This option can only be used when a record is selected within a reference list Some data related to the record are displayed allowing to identify for example the record author It is also possible to see the record contents exactly as they exist within the database Information available through that option is the following Created by It includes the name of the user who created that record This name is assigned by the Administrator and shall be unique In records created in other databases this information is not displayed once it is not possible to determine the name of the user Date Date when the record was created Modified by Name of the last user who modified the record This information is only updated when records are modified by the edit interface Date Date of the record last update Number of modifications Shows the number of times the record has been modified Copy Cut and Paste facilities in edit mode can be applied in several ways apart from Windows facilities There are context sensitive options that allow to copy field subfield field text etc For example when in a field you may use the conventional keys to execute Copy Cut and Paste operations Every time you are in an edit area even in another application you may co
52. 590202 gAACR2 a347474 1lBBS sPAS 192 Before analyzing closely the record fields it is important to understand how codes define the data contents We may do it by observing the fields that include the following elements Label Pointers Subfields va Note a three digits numeric code for example 700 defining the type of bibliographic data two characters on the right side of the label for example 700 0 that show how the field must be dealt in terms of indexes and view Blanks are represented by Within each field data are codified in one or more subfields for example 700 0 a b etc according to the type or function of these data Codifying information in subfields allows a larger control in processing terms Subfield descriptors consist of a special character represented in the example by and by a numeric 0 9 or an alphabetic lowercase character The character represents a blank space User manual Page 40 l BIBLIObase Cataloguing and Search Module version 2002 Search In the UNIMARC format each piece of data is blocked according to how it should be searched Through a software and once data are structured in identifiable pieces it is possible to search any field subfield or subfield part such as 8 9 10 11 12 13 14 15 Words that is keywords Subject headings Authors Collection titles Standard numbers such as the ISBN and ISSN and number
53. 6 Ih DO OWS T PX 26 Data collection models 25 it iseiei inar ha Spa rud o teo dea R4 ano LL ERRARE RRARERRR HRS Pe E TU GG Ada dada CEPR niise 26 Mep OM MINS steed ieee E 26 CHAPTER 3 Start running the program ccccccccscccssscssscsssscccssccscscssccesscececsscsssesessssees 28 Run the program eerrerererererrereerrettrerererrrere etrrcerecrrr ser rere reer nnne thin inta sain tnis sesta inse tennis intr nns s sinn inse tennis antra sean nnns 29 Ure niectcRRRRREEEEEEMMMEMEEEEMEEEEEEEEEMEEMMMMMMMMMMMMMMM 29 Select database MMMRRERRRMMEREEMEMMMEMEEEEEEEEMEEEEEEEEMEEEEEEEMMMMMMMMMMMMMM 30 CHAPTER 4 Using other CDS ISIS databases ccccccccscssssccsecccccececeseceneceseseseeenenes 33 Bibliographic databases iii code iip eiapr Kd sadias AERA S LI pe Gini dA cdi dA aaa aaa ad aii 34 Porbase Parametrization isses nennen nnn nnne nnns nana aaa care aa sana siens sss assa ases n esses asse sans a nana 34 The Portuguese bibliography CD ROM sisse ener enhn entren enne nnne 34 Grm 35 CHAPTER 5 The UNIMARC format 0 c cccccccessecssssccesseseseeeeeeseneseeneeeseneusenoeeseoeesenaes 36 MAROC What is il rti pete Rr ra EE ER Ra e RR da cada Ren Rn pere ERR 37 The UNIMARG fOrmal iicet eerta eer ra ress Fo d era Eu ala Yep P vvv CP asda oy va s EE Ea Va Fev eel a ar rv CE EE be Eva Ra TIER 38 RECON Hz 0 MP PE NO RD e er ve E O
54. Allows to retrieve a deleted record Delete record Print record Refresh record Prints the record through an internal format This format includes only the fields labels and their contents To print through formats use the Print option in the Database menu When intending to print a record or set of records through this option records should not be in edit mode Thus use the icons available in the taskbar or options in the Edit menu This option allows reading the record again rearranging the edit screen User manual Page 60 l BIBLIObase Cataloguing and Search Module version 2002 Selectall Available only in the Record menu when in a reference list it enables to select all displayed records Then through the available options you may conduct several operations such as copy records delete them etc Mark selected Available only in the Record menu when in a reference list it allows to records mark selected records It involves activating previously a backup file Unmark Available only in the Record menu when in a reference list allows to selected unmark selected records It involves previously activating a backup file records Modify the type You may modify codes that define the type of document through the of document Modify the type of document option in the Record menu This option displays a list with the types of document available and y
55. BIBLIObase Cataloguing and Search Module 2004 Version User manual Technical details Title BIBLIObase Cataloguing and Search Module 2005 version user manual Authors Ant nio Manuel Freire and Lu s Damas Technical revision Lic nia Santos Edition 3rd edition July 2005 Copyright BIBLIOsoft TM ISISDLL BIREME For further information please visit http www bibliosoft pt E mail bibliosoft esoterica pt All rights reserved No part of this publication may be reproduced stored in a retrieval system or transmitted in any form or by any means electronic or mechanical photocopied or reproduced in any other way without the prior permission in writing of the authors Revision 3 0 October 2002 Recomended cataloguing FREIRE Ant nio Manuel 1965 BIBLIObase Cataloguing and Search Module 2004 version user manual Ant nio Manuel Freire Lu s Damas techn rev Lic nia Santos 2nd ed Lisbon BIBLIOsoft 2002 180 p UDC 025 173 681 3 06 076 I Damas Lu s 1966 II Santos Lic nia 1966 Contents CHAPTER 1 eee O iae ade dr ba a cod E REGE RO CR Ko REED CRT Io RR RO RR cR 7 General Description ci oet da pn dex HERE CLER XLI ana EK a FREI abana aan RII DA ERU E SM ARIES 8 Symbols and conventions used in this manual eese eene nennen nnne nennen nnne nnn nnne nn 10 Gommanuds selecti eii echd eec vi biete t been a a Fr Ee Da I e
56. ERROR 156 Limit search to one fleld i Eh RERO EE aaraa Taa aE EE ae aa E CeeS ERO RENERE 156 CHAPTER 414 DUBII sisirin aA a i 158 Global records HPrOcESSiNg mirisi m 159 Global processing model parameters sss n nnne nnns 159 aieo m 159 OperaliOnS c P 160 Replace Fields Global sscsenccas asgair aaa Et eaa eraa EGO a aroe DO Esi Rania 161 Replace fields model Parameters sss ne nana nnns na nnns enne 161 Ince se 161 SIG P X M 162 ueque 163 2 8 fe a ag 950 c rere 163 FIGS management rrr EE RO HERO IHRER EE Oaa ee EAA EE SEG CEASA RODE PRAGA Sa ani Sand OEE RENEE 164 Update new versions of files iicet ea teretes xn ipe Fe dne hee EE Ee n RIEF A NR Re EXP RUR Medida Eua 165 Detect IOCKS e 165 Detect locked Tecords ui erro rrr peut beside edd ep raposa npa pasa ceed rust ao fadas amando ePa s eru red 166 UMIOCK dise Rn n 166 Unlock forced recoraS E EE 166 Shed d o 166 Detect deleted records m anes 167 Update inverted cm C
57. IBLIObase Cataloguing and Search Module version 2002 Confirm delete Every time you delete a field or subfield confirmation is requested Self expand Every time you select a group of fields all fields and subfields are automatically displayed expanded Without labels It does not display the field labels and the subfield descriptors Op es Ajuda Sem Etiquetas Fontes Confirmar Apagar Valores por Defeito Abcdef diii Cancelar DESCRIPTION AND OPTIONS IN THE EDIT AREA We will now describe the several options and functionalities available in the edit interface Having a good knowledge of these options is important to allow their proper functioning and to take profit from the module New record Creating a new record involves having a database already selected You may use the New record option in the Record menu In the edit interface you may also use the icon for that purpose Another way of creating a new record from an existing one is to select the Save as option in the Record menu Delete record A record may be directly deleted from the reference list through the available option in the Record menu or in the menu displayed when clicking the right mouse button When in edit mode you only have to click the corresponding icon Within a reference list a deleted record is marked with an X If you edit a deleted record the message Deleted record will be s
58. IMARC Committee UBCIM Universal Bibliographic Control and International MARC Programs UNIMARC Universal MARC format User manual Page 43 l BIBLIObase Cataloguing and Search Module version 2002 CHAPTER 6 CREATING AND UPDATING RECORDS This module has specific features for managing databases structured according to the UNIMARC format and thus has a set of associated procedures addressed to this type of data The way these data had to be arranged led to developing control and verification routines for data gathered in fields and subfields for certain field formats and for possibility of fields being repeated All this for the area of record types monographs analytics periodicals etc E In this chapter e Creating and updating records e Edit navigation interface e Create records e Modify records User manual Page 44 l BIBLIObase Cataloguing and Search Module version 2002 GENERAL SUGGESTIONS Regarding data collection it is necessary that users in charge of data collection have sound knowledge of the Portuguese Cataloguing Rules They can have a poor command of the UNIMARC format but it is important to have general knowledge on the format structure namely on data blocks and the type of information they should include For example filling fields related to collation is not enough It is necessary to retrieve authors in their specific fields so that they can be searched The minimum
59. Ignorar Registos Duplicados Records Print Records selection This group of parameters allows to select sets of records from several sources MEN Records This parameter must only include references to accession numbers MFNs and sets There are some available facilities that allow indicating several sets of records within the same expression Example Example of multiple selection of records 10 65 100 200 300 1020 In case the lists are not arranged the indicated numbers sequence defines the printing order User manual Page 113 l BIBLIObase Cataloguing and Search Module version 2002 Searches history It includes all search expressions during a work session From this list it is possible to select one or more searches to be included when selecting records Marked Records It displays the list of created MFN files These files only include the marked records MEN Apart from these previous selections by MEN and search you may select several other files Ignore duplicated records It allows to exclude records repeated along the records selected by Limits Search and MENs files This option prevents records from being printed more than once Options Printfor Printer Sends the output directly to the chosen printer File Allows to readdress the printing result to a file Using the button you can indicate the fu
60. MPLICATIONS John W Berry THE DIGITAL PRESERVATION CONSORTIUM MISSION AND GOALS MARCH 1994 Donald J Waters Anne Kenney Unique copy presented in the ERLC monographic journal vol 4 no 2 ENCYCLOPEDIA OF INFORMATION SYSTEMS AND SERVICES 4th ed Anthony T Kruzas and John Schmittroth Michigan Gale Research Company cop 1978 XIIL 1 933p 28cm O FORMATO UNIMARC NO QUADRO DA COOPERACAO INTERNACIONAL PERSPECTIVAS ACTUAIS Fernanda Maria Guedes de Campos FUNDAMENTOS DE TECNOLOGIA DOCUMENTAL Carlos Manuel da Costa Carballo Madrid Editorial Complutense 1992 454p THE FUTURE OF CATALOGUING AND CATALOGUERS Michael Gorman GEST O DA INFORMA O Carlos Zorrinho Lisbon Editorial Presen a 1991 179p 21cm Biblioteca de Gest o Moderna 52 LA GESTION LECTRONIQUE DE DOCUMENTS Bruno Bodin Jean Paul Roux Fouillet Paris Dunod 1992 190p 23 cm LA GESTION LECTRONIQUE DE DOCUMENTS Jacques Chaumier 2nd ed Paris Presses Universitaires de France cop 1996 123 p Que sais je IF YOU WANT TO EVALUATE YOUR LIBRARY F W Lancaster 2 ed Champaign Illianois University of Illinois 1993 XIII 352 p IMPLEMENTATION NOTES FOR USERS OF THE COMMON COMMUNICATION FORMAT CCF General information Programme and UNISIST Alan Hopkinson Paris Unesco 1990 VIL56p 30cm PGI 90 WS 3 User manual Page 178 l BIBLIObase Cataloguing and Se
61. N 19770 AB 65342 AB 65333 MON 39732 MON 39707 MON 19770 MON 19771 Liv 11500 KLP 39032 LIV 70867 Liv 70875 Liv 70876 Liv 70972 Liv 70953 Liv 70954 Liv 70935 Liv 70946 LIV 70973 A After activated records in the reference list will have a square added before their number To mark records you only need to double click on the square There are other options available for you to mark a set of selected records Record Available only in the Record menu when in a reference list it allows to properties F4 see some record data such as e Codes related to type of document e Author identification e Date of creation and last update of the record e No of changes e Record size in characters and no of fields e Record contents internal format The Show invisible characters option displays the blank spaces as dots as well as the end of each field This option is very useful to detect blank spaces within fields User manual Page 62 l BIBLIObase Cataloguing and Search Module version 2002 p Propriedades Mfn 6 Utilizador Data Cria o i Campos 27 Ultima Altera o N Modifica es 2 Caracteres 407 Material Textual Impresso Monografia Ajuda Op es Copy Cut and Paste Sa R z o aPT b35912 90x aCoimbra cComissao de Coordenagao da Regiao Centro dl989x ot a74 2 p cil d25 cma a6
62. NCE SPAIN GREECE If you need to modify the generated expression you will have to edit it through the advanced search Just press this option Displays a list of terms based on the selected term You can select a term from the displayed list to complete the search expression It allows to limit the search expression by the characters These characters allow to define operators priorities User manual Page 89 l BIBLIObase Cataloguing and Search Module version 2002 va Note it would become The program automatically limits wit when searching For example if the term was In case any anomaly is detected an error message will be displayed amp all terms in which it detects reserved characters to avoid syntax errors UCD 853 21 98 UCD 853 21 98 8 Options Help Displays help text Search Conducts a search with the expression defined by the several typed elements field term operator truncation searches history Clear Clears all data in the search form and assumes all default values Save Allows to create an MENs References file to process them afterwards View Opens the view interface associated to the current search This search See records Cancel See also by default is the latest conducted one To view any other search through this option just select it from the Searches history list Displays records found when searching a referee list You can edit reco
63. THE USE OF ELECTRONIC DOCUMENTS IN LIBRARIES S Michael Malinconico amp Jane C Warth UNIMARC AND CDS ISIS PROCEEDINGS OF THE WORKSHOPS HELD IN BUDAPEST 21 22 JUNE 1993 AN BARCELONA 26 AUGUST 1993 International Federation of Library Associations and Intitutions IFLA Universal Bibliographic Control and International MARC Programme Deutsche Bibliothek Farankfurt am Main edited by Marie France Plassard and Marvin Holdt Munchen K G Saur 1994 84 p UNIMARC MANUAL edit by Brian P Holt with the assistance of Sally H McCallum and A B Long London IFLA 1987 V 481 p 30 cm UNIMARC UNIVERSAL MARC FORMAT recommended by the IFLA Working Group on Content Designators set up by the IFLA Section on Cataloguing and the IFLA Section on Mechanization 2nd ed revised London IFLA International Office for UBC 1980 XII 131 p 30 cm User manual Page 180 l
64. When active this option displays a grid limiting the different columns and rows in the reference list Font It allows to select the font size in the records edit list This size is predefined and may be small medium or large Colour You may define the grid background colour and or the text colour Your selection will be made from a colour palette allowing to customize the most User manual Page 51 l BIBLIObase Cataloguing and Search Module version 2002 comfortable colours 8 Options Apply Updates the record reference list according to definitions Exit Exits configuration Quick menu When in a reference list you may call a menu of context sensitive options Although most of them are already present as icons this menu will make some other options available These options are less used but involve functions of great importance for the records management and maintenance New record Edit record View record Delete records Undelete record Refresh Novo Registo Editar Registo pagar Registo s Del Hecuperar Hegisto s Refrescar Cortar Registo s Ctrl Copiar Registo s Ctrl C Copiar Adicionar Registo s F12 Colar Registo s Ctrl Seleccionar Todos Citrle L Marcar Registo s Seleccionado s Desmarcar Registo s Seleccionado s Alterar Tipo de Documento Criar Analitico Mostrar Registos em mem ria Propriedades F4 Creates a new record ba
65. a Detalhes gt gt gt Cancelar For example after searching it is possible to create a file including all MFNs found This allows later to print export or process those records through the available utilities The Edit saved records option available in the Records menu allows to edit records from a saved file From the saved files list select one file and a reference list with the records will be automatically displayed The Details option allows to see the contents of the records stored in the list 3 Lista dos Ficheiros com Refer ncias a Registos Op es Lista de Registos TUUM Fieiniciar Lista Adicionar Remover Sem Lista Detalhes gt gt gt Cancelar Registo oio as72 569 008 7 7aPT b37379790 10133 200 1 aIndustrializa ao em meios rurais e compet ZOO e Procedings fSeminarico Internacional Indus aCoimbra cC C R C d1990 x va Note Those files only have record numbers MFN and do not include any contents D Options User manual Page 81 l BIBLIObase Cataloguing and Search Module version 2002 Help Displays help text Select Selects a file from a list Clear list Deletes the file contents but does not delete the file New list Allows to create a new name in the list of files After having created it you need to choose the Select option for it to be assumed by default Delete Del
66. aal bea ela cea nd Salvaguardar Hist rico das Pesquisas Visualizar AU AFONSO FERNANDO RIBEIRO AL ABRIL BIOLOGIA Ver Registos AU ABREU HIGINOS BORBOLETAS 2 BOLSOS Cancelar User manual Page 92 l BIBLIObase Cataloguing and Search Module version 2002 Advanced search parameters Search Type a search expression including the intended terms their abbreviations expression and the search operators You can include other techniques in this expression for example you can limit search to one or more fields truncate and use to define operators priorities etc Example A search expression example may be SU LIBRAR SU DOCUMENTATION DP 2000 This expression searches all records where terms with the LIBRAR root the term ends with or operator DOCUMENTATION occur both of them as subjects abbreviation SU that have not been operator published in 2000 DP means date of publication Brackets limiting both subjects indicate that those terms are to be searched in the first place and that result is to be combined with the following term DP 2000 If they were not included the program would execute firstly the subexpression AS DOCUMENTATION DP 2000 and only then AS LIBRARYS arriving to very different results ANY This option allows to include in the current expression a term de
67. ailable to include within the same expression several sets of records sets limited by etc User manual Page 161 BIBLIObase Cataloguing and Search Module version 2002 Example Example of multiple selection of records 10 65 100 200 300 1020 Searches history Marked Records Substitution Includes all search expressions during a work session From this list it is possible to select one or more searches to be included when selecting records Displays the list of created MFN files These files only include the marked MEN records Apart from these previous selections by MFN and search you may select several other files In this page you can find the following parameters Text to search Replace by All fields Selected fields Confirm replacement Differentiate lowercase MFN 13 Confirmar substitui o de simulagao por simula o a lt A simulacao no projecto de controladores de sistemas e licos de velocidade variavel DTexto poliopiado fAnt nio Manuel Elias de Morais Carrapotoso Cancelar Type the text you intend to find For a quicker operation it is advisable to search first and then apply this operation to that previous search This way you will avoid to scan records where the text does not have to be replaced Type the text you intend to replace Applies the replacement to all fields in each record Applies the r
68. al Page 149 l BIBLIObase Cataloguing and Search Module version 2002 DEFINE A SEARCH EXPRESSION In the guided search interface users do not need to type boolean operators or even know what do their symbols mean This control is automatically made by the system Whereas if you intend to conduct a non guided search you will need both to know the index structure and how terms are displayed and to type the operators by their proper symbols manually Basically a search expression consists of two elements e Search terms e Logical operators e Level operators e Proximity operators As auxiliaries when defining an expression we can also include 26 Truncation 27 Limit search to one or more fields 28 Use special control characters 29 Control search operators priority The CDS ISIS search language is based on boolean algebra which allows to formulate logical operations between classes easily Each search term associated to a particular record can be understood as a class representative for all records associated to it Therefore formulating logical operations between search terms you can define precisely the kind of records you wish to search va Note The following examples have to be tested through the search options The techniques to use and or the search expression complexity depends on the database contents and the result you wish to achieve Search term Search expressions may include multiple
69. an be opened BIBUO bore M dulo de Cataloga o e Pesquisa Vers o 1 2 0 Minist rio da Justi a Secretaria Geral d IsisDll v 5 2 Centro de Documenta o Pra a do Com rcio Utilizador ADMIN DK 1149 019 LISBOA NE S rie BB100MCPODBS x cues c BIBLIOsoft amp Irisdata 2000 Todos os direitos reservados hitp uwww bibliosoft pt User manual Page 29 l BIBLIObase Cataloguing and Search Module version 2002 Adding new users and their passwords is in charge of the administrator By default there is an ADMIN user with ADMIN password By default this user has access to all system functionalities and cannot be deleted va Note After installing the module the password of the user ADMIN should be modified When the prior screen is displayed you must type the username ADMIN and the password ADMIN Select database After authenticating the user the available databases list is displayed You must select a database from this list This screen shows the options available to manage the databases list for example to add a new database to the list amp Selec o da Base de Dados Bibliogr ficos Op es Ajuda Seleccionar Adicionar Alterar Remover Bases de Dados M Globais M Pessoais Grupo Cancelar Base Bibliogr fica Base de Demonstra o IC BIBLIObase Bases Biblio mst The list includes the available databases
70. and password Regardless the module you wish to use you will always be required to provide your user identification Options available in each module will depend on each user s associated parameters as set in the managing module The environment as well as the menus and options displayed work alike all along the modules and similarly to most Windows environment applications By default the ADMIN user with ADMIN password is assumed Select database After authenticating the user the available databases list is displayed Users may select one from the list to start their work Main window This window is displayed as in the following figure every time the application is run Should any database be selected the first 25 records are displayed in a reference window BIBLIObase M dulo de Cataloga o 1 1 Base de Dados Editar Registos Pesquisas Folhas Utilit rios Janelas Ajuda Window headin aj fF SIL E Lista Registos 1 25 Menus Dt lXoO5 5 3 G Bs 5 v 000001 100 maneiras de cozinhar acepipes m lhos e saladas Rosa M S A 37617 P USERI v 000002 100 maneiras de fazer doces econ micos Rosa Maria SA 37616 P USER1 V 000003 100 maneiras de cozinhar peixes Rosa Maria SA 37615 P USERI Toolbar v 000004 100 maneiras de cozinhar bacalhau Rosa Maria SA 37614 P USERI USERI BS SEW dy em 978 Tipo de documento Monografia Titulo Cinzas volantes em pavimentos rodovi rios aplica oes com cinz
71. arch Module version 2002 IMPLEMENTATION NOTES FOR USERS OF THE COMMON COMMUNICATION FORMAT FOR BIBLIOGRAPHIC INFORMATION CCE B compiled by Alan Hopkinson Paris UNESCO 1993 63 p PGI 93 WS 7 IMPLEMENTATION NOTES FOR USERS OF THE COMMON COMMUNICATION FORMAT FOR FACTUAL INFORMATION CCF F compiled by Alan Hopkinson for the General Programme and UNISIST Paris UNESCO 1993 49 p PGI 93 WS 8 A IMPORT NCIA DA INTEROPERABILIDADE ENTRE SISTEMAS DE INFORMACAO BIBLIOGR FICA A NORMA Z 39 50 Maria In s Lopes INFORM TICA DOCUMENTAL A Deweze Paris Masson S A 1998 259 p INFORMATION RETRIEVAL AND THE COMPUTER C D Paice London Macdonald and Jane s 1977 206 p INFORMATION RETRIEVAL COMPUTATIONAL AND THEORETICAL ASPECTS H S Heaps New York Academic Press 1978 XII 344 p 24 cm INTEGRATED ONLINE LIBRARY SYSTEMS PRINCIPLES PLANNING AND IMPLEMENTATION David C Genaway New York Knowledge Industry Publications 1984 151 p INTERNATIONAL INFORMATION SYSTEM ON CULTURAL DEVELOPMENT CDS ISIS MODEL DATA BASE manual and accompaying diskette prepared by Alan Hopkinson Paris UNESCO 1994 190 p PGI 93 WS 16 INTERNATIONAL UBC UNIMARC SEMINAR IN VILNIUS new ways for implementation of modern techniques in bibliography Regina Varniene LIBRARY MANAGEMENT AND TECHNICAL SERVICES THE CHANGING ROLE OF TECHNICAL SERVICES IN LIBRARY ORGANIZATIONS
