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NATIONAL CENTRE FOR RISK ANALYSIS AND OPTIONS

1. AIMS Problem Report Version Program Problem Associated with User Interface Other Searching facilities Data Entry Data Output Problem Description User proposed solution Auached Additional Information WSA Fault category Dae Commens Version 98 NCRAOA Report No GN6 Version 1 0 June 1998 APPENDIX A CATALOGUING A REPORT This Appendix only describes the cataloguing of the bibliographic database stored in library zero and the general database stored in library two and the BRE database stored in library three Cataloguing the correspondence database is described in Appendix B Bibliographic Information Field Field Name Cataloguing Notes PAGE 1 SEE FIG A 1 ACCESSION NUMBER This is a unique number which is automatically assigned by CAIRS when a catalogue record is entered for a document DATE OF ENTRY Date document was entered defaults to the current date on the day the document was entered SECURITY CODE The Security Code of a document is used to control access to documents Permitted Category Codes are A Unlimited access B Environment Agency staff only N Second copies S Superlimited access i e correspondence and commerctal in confidence docutieuis Defaults to A 04 STATUS CODE The Status Code is used by the Borrowers and Loans Module to trace the lending of documents There are three possible Status Codes O
2. dd TITLES ING Nun Col 02 k 33 3 D5 a w 53 Di 3 y 03 LA va 16 AIMS DATABASE Field Pos 5 Y BIBLIOGRAPHIC INFORMATION Field Name Prompt Date of entry Security code Loan period Bulletin aumber Library number Author Corporate author Total copies Copy mnmbe Sheltinaik Location Docuntent type Contract Number Spare 2 Field type C F V C F F A Windows i Si gt N m A 50 250 aaa 30 40 56 50 Num 0 9 T t 2 Decode check Imm UPDT Y N z z Fi z N Y Field default Todays date A LIBR gt aa A SCREEN CODE ARY 10 INDEXING Terminator set Field ext cin aut cor DIPH Index clieck LIBRARY 0 HEADING AIMS DATABASE DtP2 SCREEN CODE TITLES Field N y a d Field Pos SF UF Col Liu Imm UPDT Decode check s INDEXING check T m eere Alu IEA EN ER O ES ET ja RC BE EC K S k E T S RO ri mo A AE O A APS SH BET 4 A lt od Mn A E ana EMO a we a lA we A ae mI S nad res sil o Windows Field Name
3. prompt A typical current file size report is shown below File File Current Maximum Percentage Number Name Size Size Used 02 UPDATE 0000545 1023999 0 04 HELP MENU 0390684 0511999 76 06 INVERTED 1122533 4095999 27 07 RECORDS 3151700 4095999 17 Any increase in size of the update file is only temporary The update file will fill up as data is entered into AIMS The current size of the update file will decrease to 0 after an update has been run The HELP MENU file will increase in size as menus are added to the system or existing menus are edited The INVERTED and RECORDS files will increase in size permanently as more data is entered in AIMS When these files are close to becoming full their size can be increased by the system administrator as outlined below Changing current files sizes WARNING Great care must be taken when using these tasks to change the structure of the library These tasks should not be used without the permission of the AIMS Document Manager The full procedure for changing the size of CAIRS data files is described in section 4 3 of the CAIRS Installation Guide 12 There is one procedure for changing the size of all data files except the Update File and another for changing the size of the Update file 64 E E I NCRAOA Repon No GN6 Version 1 0 June 1998 14 3 Maintaining CAIRS Passwords WARNING Great care must be taken when using these tasks to change the library passwords
4. CONTINUE Y N B Pressing Y will display the next page of information Pressing N will end the output listing Pressing B will display the previous page of the listing in numbered lists of records each page of output ends with the prompt ACTION H HELP a H 3 i i q i J i i U g E j 243 3 7 4 MORE NCRAOA Report No GN6 Version 1 0 June 1998 The following options are avatlable a b c d e Pressing F followed by lt Enter gt displays the next page of output Pressing G and a number followed by lt Enter gt will display the corresponding numbered document Pressing S followed by lt Enter gt will stop the output listing Pressing a single number adds the corresponding numbered document to the list of selected documents Pressing a number followed by and another number adds the corresponding sequence of numbered documents to the list of selected documents The list of selected documents can be used when for example a small number of documents found in a search are to be printed Pressing H followed by lt Enter gt displays the following help text F FORWARD Gnn GOTO nn S STOP OR ENTER SELECTION NUMBERS EG 34 36 OR 12 16 18 Using LOOK LOOK provides quick and basic access to the records stored in AIMS It is entirely menu driven with on line help available There is no print option available with the LOOK facilit
5. Field default Prompt ume m bom mense f i LIBI Reference C D 2 Cont LIBRARY AIMS DATABASE DUPM HEADING SCREEN CODE TITLES INDEXING fmm UPDT Decode check Field check Field type Windows Field Name Index check Prompt Lin i Abs s BEE ES NE ES D 3 Cont LIBRARY HEADING AIMS DATABASE TITLES CORRESPONDENCE INFORMATION SCREEN CODE Dir e Field Decode Imm Upper Trt ere A N y Field Name EEES UPDT ELS INDEXING Field default Index Prompt check Date of entry 03 n3 Security code M 04 Status code 05 05 Loan period DO 06 Bulletin Number n 07 07 Unique Number os UR Related unique nos LE 09 Qo a Date of origin A Je IU I0 HMIP file red 3 Y l FREEE WH 11 12 Sender K 13 13 14 Subject k 14 it 15 Attaches docs HE t 15 15 It Instiilun mscmler s Ih In 17 Disribut iimneraal m 17 n I8 Cross relerence s IX 1k DA i9 Status 19 19 03 20 Sparel SER S D 3 FIELD DEFINITIONS FOR THE CORRESPONDENCE DATABASE LIBRARY ONE x HEADING AIMS DATABASE TITLES Field type Field Pos Field Name Windows Prompt 06 Action s required 5 Action by date sent Action int d by 50 C Ea E 03
6. ag 5 da t2 Na Ne n LA ww Na 03 05 i 1 i 3 3 06 2 I 5 7 3 1 p H LA ui S T M M dg 03 20 ERN HE EHE m um mm m EM MM Gm um m Vield check LIBRARY 1 DIPA Index check SCREEN CODE Imm UPDT Decode check INDEXING Field default Type Terminator F T A sel E arn uds aib a pb D 3 Cont 11 SCREEN CODE DLP INDEXING Index check LIBRARY AIMS DATABASE HEADING TITLES type ms S 0 9 him UPDT Decode check Field check 0 4 SF UF u2 i 2 ste gt OS 4 D 3 Cont