72. as 675 a338 43 45 vBN zpor 675 a330 3 vBN zpor 675 a353 vBN zpor 675 a061 3 469 322 1989 vBN zpor 712 Ol aPortugal 801 aPT bBN c19950701 920 n 200 1 alndustrializagao em meios rurais e competitividade inte 200 e Procedings fSemin rio Internacional Industrializagao er 710 l2 aSemin rio Internacional Industrializa ao em Meios Rura E ajaj Pi ux D Options Goes to the beginning of saved records list 4 Goes back one record gt Goes forward one record gt gt Goes to the end of the saved records list x Deletes the viewed record from the list Clear saved records Deletes all records saved in the record references window Create analytic records User manual Page 54 l BIBLIObase Cataloguing and Search Module version 2002 An analytic retrieves a part of a monograph or periodical This type of document can be created normally from another one monograph or periodical previously existing in the base This option specific in this type of database allows to create that kind of documents There may be several types of documents included within the bibliographic base Although they include specific fields you can search them easily Moreover as the database includes several types of documents when a user conducts a search the records displayed may be of different types and thus the results are richer If there were several
73. as da Tapada do Outeiro W k Autor es ed lit EDP Electricidade de Portugal orkspace Publica o Lisboa EDP imp 1992 Cota s S A 73600 V 95862 Veia CDU 625 75 BA 1181 P 10730 Status bar Dez poetas italianos contempor neos em selec o trad e not L 46750 Dia da universidade coord Secretariado Editorial da Universid S C 6778 Perciusns de fim de cemana Fernando Ant nia Almeida wn ans gt 7 DEMO BASE BIBLIOGR FICA 1001 USERT CATALOG CAPS NUM INS 0r022000 1939 User manual Page 13 l BIBLIObase Cataloguing and Search Module version 2002 From this window you can perform many operations in the records The main items in this window are the following Window heading On top of the window it includes the module identification Menus Include the main options groups allowing to access to the main application functions Toolbar On the bottom of the menu in addition to its main function being to provide navigation through sets of records sequential search results view edit etc it also holds some quick access keys such as the one to the search interface Status bar On the bottom of the window it is used to display several informations such as the selected base name the total of records the name of the user etc Database This menu includes database management main options Some options will only be displayed provided the user is allowed to use them Open
74. ass wayv lt 6 Whoosh wav Chimes wav 30 Gunshot wav Clap way 3 Laser wav File name Save as type User manual Page 65 l BIBLIObase Cataloguing and Search Module version 2002 Example After selecting this option you may navigate through the drives directories and files or other resources in case you are connected to a network When selecting a file the whole path will be included in the field Ex And Examples images Figurel jpg Or http server Examples images Figurel jpg Execute file gt Move sub field Delete subjfield x See record Extended Edit F12 This option is only active when you are located on a run field It allows to execute the file indicated in the field Windows will automatically open the application associated to the type of file indicated in the field For example if the file had were an HTM document by default it would be opened through the browser Elements in a field are stored within the record in the same order in which they were typed in In some situations it may be necessary to move an element from one field or subfield to another These options allow to move it to the beginning or end when you are located in a field with more than one element This operation may also be performed on a subfield within an element Before deleting a field or subfield a confirmatio
75. assumed To modify it type a new value clicking the option and selecting a character from the displayed table The Suggest option automatically detects the used character However this identification may not be correct For that reason it is advisable to analyze the file contents and determine which is the character used If records with subfield descriptors different from are imported the module does not detect which data are associated to which subfield and as a result these records are neither editable through formats nor searchable Options Update inverted file Generate control label If this option is selected each created record has a control field added that includes the username and date of creation The label for this field has to be defined in the Management Module Delete existing records Before importing records from the selected ISO file it removes all database records after confirmation After the records being deleted it is nor possible to retrieve the base Generate report It generates a report including a short history of the imported records Consult it if you detect any anomaly when importing This file is created in the user s work directory Record to record It updates the search index after importing and creating records within the database This allows a record to be immediately available for search At the end of import It updates the set of records only after impo
76. at the simulation is immediately applied to the selected record Test Applies the introduced format to the selected record View format When active the uppercase table IsisUcPft Tab shows whether it is a view format If it not it uses the normal conversion table IsisUc Tab Cancel Cancels current operation RULES FOR FILE NAMES You must be extremely careful when naming the application files Names assigned to files concerning 16 default models print export and import 17 order formats 18 view and print formats 19 tables and other names Those names will be the designation shown whenever the files lists are displayed In order to be compatible with some application functionalities file names should only consist of valid characters Do not create files with names consisting of the following characters lt gt User manual Page 110 l BIBLIObase Cataloguing and Search Module version 2002 Blank spaces are automatically substituted by this character _ But when viewing names in the list of files this character will be again substituted by spaces Example The following files Print_format PFT Collection PFT Main_entry PFT will appear in the list as follows Print format Collection Main entry User manual Page 111 l BIBLIObase Cataloguing and Search Module version 2002 CHAPTER 9 PRINTING RECORDS Printing fac
77. ataloguing and Search Module version 2002 ROM creating a PAR file which contains the database files path or simply copy into a directory the database files files CDBIB located in BIBPORT BASES This copy can be made through the operating system commands or through the Windows Explorer It is necessary to remove the Read only attribute from these files To create a PAR parameters file in order to read directly that database you can use the NOTEPAD CDBIB PAR file contents should be This d bibport bases d bibport bases d bibport bases 4 d bibport bases 5 d bibport bases 6 d bibport bases 7 d bibport bases 8 d bibport bases 9 d bibport bases 10 d bibport bases 1 2 3 d for CD ROM drive type of file can be created for any kind of CDS ISIS database va Note Access to the CD ROM database is read only It is not possible to create or modify records Any such attempt shall lead to execution errors For further information about how to create this type of files see the Management manual Parameters file of the database dbn PAR Copy files The easiest way of accessing to this type of database is to copy the database files to the hard disk You can use the Windows Explorer to conduct these operations If that is your option the necessary steps are the following 1 Create a directory in the hard disk or use an existing one for example C BIBLIOBASES
78. ated record must be associated to a type of document the integrity and consistency of all records is guaranteed The edit interface includes several work spaces as in the following figure User manual Page 55 l BIBLIObase Cataloguing and Search Module version 2002 R Etiqueta de Registo Dados Gerais de Processamento Identifica o Informa o Codificada Informa o Descritiva E 205 Men o da edi o 210 Publica o Distribui o 215 Descri o f sica 5 Colec o Notas R Entradas Relacionadas S ries Su R Entradas Relacionadas Outras Edi T tulos Relacionados Assuntos esponsabilidade Intelectual loco Internacional a Titulo proprio b Indica o geral da natureza do docur c T tulo pr prio de outro autor d T tulo paralelo e Informa o de outro t tulo f Primeira men o de responsabilidade g Outras men es de responsabilidade z L ngua do t tulo paralelo 1 aPinhal ecorografia eelementos para um estudo fAlberto Louzada Borges Pinto elementos para um estudo Alberto Louzada Borges Pinto aCoimbra cComissao de Coordena o da Regiao Centro Gabinete de Apoio T cnico de Arganil t 989 Comissao de Coordena o da Regiao Centro Gabinete de Apoio The different areas have specific functions such as edit area available groups of fields specific subfields of the selected field edit tools and help messages User manual Page 56
79. ault this module has already two bibliographic databases The DEMO base holds demonstration records and can be used later for other contents The BIBLIO base is empty and may be used to create local databases in any library or documentation service If you still have databases created with the Porbase parametrization you can add the new base to the databases list and indicate the path to locate it You can also export the records in the Porbase parametrization by the export option and import them into the BIBLIO base This is the most advisable method Porbase Parametrization Access to Porbase parametrization existing bases when based on CDS ISIS is direct However as the module controls records created during edition by types of document through the information in the Types of document and Bibliographic level fields error messages may occur when this information is missing or when bases are not in accordance with the data structures associated by the UNIMARC DEF file In this module each database is associated to a structure defining the base fields a set of validity rules and data collection models If a base that does not have this file associated is opened by default UNIMARC DEF is assumed Through the managing module it is possible to create new data structures with their own features according to the MARC standard format Should that be your option you will need to create the whole file structure associated to a database colle
80. bases according to different types of document users would have to conduct the same searches once and again throughout the several databases Create a new analytic record from a monograph or periodical When in a records reference list place yourself on a record and click the right mouse button The Create analytical monograph or Create analytical periodical options will be available as long as records correspond to monographs or periodicals When you select this option a new record will be created automatically with the specific fields for this type of document already filled according to data in the selected record Fill the fields up according to the rules for this type of document Edit interface When a record is created and or modified data collection is always made through a special interface which allows editing data and verifies all information according to the type of structure associated to the database for example UNIMARC This verification guarantees that any record created and or modified through that interface includes all mandatory fields and or subfields that all codified fields correspond to their defined tables to their fields format and that only repeatable fields are repeated Creating and or updating the edit control field is another functionality that can be found in this interface The edit control field includes elements which identify who created and modified the record and when As any cre
81. be conducted in the field and or subfield levels To do so type the field label and if necessary the subfield descriptor In case you do not know them press the button to select them from a list Field labels and subfield descriptors can be indicated this way V200 200 v200 a 200 a Operator Includes a list with the available operators AND OR NO Select one according to the type of search you intend to conduct By default the OR Operator is assumed If you only search one term you do not need to select an operator Select operators only when the number of terms is larger that one Relational Used only in the last three rows this operator is addressed to search numeric operators values within fields Relational operators are the following Equal to lt gt Different from gt More than gt More or equal to lt Less than lt Less or equal to User manual Page 96 l BIBLIObase Cataloguing and Search Module version 2002 va Note f Pesquisa Livre Operador Formato Campos Jou mij sauna ou mi zj ue ou Fl mi sj Re s B Rer Posi o cer Cer Cer Crer gos Express o de Pesquisa l Op es Ajuda x Pesquisar Limpar Salvaquardar Ver Heaistas Cancelar To search in all record fields just do not fill in these parameters and only type the text to search Location Diff
82. cate are the files names and whether the inverted file should be updated Use it when you intend to import a great number of records 4 Importa o R pida X Op es Ficheiro Ais fewsris0 V Actualizar Ficheiro Inverso NEN User manual Page 163 l BIBLIObase Cataloguing and Search Module version 2002 Files management Allows to edit 3 of the most important files within a CDS ISIS database ANY File that can be used when seeking to create new terms related with the database contents For example it may prove very useful in the Selective Broadcast by Profile This file is managed through an specific editor as illustrated in the following figure S Lista de Termos ANY L xico de Pesquisa ALUNODO712 T Equival ncia Dp es Ajuda Refrescar OK Cancelar STW It is a file with words to stop and it helps to create the search index Words included in this file are automatically excluded from the list of terms only when search is conducted by words Edi o de Ficheiros de Texto B x FST The Field Selection Table is in charge of creating the search index Each row in this file includes a format to generate a new entry in the search index Every time you need to add or remove a field from the search index this table has to be modified Language specifications can be consulted in the CDS ISIS formatting language
83. ck create the following entry 200 999 Only fields from 200 to 999 will be exported User manual Page 131 l BIBLIObase Cataloguing and Search Module version 2002 LL See also The filter parameters are further explained in the Databases Management Module Ignore fields This option can be used as an alternative to the previous one allowing to exclude all fields except the ones in the list Example For example if you intend to exclude all fields in the 9xx block create an entry with 900 999 It will export all fields except the ones labelled between 900 and 999 It is possible to ignore only one field For example 327 It will not export the field 327 amp Exporta o de Registos x Op es TEE Ajuda r Campos a Exportar Ignorar os subcampos _ Converter Campos 966 a 934 321 C Exportar todos os Campos Exportar apenas os Campos 001 899 950 999 Ex 200 abx Gravar Modelo Ex TA 250 E mm DB XJ DI xj D Ler Modelo r Campos a Adicionar Ignorar os Campos 999 aQUSER DEDATE Valores por Defeito Ex 999 aBN u USER xSYSTEM TON 0 Cancelar Ignore subfields Allows to exclude from a field or a set of fields one or more subfields This table has two parameters the field to whic
84. create models with usual parameters This model can be executed later selecting the Read model option Read model Displays the list of created export models This list as in other situations may include global or user models When you select a model all current export parameters will be substituted by the previously defined and saved ones Default Replaces all parameters assumed by default in the export model values Cancel Cancels current operation va Note User manual Page 133 l BIBLIObase Cataloguing and Search Module version 2002 e Some programs can only support files with fixed length rows In that case it is necessary to type the maximum length per row when exporting e CDS ISIS supports sequential files and fixed length row files Quick export Available in the Utilities menu this option allows to export a selected database records quickly Contrary to the previously mentioned export option necessary parameters concern only records to export and files names Use it when you intend to export large amounts of records IMPORT Import model parameters are grouped in several folders Some of them are assumed by default for example the subfield descriptor Other parameters such as the import file name have to be typed The import interface is able to read sequential ISO files and other ISO files blocked with n characters per row The program identifies and automatically processes thi
85. ction models field selection table view formats and other parameters definition When you use this program in an empty database created from this module you do not need any additional procedure In case you are currently a Porbase user it is advisable to export and import records to the new database In the DOS version export the records using the Export option in the Database menu In this module use the Import records option This procedure apart from compressing database records creates the record control field This field includes the user name and date when the record was created and modified as well as the number of changes After importing it you should use the Manage inverted file option to create the search index in case you have not selected this option when Importing You could also copy all database files for example PORB into the databases directory and manage the inverted file Files related to view and or print formats print models and data collection sheet are not used by this module It only uses files containing data search indexes and field selection tables FST The Portuguese bibliography CD ROM If you use this product the module may serve to explore the CDS ISIS database available in the Portuguese National Bibliography CD ROM You may access directly to the base in the CD c Portuguese National Library c Portuguese National Library User manual Page 34 l BIBLIObase C
86. d location within the master file Inverted File Although a record may be directly retrieved by its MFN there are other ways to access records For example it may be necessary to retrieve bibliographic records by author title subject or any other element within the record This module allows to create many access points for each record by using a special file called Inverted File The inverted file includes all terms that may be used as access points when searching within the database and for each term a list of references to the master file records from which the terms were extracted The set of all access points within a database is called search dictionary or vocabulary The inverted file is a reference index for the Master File Each term has a number of records associated thus the logic records in the inverted file have variable sizes Once again in order to allow a quick search to each access point the inverted file includes several files Each database has an independent inverted file You may select fields subfields or parts of them and also define specific options to extract words sentences or descriptors selected from fields User manual Page 23 l BIBLIObase Cataloguing and Search Module version 2002 Within a database searchable terms are defined in the Fields Selection Table FST which includes all extractable fields and indexing technologies applicable to each field Contrary to other programs devote
87. d to process this type of data in which there is an index per searchable field the CDS ISIS builds an only index per database However due to the particular structure of this file such technique is equivalent to multiple indexes searching techniques in which each pointer includes both MFNs and added information identifying the records from which data were extracted as well as the relative location of each term within the field va Note The current version generates access points to a maximum size of 30 characters All terms exceeding such a size are automatically truncated before they make part of the inverted file This size may be modified in future versions ANY File The ANY File is an optional file associated to the inverted file It is used to search links between related terms ANY terms are collective names associated to a list of searchable terms When an ANY term is used its search is performed by its associated terms When creating an ANY term you must take into account how usually this term is used in searches A geographic area may be a good example of this kind of situation If you created the LATIN AMERICA ANY term to define every country in Latin America you could use this collective name instead of typing the names of all Latin American countries BIBLIObase has an option to manage this file in a very simple and friendly way See also For further information see ANY File option in the Files ma
88. dentify the set and its order easily For the purposes of a very simple example suppose we only need to save to a backup the installation files and the database The backup support is a diskette User manual Page 145 l BIBLIObase Cataloguing and Search Module version 2002 Regarding general parametrization files they can be copied to the diskette keeping their names and directories to retrieve them easily That would be the A set for this type of files In case they use more than one diskette diskettes should be sequentially numbered in a way that the whole of the set is reflected too Diskettes should identify the type of files they hold to ease identifying their contents In that case for the A set we would have the following diskettes A 1 x A 2 x A 3 x An x in which n sequential number x total of set items nam ef If it was necessary to make another backup later another set B should be created keeping the same identification coherence B 1 x B 2 x B 3 x Bn x The same procedure should be applied to each database Regardless the amount of records different diskette sets for each database should be made For instance if needed you could have sets for each weekday If you choose to copy files to any other support you should keep the same coherence Alternatively you can copy the files to another computer within the same network This is doubtless the quickest way of saving and retrieving any kind of fi
89. display per page when a new view interface is opened By default 25 records are displayed at a time MFN This field includes the accession number to the current database MEN The total of displayed records when viewing must be indicated in the List of records set selection option BIBLIObase M dulo de Cataloga o e Pesquisa Visualiza o Registos 1 25 Basede Dados Editar Registos Pesquisas Folhas Utilit rios Janelas Ajuda lj x lt lt lt J25 gt p gt Min 4 Pesquisas Acesso Sequencial EE lE kl amp E w ay Formatos Descri o Abreviada O 2 AS PME O MERCADO NICO E A COOPERAGAO EUROPEIA ANTONIO JOSE CARDOSO Coimbra Comissao de Corrdenagao da Regiao Centro 1990 50 1 p il 24 cm Estudos europeus C C R C 0871 5130 7 Cota MON 19770 83322 2 INDUSTRIALIZAGAO EM MEIOS RURAIS E COMPETITIVIDADE INTERNACIONAL COMUNICAGOES PROCEDINGS SEMINARIO INTERNACIONAL INDUSTRIALIZAGAO EM MEIOS RURAIS E COMPETITIVIDADE INTERNACIONAL ORG COMISSAO DE COORDENA O D REGIAO CENTRO Coimbra C C R C 1990 342 1 p il 24 cm Cota AB 65342 83327 3 COMUNIDADES RURAIS DO INTERIOR DO DISTRITO DE COIMBRA NA SEGUNDA METADE DO S CULO XVIII UM ITINER RIO ECON MICO E SOCIAL ALDA MARIA MOURAO FILIPE Coimbra Comissao de Coordena o da Regiao Centro Governo Civil 1990 205 3 p il 24 cm C
90. e E In this chapter e Runthe program e User identification e Select a database User manual Page 28 l BIBLIObase Cataloguing and Search Module version 2002 RUN THE PROGRAM When you install the Cataloguing and Search Module an icon that will allow you to run the CATALOG EXE program will be automatically created But to make the execution of the application easier it is advisable to create a shortcut This shortcut can be created using the Windows facilities You may create shortcuts in any folder and in any format For example if you want to create a shortcut for the BIBLIObase on the Workspace you can e Inthe Workspace click the right mouse button e From the displayed options list select the New and Shortcut options e Type the path where the file EXE can be located in C BIBLIOBASE MODULES CATALOG e Name the shortcut and confirm you intend to create it Afterwards you will only need to press on the shortcut you have created to run the Cataloguing and Search Module There are two steps necessary to go on running the program authenticating the user and selecting the database User identification Access to this module is only allowed to authenticated users Users identification involves a short name Username which enables to differentiate between users and a password This password is unique and only when the correct pair of username and password is introduced the module c
91. e 999 you can create the following entry in the table 999 aBIB01 b20000711 All records will have the field 999 added with the following contents aBIBO1 b20000711 In case the typed field already exists a new occurrence will be created User manual Page 139 l BIBLIObase Cataloguing and Search Module version 2002 This folder allows to see the ISO records contents before they are imported to the database E Importa o de Registos Registos I Op es Ver Antes r Registos N 25 x n r Registo Completo 931 19860901 P 101 0 apor 102 aPT 200 1 aHumanismo cl ssico eestudos de cultura e literatura gr 210 aBraga cFac de Filosofia da Universidade dl986 215 a340 p d24 cm 225 2 aTextos universit rios v9 675 a008 37 vned zpor 675 a008 38 vned zpor 675 a87 A Z 09 vmed zpor 700 1l aFreire b nt nio f1919 c8 J X 4 x Valores por Defeito Cancelar Records Total of records to be read in the file In the following box the numbers identifying each record will be displayed This number is not the MFN but only a reference to each read record no within the ISO file When you select a number from the list the record will be displayed in the right box Full record Opens the file record selected from the displayed list The internal format field label and its contents is used 8 O
92. e apart from characters delimiters lt gt and lt gt which are used to ignore or make some characters or words equivalent in alphabetic terms it is possible to insert other kinds of characters used as text such as etc To insert this character e You need to be in an edit area field subfield etc e Select a piece of text e Select the intended character from the displayed list Example In this example the character was selected efe nikkskRel EsRRej Communication before after Uppercase Available only in the Insert menu and when in edit mode It automatically uppercases a character chain This option only works after selecting a text field subfield etc This option respects stressed characters E Inserir Caracter MAI SCULAS min sculas Primeira Em Mal sculas Example In this example a part of the word had been selected and the change option was used before after User manual Page 70 l BIBLIObase Cataloguing and Search Module version 2002 va Note The subfield descriptor cannot be changed into capitals because the user cannot access to this part of the data Lowercase Example Available only in the Insert menu and when in edit mode It automatically changes a character chain into lowercase This option only
93. e OO RAR 38 prie 39 IB WIN cs see secs ETUR 39 Fields COSCHIPUON ERE 39 Structure of a UNIMARC recCord ssssssesesesssssesenn nennen nennen nnne ne nnne ss sns eris nsn essen sinet ness nana 40 MILI d anna 41 UNIMARC format maintenance essesesseeeene enne enne nennen nnne enne nennen rennen nennen nns 42 GIOSSAN M 43 CHAPTER 6 Creating and updating records eeeeeeeeeeeeeeeeeeeenne 4A General SUggestlOI S xii mace tuin su a acaseadoumecenmans lt ccocacagenesscaranedsenvaneassnaenecacase ar ROETE AEAN Eare RESA 45 Creating and updating records eec o cosdsnarsisceadeenctvadeessanedececasnencdsssecuedeansdusiesedaeds ansdanarduacnanetzuiy aaa 45 Edit navigati n interface ienien M 46 Keys available when displaying a records list enm enne 47 Operations on selected records sssises sienne nnne aa nara nana aaa nana entr enn nnns 47 Combination of keys and left mouse button esses nennen nnne nnne entr 47 AIME pa se 52 View saved records me 54 Clear saved records aisne maa 54 Create analyl
94. e User Profile User manual Page 168 l BIBLIObase Cataloguing and Search Module version 2002 Change password It allows the current user to modify his her password When selected this option displays the following screen k Alterar a Senha de acesso aos m dulos BIBLIObase LUIS x o EH o View sequential numbers While creating a record in the bibliographic base location and document identification require to fill the Callnumber field For each copy in the library there will have to be a new occurrence in this field Ey Visualiza o dos N meros Sequenciais Tipo Descri o Anal tico Material Textual Impresso am Monografia Material Textual Impresso In loan terms each copy identification is made by the subfield that includes a unique identification the Accession number When the predefined function NEXT is included in the data collection models each new occurrence in this field will be filled automatically with a new number depending on the type of document LL See also For further information about environment variables usage see the Databases Management Module manual This option will only allow you to know the next numbers to be assigned User manual Page 169 l BIBLIObase Cataloguing and Search Module version 2002 Delete temporary files It deletes all work files created by the regular use of the module Files are dele
95. e and it creates the inverted file from the arranged link file Depending on the inverted file size implementing this option may take more or less time ve Options Help Displays help text Execute Executes the procedure associated to your selection Exit Cancels current operation and closes the inverted file management interface User manual Page 123 l BIBLIObase Cataloguing and Search Module version 2002 Example For example to create an inverted file of only the first 100 records in the base you just need to 1 Type in the MFN parameter 100 2 Select and activate the Create full inverted file parameter 3 Press the Execute option NOTE In that case only the first 100 records will be searchable Update database index This option updates all selected records inverted file This option contrary to when creating full inverted files does not generate any link file It can be applied regularly to the whole database to update any possible non updated record lt 4 Actualiza o do Ficheiro Inverso Registos Mfn 1 125 rTijdpcoes Ajuda Come ar N Total de Registos N Invers es OK 30 N Invers es KO User manual Page 124 l BIBLIObase Cataloguing and Search Module version 2002 CHAPTER 11 EXPORT AND IMPORT RECORDS In any information system data exchange and conversion facilities deserve specia
96. e dialog language can be selected from a choice of three available languages depending on the installation User manual Page 9 l BIBLIObase Cataloguing and Search Module version 2002 SYMBOLS AND CONVENTIONS USED IN THIS MANUAL The symbols you will find in this manual have the following meanings E In this chapter Most important topics in this chapter D Options This symbol implies that the following explanation deals with the options available in the menus These options are normally equivalent to buttons displayed in the right side of the forms They are generally associated to particular actions execute cancel print export etc Example Adds an example to the earlier explanation Examples are generic and may not be suitable for the selected database va Note Includes a note related to the explained subject Sometimes it may warn against procedures that should not be executed LL See also Sends to other relevant subjects related to the explained topic User manual Page 10 l BIBLIObase Cataloguing and Search Module version 2002 COMMANDS SELECTION In this module as in the whole Windows environment there are several ways of selecting and or executing commands Taskbar Use the mouse to select the option you wish within the taskbar Text menus Choose a menu using the mouse or pressing ALT underlined letter and select one of
97. e it To do so use the Delete database option or select that same option during import Then import the file stored in the diskette Finally create the inverted file to allow searching the database This import operation also rearranges the master file and retrieves the space lost as a result of successive updates In case you made the backup by copying simply copy the database files For this operation use the operating system commands COPY or the Windows Explorer if the base name was POREB the files to copy would only be the PORB files User manual Page 147 l BIBLIObase Cataloguing and Search Module version 2002 Retrieve parameter files These files although necessary are not as important as the data comprised in the databases They can be created again easily However some of them can be quite complex and creating them again is not always possible The only means of making backups of this files is copying them Their retrieval can be made using the operating system commands COPY or the Windows Explorer Knowing the original location of the file is fundamental For that reason it is important to create in the backup the directories scheme used in the installation These files can be identified by their extension DEF SYS PFT SORT PRINT TAB and CHAR REARRANGING USED SPACE As a result of successive records updates databases size may increase although the number of records does not
98. e result of the selected search In case a new search is selected this list will be updated Create reference lists User manual Page 49 l BIBLIObase Cataloguing and Search Module version 2002 Create reference va Note This option allows to create a new reference list By default the contents of lists this list will be related to the type of records determined in the Type of reference list list After creating a new list you must select the records source sequential list or search result Lista Registos 1 25 BEE Dei x 5 mE Ee 000001 000002 v 000004 v 000005 v 000006 X 000007 000008 v 000009 000010 X 000011 v 000012 000013 v 000014 X 000015 000016 v 000017 000018 Comunidades rurais do interior do Distrito d avicultura no quadro comunit rio Lina Coelho Estagoes de tratamento de guas residuais para aglome Os elementos verdes nos aglomerados urbanos Manu Igreja povo de Deus mas que povo M rio da Ro Os primeiros 230 anos de hist ria da Fortaleza de Sao J Refinamento de valores pr prios de operadores integrai Sistema integrado de identifica o Ant nio Paulo Gom simulagao no projecto de controladores de sistemas e Sistema distribu do de recolha de dados para controlo d S ntese de controladores digitais Maria Ant nia da Sil Redes de distribui ao de elect
99. eason it is advisable to upate indexes after creating modifying or deleting records The module automatically updates after the mentioned operations however these operations could be impossible to perform if the base is locked due to several users simultaneous access and to the operations that so require To solve these situations there is an option allowing the user to update indexes In this module there are several search interfaces available among which users may choose one depending on the context or their own skills to create search expressions In this chapter operators search expressions construction rules and some particular features are revised Search modes available in this version are the following e Guided search e Simple search e Advanced search e Free text search To search select the icon located in the main toolbar or the Search option in the proper menu Except in free text search the program verifies if the terms typed in an expression exist in the inverted file These terms as it has been already stated are created updating the inverted file and its format fields from which the terms are extracted and how they must appear in the list is defined in the FST As there is a unique index for each database a way of dividing the terms into groups is to establish an abbreviation For example all titles start with TI all authors with AU etc So when defining an expression it is necessary to type the abbrev
100. el values Cancel Cancels current operation User manual Page 116 l BIBLIObase Cataloguing and Search Module version 2002 Edit Select default models This interface is displayed every time you intend to create or modify a print export or import model This type of models consist of predefined data that can be loaded into their respective interface It is particularly useful when intending to have several types of model with specific parameters and to use them regularly Create new model This facility is available in print export and import interfaces It allows to create default models with the values assigned by the user The main advantage of this type of model is the possibility of having endless predefined files previously tested that can be used any time Steps to create a new model are the following 20 Firstly fill the model fields with all the parameters that need to be saved Some parameters such as search references or any another non static element are not saved 21 Then select the Save model option The window then openes displays existing models 22 You can select an existing model through the Select option or double clicking its name This way you will save parameters on an existing model substituting the former Before saving parameters a confirmation message is displayed You can also select the New option This option allows to add a new model to the list Assign a
101. els to each item in a record so that it can be processed by a computer Nowadays it s widely implemented and used by libraries as a means of exchanging bibliographic information The original MARC format was created by the Library of Congress in 1965 6 The pilot project conducted named MARC I aimed to research how to produce viable computer readable catalogs A similar project was developed in the United Kingdom by the Council of the British National Bibliography named BNB MARC Project that aimed to produce a printed British National Bibliography Resulting from the parallel developments and Anglo American cooperation in 1968 the MARC II project was created This project led the MARC to becoming a format for communication Basically the MARC communication format intended to be 2 A support for any type of material bibliographic 3 Flexible enough for suiting different applications related to catalog production and management 4 Usable ina large number of automated systems As a result of local requirements and cataloguing practices other versions were created such as UKMARC USMARC INTERMARC etc From 1970 no more than 20 different MARC formats have appeared Format differences forced to correct records before exchanging them In order to solve these incompatibility problems an international MARC format UNIMARC was created to process records coming from any other MARC format Records ina MARC format would be converted in
102. em T 85 Optioris inithe Search ment eee reet etre pt Ree noe Bde Seu eta e HOCH FE Le Feu Ra E Ie de RE re ER 85 Guided Search nes 86 Guided search parameters iicet ette nitore tones Eesti Ee esu ER UP aiana aa ea eaa argi cnar oriai reeds 87 le Xxumet P 91 Simple search parariet rs 2 1 erri teret nocet tre va Lp tu La eda eoe anu ease de pa vas dada Sa PI a dna nda tada 91 Advanced SearCh 92 Advanced search parameters sura 5 2 erek r aa r raga Ea ar SERE 93 Freetext searchin e onian oera aar e no Ea a adap ai oaa Bad crio USO oa a AEE e a Ee EREE E 94 R cords M a a a e N E E A cv E E e E A ioga A A RAEN 95 SIC 95 peregre oie 98 PSST OP TONS Sconto iiie nec sscae gS ccna tetra eco dcc ELLE tet aca reataceueatatasaea cen 99 SISAL M 100 Termo SCANCI mc 100 BERI IO NC T 100 Editsearchi TIENE TOTEM 101 Sav search expression esce oer noe snalcceiin sautesesisuandsssscdestndslstesaleanetdusresesande casesucressadesoncabersFtestaccsdestecs 101 Execute search in TG m 102 IE ec 102 CHAPTER 8 VION mI
103. ences from the record This option does not delete the record Arranges the record internally by the field labels numeric order Deletes all selected records To remove a record it is necessary to export and import the whole database Retrieves all selected records User manual Page 160 l BIBLIObase Cataloguing and Search Module version 2002 8 Options Help Displays help text Execute Executes the selected option Exit Exits Replace Fields Global This option allows to replace text on a number of records It is equivalent to using the Find amp Replace functionalities in a word processor On account of its features the use of this operation should be restricted to a limited group of authorised users Substitui o de Campos Global X i EA Op es Substituir Ajuda Texto a poua co 0 ec Substituir Substituir por o C Todos os Campos Campos Seleccionados v Identificador do registo Identificador da vers o ISBN ISSN Identificador da empreinte Diferenciar N A Men A E Iv IV Confirmar substitui o Replace fields model parameters These parameters are blocked into the following folders Records and Operations Records Records selection Allows to select sets of records from several sources MEN Records This parameter must only include references to accession numbers MFNs and sets Some facilities are av
104. eplacement only to marked fields Every time a word is found displayed in the Text to search option a little pause will be made and a confirmation will be required When active this option differentiates characters in each word For example if in the Text to search option the word Text is typed and the option is not User manual Page 162 l BIBLIObase Cataloguing and Search Module version 2002 uppercase active replacement will also be made in cases in which the word is text TEXT teXt etc Only first Applies the process only to the first occurrence in each selected field or in occurrence in aJ fields If this option is not active the replacement will be applied to all each field occurrences in each field D Options Help Displays help text Execute Executes the selected option Exit Exits the screen Quick export Allows to a export records in ISO 2709 format according to the CDS ISIS structure Contrary to the Export option in the Database menu this option does not allow to define parameters only the file name and the sets of records can be selected 4 Exporta o R pida x Op es Registos MFN Ex 13 5 17 Ajuda E 00 3007100 3 8953 Feio Je MST ISO das 0 Quick import This option allows to import records to the selected database quickly Contrary to the import option previously mentioned the only parameters you need to indi
105. erentiate between uppercase lowercase Text Type the text you intend to search as complete as you can Opposite to the search by term used in other search modes you should not type abbreviations standardised for the field Type the text exactly as you intend to search it In each indicated field you can restrict search to the left to the right or to any location within the field By default Any location is assumed This facility is particularly useful when you intend an exact location within the field beginning or end of the field LL See also When active it allows to search the intended text s only when they occur exactly as typed uppercase or lowercase By default this option is not active that is the type of character is not relevant Search concepts and techniques User manual Page 97 l BIBLIObase Cataloguing and Search Module version 2002 Example Search is conducted comparing field contents and or subfield pointers thus the text must be typed as it occurs within them For example if you wish to search by the author Charles Dickens you should take into account how this data could have been introduced As we are dealing with an author it must occur within the following fields 700 701 or 702 in the case of UNIMARC format To make this example simpler we will assume the field 700 In that case the text to search should be
106. ers may define simple Internet addresses or names of software they habitually use List of default addresses The first 5 addresses are fixed and cannot be changed by users This menu displays some options that enable to rearrange windows Cascade Tile horizontally Tile vertically Close all windows Arrange icons 1 2 3 Arranges the open windows displaying them one on top of another starting on the upper left corner of the main window of the application The heading of each window remains visible to ease identifying and selecting it Arranges the open windows displaying them side by side to avoid obstructions Arranges the open windows to avoid obstructions Closes all open windows Organises the minimised windows which appear as icons in the main window Selects one of the currently open windows You can open several windows in the course of a work session such as the search interface records references list etc User manual Page 19 l BIBLIObase Cataloguing and Search Module version 2002 Help This menu displays an interface with the help text Application help BIBLIObase on the Web Technical support About BIBLIObase Opens the help interface Provided you have a browser installed and an access to the internet this option enables you to link directly to the page where you can find the latest updates of the product Should you wish to ask any question or point out any a
107. escribe This interface includes all functionalities available in a browser Records are displayed in batches predefined by the user as in Web sites Once they are displayed it is possible to perform several operations on them for example print locate text save text in HTML or ASCII to insert it later in other products Apart from the traditional navigation options you may select from the history a previously conducted search any time or simply see the same records in different predefined formats E In this chapter e View records e Select a view format User manual Page 103 l BIBLIObase Cataloguing and Search Module version 2002 VIEW NAVIGATION INTERFACE Records displayed in this interface are the result of selecting the View option available in the menu or in other interfaces records exchange print etc If the option is called from the menu by default the first n records of the base are displayed In case the source is another interface the search result will be displayed js M n 912 Pesquisas ftcesso Sequencial 4 E P M E g Y w aJ a Formatos Descri o Completa Imagens In this context you must take into account two taskbars e Navigation general taskbar e View interface taskbar Navigation bar The general taskbar always available includes specific functions to navigate along the displayed records and it is also used in
108. essary to know the numeric label identifying each fields To limit searching one term to one or more fields type the following expression after the term term fieldl field2 In which field1 field2 etc correspond to each field numeric label For example if the expression is LIBRARIES User manual Page 156 BIBLIObase Cataloguing and Search Module version 2002 The result will display all records where the word LIBRARIES occur regardless the field where it appears title subject etc If the expression is LIBRARIES 200 The results only display records in which the word LIBRARIES exists in the field 200 This technique may be applied to any field even more than one field may be included for example the following expression limits the word LIBRARIES to fields 200 title and 606 subject LIBRARIES 200 606 va Note Limiting terms to a fields is only possible when an expression is in edit mode as in the case of the Advanced search User manual Page 157 l BIBLIObase Cataloguing and Search Module version 2002 CHAPTER 14 UTILITIES This chapter illustrates the utilities available in this module They are work tools addressed to correct great amount of records within a database By the type of operations they execute their use should be restricted only to authenticated users E In this chapter e Global records processing e Replace field e Delete reco
109. etes the file name from the list Retrieval is not possible Without list Deactivates the list This operation does not delete the file or its contents Delete Deletes the file name from the list Retrieval is not possible Details Displays accession numbers MEN included in the list and their contents You may navigate along this list The record is displayed exactly as in the database Cancel Cancels and ends operation List of search terms Constant change in records causes the inverted file to hold obsolete terms Every time a record is modified the program updates the search index according to the rules prescribed in the Field Selection Table FST Similarly to deleted records search terms continue to exist but are not linked to any record with 0 pointers You may activate an option to prevent from displaying those terms Options in the Utilities menu 7 Extra o do L xico Op es Ficheiro Ajud c5123 htm zl suds L xi ntre P oT N Ocorr ncias Executar e gt 1 Iw Abrir Ficheiro no fim da execu o va Note When the no of terms with O pointers is large it is advisable to Create full inverted file This is also the only way of removing obsolete terms from the vocabulary The Extract terms from vocabulary option allows to create a file with a set of terms by which it is possible to limit the number of items within the base and n
110. eve the proper results it is important to understand the execution priorities of the search operators For example if a search expression is SU LIBRARIES SU COMPUTER SCIENCE DP 1998 The following sub expression will be executed firstly SU COMPUTER SCIENCE DP 1998 and the result of that combined with the term SU LIBRARIES But if the expression is SU LIBRARIES SU COMPUTER SCIENCE DP 1998 The end results will be different The sub expression in brackets will be executed first and the results of it combined with the following term This is due to the search operators having execution priorities even when being at the same level If in an expression the operators used are the same ones they are interpreted from left to right Search operators when included in an expression are executed in the order shown in the following table Priority Operator 1st and 2nd F 3rd G 4th and AND and NO 5th OR va Note You can only include sub expressions in brackets when the expression is in edit mode as in the case of the Advanced search User manual Page 155 l BIBLIObase Cataloguing and Search Module version 2002 Special characters In some situations it may be necessary to add some extra punctuation in order to create more complex expressions or to avoid ambiguities That is the case when the search term itself includes characters used as symbols for t