7. Description fxx Output field xx The field extensions in capitals may also be used col sal ensure field begins on a new tine Ime page break hdg heading for next field hdx heading not for blank fields i00 102 104 increase current indent by xx characters 108 116 132 164 jio reset current indent to zero output right square bracket NCRAOA Report No GN6 Version 1 0 June 1998 When a field is selected for output the second column of the input screen is used to enter further output style information Codes are of the format ONOOO YOON Description umber Precede field with 0 1 2 3 new lines Start field on a new line Y or N 3 5 Precede field with 000 to 126 spaces E Word wrap around Y or N Fill empty fields with 00 to 15 spaces EE To edit existing format codes modify field O1 to Y The main prompt changes to COMMAND The current line is indicated by a which appears next to it also called the dot pointer Care should be taken when editing formats to be sure where the dot pointer is placed Many commands act relative to where the dot pointer is placed Upper case Y or N There are six commands which may be used to edit format codes These are Description Moves the dot pointer forwards xx lines Used to move dot pointer Moves the dot pointer backwards xx lines Used to move dot pointer Mxx Modifies line xx where xx is 02 to 11 U
8. If the last page of a copy record is ACCepted then the copy record will be entered into the update file of the database ac a IAEA 47 NCRAOA Report No GN6 Version 1 0 June 1998 jm CATALOGUING SUPPORT FACILITIES j p The Thesaurus AIMS uses a controlled vocabulary of keywords which are defined in the thesaurus 10 CAIRS checks when records are entered that only words or phrases which appear in the thesaurus have been used as keywords The thesaurus is important in ensuring that items are keyworded in a defined and consistent style Using a controlled vocabulary makes searching for records on related topics more reliable as only a limited number of keywords may be used The primary subject matter covered by the thesaurus is related to the Agency s regulatory role in assessing the UK Nirex proposals for deep disposal of radioactive waste In order to aid searching the thesaurus is more than just a simple list It is also structured to express relationships between keywords There are four possible relationships between terms in CAIRS a preferred terms Typically preferred terms are used when synonyms exist e g HEAT GENERATING WASTE preferred term HLW If a non preferred term is entered e g HEAT GENERATING WASTE the user will be prompted with the preferred term which should be used i e HLW b related terms Related terms are used to handle terms with similar but not identical meanings Fo
9. NCRAOA Report No GN6 Version 1 0 June 1998 pages are ignored i e no changes to the database are made The DOCE task then restarts from the beginning at the blank record page as described above MXX If the information in field number XX on the current page requires correcting the appropriate response is MXX for Modify field XX The information in the field can then be modified as required If the record is ACCepted then the record will be entered into the database Borrower s records are no different to records in any of the other AIMS databases once entered they can be modified using MREC deleted using DREC and viewed using RREC as described in section 10 Although new borrowers are able to be issued with loans immediately the full record will not be incorporated until an update has been run Searching the borrower database The borrower database supports the standard CAIRS searches using the tasks LOOK SCAT and SINV The indexed fields with the three letter extensions are AIMS Field name Field Extension a Borrower name nam b address fat o Deparment dee y LOOK allows searches on fields a c d and e SCAT allows searches on fields a and e It also allows a search of the full catalogue SINV allows any field or combination of fields to be searched A special search function called SBST Show Borrower Status is available This will show a complete list of all current loans hel
10. d EA NCRAOA 4t NATIONAL CENTRE FOR RISK ANALYSIS AND OPTIONS APPRAISAL GUIDANCE NOTE NUMBER 6 June 1998 Assessment Information Management System AIMS Database User Guide M P Griffiths S L Duerden NVIRONMENT AGENCY 1 TU 27646 Report No GN6 Title Assessment Information Management System AIMS Database User Guide Version 1 0 Issue Date June 1998 Approval Signature Date dr GLteweltiago Sr fi L Distribution Environment Agency Internal Restricted extemal NCRAOA Report No GN6 Version 1 0 June 1998 CONTENTS p Page l INTRODUCTION TO AIMS 7 308 Pablo A BS s l 3 2 SGOPE undc e tU A eu don ti e bod we et cle RS 2 P 3 INTRODUCTION TO CAIRS LMS SOFTWARE 5 4 4 NOTES FOR NEW OR INFREQUENT USERS 6 5 STARTING AIMS anita dees abe t tus eg beth a Gee OR 9 5 6 EXITINE PROMEAIMS a a t wt Gods te Rb a qe eR drafts 11 7 SEARCHING THE DATABASE SEPO 12 7 1 Introduction to CAIRS Searching Facilities 12 7 2 Choosing a CAIRS Searching Facility lt lt lt lt 13 7 3 Using CAIRS Searching Facilities 0 o 13 Dane Usine LOOK eibar e ed a E qa 14 2 T COSINE OATS tee dois ica deed s E SOROR e Neat de ob wee de Sees 16 y 10 Dung SINO ossi actu os or duod dies ele e don t 18 7 6 1 Introduction to using SINV
11. F will give a full listing and H will give a hierarchical listing The CAIRS Manual 5 gives full details about the different types of listing and their interpretation e press Enter at the TASK SELECTION S G N to produce a list of ali thesaurus entries D press Enter at the prompt LIST SELECTION A P B N M R to Obtain a full list of all thesaurus entries 2 choose a device code and type it at the DEVICE prompt Any CAIRS device except S or I may be used Device code L will generate a printed list Device code D will list the results on the screen 44 NCRAOA Report No GN6 Version 1 0 June 1998 At the prompt REPEAT TASK Y N Entry of Y will restart the LTHE task Entry of N will return CAIRS to the TASK prompt 11 1 3 Changing the thesaurus There are three tasks for modifying the thesaurus MTHE DTHE and ITHE MTHE allows existing thesaurus entries to be modified DTHE allows the deletion of existing thesaurus entries ITHE inserts new entries into the thesaurus To modify an existing entry in the thesaurus type MTHE at the TASK prompt Then type in the thesaurus entry to be modified The following information about the entry is displayed a the entry itself b its List Code List Codes are either S or G S or STOP terms are those terms which are not permitted as keywords G or GO terms are those terms which are permitted as keywords c a search aid message The message