111. fined in the ANY File You can select several from the displayed list of terms By default the OR operator is assumed but it can be modified later ANY Predefined search Allows to insert in the current expression a search defined in the predefined Ry search file You can select one or more expressions from the displayed list Vocabulary It displays the vocabulary search of the database Select one or more terms from the displayed list These terms are arranged alphabetically When you choose more than one the OR operator or the selected operator is assumed The selected terms are added to the current expression User manual Page 93 l BIBLIObase Cataloguing and Search Module version 2002 Free text search This option allows to search in all fields without having to specify them and includes two modes to identify the fields and the text to search This type of search involves defining two sets of parameters e records to search e field and text to search Records as when printing exporting etc may come from several sources by limits search or save files Fields and texts to search can be identified in two modes simple and advanced or even by the combination of both one of these modes uses an internal search process simpler for users which allows to for example search without specifying any field it assumes any field within the database and the other the most advanced mode
112. fying the searchable terms within the index For example when you select Author the program automatically links the AU abbreviation to the term you type in the following field so that your search is limited to authors Type the most complete term you know You should not type the conventional abbreviation for the term because it is automatically generated when you choose the previous parameter In case you do not know the exact term press 5 to select it from the list of terms Selecting truncation adds the symbol at the end of the selected term allowing to search terms with the typed root User manual Page 91 l BIBLIObase Cataloguing and Search Module version 2002 8 Options Help Displays help text Search Conducts a search with the automatically generated expression by the several chosen elements Search by Search expression and Exact Cancel Cancels the current operation and closes the search interface Advanced search This search mode requires users to have command of CDS ISIS search techniques and to know how terms are arranged in the index In this type of search you should type a simple expression or a compound one with several terms and boolean operators under the CDS ISIS syntax Other techniques and operators can be used to get a precise result J Pesquisa Avan ada x Express o de Pesquisa Op es s Pesquisar Operadores Fun es Especiais al o w t
113. h Module version 2002 GENERAL DESCRIPTION This interface has been fully developed from the beginning but you can use the same databases in CDS ISIS that were used in the Porbase 4 0 parametrization until now without having to perform any conversion between both applications This version works entirely in the Windows environment and has embodied a great number of facilities both in terms of data collection and in terms of database management functionalities The system integrates several modules Access to the applications as well as to their options is defined in an access management module This module enables to define many parameters in two levels users and modules Access to any module is only granted to properly authenticated users Within each module the different options are only available for users with permits to use them This for example means that not all users may delete or even modify records In the database structure level the system has been parametrized under the UNIMARC format The administrator has full control over the database definition On the contrary to CDS ISIS databases bibliographic bases structure has its own features defined in a file and the parameters in each field allow to define any kind of database even if not in UNIMARC format Conversely to the traditional definition of a CDS ISIS database here it is possible for example to define whether the field may or may not be repeatable whether
114. h it is applied and the list of subfields to exclude For example 200 abc Excludes from the field 200 the subfields a b and c Fields conversion Allows to convert labels It must be applied when intending to export User manual Page 132 l BIBLIObase Cataloguing and Search Module version 2002 records to other systems in which records have a different data structure For example if you wish to export records in which the information in the field 150 current is equivalent to the one in the field 200 another system create the following entry in the table 150 200 Predefined fields Allows to add new fields to the exported records with a predefined value This option is useful when all records need to have specific data describing their source In case the desired field is already in the table a new occurrence will be created Example For instance if all records extracted from the base have to show their source in a particular field for example 999 you can create this entry in the table 999 aBIBO1 b20000711 All records will have the field 999 added with the following contents aBIB01 b20000711 8 Options Help Displays help text Export Assumes all parameters defined in the model and exports the selected records in the format specified by the user Save model Allows to create an export model based on a number of defined parameters With this option you may
115. haracters between the marks will be ignored for order purposes although they are viewed If the title was Thousand and One Nights the program would sort the record by alphabetical order If the order characters lt XIX 19 gt Congresso were included the program would order the record by the number 19 placing it in a different location when displaying it Words limited by those characters constitute a new access point These characters are only applied when the search index is created Note Users shall modify the FST for this facility to be applied to some fields within the database In the FST distributed with the BIBLIObase databases fields 300 and 330 support this type of delimiters Applying special characters may be used for another objective It allows to select words within a field to constitute access points In the available base this facility may be used in the summary or abstract fields For further information about fields supporting this extraction technique see the Field Selection Table FST User manual Page 72 l BIBLIObase Cataloguing and Search Module version 2002 T9 Example From the following text From Ireland to the coasts of America only the words Ireland and America shall be included in the search vocabulary When viewing and printing those characters are not deleted if you use the characters lt gt in the same piece of text Fr
116. he boolean operators for example a title as C Sometimes characters identified as operators by the CDS ISIS are part of the search term For example if you were searching the title C the program would interpret it as an expression including the term C followed by two operators This search would result in an error because there cannot be two or more operators added to an only term In this and other kind of situations limit only the terms including this type of characters with quotation marks To search the title C the proper expression is TI C UCD 921 3 23 In the Guided search each typed term is validated and corrected automatically In case any term including special characters with any logical meaning is detected quotation marks are automatically added Characters that cannot be part of a term and that can lead to syntax errors are G and st Limit search to one field Another feature of this type of search is the possibility of limiting the results to a specific field within the database Each CDS ISIS record is structured in fields and fields in subfields Each stored field is identified by a numeric label For example in this parametrization the title field corresponds to the label 200 Numbers assigned to fields may or may not be standardised In the case of the BIBLIObase records are structured according to the UNIMARC format To make proper use of this limiting facility it is nec
117. he field full screen CTRL 0 Keys with values predefined by the user They can be predefined through the a Quick edit keys option in the Insert menu or pressing CTRL SHIFT CTRL 9 key when a text is selected Keys and mouse buttons combination While editing a field you have a set of text selecting facilities at your disposal by using the keys and the left mouse button Double click Selects a word or just a character when the cursor is placed in its right side or Left button anywhere in the word SHIFT Left button Selects the whole text to the left or to the right from the former cursor location D until pressing simultaneously SHIFT Button Left button Move mouse do Selects character by character while moving the mouse simultaneously pressing the Left button Right button B Displays a menu with several options allowing to Cancel Copy Paste Cut Delete and Select all User manual Page 80 BIBLIObase Cataloguing and Search Module version 2002 Edit saved records The saving and using database records references facility is available in several parts of the program namely in export printing search and in any option where you need to indicate sets of records to process Lista dos Ficheiros com Refer ncias a Registos Exposi o Janeiro Lista de registos do CD ROM Registos de trabalho HERES Nova Lista Remover Sem List
118. hown on the taskbar Add new field This option is only available when records are in edit mode Follow these steps User manual Page 74 l BIBLIObase Cataloguing and Search Module version 2002 e Inthe list of fields open the group associated to the field e Inthe displayed list of fields double click to select the intended one e Ifthe field does not exist within the record it will be created In case it already exists a new element will be added to the field Add new subfield A subfield is a piece of data within a record It is always associated to a field and identified by a subfield descriptor code a letter or number In the Cataloguing Module this descriptor is automatically generated when filled for the user not having to be concerned with saving codes for each field You will just have to recognize elements constituting fields by their names ex title title complement liability mention etc When you are placed on a field all associated subfields are automatically displayed To add anew subfield you need to be on field and double click the intended subfield If the subfield already exists and if so is allowed a new element will be added to the subfield New field element Creating a new field element is only possible in fields in which that has been foreseen by the UNIMARC format An icon shows if the field is repeatable To create a new element you just need to double click the field New
119. i ncias Sociais and Politicas d1997 a236 p d24 cmi a908 512 318 vmed zfre Field limiter Defines the field limiter character By default ASCII 35 is assumed Record limiter Defines the record limiter character By default ASCII 35 is assumed Subfield descriptor Defines the subfield descriptor character In order to exchange records with other systems it may be necessary to convert this character By default the character ASCII 94 is assumed Divide into columns Allows to divide records into columns of fixed length This option ends each row with the LF and CR characters To create files with rows of fixed length click the Divide into columns option and type the number of characters To create sequential files deselect the Divide into columns option Internal format This format is not standard but as its structure is so simple it may be an alternative for conversion from to other systems that do not read files in ISO 2709 format This type of file has a very simple structure in which each field starts a new row it is described by its numeric label and its contents always start in the 6 column Record limiter A character chain identifies the end of each record By default is assumed User manual Page 130 l BIBLIObase Cataloguing and Search Module version 2002 Example of a record in the internal format sequential 10
120. iation associated to each term For bases associated to UNIMARC format we suggest to use the following abbreviations they can be modified by users when necessary Words extracted from several fields SU Subject AU Author UCD Universal Decimal Classification COL Collection also searchable as TT CN Callnumber DM Date of the latest modification in the record BC National book catalogue number DT Date when the record was created ISBN ISBN number ISSN ISSN number PP Publishing place AN Accession number barcode TDOC Type of document code TI Title Options in the Search menu User manual Page 85 l BIBLIObase Cataloguing and Search Module version 2002 We will now describe options in the Search menu It is advisable to read the Search concepts and techniques chapter too Guided search The guided search allows to create easily a boolean expression based on a set of predefined search terms linked by several operators Elements available in this interface only help creating a search expression and cannot edit previous searches Traditionally a CDS ISIS search involves creating an expression with a very simple syntax in which any term in the previously created index and boolean operators can be included To make use of this option easily users only need to follow the mentioned steps OE Pesquisa Orientada Campo Termo UE
121. icirecordsS 54 Create a new analytic record from a monograph or periodical sse 55 Datei XX He 55 Predefined data 57 Create predefined Cate c danada 57 Modity predefined dat rire aso ETT aaa EALA REEE EE EARE 58 Create predefined data based on a record eene enne nnne nnne nnne nnns 58 Keys for quick text 7 58 spiele R Re RR RL ID O RR LI RL RR OLL RL CUT OE 59 Neiwifecora cayssncnesesterseateocean iniata a aaa eai anaE ash staeteatasttexuhgeca ea eE r Aii aa Oa EO aia DETTE 59 AOA o E 59 SENA Eo o A A A E E o ne dobrde sadio nen ada 60 Te e EE E E A A E 60 BE Eoo E E A E E E A E E 60 Undelete record e E A E E E E E E pacates 60 ope E A T A A E E A ETT 60 Refresh POCO p aee aga ae e a RA a E AT io Ea ET Da Spa dal dad EEOC iE 60 Select e 61 Mark Selected record S crror or n 61 Unmark selected records sigreti seraa oanade ein rao inanar Ae ai aeiaaeeao riisi 61 Modify the type of document sssssssseeeneenen nee ener nennen nenne enne enirn nene enne 61 Sicile D ss 62 Mark FECOrdS m 62 I ieelrelolaje i um E 62 Copy Cut and Paste c EM 63 Get TNS name C
122. icon Groups may also be expanded double clicking rows or icons After this operation the icon changes into In that case you may also use the icon or double click an expanded group to contract it gt It expands all groups in the data collection model It contracts all expanded fields Subfields Subfields are on the left side of the edit interface below the fields groups This area only displays lists of subfields when you are located on a field or in edit mode To create a new subfield or a new element in the current field just double click Fields edit area This area displays all fields created and associated to the selected group Each field has a full non editable version of its contents as in the case of databases That is apart from data subfield descriptors and if existing field pointers are displayed This is a way of showing how field elements are represented in a particular format for example the UNIMARC format After the full field there are the subfields it is constituted of Each new created field is added in numeric increasing order 100 101 102 or in the case of subfields in alphabetical increasing order a b c d etc Only the order of subfields or elements within the same field can be changed Depending on the field structure related boxes may or may not be displayed The values shown here are defined in the Databases Management Module The grid displaying data has the followi
123. ields etc When using this method simply assume default values Advantages Disadvantages The type of file created ASCII may be easily edited through a word processor In case any anomaly is detected within a record while importing it it is very easy to delete that record and solve the situation Although the export interface has export and import validation mechanisms which analyze the consistency and integrity of the created files other situations may occur Retrieving a database from this type of file is extremely easy You only need to use the import option Afterwards you will have to create the search index inverted file again using the options for that purpose You can select sets of records The used space sometimes is larger than the master file There is no way of compressing data In case there are deleted records they are excluded from exporting In some situations it is necessary to keep the records sequence within the database Saving records in files may take a long time Retrieval is slower because it is necessary to read all records from their files After importing it is necessary to create the inverted file again This operation may take a long time depending on the FST Field Selection Table structure the amount of records and the equipment features Backup data only include records configuration parameters formats and other files are not included After creating a file you can use com
124. igure among other Configuration parameters the page size head and bottom Copy Copies the selected contents of the page to the Clipboard After this operation it is possible to copy the text to another application such as Winword Selectall Selects all the page contents To save the selected text use CTRL C You will be able to copy this text to another application later using the CTRL V option or the specific application options Refresh records Reads and formats again the displayed records Word Send this page to Microsoft Word Find in this page Allows to locate any text within the displayed page Navigation These options allow to navigate within the loaded Web pages It cannot be applied to local pages Formats Displays a list of view formats available for the selected database This list may include global or user formats Every time a new format is selected the displayed page is automatically updated User manual Page 107 l BIBLIObase Cataloguing and Search Module version 2002 Edit Select formats This interface is displayed when intending to create or modify a view format and or its layout PFT Edi o Selec o de Formatos Op es Seleccionar Novo Remover Editar Cancelar Formatos de Ordena o Descri o Abreviada Descri o Completa Descric o Completa Imagens 9 Descri o ISBD 9 Descric o NP405 Nivel Global Utilizador
125. ile nnnc ttn ena dE n rna ca ri nagd nid aaa a ada AR ad a a 120 lor RUNI TC 121 Create database ind GX dme SM g es 122 Update database index nre trt rrt hee tret ERU E IER RR MERERI SE sasseeedeasbecerse 124 CHAPTER 11 Export and Import records eeeeeseeeeeeeeeeeeeeeeeeeeee 125 EXDOIT RS CEO RS RT E RE uen NIME 126 Export modelparameters sssi 2 2 rti riis tope ttes tice das aste erben epini a odii eiert Gaa ani aasar daateesnartoeay 126 FRO CON OS E 126 FORMAS 3325 vei M ba Dod 129 gun me 131 Import sas HET EET DII EMI 134 Import model parameters ssssssseseseeeeeeeneeen en nenne enne en nene nennen etenim nennen nnne 135 Inicie o M M 135 OPUONS XX sales 138 uu 139 CHAPTER 12 Database security policies eeeeeeeeeeeee e ccceeeeeeeeeeee reus 141 General security matters eic trnn etti nre da sadia aD EXER REI A ER II IE CEPR End ELI datadas ad 142 suos densas 142 ID Hier i a A a A a RE 142 sn E 143 Method
126. ile management User manual Page 119 l BIBLIObase Cataloguing and Search Module version 2002 OPTIONS FOR INVERTED FILE MANAGEMENT The inverted file or index consists of a number of files structured in a CDS ISIS format including all searchable terms and a number of pointers sending to the records fields and occurrences to which they belong Search can only render results if the searched terms are included in the inverted file The inverted file can be updated automatically after creating and or updating records The database administrator is in charge of implementing the necessary procedures for the proper functioning of the application Updating the inverted file The application updates the inverted file automatically after records have been created modified or deleted within the database However this automatic updating may not take place if any database or record lock is detected or if the Update inverted file automatically option is not active Some times it may be necessary to rebuild the whole search index This and other functionalities associated to the inverted file management are available in the Manage inverted file option of the Utilities menu If records were not updated the following situations could occur 23 new records may be unavailable for search 24 modified records are only searchable by the previous and obsolete access points 25 deleted records may be still indicated by the
127. ilities available in this module allow to get lists of records arranged by any standard Apart from arranging facilities users also have a number of parameters to format records through several predefined formats at their disposal They can select the structure for the external file for example ASCII or HTML To ease using this facility they can create predefined data models and assign then a name so they can execute the model again without having to choose parameters again In this chapter e Define a print model e Select a print model e Printing parameters User manual Page 112 l BIBLIObase Cataloguing and Search Module version 2002 PRINT MODEL PARAMETERS Print model parameters are blocked and divided into several folders Some of them are assumed by default for example Unsorted Other parameters such as the external file name has to be typed WM These parameters are blocked into the following folders Records Options and Formats mpressao de Registos 5 Op es Registos Ajuda r Selec o dos Registos Registos Mn Ex 1 3 517 120 197 20 40 1 10 500 652 880 890 Hist rico das Pesquisas Registos Marcados ACLAMACAO Registos a Exportar Gravar Modelo TI 365 CONSELHOS PARA U Registos de Trabalho 6 Ler Modelo SARAMAGOS Valores por Defeito e Enterior Pr ximo gt Cancelar Iv
128. in the beginning of the field visible row END Locates the cursor in the end of the field visible row CTRL HOME Locates the cursor at the beginning of the field CTRL END Locates the cursor in the end of the field CTRL SHIFT Selects word by word to the left CTRL SHIFT 3 Selects word by word to the right SHIFT Selects character by character to the left SHIFT gt Selects character by character to the right SHIFT HOME Selects the text from the cursor location to the beginning of the row SHIFT END Selects the text from the cursor location until the end of the row CTRL SHIFT HOME Selects the text from the cursor location until the beginning of the field User manual Page 79 l BIBLIObase Cataloguing and Search Module version 2002 CTRL SHIFT END Selects the text from the cursor location until the end of the field CTRL C Copies the selected text CTRL V Pastes the previously copied text with CTRL C SHIFT INS Pastes the previously copied text equivalent to CTRL V DEL Deletes a character in the right side of the cursor BACKSPACE Delete a character in the left side of the cursor CTRL DEL Deletes the whole text from the cursor location until the end of the row ALT Backspace Replaces the last change occurred in the field UNDO F10 Activates deactivates the group of fields enlarges the edit area F12 Edits t
129. ir access points although not available for view through the options for that purpose The time necessary to create the inverted file depends on the number of records that need to be updated the computer features and the average number of search terms by record MANAGE INVERTED FILE The Manage inverted file option in the Utilities menu allows to perform several operations on the inverted file such as create the whole search index update batches of records All these options are always applied to the selected database If the database you intend to work on is different from the current one select the Open database option in its respective menu User manual Page 120 l BIBLIObase Cataloguing and Search Module version 2002 va Note 2 When using this option unless all database records are selected the search index will not represent the whole database and search results will only be referred to the selected total e Evenif some records already have their indexes updated in case of updating again a set all previous terms not belonging to this set will be deleted This option can also be used to test the inverted file FST after any change Create full inverted file This option allows to create the database inverted file Under normal conditions it is rarely necessary to use this option since the application has a function to update automatically the inverted file every ti
130. ist v Moves the cursor one row down until the beginning of the list CTRL 4 Moves the cursor upwards without unmarking selected records CTRL V Moves the cursor downwards without unmarking selected records PGDN Moves forward through a set of records until the end of the list The number of records depends on the window size PGUP Moves backwards through a set of records until the beginning of the list The number of records depends on the window size HOME Locates the cursor in the beginning of the list END Locates the cursor in the end of the list CTRL PgUp Locates the cursor in the beginning of the visible list without unmarking selected records CTRL Down Locates the cursor in the end of the visible list without unmarking selected records CTRL HOME Locates the cursor in the beginning of the list without unmarking selected records CTRL END Locates the cursor in the end of the list without unmarking selected records SHIFT Selects record by record upwards equivalent to CTRL SHIFT 4 SHIFT W Selects record by record downwards equivalent to CTRL SHIFT V CTRL SHIFT HOME Selects all records starting from the cursor location to the beginning of the list CTRL SHIFT END Selects all records starting from the cursor location to the end of the list CTRL SHIFT PgUP Selects all records from the cursor location until the beginning of the visible list CTRL SHIFT PgDn Selects all records from the cursor location unti
131. it has to be compulsorily filled if it is codified and which is the validation table if it is a read only field if it is viewable etc Data collection is related to the type of document and is performed through an interface that allows to manage several predefined data collection models In addition to specific models for each type of document including specific fields for each one users may create their own models with predefined values not interferring with the general usage models When a record is created a list with valid types of document and their respective data collection models is displayed The data collection models are definided through a specific option for that purpose To ease data classification the pieces of data are separated into blocks for example Codified information Note Authors etc that include fields and within those fields other elements are also included that is subfields According to UNIMARC when a block is selected all specific fields are displayed Associated to the displayed fields you can view the field and subfield labels related to UNIMARC format or simply their designations User manual Page 8 l BIBLIObase Cataloguing and Search Module version 2002 Although we have maintained the UNIMARC format for storing and in the bibliographic record structure users do not need to have deep knowledge of it because fields and subfields may be displayed just by their designations for exa
132. it special formatted fields In a support data structure within a base you may create a number of fields and or subfields whose filling is special These fields have a fixed length in which particular field positions are associated to code tables or have their own collection format An example of those fields are dates When in a data collection model is necessary to fill this type of fields a particular interface will be displayed as shown in the figure An example is filling the field 100 of the UNIMARC format amp s 100 a Dados gerais de processamento 20000129 2000 km yOporb0103 Campo Data da entrada no ficheiro 20000129 Tipo da data de publica o Data de publica o 1 2000 Data de publica o 2 C digo de audi ncia 1 C digo de audi ncia 2 C digo de audi ncia 3 C digo de publica o oficial C digo de registo modificado L ngua da cataloga o C digo de translitera o Conjunto de caracteres Conjunto de caracteres II Conjunto Adicional de caracteres Conjunto Adicional de caracteres Il Alfabeto do t tulo Cancelar Some parts of the field may also be filled from Codified Data Tables User manual Page 78 l BIBLIObase Cataloguing and Search Module version 2002 Edit codified fields You may define a number of fields to be compulsorily filled with lists of predefined values In that case users will not be able to type any value no
133. l appear next to the icon until it is inactivated amp Lista Registos 1 25 D xa SE J 000005 A bacia hidrogr fica do rio Lis contributo para o estudo LIA v V 000010 Os primeiros 230 anos de hist ria da Fortaleza de Sao J v 000002 Industrializa o em meios rurais e competitividade intern Lx 000003 Comunidades rurais do interior do Distrito de Coimbra na C 000004 Pinhal corografia elementos para um estudo Alberto iv 000008 Os elementos verdes nos aglomerados urbanos Manu C 000009 A Igreja povo de Deus mas que povo M rio da Ro X 000011 Refinamento de valores pr prios de operadores integrai v 000012 Sistema integrado de identifica o Ant nio Paulo Gom LJ 4 000013 A simula o no projecto de controladores de sistemas e v Z 000014 Sistema distribu do de recolha de dados para controlo d CIX 000015 S ntese de controladores digitais Maria Ant nia da Sil C 4 000016 Redes de distribui ao de electricidade e g s uma abor C Z 000017 Estudo assistido por computador da din mica e controle v 4 000018 Controlador para sistemas multieixo Jos Ant nio Ferre EUDES Descri oAbreviada Ano ISBNASSN Cota v V 000001 As PME o mercado nico e a coopera o europeia A ISBN 972 569 008 7 ISBN 372 563 007 3 ISBN 972 569 002 8 ISBN 972 569 005 2 ISBN 972 569 009 5 amp 59 of x MO
134. l attention regarding both their availability and the types of conversion and data processing formats Data processing is understood in this case as conversion potentialities fields subfields characters etc Tasks normally associated to this option are records exchange among systems records exchange among bases and database management database rearrangement This system has brand new options that allow to import and export records in ISO 2709 format This option includes even special functions for arrangement and conversion that will allow to read and or write files in other formats and or with different formatting parameters These options are to be used when intending to integrate or extract records in ISO 2709 format E In this chapter e Export model parameters e Import model parameters User manual Page 125 l BIBLIObase Cataloguing and Search Module version 2002 EXPORT Export model parameters are grouped in several folders Some of them are assumed by default for example field and record limiters Other parameters such as the export file name have to be typed See also e ISO 2709 format Databases Management Manual e Quick export There is a number of added treatment options available to clear and or convert fields during export In case you are using some added treatment options apply them to the selected records in the following order e Delete field Export
135. l the end of the visible list CTRL L Selects all records F5 Refreshes the list updating texts related to each displayed record Operations on selected records DEL Deletes the selected record CTRL X Deletes the selected record and copies it CTRL C Copies the record CTRL V Pastes copied records F12 Copies the record with the previous copied records F4 Displays the record properties only one selected record ENTER Edits the record through its data collection model Combination of keys and left mouse button CTRL Left mouse button 8 Selects record by record without unmarking the previous ones CTRL SHIFT Left mouse button 8 Selects all records starting from the last cursor location without unmarking the previous ones ALT Left mouse button 8 Unmarks selected records and marks the current row User manual Page 47 l BIBLIObase Cataloguing and Search Module version 2002 Options in this interface are the following Buttons for navigation in the reference list List of records set They are always available in the main taskbar allowing to navigate the selected records list These buttons are addressed to navigate in the record reference list They allow to go forwards or backwards the number of records indicated in the List of records set selection option or go to the first or last record in a database or in
136. ld G Occurrence F Identified in the CDS ISIS by the G symbol it is a level operator Allows to search all records in which the typed terms occur within the same field For example when you search by word and you intend that they have been extracted from the same field In this interface to represent this operator use the G symbol For example LIBRARIES G COMPUTER SCIENCE Identified in the CDS ISIS by the symbol F it is a level operator Allows to search all records in which the typed terms occur within the same field and the same occurrence For example when you search by word and you intend that both words have been extracted from the same field and are part of the same text In this interface to represent this operator use the symbol P For example User manual Page 152 l BIBLIObase Cataloguing and Search Module version 2002 LIBRARIES F COMPUTER SCIENCE User manual Page 153 l BIBLIObase Cataloguing and Search Module version 2002 Proximity operators This type of operators allow to combine several words in an expression indicating how close they occur within a field Proximity operators are the following Truncation If it is represented by two dots separated by a blank space allows to search all records in which these terms occur separated at least by one word Each dot represents one word before and after the dots there will have to be blank spaces
137. le version 2002 Quick function keys Maximize sheet width Records Displays the configurable keys Allows to define them Expands the edit area displaying only the editable fields It is equivalent to striking the F10 function key Options available in this menu are associated to creating and updating records in the selected database This menu is not displayed while editing a record It is substituted by the Edit menu New record Edit record View record Export record Edit saved records Delete record Undelete record Print record Refresh Select all Mark records Unmark records Create analytical Modify the type of document Properties Creates a new record within the database Modifies the selected record Displays the current record through the view interface Opens the interface to export the selected records Allows to edit the records resulting from a saved file Deletes selected records Retrieves selected records Opens the interface to print the selected records Reads the records list again Selects all records in the list Marks selected records adding MENS to the active list Unmarks selected records removing MENS from the active list Creates a new analytical record from the original document Allows to modify fields that include the type of document identification codes This is the only possible and available way to modify the type of document codes Modifying those codes may involve correc
138. le in the general menus of the module New record Creating bibliographic records involves a number of procedures and parameters necessary for identification management and control When you choose one of the options allowing to add a new record to the base icon or New record option in the Record menu the program does as follows During a work session when a record is created a list with the collection models is displayed There may be several collection models that take into account the specific fields in the type of document selected and there may also be several models with predefined parameters that can be used any time to ease data collection Starting on the first record created the program may assume by default the type of document and collection model previously selected For further information see the Models menu In case you need to create a new type of document using another data collection model use the Select record creating model option in the Models menu va Note When creating a new record even if no predefined data is introduced some fields may be created automatically This kind of fields are normally mandatory and hold information whose contents usually are uniform Those data are defined by the administrator e After creating the record the program updates automatically the inverted file LL See also e Defining types of document e Defining a data col
139. lection model Export record Allows to export the current record in the ISO 2709 format or in the application internal format Displays the export interface with references to records marked in the reference list User manual Page 59 l BIBLIObase Cataloguing and Search Module version 2002 Save record Save as Delete record X See also After filling up the fields you should save the record To save you just have to click on the icon or select the Saverecord option in the Edit menu This operation saves all changes made in the record In case saving in the database is not available the module will make a local save This will allow to create the record later by the corresponding option only for new records Allows to create a new equal record from the current one This facility is particularly useful when there already are records whose contents are identical to one you intend to create for example new editions When this option in selected it is only applied to the current record It is deleted That is the record is no longer available for edit view print search and other purposes However this does not affect the record data Before deleting the record the program requests your confirmation You may retrieve a deleted record any time by the Undelete record option in the Edit menu e Undelete record e Import and export records Undelete record d See also
140. les In that case create directories with different identifications Example of an identification label in each diskette of the set Records format ISO 2709 Database BIBLIO Date 2000 07 03 Total of records 10232 Set A Diskette 1 9 User manual Page 146 l BIBLIObase Cataloguing and Search Module version 2002 In which Record in format Type of file format It can be ISO 2709 or Sequential Database Database name Date Date of the database backup Total of records Amount of records in the whole set excluding the deleted ones Set Diskette set identification A B C etc Diskette Diskette identification in the batch and the set 1 1 1 2 1 3 etc In case you intend to save the backup on diskettes verify you have enough diskettes previously formatted before you start When there is not any more free space to store data within the diskette the export interface will request you to insert another one Each backup diskette will have to be identified with an order number because in case you need to retrieve data from them they will have to be inserted in the same order in which they were created Retrieval from backups The means of retrieving from backups depends on the contents and on how they were stored Retrieve the master file When backups were made by means of export the retrieval procedure is to import Firstly if the base we intend to retrieve has any record delet
141. ll name and path where this file is to be created Impressao de Registos 9 d User manual Page 114 l BIBLIObase Cataloguing and Search Module version 2002 HTML View file with Formats format Creates one file in HTML format lt HTML gt lt HTML gt and other tags are automatically generated The format generating the file foresees a type of text format according to HTML page creation rules ASCII Creates an ASCII file The result can be edited with a simple text editor You can select one of the displayed options for example in case you select the Microsoft Word option after printing the results will be automatically edited in this word processor Formats ES Impress o de Registos Formatos Print format View formats Allows to define the type of format to be used when printing As an alternative a list with view or print formats will be displayed Although written with the same language Formatting Language they can have special features depending on what they are addressed to Formatos C Formatos de Impress o C Sem Ordena o Formatos de Visualiza o Ordenado 9 escric o Completa Imagens D EE T i D Gravar Modelo r Formatos de Ordena o E Data de Publica o Di 8 coeccso 2 ni Ler Modelo pi al Valores por Defeito H zi Anterior Bronna Cancelar User manual Page 115 l
142. ly if the Create full inverted file option is selected lt 4 Gest o do Ficheiro Inverso Registos MFN Ex 1 170 v Cria o total do Ficheiro Inverso v Fase O Inicializa o do Ficheiro Inverso v Fase 1 Extrac o dos Termos v Fase 2 Ordena o v Fase 3 Carregamento do Ficheiro Inverso User manual Page 122 l BIBLIObase Cataloguing and Search Module version 2002 You need to mark a set of records to process Several sets of records can be marked By default all database records are assumed va Note If you restrict the number of records the index will be created only for those records Inverted file initialisation Create link file Arrange link file Load inverted file When selected this option deletes all terms in the inverted file This option is equivalent to the first step when creating an inverted file Based on the FST specifications several files LN1 and LN2 that include the extracted terms are created Each term has the MFN and the field from which it was extracted associated This option is equivalent to the second step when creating an inverted file and arranges the link files created in the previous option After that step the arranged link files may be loaded through the Load option This procedure deletes the earlier inverted file version This option is equivalent to the third and final step when creating an inverted fil
143. may consist of several subfields each of which is identified by two subfield limiting characters preceding the corresponding piece of data Besides fields may be repeatable that is to say any field may include more than one sample or occurrence of the same type of contents This module controls according to fields properties if they are or not repeatable In short a CDS ISIS base has the following features e Fields identified by numeric labels e Data structure in records organised in fields and subfields e Repeatable fields e Fields of variable length User manual Page 21 l BIBLIObase Cataloguing and Search Module version 2002 Database structure Although a CDS ISIS database appears as a simple data file actually it consists of several different files logically related Databases used in this module are compatible with DOS versions 3 0 or upper and Windows versions WinISIS Files management is performed by the module itself thus it is not necessary to know their structure in detail to be able to work with the databases However some basic knowledge on the aims and functioning of most files associated to the database will help you understanding the system better Database files Before using the database for recorded information management in any processing phase create modify records etc you need some knowledge on certain module features the database structure and the records contents The manageme
144. me records are updated or created within a database This function generally is much quicker than creating a full inverted file am Tabela de Base Selec o de dados ID gt de Campos FST Extrac o Fase 2 Ordena o Lista de temos pesquis veis Fase 3 Carregamento Steps to create a database full inverted file If you wish to modify the inverted file contents that is if the inverted file FST is modified then the inverted file has to be created again In case it is not there will be inconsistencies within the database because records added or modified after changing the FST will be indexed in a different way than the previously indexed ones In certain cases a full inversion is not necessary even though the FST has been modified For example if you add a new field to the database Inverted file management consists of three steps e Creating a link file e Arranging the link file e Loading the inverted file User manual Page 121 l BIBLIObase Cataloguing and Search Module version 2002 The link file includes all necessary information to generate the inverted file and it is created according to the FST defined for the database It includes an entry for each search term pointer to be stored To enhance the system performance two link files are created one for terms with equal or less than 10 characters and another for terms with more than 10 characters The second step is to arrange alphabe
145. me you intend to create a backup all you need is to indicate the DB parameter This command automatically retrieves the current database name See also For further information about those variables see Chapter 4 Ancillary files in the Databases Management Manual The first alternative shown by this option allows to copy all database files or only the main ones MST and XRF The Separate backups by date Parameter creates automatically from the selected drive or directory a new directory with the day s date For example if a directory in hard disk C with the name Backup is indicated and if this option is active the name 20011027 is added C Backup 20011027 If you use an external program to generate backups you need to indicate the command line to run it properly A very simple procedure is to use compression programs such as WinZip or Pkzip and define the syntax allowing to compress the database files into a drive or directory User manual Page 172 l BIBLIObase Cataloguing and Search Module version 2002 Example 1 Execute the copy command from the operating system It is necessary to start with the command interpreter COMMAND COM because the copy command is an internal one Command com k copy PATH DB c backup 2 Compress all current database files with PKZIP and save the resulting file base_name ZIP in the Backup directory Pkzip ex
146. mple Title Place of Publishing Users will only need to be familiar with biblioteconomics terminology and identify within the item which elements make part of the bibliographic description Verification of the data in a field or subfield is available in various levels On one hand there are different data collection models according to different types of document to guarantee that the inserted fields are the proper ones specific for each document On the other hand the system controls fields and or subfields repetitions that is if within the definition table a field subfield appears as non repeatable the system does not allow to create a new entry Regarding codified fields for instance country language function codes valid values for each field appear in a table with codes and designations which helps selecting automatically the intended code This enables to keep cohesion in codified fields and prevents invalid values from being introduced Verifying the type of data is also available both in terms of type of data numeric alphabetic and alphanumeric and in terms of field format For that pupose you can define a set of standards to establish what kind of data are possible in each position within a field Data in each field position can also be verified in code tables Spell checking of fields and or subfields is also very important when trying to uniform data This facility requires that both Microsoft Word and a spell checker are
147. n message is always displayed depending on the selected options After deleting a field and or subfield it cannot be retrieved Field To delete a field select it it must not be in edit mode clicking the right mouse button on its description and selecting the proper option You may also press the Delete key or select the Delete sub field option in the Edit menu Subfield To delete a subfield select it it must not be in edit mode clicking the right mouse button on its description and selecting the proper option You may also press the Delete key or select the Delete sub fields option in the Edit menu Shows the record through the view interface This facility is very useful when you are creating a record still not saved in the database and you intend to preview it before saving You may select any available format It may also be used with existing records Edits the field or subfield in a larger edit area It may prove useful when the field contents are to many to be edited in a single line for example a summary or abstract This mode can be modified pressing the F12 key or User manual Page 66 l BIBLIObase Cataloguing and Search Module version 2002 E again the corresponding icon elementos para um estudo Alberto Louzada Borges Pinto aCoimbra cComissao de Coordena o da Regiao Centro Gabinete de Apoio T cnico de 3 Centro Gabinete de Apoio T cnico de Arganil
148. n the list to the records selection file records Unmark selected Removes marks only from the selected records records Modify the type of Allows to modify codes defining the type of document This operation only document modifies fields defining the type of document View saved Displays a saved records list Apart from MFNs you may see their contents records precisely as they appear in the record Properties Displays a window with some data about the record such as type of document name of users who created and modified the record as well as their respective dates They also display a complete non editable version of the record for it to be analyzed by the UNIMARC format User manual Page 53 l BIBLIObase Cataloguing and Search Module version 2002 View saved records Saved records are the result of several copies made in the record references window This option displays the set of records saved during a work session in view only mode Records are displayed in their internal format field label and its contents In the bottom of the view window there are several options available to navigate along the saved records list You can also delete records E Lista de Registos em Mem ria Oy x 010 a972 569 008 7 021 aPT b37379 90 101 O apor 101 aeng 101 afre 102 aPT 105 aa z lolyy 210 aCoimbra cC C R C d1990 215 a342 1 p cil d24 cm 320 aCont m refer ncias bibliogr fic
149. n within the parametrization to ease seeking them E In this chapter e Databases security e Retrieving a database e Rearranging used space User manual Page 141 BIBLIObase Cataloguing and Search Module version 2002 GENERAL SECURITY MATTERS When dealing with databases security analyze the following matters to choose the appropriate method to apply Frequ e Frequency e Data importance e Support diskettes hard disk Zip drive DAT etc e Method files copy records export e Backup protection ency Data i When dealing with this matter consider the frequency in which records are modified and or created within a database This is the most important fact that needs to be taken into account when deciding to make a new backup Any modification in the base needs its own backup The larger the length of time between the latest modification in the base and the next backup the greater the risk of loosing data There is no rule about the appropriate days weeks or hours to make backups Consequently backups should be made with the frequency necessary to minimise loses in case there occurs any problem That frequency depends on the modifications made in the database and the type of files modified If no modification is made no new backup is needed mportance This is another matter to take into consideration Whilst bibliographic database records are not crucial although very important