12. ISDF Insert a new screen definition This task is used in the initial set up of a CAIRS database to define the data fields in the database It cannot be used once data has been entered into the database the task MLIB must be used instead 65 NCRAOA Report No GN6 Version 1 0 June 1998 b DSDF Delete an existing screen definition This task is used in the initial set up of a CAIRS database to delete the definitions of some or all of the data fields in the database It cannot be used once data has been entered into the database the task MLIB must be used instead c MSDF Modify an existing screen definition This task is used in the initial set up of a CAIRS database to define the data fields in the database Unlike ISDF and DSDF it can be used once data has been entered into the database d MLIB This task is used to insert and delete data fields into an existing database It is used instead of ISDF and DSDF to modify the structure of a database once data has been entered 14 4 2 Menu and help files WARNING Great care must be taken when using these tasks to change the structure of the library menu system These tasks should only be carried out under the supervision of the AIMS Document Manager A detailed discussion of the use of these tasks is contained in section 9 of the CAIRS Library Management System System Manager s Reference Manual 6 The menu and help files are maintained using the CAIRS tasks RHIF IHIF DHI
13. NSS R135 1988 1 Aqueous phase mass transfer through the rocks surrounding a radioactive waste repository will take place by diffusion and convection This paper presents a comprehensive set of measurements of the mass transfer characteristics for a single naturally occurring clay KEY CLAY DIFFUSION POROSITY ADVECTION END In order to reduce typing errors the WordPerfect Spell checker should be used on the batch entry file before it is entered into CAIRS Finally the file should be saved as ASCII text To do this using WordPerfect select the options Save As and then ASCII DOS delimited text PREPARING A RECORD FOR BATCH MODIFICATION Files for use with the batch modification task BMOD should be prepared in a similar fashion to files for batch entry tasks with the following exceptions a The first field of the record should be the CAIRS accession number of the record to be modified The number should be entered including leading zeros i e accession number 1037 is entered as 0001037 b Data need only be entered in fields for which modifications are required other fields can be left unchanged by putting an asterisk in them For example to modify the location of record 1037 to AIMS Library the following batch modification file can be used REC 0001037 ad he tt Fisk Gal Ta s id fila AIMS Library 4 2 2 2 KEY 113 N
14. Permitted Category Codes are A Unlimited access B Environment Agency staff only N Second copies S Superlimited access i e correspondence and commercial in confidence documents All AIMS correspondence is to be allocated Security Code S STATUS CODE The Status Code is used by the Borrowers and Loans Module to trace the lending of items There are three possible Status Codes O Not held physically in the AIMS Library S On the shelf of the AIMS Library L On loan from the AIMS Library in LOAN PERIOD BULLETIN NUMBER The Item Category of an item is used by the Borrowers and Loans Modules to control the length of a loan of an item There are five possible Item Categories 1 month week C 3 months D 6 months E year Not used at present Bulletin Codes can be used by CAIRS to generate current awareness bulletins 07 UNIQUE NO A unique identifier assigned to all correspondence by prior arrangement NCRAOA Repon No GN6 Version 1 0 June 1998 Correspondence Information Field RELATED UNIQUE Other Unique Numbers mentioned or related to NOS correspondence DATE OF ORIGIN The date on which the correspondence was written 10 HMIP FILE REF To be assigned by the Nirex Project Documentation Manager SENDER N L Jefferies this would be entered as 12 ADDRESSEE Allen A J Bourke M A Jefferies N L 13 SUBJECT The title or contents
15. prompt type ACC At the CREATE NEW DATABASE FILES N Y prompt type N On no account press Y At the DOS prompt C SCAIRS gt type the following COPY CAIRSD DASCAIRS Type Y lt in response to the prompt to overwrite the existing files After the message 20 file s copied type the following COPY CAIRS TSK D SCAIRS Type Y in response to the prompt to overwrite the existing file pu ls NCRAOA Report No GN6 Version 1 0 June 1998 14 5 3 14 5 4 After the message 1 file s copied eject the Zip disk from the Zip drive replace it in its case and note its details in the AIMS Back up Log The Zip disk now contains the correct data files and format for transferring the latest copy of the AIMS databases to the search only PCs Put another Zip disk into the Zip drive repeat the commands COPY CAIRSD D SCAIRS lt and COPY CAIRS TSK D SCAIRS described above and note the Zip disk details in the AIMS Back up Log Repeat this procedure for any further Zip disks which are needed Eject the Iomega 3 disk from the floppy disk drive of the portable PC and store it Store the Zip disks and the Iomega 3 disk appropriately Sending Update Disks to the Search only Users Complete a Transmittal Sheet see Appendix A in AIMS Update and Security Procedures 8 with the details of the recipient and of the Zip disk to be sent to him her as well as the date sent The Transmittal Sheet is
16. Additional AIMS User Groups may be defined as required but only with the approval of the AIMS Document Manager Under the current CAIRS maintenance contract the CAIRS Help Desk can be contacted for answers to queries after authorisation by the AIMS Document Manager NCRAOA Report No GN6 Version 1 0 June 1998 NOTES FOR NEW OR INFREQUENT USERS New users require approval from the AIMS Document Manager ADM to become authorised users of the system whereupon they will be assigned an AIMS User Group and given the appropriate password to access the system New users will also be given a brief introduction to the use of the CAIRS system by the AIMS Library Assistant New users will be given the names and contact details for the ADM and Library Assistant whose roles are described in detail in the Agency Guidance Note 15 Operation and Maintenance of the Assessment Information Management Systems 3 New users to the Environment Agency network should also contact the Agency s network administration staff who will arrange user names and passwords for access to the network The AIMS system has been developed using the CAIRS LMS software The bibliographic general and BRE databases have an identical database structure The correspondence database has a different structure but conforms to the same style as the other databases The operation of the databases is very similar therefore all notes on the operation of AIMS apply to all libraries LIB
17. Addressee name search Unique number search Subject search Attached documents search Cross references search HMIP File reference search Keyword search FULL catalogue search DONDUR MI In the Issues database LIB4 Issue title Site Organisation name Interpretation of Position Document title AIMS sheifmark Issue Description Evaluation of Position i Response 0 Evaluation of Response L Keyword DONDU eN The fields above are defined in greater detail in the Definition of Terms used in AIMS 1 SCAT uses auto truncation of search targets and there is no option to refine a search The sequence of menus in SCAT is 16 SS ap em e em amp as Am gt t y TE E A uu pun dee a um P A A emm S E NCRAOA Report No GN6 Version 1 0 June 1998 a Field selection menu see Figure 11 where the user selects which field is to be searched b Target selection menu see Figure 12 where the user selects what should be searched for c Item selection menu see Figure 13 where the user chooses the items to be displayed from a list of items matching the search specified in a and b d Output style selection see Figure 14 where the user selects the output format to be used In SCAT the user must specify the output format for the display of records see Section 8 UD gn uB ux UD ewe wA um m 0 am A aus i iyu 7 6 7 6 1 NCRAOA Report No GN6 Ver
18. It is important that none of the right square brackets is deleted The upper case label names for instance AUTHORS CORPORATE AUTHOR TITLE DOCUMENT TYPE REFERENCE SERIES YEAR OF PUBLICATION EDITION ISBN CONFERENCE ABSTRACT NOTES KEYWORDS show where information is to be entered Do not enter the label names themselves STA should be inserted at the beginning of the batch file as the first line END should be inserted at the end of the batch file as the last line after leaving half a dozen blank lines INFORMATION FOR EACH FIELD The information to be entered is given in Appendix A for the bibliographic database LIBO and general database LIB2 and Appendix B for the correspondence database LIB1 BUILDING AND SPELL CHECKING A BATCH ENTRY FILE Many document records can be placed in a single file To begin a new record simply insert a blank line then start from REC again Once a number of records has been entered a typical file would be STA REC J Ol A J CLAYTON P R REES J H AERE Harwell Chemical Technology Division The theoretical derivation of limiting solubilities of long lived radionuclides in disposal 0001 REPORT 1 e AERE R10988 1983 0 7058 0598 0 l H Calculations have been carried out on the limiting solubilities of several long lived activation and fission products and transuranics that are found in intermediate level wastes under illustrative
19. Management System System Manager s Reference Manual 5 The use of this task should not be required during the routine running of the AIMS library DLIB can be used to delete a Field decodes b Help information c Profile definitions d Record data e Screen definitions Thesaurus Maintaining Search only Versions of AIMS Licensed search only versions of AIMS have been installed on PCs at Location Contact Rio House Bristol Mike Eastwell Westbury on Trym Clive Williams _ Lancaster David Ferguson Ian Streatfield Galson Sciences Ltd David Bennett This section summarises the procedures used to transfer search only versions of AIMS to the above users on a monthly basis The 100 MB Iomega Zip disks which are used to transfer the updated CAIRS master files to the search only systems are recorded in AIMS in LIBO Their Library Accession Numbers will be e g UPD00005 or UPD00012 and their shelfmarks e g UPD 5 3 or UPD 12 1 This means that they can be issued through the Loans Database LIBE to anyone who is on the Borrowers Database LIBD In this way a traceable record can be made of them in the same way as for documents A portable PC which is usually kept in the AIMS library is used to prepare the update disks for the search only sites There are two reasons for doing this firstly the portable PC is updated at the same time and secondly the disks require initialisation to work on a system which has AIMS
20. The CAIRS system consists of up to fifteen databases These databases are also called libraries and consist of a collection of records Records Each CAIRS library is composed of a collection of records Each record contains several fields of information such as the catalogue details of a report article book or a piece of correspondence Fields A record is composed of several fields of information Fields give details such as author title report number etc Important fields are indexed and as such may be searched for specific items of information Field Extensions Fields which are indexed have three letter extensions by which they can be referenced in searches For example the author field extension is aut For more details on field extensions see Section 7 6 4 Truncation Truncation defines the target of a search in which only the beginning of a word or phrase is specified by the user For example using truncation with the phrase RADIO would find words such as RADIO RADIOLOGY and RADIOACTIVE and others In CAIRS truncation is specified by appending a slash to a word or phrase i e RADIO would produce the above results Searching without using truncation will select only exact matches with the word or phrase i e RADIO in the above example Auto Truncation Some CAIRS searching tasks LOOK and SCAT auto truncate search phrases All phrases which are searched are automatically treated as truncated t e the ts appended automa