150. nagement menu User manual Page 24 l BIBLIObase Cataloguing and Search Module version 2002 Ancillary files There are still some added files in this module that include formats as order formats or internal formats such as character conversion tables va Note Apart from CDS ISIS databases specific files BIBLIObase uses other types of file to support several functions The person in charge for administrating the system should know the directories structure and the type of files included Relations between files Analyzing how searches function eases to understand the logic relations between the main CDS ISIS database files Search within the database is conducted defining a set of searchable terms whose existence is verified in the inverted file creating an accession number list MFN associated to each searchable term This list is then analyzed by the program according to logical operators typed in the search expression You may create lists of pointers that include the MFNs corresponding to the search equation The module will be able to use this file to read the records in the master file and format them according to the selected view format to display them Module architecture Access to the module is controlled by a password assigned to each user The basic component of the module is its system of menus which allows to access to several services and options Despite the use of this m
151. nd Search Module version 2002 Reference list configuration DN Each user may customize the record reference list layout This modifications are exclusive for each user not interfering with others Besides each database needs to be customized to guarantee that the active elements are displayed according to the selected database features The configuration box contains a column simulation and several fields that allow to customize the record reference list Configura o da Lista dos Registos x N Total de Colunas E q V Geha r Configura o da Coluna J 4 Descri o da Coluna Percentagem Descri o Abreviada 6 q Formato Inhl 1 Iev200 a Iv200 e 19200 fn Forte Pequena Total of columns It includes the total of displayed columns The first one always shows the base accession number MEN Column description Message displayed on top of each column to identify it Percentage It defines each column size in percentage To ease reading this figure should be higher when the column has a larger quantity of information Ex Title Format It includes the format defining each column s contents Each record is formatted according to the selected commands or name of a default format Those commands must be correctly written under the CDS ISIS formatting language syntax rules For further information see the CDS ISIS Formatting Language manual See grid
152. nd alphabetically once the CDS ISIS has only one index To search a title 1 select Title from the list 2 type as much as you know of the title in the Term field 3 conduct the search Term Operator Exact Type the most complete term you know You should not type the conventional abbreviation for the term once it is automatically generated when you choose the previous parameter In case you do not know the exact terms you can type to select them from the list of terms It includes the list of the available operators AND OR NOT etc Select one according to the type of search you intend to conduct By default the OR operator is assumed If you only search one term you do not need to select an operator Select operators only when the number of terms is larger that one CDS ISIS searches comparing typed terms with terms in the index For a term to be found it must be typed exactly as it appears in the index But users do not always type terms in the same way and indexes cannot include more than one entry per term for example a subject in singular and plural To solve these situations it is possible to write only the term root enough User manual Page 87 l BIBLIObase Cataloguing and Search Module version 2002 Example characters to avoid ambiguities and select truncation This way all terms with the typed root will be searched Selecting truncation
153. necessary skills suggested to work with this module are the following e Windows operating system in user level e Portuguese Cataloguing Rules e Structure and data order in UNIMARC format For users aiming to be program and users administrators as well as to work in the database creating new formats or bases it is advisable to have command of e Windows operating system e Basic knowledge of programming languages e CDS ISIS files structure e CDS ISIS formatting language e UNIMARC format If using other products versions error messages may occur when saving records Records verification is very precise and immediately performed Those messages may be caused by empty fields or subfields created in those bases CREATING AND UPDATING RECORDS The module guarantees that any record created through it will follow the proper data structure including the specific fields that depend on the type of document selected and have the codified fields unified In case records come from an external source as a result of importing other bases it is possible to validate them for UNIMARC through the options for that purpose Before learning how to create and update records it is necessary to understand the general functioning of the application as regards the available taskbars Those bars include several functionalities associated to icons and other objects User manual Page 45 l BIBLIObase Cataloguing and Search Module version 2002
154. ng layout User manual Page 76 l BIBLIObase Cataloguing and Search Module version 2002 Icon In this column several icons showing the type of data or its features may be displayed 3 Repeatable field Non repeatable field gt Subfield of normal filling Codified subfield divided into parts with fixed size Subfield with contents in a value table Lb Shows the numeric label identifying the field within the database This column as well as the subfield identification code can be concealed Field Short text describing the field Contents This box displays the field contents To edit the field just double click anywhere in the list Facilities available while editing a field subfield When in edit mode you have a set of functionalities at your disposal to deal with data easily and quickly For example techniques that allow to copy and paste fields subfields and texts outcoming from other records and or databases These options are available in the menus as icons User manual Page 77 l BIBLIObase Cataloguing and Search Module version 2002 Help message It includes a description of the field In case the space containing the field in the edit area is too small although it may be resized this area includes the editing element identification which involves group field and subfield va Note To navigate along the several edit components use the F6 key Ed
155. nomaly detected in the application this option opens the E mail software installed and generates automatically a new message addressed to BIBLIOsoft and Irisdata You must not remove the row where the serial number is displayed General information about the installed module Main functions in the module The several functions available in this module enable to e Create new records in the database e Modify correct or delete existing records e Search records through a powerful search language e View records as a whole or by parts according to default or user made formats e Print records with default models and or sorted by multiple standards e Database ancillary files management indexes formats etc e Import and export records in the ISO 2709 standard format and in an internal format These facilities are managed by work tools within the module and designed as interfaces for example the edit interface manages data collection and controlles filling rules according to standards defined for each field User manual Page 20 l BIBLIObase Cataloguing and Search Module version 2002 GET TO KNOW THE CDS ISIS DATABASES Regardless the CDS ISIS DOS or Windows version or application developed for their management such as this module CDS ISIS databases have a number of special features that regard data storing in a non numeric structure that is CDS ISIS databases consist of databases whose contents are mainly
156. nt module allows to create and or modify a database definition The databases used by this module in addition to the standard CDS ISIS files consist of large sets of fields specially created for this parametrization Each database is associated to a structure of fields that define it DEF files and a number of items that characterize those files such as validity rules for example which subfields are possible if they are repeatable which type of data they include if a field is codified and which table is associated to it if its spelling can be checked if it supports the name of a run file etc Besides databases include a list with the types of documents that can be created and with the data collection models structure This is how all databases with the same structure for example the UNIMARC share the same validity rules and the same data collection models Definition table for the database Rules associated to each field are previously indicated and follow the structure that the database supports for example the UNIMARC format This file is required and has the DEF extension for example UNIMARC DEF This file has the same function as the Field definition table FDT in the CDS ISIS but it has larger capacities In this application such table is not used Besides other kind of structures can be created User manual Page 22 l BIBLIObase Cataloguing and Search Module version 2002 Data collection models
157. ny of the typed terms occurs For example AGRICULTURE EUROPE The result of the logical operator OR between both sets represented by the two terms generates a new set including both terms The search result implies all records where at least one of the typed terms occurs Identified in the CDS ISIS by the symbol it is the logical operator to intersect Allows to search all records in which both typed terms occur simultaneously For example AGRICULTURE EUROPE User manual Page 151 l BIBLIObase Cataloguing and Search Module version 2002 NO Level operators The result of the logical operator AND between both sets represented by the two terms generates a new set including terms common to both of them The search result implies all records where both typed terms occur simultaneously Identified in the CDS ISIS by the symbol it is the logical operator to exclude Allows to search all records in which the first term occurs but not the second For example AGRICULTURE EUROPE The result of the logical operator NO between both sets represented by the two terms generates a new set including only the terms of the first one The search result implies all records where the first term occurs but not the second one Terms order is relevant Level operators allow to cross terms that have been extracted from the same field or the same occurrence Level operators are the following Fie
158. odule is from any point of view very easy to be capable of managing and operating the database it is necessary to have a number of specific skills such as the search language or the formatting language Access control Access to the module as well as to using certain functionalities is controlled and depends on the permits assigned to each user Each module entry requests the user to type his her identification for example username JOAOSILVA and password alphanumeric code The combination of those two elements and their subsequent authentication will allow to access the module functionalities User manual Page 25 l BIBLIObase Cataloguing and Search Module version 2002 Menus Module menus are located as in any other Windows application on top of the main window Menus are lists of options that can be selected with the mouse with the cursor control keys or when available with the shortcut keys Some options are active only according to the context Multilingual Dialog All menus are interactive and multilingual This last feature is particularly useful once it allows to select the dialog language in which menus and messages are displayed This facility may not be active in the installed version When available the whole workspace of the user menus options messages and help text will be displayed in the selected language Dialog boxes In some situations when performing a particular task it is nece
159. om Ireland to the coasts of America only the words Ireland and America shall be included in the search vocabulary But when viewing and printing those characters are deleted From Ireland to the coasts of America Edit record Records are modified through a specific data collection model for the type of document The program automatically determines the type of document by ndi analyzing its codes During a work session when you modify a record for the first time a list with several data collection models defined for this type of document is displayed There may be several collection models that will always respect the specific fields of the selected type of document You only need to select one from the displayed list If the following records were of the same type of document the program would assume the previously selected model As when creating records it is possible to select another model associated to the record with the Data collection model option in the Models menu Note After creating a record the program automatically updates the inverted file See also e Defining a data collection model e Modify the type of document Options When selected this option displays a screen with several configuration options for the workspace records edit mode You may modify the type of letters font and size and activate deactivate the following options User manual Page 73 l B
160. only some fields or Ignore field e Delete subfield e Field conversion e Add new field e Character conversion e Substitute subfield pointer Export evolution can be checked by the informations displayed in the status area in the bottom of this interface Informations displayed are the total of records to export the approximate time of export etc Export model parameters These parameters are blocked into the following folders Records Formats and Options Records Filename Type the file name In additon to the name type a drive and or directory You may search the file clicking the option A file name example may be P EXPORT MST ISO To manage and identify easily those files it is advisable to assign the ISO extension to this type of files although the program can use any extension Add to file User manual Page 126 l BIBLIObase Cataloguing and Search Module version 2002 This option allows to add in the end to the selected file a set of records without deleting previous existing records If the typed file did not exist the program would create it automatically in the indicated path Create new file The program always creates the typed file even if it already exists In case there is another one with the same name it is deleted after requesting confirmation amp Exporta o de Registos x Begistos if Eormatos Op es INN PEE EE m 2 J
161. option and type the name of the model you will create To edit the model choose the Select option You should only modify the fields common to the several records you intend to create Edi o Selec o de Formatos Valores por Defeito Registos 21 Novembro Monografias Gerais Nivel Op es Seleccionar Remover Editar Cancelar Global Utilizador Base Bibliografica The Edit option allows to modify and or create predefined data but it is only addressed to users familiar with the database format You can create as many predefined data models as necessary User manual Page 57 l BIBLIObase Cataloguing and Search Module version 2002 Modify predefined data This option enables to select a predefined data model and modify it or insert new data A predefined data model may be deleted with the option available for that purpose Create predefined data based on a record When you activate the Predefined data option any new record you may create will have its fields filled with the selected contents If you intend to assume a record as the contents for a new predefined data collection model you just need to select during the edit mode the Save predefined data option in the Models menu and attribute a new name to it KEYS FOR QUICK TEXT SAVE While editing there are multiple ways of saving text fields subfields or parts tha
162. oritos Janelas Ajuda Processamento Global de Registos T Substitui o de Campos Global Wi Detectar Registos Apagados a Exporta o R pida Importa o R pida Gerir Ficheiros F Resolver Bloqueios b Actualizar Ficheiro Inverso Gest o do Ficheiro Inverso e Rednicializar Base Bibliogr fica lb Alterar Senha de Acesso 3 Visualiza o dos N meros Sequenciais amp Apagar Ficheiros Tempor rios Op es ISRNZISSN Ficheiro ANY Ficheiro FST Ficheiro STW Actualizar FST Actualizar STW ISBN 972 9358 10 9 Includes a set of options directly related to the base management namely to the records and database protection User manual Page 165 l BIBLIObase Cataloguing and Search Module version 2002 Detect locked records A record may be locked every time an abnormal operation occurs when created and or modified A locked record cannot be edited and other operations on the record such as updating its inverted file can be prevented This option allows to scan a number of records and verify if they are locked displaying the MEN numbers in which so occurs In case locked records are detected use one of the following options Unlock records This option scans a number of records and unlocks them in case they are locked Unlock forced records This option scans a number of records and unlocks them in case they are locked
163. ota AB 65333 83329 4 PINHAL COROGRAFIA ELEMENTOS PARA UM ESTUDO ALBERTO LOUZADA BORGES PINTO Coimbra Comissao de Coordena o da Regiao Centro Gabinete de Apoio T cnico de Arganil 1989 517 2 p il 25 em Cota MON 39732 83332 DEMO BASE DE DEMONSTRA O 1072 UIS CATALOGADORES Cars NUM INS 29 01 2000 2341 Example To view records directly from MEN 200 just type this figure in the MEN field Automatically 25 records starting from the typed number will be displayed User manual Page 105 l BIBLIObase Cataloguing and Search Module version 2002 Type of referee list It shows the source of the viewed records There are two types of reference lists Sequential access It shows that viewed records are related to a sequential set of records Pesquisas bcesso Sequencial Search result This list includes the history of all searches conducted during a work session displayed starting from the most recent The active referee list always includes the result of the selected search In case a new search is selected this list will be updated Pesquisas 10 4 AGUA Acesso Sequencial HOZ 46 AS CULTURAS EXPERIMENTA BOT dy AGUA va Note It is possible to open several windows with formatted records coming from several sources and in different format LL See also Create refe
164. ou only have to select one code Es Seleccionar Alterar Tipo de Documento am Op es Tipo de Documento a Material Textual Impresso b Material Textual Manuscrito c Partituras Musicais Impressas d Partituras Musicais Manuscritas e Material Cartogr fico Impresso f Material Cartogr fico Manuscrito Nivel Bibliogr fico a Anal tico ic Miscel nea s Publica o em S rie Please note that modifying the record this way inconsistencies in fields already created may occur That is some of the previously created fields may not be valid for the new type of document va Note After creating a record the program automatically updates the inverted file E9 See also e Defining types of document e Defining a data collection model User manual Page 61 l BIBLIObase Cataloguing and Search Module version 2002 Create analytical Mark records Available only in the Record menu when in a reference list it allows to create a new record analytic Several fields based on the original record original are automatically created This option is only active when the type of document associated to the selected record is not analytic Available in the toolbar it allows to activate marking records for files When selecting this option you must choose or create a backup file This backup will remain active the file name wil
165. pdate inverted file This option allows to scan a set of records and update their inverted file Use it when for some reason there are records that have not been updated For example if the automatic inverted file updating is not active records cannot be searched See also For further information see inverted file User manual Page 167 l BIBLIObase Cataloguing and Search Module version 2002 Manage inverted file This option allows to create again all inverted file files to define which phases are to be generated In large databases this operation may be performed in phases va Note a When using this option you need to select all database records Unless you do so the search index will not represent the whole database and the results will only involve the selected records e Evenif some records already have their indexes updated in case of updating again a set all previous terms not belonging to this set will be deleted This option can also be used to test the inverted file FST after any change See also For further information see the Chapter Inverted file Initialise the bibliographic base It deletes all database records Access to this option can be limited to authenticated users va Note It is important to update databases backups See also For further information see in the Users Management Module Defin
166. pression utilities to save disk space User manual Page 144 BIBLIObase Cataloguing and Search Module version 2002 Backup It simply involves copying files using the operating system copy facilities Advantages Disadvantages You can select files and or directories to duplicate in another support Saving is quicker because you do not need to process data but only to copy files Any kind of application files data files tables formats etc can be included Retrieval is quicker You only need to copy the previously saved files The contents of the database are not modified It only implies to duplicate it Compression techniques such as Pkzip or ARJ can be used to save disk space used for the files backup You do not need to create the inverted file if its files have been included in the backup In case there is any problem in the database that problem will continue to exist in the backup and it may be impossible to detect it and subsequently retrieve the base Retrieving damaged files risks the database retrieval You will have to analyze the number of backups to create in each case There is no rule on the number of batches You should guarantee the existence of more than one copy At least two backup sets should exist A and B for each type of data and they should be rotational That is to say the same files will be copied in turns to the sets diskettes DAT ZIP etc The aim is to i
167. ptions Help Displays help text Import Assumes all parameters defined in the model and imports the set of selected records in ISO 2709 format or in the application internal format Save model Allows to create an import model based on a number of defined parameters With this option you may create models with usual parameters This model can be executed later selecting the Read model option Read model Displays a list of created import models This list as in other situations may include global or user models When a model is selected all current import parameters will be substituted by the previously defined and saved ones Default Replaces all parameters assumed by default in the import model values User manual Page 140 l BIBLIObase Cataloguing and Search Module version 2002 Cancel Cancels current operation CHAPTER 12 DATABASE SECURITY POLICIES In this chapter we summarize the necessary advices to create the most appropriate security scheme The DOS version provided special backup formats and options on the contrary there is no special option for the database files managed by this module the import and export options are the recommended means to backup and or retrieve databases as we explain in the following items The type of data to backup have to be taken into account databases records and ancillary files formats parameter models etc Files are arranged into directories according to their type or functio
168. py text as long as the type of data is the same for example you cannot copy images into a field but only their name This facility may prove very useful if you for example have a piece of text User manual Page 63 BIBLIObase Cataloguing and Search Module version 2002 in a word processor or an Internet site and you intend to copy it into a field or vice versa Types of According to the context the program recognises the type of operation to operations Generic Special 25 By E execute which may be When in any text for example editing a field In that case use the Windows options for example CTRL C to copy and CTRL V to paste This option only works within the application Also used in the previous situation allows to create a list of multiple saved texts For this facility use the menu option Copy To copy Paste To paste You need to mark in the list the elements to paste El Colar valores em mem ria x corografia elemdentos para um estudo Remover Remover Todos Cancelar Field When used it saves the whole field structure all subfields where the cursor is located For this facility use the menu option or the following keys Copy To copy Paste To paste You need to mark in the list the elements to paste Only fields in relation with the context are displayed User manual Page 64 l BIBLIObase Cataloguing and Search Mod
169. rc PRO S d FR TE RATES EINE 11 LEEA oTe EAE E E E TNI 11 TOMTOM E E E AEA PEE E E Hm 11 CHAPTER 2 General Description of the module a 12 Get to KNOW tlie melli assessed vei dk a dinda Ve D CE Verve C E ETE WM Ke RR AR DA DT TRY CX Ea TRAE Y 13 RUN thedmodule 5 2 certi a to Ex ERR E RRREER AGRAR DRMFERR SERRE INE RUE E ERO PRESE DNE RIVE 13 Ideniification and PASSWOID p aeaaea A EAE Eea A NAE EA O NA 13 Select database ioi are iav o a EEA E E E A TEE EE E E 13 EEEN ALO LON APE EE E E A E AA E A E E A O A 13 Database EAL fcc S A E A EA Elis A A A A A AA A T E T 14 EERE EEE enl sud MIU IL MI I E EE 15 IET MU w m 15 FROCOPOS isis sicocssdisasssandsesdecssatdctoshonassnatvedsdanbendsanssanasdeel snaadeelsnas ashanetenstandadestonsiseddendsbiebwaissasstadsdestenaaseanbecesiase 16 Ica M CNET 17 Models eree ARROBA EN itenim PDR Fete tree ie terum Hi ND ru ETT 17 UNOS sisirin ieaie oe ee er aAa e anerer reoi ai aae aa Ana eaa Erna Eo nSeries eoi eisenii 17 EELUI Tt Ere srs TEE E N SERRO E E E cese IIR M EAE 18 NVINCOWS E E E A EE A A EEA E E TAN 19 ule T A E E A HH 20 Main functions in the module sssssssesessseeenen nnne nn nennn Innern nnne nnn nnn sn sin enin n nnne sns n nnne 20 Get to know the CDS ISIS databases nib ep x ER RE OL Rad CUL X Dida REM RIED RE EF GR REX RT ERR 21 Database structure RRRRTRRRRTRTTTRTTRRRRR
170. rch expressions of the current work session to use them later in the search options When selected the list of created files is displayed Select the New option to create a new file or one of the list in case you intend to substitute it It is possible to create endless search files These files are exclusively for the user who created them User manual Page 101 l BIBLIObase Cataloguing and Search Module version 2002 See also Advanced search Execute search in file It allows to execute automatically a set of search expressions from a file This file can be created automatically with the Save search expressions option in the Search menu or edited manually through an editor To edit the file through this option e Select the Execute search in file option e Choose a file from the displayed list e Select the Edit option e Make the necessary changes and Save Clear searches It deletes the history of searches conducted during a work session Every time a search is conducted the base name the used expression and the obtained results are saved to consult or even re use them later User manual Page 102 l BIBLIObase Cataloguing and Search Module version 2002 CHAPTER 8 VIEW As in the edit print and exchange records options the view records one has its own interface Viewing formatted records from any database is always made from the interface we now d
171. rd e Undelete record e Manage inverted file e Unlock base record e Backup User manual Page 158 l BIBLIObase Cataloguing and Search Module version 2002 Global records processing This option allows to execute a number of operations on a set of records This type of operations are addressed to perform on the records of the selected database tasks such as add and delete fields Despite the advantages they offer this kind of operations have to be restricted to a limited group of authorised users The form displays several options that will have to be defined according to situations Processamento Global de Registos Eg Op es Registos Selec o dos Registos Ajuda Registos Min Ex 1 3 51712013720 40 ven 50 85 Hist rico das Pesquisas Registos Marcados 2 ACLAMACAO Registos a Exportar 9 TI 365 CONSELHOS FIVES C E E Ee ss 1 SARAMAGOS Global processing model parameters These parameters are blocked into the following folders Records and Operations Records Records selection Allows to select sets of records from several sources MEN Records This parameter must only include references to accession numbers MFNs and sets Some facilities are available to include within the same expression several sets of records sets limited by etc Example Example of multiple selection of records
172. rds from this list This search by default is the latest conducted one To edit any other search through this option just select it from the Searches history list Cancels the current operation and closes the search interface Create ANY File User manual Page 90 l BIBLIObase Cataloguing and Search Module version 2002 Simple search The Simple search shares the same features and potentialities as the previous one but it is simpler In this type of search you cannot define a boolean expression several terms and operators but only one search term Express o de Pesquisa AFONSO FERNANDO RIBEIR 2 X f Pesquisa R pida amp Express o de Pesquisa AU AFONSO FERNANDO RIBEIR 3 Pesquisa Pesquisar por Autor UW Exacta Ajuda Pesquisar Digite o termo de pesquisa pretendido Se necess rio poder restringir este termo de pesquisa ao indice seleccionado Ex Palavra Autor Titulo etc Cancelar Select it to conduct quick searches in which you only need one term Indicate the field you wish to search by selecting it from the displayed list and type the intended term As in the advanced search truncation in the right end of the term is assumed by default Simple search parameters Search by Search expression Exact It includes the searchable fields list Each displayed item is linked to an abbreviation identi
173. rence lists Create reference lists Search View This option allows to create a new reference list It is possible to open several reference lists and several view screens with different sets of records To manage this windows layout use the options in the Window menu Allows to access the search interface This interface will be further explained in Search Displays the record view interface This interface allows to navigate along a set of records formatted by different standards You may open more than one view interface User manual Page 106 l BIBLIObase Cataloguing and Search Module version 2002 View interface taskbar This taskbar is specific of the edit interface It includes the same options available in a browser The view taskbar options involve the following functions Formatos Descri o Completa Imagens View interface Toolbar View records navigation options Available only when the view interface is active it includes some icons to perform the following operations Save Saves the displayed page in a HTML or ASCII file The resulting file can be used subsequently in other products for instance a word processor Print Allows to print the displayed page through the Windows printing service Displayed options allow to select the number of pages to print among other parameters _ Page This function is associated to printing and allows to conf
174. ricidade e g s uma abor Estudo assistido por computador da din mica e controle Controlador para sistemas multieixo Jos Ant nio Ferre Pinhal corografia elementos para um estudo Alberto bacia hidrogr fica do rio Lis contributo para o estudo 1990 1990 1989 1989 1988 1990 1381 1881 1991 1381 1991 1381 1991 1991 1991 1991 MEN Descri o Abreviada Ano ISBNASSN Cots As PME o mercado nico e a coopera o europeia Industrializa o em meios rurais e competitividade intem ISBN 972 569 008 7 ISBN 372 563 002 8 ISBN 972 569 005 2 ISBN 972 569 009 5 MON 19770 AB 65342 AB MON 39732 MON 39707 MON 19770 MON 19771 LIV 11500 KLP 39092 LIV 70867 LIV 70875 LIV 70876 LIV 70372 LIV 70953 LIV 70954 LIV 70935 LIV 70946 LV 70973 sof A You may have more than one reference list with different contents They may consist on different search results or display different sequential parts of the database Search J ie It allows to access the search interface This interface will be further explained in Search By default the guided search is displayed But you can always select one of the other search types available View It displays the record view interface This interface allows navigation within a set of differently formatted records User manual Page 50 l BIBLIObase Cataloguing a
175. rity file In 1991 UNIMARC Authorities was published By that time the Permanent UNIMARC Committee PUC was created to supervise the format developments Recently it was necessary to change the format due to the requirements for European Community members indispensable to create common catalogs Currently new developments are in course namely regarding the study and definition of a holdings format in view to unify holdings information exchange among bibliographic agencies Cooperating in collective catalogs also involves complying with certain rules and thus to define a UNIMARC format for Classification and Indexing is under study The UNIMARC Permanent Committee members are already working on those new developments Timely updates and definitions of the necessary procedures to correct and update the Cataloguing Module will be conducted See also IFLA International Federation of Library Associations and Institutions http www ifla org The UNIMARC format In the UNIMARC format as in any other version of the MARC format bibliographic records involve three elements 5 Record labels 6 Directories 7 Data fields Record label It holds all data related to the record structure as defined by the ISO 2709 standard Codified data include information about the type of record bibliographic level etc This type of data aims to identify and process the record User manual Page 38 l BIBLIObase
176. rm to search List of terms terms abbreviations Pesquisar por For example Author is represented by AU Title by TI etc This list as well as the equivalences can be modified Terms to search have to be typed Termo a Pesquisar prestem o o o Combining abbreviations with the typed texts allows to locate the intended term within the list except in search by words where abbreviations are not displayed Displays the searchable terms list starting from the selected term This list is alphabetically arranged It is available in all search modes except in free text search Term Searchable term Occurrences Number of total occurrences of the term within the base This figure may not be equal to the total of records it can be larger User manual Page 100 l BIBLIObase Cataloguing and Search Module version 2002 Pesquisa de Termo por PALAVRA X Pesquisar por Termo a Pesquisar Palavra m ANTROPOLOGIA APOIO APRENDIZAGEM 2 2 2 2 4 2 2 4 2 2 2 2 2 2 4 2 2 8 2 2 2 4 Cancelar 8 Options OK Goes back to the previous window and inserts the selected term or expression if used in a search screen 44 Displays the list of previous terms Displays a list of next terms Cancel Cancels and ends selecting terms Edit search file Opens the file including search expressions which can be deleted added or modified Save search expression Saves sea
177. rting Records will only be searchable after this operation It is advisable to select this option when importing large batches of records Do not update It does not update the search index It is used when making records import and export tests in which updating the index is unnecessary User manual Page 137 l BIBLIObase Cataloguing and Search Module version 2002 See also e Manage inverted file e Export records Characters Allows to convert characters applying the selected table There can be conversion specific tables for imports Using non tested tables can damage data irretrievably Options Fields to import Import all fields Assumed by default this option imports all fields from an ISO record Import only some fields This box includes the list of fields to be imported Fields not appearing in this list will be ignored Each row may include both only one field or a whole set of fields To exclude a sequential set of fields indicate the lower and upper limits of the numeric sequence See also Filter parameters are further explained in the Databases Management Module Example For example if you intend to exclude all fields in the 1xx block create the following entry 200 999 Only fields starting from 200 to 999 will be imported Ignore fields This option can be used as an alternative to the previous one allowing to e
178. s MTM DE 143 Export records as a means of security eeesssseeeseeeeeeeeen enne nennen nnne nnne interire nennen nenna nena 144 Retrieval from backups eiii c eer cen te tee bre i cue SL Lee que SER DU EDO an oy De e Reo EUR RA elvis Se PL alee 147 Retrieve the master file ces coe iet rrr PERDA SEO CERRAR XR RAE EE EN ERFERERRE EXER apex Ebert s 147 Retrieve parameter fles irte niox ae a rye PARERE RI Fea Pe Aen ipo epo es en dada 148 Rearranging Used ET ot 148 CHAPTER 13 Search concepts and techniques eesssesssuus 149 Define a search ExPreSSlOM iiisssccieddsaccisadedes et duse vie MEX Rae SERIA Ko qub sabado dada KEY HUE dn Ae ME ATL ca DEA EX LING d GREEN sia dada aa RR S 150 MICAH MEET I EIER 150 LOGICal operators I 151 oTc dnd 151 ANDA RR 151 NO Ge prn 152 decore des 152 Field O mp da Fabi ntadhatad 152 e ceinmel EY 152 Proximity ODGFatOrs siae tea etes rash rediit rene och asda cepa no EE Re REGE BERE Ree S Sand Du Eun EFE UH Ps a DERE ET a Raae ial 154 nc 154 pt nates 154 Mac 154 Search operators PONY DR 155 Special Characters
179. s assigned by bibliographic agencies such as the National Book Catalogue number Numeric classifications Publisher Place and Date of publication Codified fields Each UNIMARC format record is a simple and independent item catalogs consist on a number of records within a database thus able to perform efficacious and more or less complex searches Options and search possibilities depend on the kind and power of the used software View records As the UNIMARC format is only aimed for computer processing it is not a good way of displaying information to the user The software in charge of managing a UNIMARC format database has the capacity of displaying records in a completely different layout easy to read and user friendly The following examples show some possible record displays ISBD Format ALAIN FOURNIER 1886 1914 The lost domain Alain Fournier translated from the French by Frank Davison Oxford Oxford University Press 1959 IX 298p 10 leaves of plates ill col port 23cm Translation of Le Grand Meaulnes Paris Emile Paul 1913 ISBN 0 19 212262 2 12 95 French fiction UCD 843 912 User manual Page 41 l BIBLIObase Cataloguing and Search Module version 2002 NP405 Standard ALAIN FOURNIER The lost domain Oxford 1959 IX 298p 10 leaves of plates ISBN 0 19 212262 2 Labeled Format AUTHOR gt ALAIN FOURNIER 1886 1914 TITLE
180. s is a way of crossing free text searches with vocabulary searches Marked Records Displays the list of created MFN files These files only include the marked records MFNs In addition to previous selections by MFN and search several other files may also be selected Ignore duplicated records Allows to exclude records repeated within the ones selected by Limits Searches and MFNs files This option prevents a record from being searched more than once If this option is chosen it is necessary to arrange records and that can take some time depending on the amount of records and the response of the equipment This folder includes the set of fields necessary to define search expressions Those fields are arranged as we now describe the upper part allows to define a very simple expression selecting only the field and or subfield and indicating the text to search This step can be repeated in the first five fields In that case you can modify the operator between rows The last three rows serve to type numeric values such as codes or dates User manual Page 95 l BIBLIObase Cataloguing and Search Module version 2002 Example If you wish to search all records whose date of publication is later or equal to 1990 fill one of those fields select the gt operator and type 1990 Elements that can be selected or filled are the following Fields Search can
181. s type of situations The internal format used by this module can be imported too This may be a useful way of converting records coming from other systems that do not work with the ISO 2709 format The program is able to identify the type of format within the same file in case it imports both records in ISO format and in the internal format at the same time This allows to avoid possible problems resulting from exporting the two available formats in the same file The program can also recognize the subfield descriptor automatically The CDS ISIS assumes the character ASCII 94 as subfield descriptor However if in other systems this character is different it is necessary to convert it in order to allow data being properly identified It is not necessary to specify the field and record limiter character in the import interface Records before being stored within the database go through several ISO file verification and data conversion processes Before starting to import it is necessary to pay special attention to the conversion parameters In some situations it is advisable to make a simulation in a work database User manual Page 134 l BIBLIObase Cataloguing and Search Module version 2002 See also e The ISO 2709 format Databases Management Manual e Quick import In case you are using some added treatment options apply them to the selected records in the following order e Delete field Export onl
182. sed on the current data collection model Displays the selected record in edit mode through the data collection model associated to the type of document Shows the record through the view interface This facility is very useful when you create a record and intend to have a preview before saving You may select any available format This facility is applied both to new records and existing ones Deletes the selected records The icon preceding the MEN is changed into an X This operation does not actually remove records keeping their MEN s They only remain as deleted and thus are not considered for search display print and export purposes To rearrange the database you may use the import export and copy options Retrieves deleted records Reads the displayed set of records again to keep the list updated User manual Page 52 BIBLIObase Cataloguing and Search Module version 2002 Cut records Copy records Copy Add Paste records Select all Mark selected Deletes the selected records and copies them to the transfer area Copies the selected records to the transfer area In case there are records copied in previous operations they will be substituted Copies the selected records to the transfer area and adds them to the ones copied in previous operations Inserts the records copied by the previous options in the database Selects all records displayed in the reference list Allows to add records marked i
183. sion 2002 CCF THE COMMON COMMUNICATION FORMAT ed by Peter Simmons and Alan Hopkinson Paris United Nations Educational Scientific and Cultural Organization 1984 185 p CDS ISIS AS A TOOL FOR IMPLEMENTING UNIMARC Alan Hopkinson Barcelona IFLA 1993 8 f IFLA General Conference and Council Meeting Barcelona 1993 CD ROM AND OTHER OPTICAL INFORMATION SYSTEMS IMPLEMENTATION ISSUES FOR LIBRARIES Nancy L Eaton Linda Brew MacDonald and Mara R Saule Phoenix Oryx Press 1989 XIII 153 p il 24 cm CIENCIA DOCUMENTAL PRINCIPIOS Y SISTEMAS R Coll Vinent Barcelona Editorial Mitre 1984 IIL 1 224p 23 cm COOPERA O E NORMALIZACAO ASPECTOS FUNDAMENTAIS Rosa Maria Galv o Lisbon sn 1995 8 p 1 f Lectured in theVII Porbase Conference I Session PORBASE Uma Base de Dados muitas bibliotecas A COOPERACAO INTERBIBLIOTECAS P BLICAS E A SUA RELACAO COM A PORBASE EXPERI NCIA E PERSPECTIVAS DA LIPERPOLIS Fernanda Eunice Figueiredo Jos Ant nio Calixto Ana Runkel Lisbon s n 1995 2 p Lectured in theVII Porbase Conference II Session Desenvolver a Cooperac o Sectorial DECIS ES DE GESTAO NA ESCOLHA E NA EXPANSAO DE SISTEMAS INFORM TICOS Maria Lu sa Cabral THE DELTA 4 EXTRA PERFORMANCE ARCHITECTURE XPA MULTICOPIED TEXT P A Barret et al S 1 s n 1990 p 481 488 IEEE DIGITAL LIBRARIES NEW INITIATIVES WITH WORLD WIDE I
184. ssary to have certain additional informations at disposal Those data are introduced in a special type of window called Dialog box Examples of this kind of box are the Export or Print dialogs Windows The module uses different type of windows designed to accomplish different aims For example to view a database record you will use the view interface whilst to create or modify a record you will use the edit interface etc Those windows are automatically displayed when the corresponding options are selected These interfaces are explained in their respective chapters Data collection models Data collection models on contrary to the CDS ISIS DOS and Windows versions are not displayed in pages with collection fields but by groups of fields defined by the user This is an efficacious way of arranging data according to their type or category When navigating along the defined groups their associated fields and subfields are displayed Exactly as predefined forms data collection models identify fields by their name and optionally by their numeric label In certain cases one or more fields may already include data This type of predefined data is assigned by default values Models include their own commands to jump forward to the next collection page Users based on the collection models structure may also create endless default models with local data Help on line You can access to any kind of help by
185. ssion In case a search from the Searches history is selected a new term related to the selection is added in the cursor location The expression cannot be changed in this phase however the cursor may be placed to insert for instance an ANY term or to select a part to put into brackets The expression generated by selecting several elements can be edited with the User manual Page 88 l BIBLIObase Cataloguing and Search Module version 2002 ANY ANY Edit expression List of terms se Advanced search option To conduct the defined search expression press the Search option A new entry is included in the history from the history the operations available in the list of options can be performed for example View Save and See records This option allows to include in the current expression a term from the ANY File This file includes a list of terms associated to an only descriptor This way you just need to type a term starting with ANY in the expression and the program will assume all terms related to this one Select the terms you intend from the displayed list For example if the file had the following entries defined for the EUROPE descriptor PORTUGAL FRANCE SPAIN GREECE etc you would just need to type ANY EUROPE within the expression and the program would assume all associated terms It is equivalent to search PORTUGAL FRA
186. subfield element Creating a new subfield element is only possible in fields in which that has been foreseen To create a new element you just need to double click on the subfield Modify record Each record is unequivocally recognised within a CDS ISIS database by its MFN number Thus whatever the method limits or search to access to a record for edit print view or other purposes you always need its MFN To modify the record the first step is to edit it through the edit interface You may call it from a reference list double clicking its MFN or select the Modify record option in the Record menu Edit record interface Taskbar Available on top of the edit interface it includes a number of icons to execute specific functions on records fields subfields or selected texts User manual Page 75 l BIBLIObase Cataloguing and Search Module version 2002 Groups of fields A data collection model is arranged by groups of fields Those groups of fields may be larger or smaller depending on their definition The fields groups are located on the left side of the edit interface Every time you are placed on a group all its filled fields are displayed on the edit area To create a new field or element it is necessary to expand the group to which it belongs On top there are 3 icons with the following function Expand current group To select a group just click its row or associated Li
187. t appearing in the table but just one of the displayed numbers In the case of the UNIMARC format an example is the filling of the language field field 101 In these situations a window like the one in the following figure will be displayed Edi o da Tabela Lingua amp tabela de Linguas cont m o conjunto das l nguas e o Dp es c digo internacional que lhes est atribuido Descri o Pampanga Punjabi Papiamento Palauan Persian Old ca 600 400 B C Persa moderno Philippine Other Phoenician Pali Polaco Ponape Portugu s Pracrito Ajuda Ordena o C digo C Descri o Detalhes gt gt gt Keys available while editing a field When editing a field there are several keys available basically designed to move the cursor Those keys are the same ones in any application when introducing data in fields There are other edit auxiliary options allowing to for example copy and paste text field and subfield contents Key Effect Moves the cursor one character to the left gt Moves the cursor one character to the right Moves the cursor to the right through a piece of text until the beginning of the field v Moves the cursor to the right through a piece of text until the end of the field CTRL Moves the cursor word by word to the left CTRL gt Moves the cursor word by word to the right HOME Locates the cursor
188. t editor for example Windows WORDPAD or NOTEPAD You can also import it to a spreadsheet or an ACCESS database to search data or simply extract statistics from it Define favourites Through the Organize favourites option available in the Favourites menu you can define your favourite addresses from the Internet or within your own computer By default we suggest some important sites for instance IFLA and institutions in charge for developing CDS ISIS UNESCO and BIREME Those cannot be modified Organizar Favoritos X Lista de Favoritos Op es 0l Calculadora 02 Processador de texto WinWord 03 Pesquisar na Internet Sapo FINTCUN 04 Pesquisar na Internet Altavista 05 Universidade de Lisboa 06 Biblioteca do Congresso 07 M dulo de Inpress o de C digos de Barras 08 Email BIBLIOsoft M Descri o Processador de texto WinWord Endere o ou Ficheiro rinvora exe Through the Organize favourites option you may add your own addresses you can type a URL for example http www google com or the name of a program in your User manual Page 174 l BIBLIObase Cataloguing and Search Module version 2002 computer for example WINWORD EXE including the BIBLIObase modules We suggest to include for example Subjects Example Search engines http www google com www altavista com www alltheweb com Standard developing
189. t help and minimise typing tasks You may save up to 10 keys CTRL 0 a CTRL 9 with different contents Saved texts will remain available until new contents are defined Configura o das teclas x DO Exemplo de una tecla predefinida f pctes OZfiissoa o Oued fa ae abril de 1997 o O sSOSOSCSCSCsi CYNYNSCSCNC S w w 8 6t C C SOSCS lt lt 73 X3HhtCOS Chile w 60tt lt C CSOSOSCSCSCwi C C SNNNNSCSCSC CS cus Cancelar There are two ways of defining those keys e Choosing the Quick edit keys option in the Insert menu e While editing select the text and press Shift Ctrl number In that case the previous text will be substituted by the new selection Example To configure the CTRL 5 key you only need to select the text and press the following keys Ctrl Shift 5 User manual Page 58 l BIBLIObase Cataloguing and Search Module version 2002 EDIT TOOLBAR The edit toolbar has a number of options that may be applied to the selected record and may be active or not depending on the context These and other specific edit options can be found in the Records Insert and Edit menus PIQEX MEY voo Edit toolbar DEOX SAIBA S opi On top of the window it includes several icons performing particular tasks Some of these options are also availab