21. The message m state other drive letters depending how many drives your portable or stand alone PC has in which case the other drive letter is to be used wherever the following instructions specify drive D Type the following at the command prompt C 1 gt CD SCAIRS lt Place the appropriate Zip update disk into the Zip drive Type the following Die CD SCAIRS lt COPY CAIRSD CASCAIRS Type A in response to the prompt to overwrite the existing files After the message 20 file s copied type the following COPY CAIRS TSK C SCAIRS lt Type Y lt in response to the prompt to overwrite the existing file After the message 1 file s copied type the following at the D SCAIRS gt prompt C e Then type 270 a um m p m umo GUB ma o E o 1 m um Gm Gm esc NCRAOA Report No GN6 Version 1 0 June 1998 sm um wp m um we ee um WR AIMS lt At the USER CODE prompt type AA9 At the PASSWORD prompt type ek ek A password held by the AIMS Project Manager Beware all keystrokes from now onwards Observe usual courtesies and do not divulge passwords At the LEVEL prompt type X At the LIBRARY prompt type 0 Zero At the TASK prompt type INIT At the ACCEPT CANCEL OR MODIFY prompt enter MO2 etc to modify fields 02 06 10 14 and 17 to change all GGG s to COC i ies S Do not forget the lone G in Field 17 At the ACCEPT CANCEL OR MODIFY
22. e field 1 03 02 ONCOLYO7N Output field 1 i e CAIRS accession number G4 s04 Output 4 spaces 05 hdg Output heading for next field i e field PYR A 06 PYR ONOOLYO4N Output field PYR i e year of publication 0 tnl New Line 93 hdg Output heading for next field i e field TIL 09 108 Set indent to 8 characters 10 TIL 0NO00YOON Output field TIL i e title 11 100 Reset indent to 0 12 tnl New Line i 13 trm j 8 4 NCRAOA Report No GN6 Version 1 0 June 1998 Typical output from this format would be Accession No 0001012 Year of publication 1983 Title SEDIMENTATION STUDIES RELEVANT TO LOW LEVEL RADIOACTIVE EFFLUENT DISPERSAL IN THE IRISH SEA Accession No 0001013 Year of publication 1987 Title STUDIES OF ENVIRONMENTAL RADIOACTIVITY IN CUMBRIA PART 10 SOME RADIONUCLIDES IN NEAR SHORE SEAWATER 1980 84 Printing files CAIRS printed output is not immediately printed First it is sent to a file on the computer s disk These files are called PXXXX SPL or LXXXX SPL where XXXX is a four digit number The file name will be displayed on the screen when it has been created and its exact name should be noted In order to print these files use the word processing package WordPerfect which is located in the Office Services Menu of the Windows screen The files should first be opened in WordPerfect by clicking File then Open selecting the directory H SPOOL then selecting the appropri
23. gives advice and information about the use of a thesaurus term d a list of interrelated terms Terms may be related to the thesaurus entry as preferred terms related terms broader terms gt narrower terms lt and macro terms 96 Term interrelationships are used for advanced searching see section 11 1 This information is followed by the prompt ACCEPT CANCEL OR MODIFY The three possible responses are ACC If after checking all information on the page displayed is correct then typing ACC is the correct response CAN If the information is incorrect or one wishes to abandon the thesaurus modification for other reasons then the correct response is CAN All information typed and any changes made during modification are ignored i e no changes to the thesaurus are made The data entered is cleared from the screen and the task MTHE then restarts from the very beginning MXX If the information in field number XX needs changing then the correct response is MXX The information in the field can then be modified as required To delete an existing entry in the thesaurus type DTHE at the TASK prompt Then type in the thesaurus entry to be deleted The following information about the entry is displayed a the entry itself 45 NCRAOA Report No GN6 Version 1 0 June 1998 b its List Code List Codes are either S or G S or STOP terms are those terms which are not permitted as keywords G or GO te
24. in a search until an update has been run 9 5 Batch document entry 9 5 1 Basic batch entry For input of large numbers of documents it is more efficient to use the CAIRS batch document entry task BDOE There are four stages in this process They are a Creating a batch entry file using a suitable word processor see Appendix C b Makine a copy of the AIMS database before any changes are made see Section 13 c Copying the resultant ASCII file to the file H SPOOL BATCH SPL d Initiating the CAIRS task BDOE described below SN ee v NCRAOA Report No GN6 Version 1 0 June 1998 To perform batch document entry start CAIRS after completing stages a b and c above At the TASK prompt enter BDOE CAIRS then presents a sequence of prompts requiring the following responses a USE BATCH INPUT FILE Y N Answer Y b INDEX DESPITE THESAURUS FAILURE Y N Answer Y c ABORT RUN ON ERROR Y N Answer N d CONTINUE AFTER ERROR Y N Answer Y A report on the progress of the batch document entry will be written to a file calld SXXXX SPL where XXXX is a 4 digit number which is assigned automatically This file name should be noted as it is IMPORTANT for subsequent error checking This file will be located in the network directory H SPOOL After data entry has been completed one of the following messages appears i CAIRS BATCH ENTRY SYST
25. installed on its C drive whereas the AIMS networked system at Steel House has AIMS installed on the network file server s G drive A stand alone desk top PC in the AIMS library can be used instead of the portable PC 68 NCRAOA Report No GN6 Version 1 0 June 1993 i 14 5 1 14 5 2 Entering Zip Update Disks in LIBO Before the first monthly update of the AIMS search only systems five Zip disks four update disks for the four sites plus one reserve disk are entered in LIBO using DOCE and CREC with library accession number field 07 UPDO0001 and shelfmarks field 13 UPD 1 1 UPD I 2 UPD 1 3 UPD 1 4 and UPD 1 S The title field 10 is Zip Update Disk Number 1 and the document type field 15 is Zip update disk The security code field 03 is S and the loan period field 05 is B Status code field 04 and location field 14 are as for documents date of entry field 02 total copies field 11 and copy number field 12 are default entries The abstract field 28 records the user codes CC3 DD4 and EE4 and their associated passwords the security code S ensures that this information is not available except at System Administrator level All other fields are left empty For the second and subsequent monthly updates the Zip disks being used for those updates will be entered in LIBO of AIMS by changing the existing records using MREC The fields to be changed are the date of ent
26. is offered for each page of the record The possible responses are Y Yes The next page of the record is displayed N No The deletion of the particular record is abandoned No changes are made to the database returning to the blank record page for the accession number On the last page of the record the choice CANCEL OR DELETE is offered The possible responses are CAN Cancel The deletion of the particular record is abandoned No changes are made to the database returning to the blank record for the accession number DEL Delete The record is removed from the database returning to the blank record Once DEL is selected the record is deleted the user has no further opportunity to revise their decision On the last page of the record the choice REPEAT TASK Y N is offered The possible responses are Y Yes The delete record task is repeated N No CAIRS returns to the TASK prompt 10 4 Copying a Record When multiple copies of the same document exist it is only necessary to enter the full CAIRS catalogue record once The catalogue record can then be copied using the CAIRS task CREC Records created using CREC are exact duplicates of the original record except for the fields total copies and copy number which are updated automatically by CAIRS It is necessary for the user to modify the shelfmark of the new copy since no two copies of the same document will have the same shelfmark To begin this task type CR
27. k arises for the same reasons as above 1 Renewing a loan To renew a loan the CAIRS Accession Number of the document to be renewed is needed To begin this task type RENL at the TASK prompt At the prompt ITEM LIBRARY enter the library number 0 ITEM NUMBER enter CAIRS Access Number CAIRS reports the details of the item on loan to whom the item is loaned and the date the item is due back CAIRS also checks the document reservations file and reports if the document has been reserved by another borrower The user is presented with the prompt CONTINUE Y N The possible responses are Y Yes The user is presented with a loan record page and invited to accept cancel or modify the data presented Following accepting or cancelling the data the user is presented with the prompt to repeat the task or not N No The user is returned to the ITEM LIBRARY prompt Searching the loans database The loans database supports the standard CAIRS searches using the tasks LOOK SCAT and SINV The indexed fields with the three letter extensions are SEEN NCRAOA Report No GN6 Version 1 0 June 1998 AIMS Field name Field Format styles and Extension hints bno Enter 0000002 bno Enter CAIRS Access Number 0002023 ino Read bor h Item title Enter first characters of title ite i Item author Enter first author of title ite Date of issue dis Include quotation marks Date due
28. op spares PAGE 3 SEE FIG B 3 EN ACCESSION NUMBER m RECORD KEYWORD PAGES SEE FIG B 4 Either RCF or Drigg The accession number is automatically copied from page I Any additional information relating to the item and its catalogue record are entered here Important words oc phrases in the notes are indexed by enclosing them using lt and gt markers Selected keywords which reflect the contents of the correspondence are entered The catalogue uses a controlled vocabulary which is contained in the thesaurus Only keywords which appear in the thesaurus may be used NCRAOA Report No GN6 Version 1 0 June 1998 AIMS DATABASE REVIEW LIBRARY 1 LEVEL ACCESSION NUMBER 02 DATE OF ENTRY 03 SECURITY CODE STATUS CODE t 1 05 LOAN PERIOD 06 BULLETIN NUMBER CORRESPONDENCE INFORMATION UNIQUE NUMBER RELATED UNIQUE NOS DATE OF ORIGIN 10 HMIP FILE REF SENDER ADDRESSEE SUBJECT ATTACHED DOCS DISTRIBUT N SENDER DISTRIB N INTERNAL CROSS REFERENCE STATUS SPARE 1 FIGURE B 1 CORRESPONDENCE RECORD PAGE ONE AIMS DATABASE REVIEW LIBRARY 1 LEVEL 02 ACCESSION NUMBER 02 ACTION S REQUIRED ACTION REF NOS ACT N BY DATE SENT ACTION INTIT D BY ACTION BY DATE REQD ACTION BY STATUS CORRESPONDENCE SET SPARE 3 FIGURE B 2 CORRESPONDENCE RECORD PAGE TWO 108 n NCRAOA Report No GN6 Version 1 0 June
29. s copied eject the Zip disk from the Zip drive by pressing the grey button on the front of the drive and replace it in its case Eject the 3 2 disk from the floppy disk drive of the PC The Zip disk now holds copies of the CAIRS master files and of the update file In the event of a manual back up being required the following files should be saved Essential CAIRS system and data files NMCEXEC COM NMCINIT COM CAIRS TSK All files beginning CAIRSD Other important files MAIN BAT AIMS BAT TERM CIF OVERNITE CIF It is IMPORTANT if AIMS is to be restored successfully that the complete set of the essential system and data files be backed up at the same time 13 3 Restoring the system In the event of corruption or loss the AIMS system can be restored from two sources a The main Agency network administration department back ups b A complete system back up made from a Zip disk To restore the AIMS System from the main Agency backup staff in the Information Services Department should be contacted They should be m ee NCRAOA Report No GN6 Version 1 0 June 1998 instructed to restore the most recent copies of the files listed in section 13 2 To restore AIMS from a complete system backup held on a Zip disk follow the procedure given in AIMS Update and Security Procedures 8 In addition the AIMS Document Manager or the AIMS Library Assistant should contact the Agency s Information Services Depa
30. search profile In the example the field extension required would be aut for author The search profile would therefore be SHARLAND S M aut c whether the search requires the use of a complex profile Searches may be made more exact by the use of the Boolean operators AND amp OR and AND NOT 4 In the example the search is made narrower by the use of the AND amp operator to define the titles more exactly The target for the title is vd a l E c wa NCRAOA Report No GN6 Version 1 0 June 1998 CORROSION The field extension is ap wu Ge til for title Giving a final search profile of o SHARLAND S M aut amp CORROSION til 7 6 2 Building complex search profiles In CAIRS a simple search profile is one which consists only of a target and a scope A complex search profile is one which consists of two or more simple profiles joined by Boolean operators There are three logical operators in CAIRS for building complex search patterns a AND Profiles are of the form PROFILE 1 amp PROFILE 2 The AND operator defines a complex search profile narrower than the simple profiles AND locates only those documents which satisfy both profiles b OR Profiles are of the form PROFILE 1 PROFILE 2 The OR operator defines a complex search profile broader than the simple profiles OR locates those documents which satisfy either one profile or the other profile ww wm d EF