190. ted from the work directory assumed by Windows normally C TEMP Options This option includes a set of general system parameters and allows to activate them or not Changes are local and do not affect the program performance when functioning in a network No of records to view Conceal deleted records Synchronize data Conceal entry with 0 occurrences Select model in 9 Op es Lista de Registos N de Registos a Visualizar 50 T Ocultar Registos Apagados MV Sincronizar Dados Valores por Defeito Geral IV Ocultar entradas no l xico com 0 ocorr ncias V Actualizar Ficheiro Inverso Automaticamente V Criar nova Janela Pesquisa por HiperLinks Edi o V Seleccionar Modelo em cada Registo Validar Registos ao Gravar J Ignorar Incremento do N de Registo ted Edi o ap s cria o do campo tweets Shows the no of records displayed in each list of reference records In some situations type of devices local network etc the display time for a screen may be longer if the amount of records is too large By default a value of 25 is assumed When active this option allows to conceal records marked as deleted from the list of reference records This option activates an internal mechanism to synchronize data whenever any record is modified It is advisable to have it active When active this option hides terms with 0 pointers from the
191. text But despite databases contents being words texts codified information etc these data contrary to what occurs in word processing software are structured into data items named fields and subfields Basically a CDS ISIS database consists of a number of related data files each of which has clearly stated functions A database may be for example only an address list or more complex files such as a bibliographic database Each stored element in the database includes a number of simple data that specify a particular feature of the described item for instance a bibliographic database shall hold information about books articles serials etc In this case items will include the following elements author title date of publication etc Those data are stored in fields which can be divided into subfields each of which are related to a numeric label identifying its contents Labels are field names in terms of the CDS ISIS The set of fields containing all pieces of data from an information item is called record One of the unique features of this databases is the possibility of defining fields and subsequently records of variable size thus allowing to optimize disk space while the maximum size of each field remains absolutely free Fields are optional that is they may not appear in one or more records and may include either an only piece of data or two and more of variable size If they include more than one item fields
192. the displayed options you can either point one of the options using the cursor control keys and pressing Enter or select the option letter How you decide to select options and menus is optional You may choose the one more suitable in each situation Within the manual commands are always written in bold For example Use the Print option in the Database menu to print records Nevertheless this option is also available through an icon User manual Page 11 l BIBLIObase Cataloguing and Search Module version 2002 CHAPTER 2 GENERAL DESCRIPTION OF THE MODULE This chapter is a general description of the database components and of the types of files used by the Cataloguing and Search Module In this chapter e Menus e Get to know the module e Database files e Module architecture User manual Page 12 l BIBLIObase Cataloguing and Search Module version 2002 GET TO KNOW THE MENUS This section provides an overview of the module menus and the options that make part of them More detailed explanations of the associated options and functions will follow along the manual J Base de Dados Editar Insent Pesquisas Folhas Utilit rios Janelas Ajuda Run the module To open any module you must select from the installation folder by default BIBLIObase the intended program Alternatively depending on the local setups you may create shortcuts for the modules Identification
193. the edit mode In this context options within the main taskbar have the following functions 4 Pj imeem mao Navigation interface toolbar View records Always available in the main taskbar they allow to navigate along the list of navigation records resulting from a search or sequence options These options allow to navigate through the resulting records for example they enable to go forward or backward the number of records indicated in the List of records set selection option or go to the first or last record in the database or the search result The list is always sequentially displayed by the MEN The available navigation options are 4 Goes back the determined number of records or places the cursor on the first record of the database if the first MEN in the list is equal or less than the selected total User manual Page 104 l BIBLIObase Cataloguing and Search Module version 2002 44 Displays a list of formatted records starting from the first record in the database or in a search result gt Goes forward the determined number of records or places the cursor on the record of the database if the last MFN in the list is equal or larger than the selected total gt gt Displays a list of formatted records starting from the last record in the database or in a search result List of records set Includes default values 25 50 100 150 and 200 corresponding to the total selection of records to
194. the help option that is available in the menu almost in all data retrieving modes and parameters of the system In the latter help will be context User manual Page 26 l BIBLIObase Cataloguing and Search Module version 2002 sensitive That is according to the operation in course the appropriate text will be displayed 88 BIBLIOhelp CATALOG Help IPAK amp ug amp E BIBLIObase M dulo de Cataloga o gHECC ILO TR a s Seleccionar a Base de Dados Lista de Registos BEES Propriedades de um Registo E Op es Dispon veis para a List Cria o E di o de Formatos E Edi o de Registos E Selec o do Modelo de Edi o fa Inserir Abreviaturas B Inserir Equival ncia lt gt E Colar Texto Campos e SubCarr E Configurar Op es de Edi o E Teclas de Edi o R pida Seleccionar Base de Dados Bibliograficos Depois da valida o do utilizador apresentada a lista das bases de dados dispon veis Desta lista deve ser seleccionada uma base de dados Neste ecr est o dispon veis v rias op es que permitem gerir a lista das bases de dados como por exemplo acrescentar uma nova base de dados lista amp E Pesquisas E Pesquisa R pida E Selec o da Base de Dados Bibliogr licos E Pesquisa Orientada Opstes j id Pesquisa Avan ada Base de Demonstra o ss i Pesquisa em Texto Livre B Informa o Adicional E
195. the results of a search The list is always sequentially displayed by the MFN However not only it is possible to define the column total but also their contents You may arrange the list by any column any time upwards or downwards This interface has its own options But the general navigation bar is also used The available navigation options are 4 Goes back the determined number of records or places the cursor on the first record of the database if the first MFN in the list is equal or less than the selected total Displays the reference list starting from the first record in the database or from the first record in a search result gt Goes forward the determined number of records or places the cursor on the record of the database if the last MFN in the list is equal or larger than the selected total gt gt Displays the reference list starting from the last record in the database or from the last record in a search result It includes default values 25 50 100 150 and 200 which represent the total selection of records to display when a reference list of sequential records or of search results is open By default 25 records are displayed at a time 25 B LL See also The default figure may be modified in each local computer To do so select Options from the Utilities menu It may assume the following values 25 50 100 150 200 and 250 User manual Page 48 l BIBLIObase Cataloguing
196. tically the pointers file The aim of this arranging is to group all pointers related to the same search term in order to prepare the last step in which the arranged link file is stored in the inverted file These three steps can be executed separately through their respective options This facility is useful for larger databases in which inverting the whole inverted file may take quite a long time and too much disk space In that case do not change the master file add modify or delete any record until the last step has been finished The application does not delete automatically the various link files generated during the three steps LN1 LN2 LK1 and LK2 They can be deleted manually any time after the file inversion has been concluded or if the inverted file is generated by steps the unsorted link files LN1 and LN2 must only be deleted after arranging and before loading After this latest step the arranged link files LK1 and LK2 can be deleted too va Note Searching database records is only possible if there is an inverted file and if it is updated Create database index When you select the Manage inverted file option in the Utilities menu you access to an interface allowing to create the inverted file by steps that include its initialisation This option may be important when the database is changed many times or when there are large amounts of records The following steps can be executed automatical
197. ting the record Displays data regarding the record who created it when number of modifications etc User manual Page 16 l BIBLIObase Cataloguing and Search Module version 2002 Search This menu displays options related to the different search modes available in this module List of records Quick search Guided search Advanced search Free text search View records List of terms Create Edit search file Save search expression Execute search in file Clear all searches Models Opens a new records list Displays the simple search interface Displays the guided search interface Displays the advanced search interface Displays the free text search interface Opens the view interface Displays the searchable terms list Allows to create or edit a file with predefined search expressions Allows to save in the search history file all searches made in the current work session Executes a set of search expressions stored ina file Clears all searches introduced during a work session Options available in this menu are related to editing records in the selected database Select Data Collection Models Select predefined data Create Edit Predefined data Save predefined data Edit without predefined data Delete all record fields Clear all record fields Substitute record by predefined data Utilities Selects the type of form to collect data for new records according to the type of
198. to UNIMARC and subsequently converted into another MARC format Thus each agency would only have to develop a program to convert from and to UNIMARC based on its local format instead of creating as many programs as existing formats In 1977 the IFLA International Federation of Library Associations and Institutes published the UNIMARC Universal MARC format proposing UNIMARC as the international exchange format for computer readable data among bibliographic agencies In 1980 the 2nd edition and in 1983 the UNIMARC Handbook were published Originally addressed to cataloguing monographs and periodicals this format took profit of the developments in the bibliographic information standardisation defined by the ISBDs International Standard Bibliographic Descriptions In the mid eighties it became necessary to expand UNIMARC in order to include other types of documents apart from monographs and serials In 1987 the UNIMARC Manual was published with a new description of the format By that time the format had been adopted by most bibliographic agencies User manual Page 37 BIBLIObase Cataloguing and Search Module version 2002 But developments would not stop here A new type of format was used the authorities format Authors names originally where introduced in endless ways as many as documents they were related to With the new system they developed an only name entry with references See and See also and Notes in an autho
199. ts own set of fields and associated subfields For further information about each field structure see a UNIMARCReference Manual e X Apart from what has been defined by the Portuguese National Library for the block 9 any other field including a 9 in any position can be used as local User manual Page 39 l BIBLIObase Cataloguing and Search Module version 2002 Structure of a UNIMARC record Example of the UNIMARC format record of Le Grand Meaulnes by Alain Fournier translated into English as The lost domain Lbl 001 010 020 020 100 101 102 105 200 210 215 311 454 191 500 606 675 700 702 801 966 Ind iid HH HH HH 1 HH HH 1 HH HH HH 1 10 HH HH 0 1 0 HH Field 0192122622 ao 19 212262 2 d 12 95 aUS b59 12784 aGB bb5920618 a19590202d1959 yOengy0103ba aeng cfre aGB ben aac000ay a lt The gt lost domain fAlain Fournier gtranslated from the French by Frank Davison gafterword by John Fowles gillustrated by Ian Beck aOxford cOxford University Press d1959 aix 298p 10 leaves of plates cill col port d23cm aTranslation of Le Grand Meaulnes Paris Emile Paul 1913 a lt Le gt Grand Meaulnes 0 aAlain Fournier f1886 4 1210 aParis cEmile Paul d1913 a lt Le gt Grand Meaulnes mEnglish aFrench fiction 21c a843 912 v19 aAlain Fournier f1886 1914 aDavison bFrank 4070 aUK bWE N0A c19
200. ule version 2002 Get file name E E Colar valores em mem ria xi t n ERES pit im 200 1 aPinhalSr ecorografia eelemdentos para um estudo f lberto Louzada H Ajuda C 200 a PinhalSr 200 e corografia C 200 e elemdentos para um estudo V C 200 f Alberto Louzada Borges Pinto ampez 210 aCoimbra cComissao de Coordena o da Regiao Centro Gabinete de A Iv Sublampos Editar Remover Remover Todos 4 T tulo Subfield Saves only the current subfield contents In that case you need to be located on the subfield This operation apart from data also saves the subfield descriptor For this facility use the menu option or the following keys Copy To copy Paste To paste You need to mark in the list the elements to paste Only subfields in relation with the context are displayed Record Saves the whole record This operation can be made in any part of the record For this facility use the menu option Copy To copy Copy Add To copy and add Paste To paste saved records This option is only active when you are located on a run field in edit mode Allows to select a file and insert in the field its path and name Ex C MMAGES Vexample gif Save in C3 Microsoft Office 2000 S al e A amp pplause wav 46 Driveby veas SJ Projctor wav 03 Camera wav 4 Drumroll way 4 Ricochet wav Carbrake wav 30 Explode way 35 Type way JCashreg wav 30 Gl
201. umber of terms term between term x and term y Finally it is possible to open a file with the results in HTML format through the browser installed and print it User manual Page 82 l BIBLIObase Cataloguing and Search Module version 2002 Example Examples of extracting terms Unless you indicate the beginning and end terms all terms until the end of the list will be printed Printed terms include their first 30 characters e All subjects Type the SU abbreviation including the blank space and end with SU Z e All authors starting with A Type AU A until AU B e Collection title Type COL e Records created in January 2000 DT 200001 until DT 200002 User manual Page 83 l BIBLIObase Cataloguing and Search Module version 2002 CHAPTER 7 SEARCH Searching in CDS ISIS databases involves some specific features regarding terms operators and search expressions combining the previous elements Any question to a database is based on an expression more or less complex that when being interpreted is answered with a particular result E In this chapter e Guided search e Simple search e Advanced search e Free text search User manual Page 84 l BIBLIObase Cataloguing and Search Module version 2002 SEARCH A DATABASE Search is not possible unless files containing indexes are updated For that r
202. untar ao Ficheiro 3 skto ortacao iso OD DOC C Criar Novo Ficheiro Selec o dos Registos Registos Min Ex 1 3 5 17 120 197 20 40 1 20 500 789 800 812 12004 Hist rico das Pesquisas Registos Marcados C Registos a Exportar 9 TI 365 CONSELHOS PARA UMA Vl ABRIL 1 SARAMAGOS Mlrpegistos de Trabalho Iv Ignorar Registos Duplicados IV Ignorar Registos Vazios Gerar Relat rio r Op es Ajuda Gravar Modelo Ler Modelo Valores por Defeito Cancelar Records selection This group of parameters allows to select sets of records from several sources MEN Records This parameter must only include references to accession numbers MFNs and sets There are some available facilities that allow indicating several sets of records within the same expression The following examples illustrate the different selection formats a to select only one record write its number 100 uw b to select a set of records type its lower and upper limits separated by dash 100 200 uw c to select all from the first one to any number start with the character and end with the intended number 200 equivalent to 1 200 d the situation is identical when selecting a set starting from any number to User manual Page 127 BIBLIObase Cataloguing and Search Module version 2002 Example the end of
203. ve up to standards Having the Portuguese National Library being our standard evolving and implementing body objectives in mind this product fully embodies the UNIMARC format intending to keep pace to the format development itself We are aware of the importance of library staff having a Library and Documentation training but we also know how difficult is to find specialists in this field Thus although UNIMARC is underlying users do not need to type any code Collecting elements fields subfields and codified information are displayed in a simple and easy way and all you need to type are data in their respective fields or simply select from tables the intended elements for example a country code Although typing codes is not necessary UNIMARC is implicit allowing the professional to use the product to train him herself once it is possible to view the fields and subfields construction under the UNIMARC format Due to its features this system can be used by professionals or users without a deep knowledge of UNIMARC format guaranteeing that the collected data structure will be in agreement with the international ruling by the IFLA We would also like to emphasize and salute the great contributions made by the BIREME Brazil cooperating with the UNESCO in developing the CDS ISIS and in creating new products among which the ISISDLL used within the BIBLIObase is found User manual Page 7 l BIBLIObase Cataloguing and Searc
204. ves the highlighted records and deletes them They can be used subsequently by the Paste record s option Saves the selected records It is a special option that copies one or more records and adds them to the ones already saved Adds the records saved by the Copy record s option to the current base Displays a list with all copied records Displays options to navigate along the list such as delete Clears all saved records This menu is only available when in a field and in edit mode and in certain cases provided a piece of text is selected It includes several options specific to edit a record This menu is not displayed when viewing a reference list It is substituted by the Record menu Insert character Abbreviations Uppercase Lowercase Uppercase first character Insert Date Time Delimiters Equivalences Displays a list of characters that may be inserted into a field subfield Displays a list of abbreviations that may be inserted into a field subfield Changes the selected character chain into uppercase Changes the selected character chain into lowercase Uppercases only the first character of each word in the selected character chain Inserts into a field the date and or time in several available formats Inserts a delimiter character before and after a character chain Inserts the delimiter characters for order purposes User manual Page 15 l BIBLIObase Cataloguing and Search Modu
205. works after selecting a text field subfield etc This option respects stressed characters Lil Insenr Caracter MAILISCLILAS min sculas Primera Em Maiisculas In this example a part of the word had been selected and the change option was used before after Special This option allows to insert special characters fixed by the CDS ISIS for characters controlled order only when printing or to select words from a field to make part of the search index In this context you can use those characters for two aims On one hand they serve to ignore a character chain for order purposes for instance an article beginning a title on the other hand they help making a Roman numeral an Arabic number and the character form of numbers equivalent These characters can be used in any part of the fields and or subfields Use the following characters Allows to ignore the selected text In records view and or printing displays the contents of the text1 but arranged by the contents in text2 User manual Page 71 l BIBLIObase Cataloguing and Search Module version 2002 Note Delimiters lt gt when added without selecting any piece of text include the following words and spaces Ex lt 19th gt Congress Example If you intend to ignore the article the order characters must be included as in the following example lt A gt Tale of two Cities All c
206. xclude all fields except the ones in the list User manual Page 138 l BIBLIObase Cataloguing and Search Module version 2002 Example For example if you intend to exclude all fields in the 9xx block create an entry with Imports all fields except the ones labelled between 900 and 999 It is possible to ignore only one field For example It does not import the field 327 900 999 327 Subfields Preview Ignore subfields It allows to exclude from a field or a set of fields one or more subfields This table has two parameters the field to which it is applied and the list of subfields to exclude For example 200 abc It excludes from the field 200 the subfields a b and c Fields conversion It allows to convert labels Apply it when you intend to import records from other systems in which records have a different data structure For example if you intend to import records in which the information in the field 150 in the ISO file is equivalent to the one in the field 200 in the base to which to intend to import them create the following entry in the table 200 150 Fields to add It allows to add new fields to the records to import with a predefined value This option is useful when all integrated records need to have specific data to identify their source For example if all the file records need to show their source in a particular field for exampl
207. y some fields or Ignore field e Delete subfields e Field conversion e Add new field e Character conversion e Substitute subfield pointer The import evolution can be checked by the informations displayed in the status area at the bottom of this interface The total of imported records is shown Import model parameters WM These parameters are blocked into the following folders Records Options and See before Records Filename Type the import file name Apart from its name you may indicate a drive and or directory You may search the file clicking the option A file name example may be P IMPORT MST ISO To manage and identify easily those files it is advisable to assign the ISO extension to this type of files although the program can use any extension User manual Page 135 l BIBLIObase Cataloguing and Search Module version 2002 Records selection E Importa o de Registos RE IEEE ERR oo Muda Nome do Ficheiro CWNDOWS Desktop so Ei Registos Ex 1 3 547 120 197 20 40 TEES r Indicador SubCampa r Actualizar Ficheiro Inverso Inca SubCanpo A M Regiae C Nofim da Importa o Gravar Modelo Suga C N o Actualzar Ler Modelo Op es rLonvers o de Caracteres V Gerar ligue de Conto E vigas C Conversio T Apagar Registos Existentes T Gerar Relat rio j D Cancelar
208. ystem parameters and setup DEF view formats PFT order formats SORT export import and print models characters tables etc In that case whenever you make a modification you need to know the type of file you made it in In the appendix you may see a list identifying the types of file in the application User files Apart from the main application files there are other ones to consider each user s specific files such as MFNs files lists view formats data collection models etc In that case it is necessary to know the exact location of them and if they are actually relevant Support There are several support types that can be used Always choose a support guaranteeing an easy retrieval For example if you choose to use a DAT you will only be able to read it on a compatible device Diskettes although less reliable are not that expensive and can be read in any computer Methods Basically there are two means of implementing your security policy e through exports e copying files Whatever the method used always have more than one backup This is the golden rule User manual Page 143 BIBLIObase Cataloguing and Search Module version 2002 EXPORT RECORDS AS A MEANS OF SECURITY Exporting creates a file in ISO 2709 format or in the application internal format including each record data This export may be partial and may have several added record processing mechanisms delete conversion f

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