31. target of the search and the scope of the search The target of the search is the phrase which is to be located The target may be very specific e g SHARLAND S M or more general e g RADIATION The scope of the search is the field or fields which CAIRS is to search for the target phrase The scope of the search can range from the very specific for example a search on the author to the completely general where all indexed fields are searched Once the search has been specified in these terms CAIRS will search the database for catalogue records which match the search profile Once found a catalogue record may be viewed on the screen Records once selected may also be printed out The AIMS user s primary requirement of a search of the database is to retrieve specific information Careful preparation of a search is the key to successful information retrieval t is important to decide on how to ensure that all required information will be retrieved from the database and how unwanted information can be excluded from the search Before beginning the search the e Ju x e NCRAOA Report No GN6 Version 1 0 June 1998 user should decide on how to search the database and how to present the results of the search 7 2 Choosing a CAIRS Searching Facility The choice of which CAIRS searching facility to use will depend upon a number of factors a The experience of the user b The indexed field or fields to be searc
32. the floppy disk drive of the PC assumed to be drive A for these notes In Windows in the main menu double click on the Tools icon then double click on the File Manager icon Select the C drive select dos then double click on command com to get the following prompt CADOS gt Type the following command at the prompt C DOS gt a guest lt enter or carriage return You should receive the following message on screen lomega Guest Driver Version 4 12 Finding a drive letter for your lomega drive Followed a short time later by Your IOMEGA ZIP 100 drive is drive letter D The message may state other drive letters depending how many drives the PC has in which case the other drive letter is to be used wherever the following instructions specify drive D Place the correct Zip disk into the Zip drive and note its details in the AIMS Back up Log Type the following D If the directory is not D SCAIRS type the following CD SCAIRS If the message is Invalid directory Type the following MD SCAIRS lt Then CDASCAIRS 60 NCRAOA Report No GN6 Version 1 0 June 1998 Then type the following COPY G AIMS NMCAIRS CAIRSD lt Type A lt if the prompt to overwrite the existing files appears After the message 20 file s copied type the following COPY G AIMS NMCAIRS CAIRS TSK Type Y if the prompt to overwrite the existing file appears After the message 1 file
33. to access this information on specific records For example who were the authors of report DOE RW 86 003 or does the library have a copy of the report by Sharland and Jones written in 1985 about waste canisters Alternatively users may require much broader searches selecting groups of records For example what has Nirex published about rock formations in Cumbria since 1983 or what correspondence has passed between two organisa tions On a particular topic in the last six months Searches are only carried out on the selected database It is essential to select the required database from the task prompt or menu prior to initiating a search There are three main search facilities in AIMS a LOOK is aimed at novice users It provides simple menu based access to the AIMS databases LOOK is also a powerful tool for experienced users when searching the most common fields The main drawback with LOOK is that it has no printed output facilities Selected records found can only be viewed on the screen b SCAT provides fast simple searches over a wide range of fields with complete control over the output format c SINV provides expert users with complete control over all aspects of a search and the output of results However there are no menus in SINV the user is required to prepare their own search profile In all these facilities searches are guided by the entry of a search profile which consists of two basic pieces of information the
34. 1985 Keywords BACKFILL BULK CANISTERS CONCRETE CORROSION DIFFUSION ILW NUMERICAL METHODS OXYGEN STEEL 1 2 3 4 5 6 Ts 8 9 O r FIGURE 9 LOOK OPTION 1 DISPLAY DETAILS SUMMARY RECORD 89 E ALERT A NCRAOA Report No GN6 Version 1 0 June 1998 00001 Author Harker AH Sharland S M Tasker PW Corporate author AERE Theoretical Physics Division Title A Mathematical Model of Uniform Corrosion of Intermediate Level Radioactive Waste Canisters in Concrete Series AERE TP 1115 Shelfmark Location Document Type Report Year of Publication 1985 Abstract A numerical model predicting the rate of uniform corrosion of a steel canister for intermediate level nuclear waste surrounded by concrete in an underground repository is described Keywords BACKFILL BULK CANISTERS CONCRETE CORROSION DIFFUSION ILW NUMERICAL METHODS OXYGEN STEEL OVO JOU BUN H FIGURE 10 LOOK OPTION 2 DISPLAY RECORDS DETAILED RECORD 90 NCRAOA Report No GN6 Version 1 0 June 1998 FALOGUES SEARCH ene AIMS DATABASE ONLINE CATALOGUE select the search you wish to perform Author name search Title word search Corporate author search Report number search Library accession number search Keyword search FULL catalogue search PLEASE SELECT THE TYPE OF SEARCH REQUIRED FIGURE 11 SCAT MAIN MENU FIELD SELECTION 9t NC
35. 1998 AIMS DATABASE REVIEW LIBRARY 1 LEVEL 9 01 ACCESSION NUMBER 02 NOTES FIGURE B 3 CORRESPONDENCE RECORD PAGE THREE RECORD KEYWORDS REVIEW PAGE 1 LIBRARY 1 LEVEL 9 01 ACCESSION NUMBER l FIGURE B 4 CORRESPONDENCE RECORD KEYWORD SCREEN 109 C1 C2 NCRAOA Report No GN6 Version 1 0 June 1998 APPENDIX C TYPING INSTRUCTIONS FOR BATCH DOCUMENT ENTRY AND MODIFICATION INTRODUCTION Document records for entries and modifications are to be typed using WordPerfect 5 1 the Agency s standard word processing package The aim is to produce a file suitable for automated entry into the CAIRS library system Careful layout of the document is very important One record per document is required for entry into the system Data entry into the general database is identical to that for the bibliographic database PREPARING A RECORD FOR BATCH ENTRY The format of the batch document entry for LIBO LIB2 and LIB3 databases is as follows Outline Record Format REC SECURITY CODE STATUS CODE LOAN PERIOD LIBRARY NUMBER AUTHORS CORPORATE AUTHOR TITLE 10001 SHELFMARK LOCATION DOCUMENT TYPE 1 REFERENCE SERIES IMPRINT TE YEAR OF PUBLICATION EDITION ISBN ORIGIN CONFERENCE H ABSTRACT KEY KEYWORDS Qi 110 mE GEB URB En He He HEHE o UB amp UM C3 C4 NCRAOA Report No GN6 Version 1 0 June 1998
36. 59 LE Purpose 0f Backup iu ok ug A A 4 oe Reese 59 13 2 Performing Complete System Backups 59 13 3 Restoring the syst m o 498 uus Se ee ee ee Rd 61 l4 SYSTEMS ADMINISTRATION TASKS 2 2 2 s s 63 l4 1 Running a CAIRS update o9 elle I ar 63 14 2 Monitoring the Growth of CAIRS Data Files 64 14 2 1 View current files sizes E BE hee SL SUE d 64 14 2 2 Changing current files sizes s lt 64 14 3 Maintaining CAIRS Passwords oo e 2 65 14 4 Maintaining the Database Structure o o o oo eo 65 14 4 1 Screen layout and data structure lt 2 65 l4 4 2 Menu and help files oos a ra sdb ae v 66 14 4 3 Top level library structure o el 67 ii Dom m mmm ee GC e eee eS eS m Version 1 0 June 1998 CONTENTS Cont Page 14 5 Maintaining Search only Versions of AIMS 68 14 5 1 Entering Zip Update Disks in LIBO 69 14 5 2 Preparation of Zip Disks for Updating the Search only SYSIEIIS ii a ad Seen e elas soror ODD 14 5 3 Sending Update Disks to the Search only Users 72 14 5 4 Returned Update Disks 2 22 72 Io REFERENCES isa ey Se we ades e Gen EA 73 TABLES IMPORTANT LINKS BETWEEN LIBRARIES AND THE LOANS AND BORROWERS MODULES 2 AIMS USER GROUPS 3 COMMONLY USED CAIRS TASKS 4 OTHER CAIRS TASKS 5 SHELFMARK IDENTIFIERS FOR ORGANISATIONS 6 CAIRS SECURITY CODES FOR DOCUME
37. 8 The most common error messages are a b c d THESAURUS OVERRIDE followed by the erroneous keyword entered In this case the record was entered into CAIRS but the listed keyword needs correcting to one in the thesaurus The modify record task MREC should be used as described in Section 10 1 The accession number required by this task is the LAST ACCESSION NO listed in the error message PLUS ONE RECORD NUMBER XX FIELD NUMBER YY COMMAND FORMAT ERROR This error message indicates that the record number XX has been incorrectly formatted This is due to one of the markers STA REC KEY or being incorrectly placed The record must be located in the batch input file and carefully checked to ensure that the record format conforms exactly to the format detailed in Appendix C RECORD NUMBER XX FIELD NUMBER YY FIELD TOO LONG This error message indicates that the field Y Y in the record number XX is too long The record must be located in the batch ending file and the field checked to see if it is too long This error also occurs commonly when one or more right square brackets have been missed out of the batch entry file The s in the record should be counted to ensure that there is the correct number A further error is RECORD NUMBER XX FIELD NUMBER 59 ERROR 88 FIELD YY ILLEGAL MISPLACED CHARACTER DETECTED This error indicates that an illegal character has been detected in the
38. AN UM C AND NOT Profiles are of the form PROFILE 1 PROFILE 2 The AND NOT operator defines a complex search profile narrower than the simple profiles AND NOT locates only those documents which satisfy PROFILE 1 but not PROFILE 2 For example if ANS CONSULTANTS cor were to locate 57 documents RADIONUCLIDES til were to locate 77 documents then AND ANS CONSULTANTS cor amp RADIONUCLIDES til would locate fewer documents say 3 OR ANS CONSULTANTS cor RADIONUCLIDES til would locate 131 documents 57 4 77 3 19 3 NCRAOA Report No GN6 Version 1 0 June 1998 7 6 3 7 6 4 AND NOT ANS CONSULTANTS cor ZRADIONUCLIDES til would locate 54 documents 57 3 Searching for dates and numbers In CAIRS dates and numbers have special search facilities which can only be accessed by using SINV CAIRS allows the user to specify search profiles involving relationships between numbers These relationships are a Equals X Locate those values which equal the specified number b Less than lt X Locate those values which are less than the specified number c Greater than gt X Locate all those values which are greater than the specified number d Range X Y Locate all the values which are in the range X to Y inclusive Search profiles involving numbers are written with the simple profile enclosed in inverted commas For example to search for all reports published in 1990
39. CRAOA Report No GN6 Version 1 0 June 1998 This file instructs CAIRS to modify only the data in the Location field of the record The Location field of the record will become AIMS Library Once a file has been prepared containing all records to be modified STA and END should be added as described for batch entry files Finally the file should be saved as ASCII text To do this using WordPerfect select the options Save As and then ASCII DOS delimited text didis DI NCRAOA Report No GN6 Version 1 0 June 1998 APPENDIX D DATABASE STRUCTURE LIBRARY ATTRIBUTES FILE The following information is provided for Systems Administration staff for use in setting up CAIRS libraries compatible with the existing AIMS libraries The library attributes for libraries zero one and two are identical They are set up as follows VOCABULARY TYPE C SECURITY CODES Unlimited access default Environment Agency staff only Second copies Limited access for Environment Agency staff only correspondence and commercial in confidence documents nz STATUS CODES O Not held physically in the AIMS library S Onthe shelf L Onloan LOAN PERIOD 1 month week 3 months 6 months l year moOoUr SECURITY CODE ACCESSIBILITY BY LEVEL 0 A l 2 3 4 ABS 5 6 7 8 ABNS 9 ABNS Ss Urs HEAL Field St elfs 4 DS 06 ES B EL
40. EC at the TASK prompt 41 NCRAOA Report No GN6 Version 1 0 June 1998 The document to be copied is then selected by its CAIRS accession number At the prompt ACCESSION NUMBER Typing the full accession number or the accession number minus any leading zeroes followed by lt Enter gt will access the record The first page of the copy record is then displayed This task then operates in a manner similar to record entry The choice ACCEPT CANCEL OR MODIFY is offered for each page of the record The three possible responses are ACC If after checking all information on a page is correct then the response is to type ACC for ACCept CAIRS then passes control to the next page CAN If the information is incorrect or one wishes to abandon the document modification for other reasons then the correct response is CAN for CANcel All information entered including any changes made to the whole of the current record including previous pages are ignored i e no changes to the database are made The CREC task then restarts from the beginning at the blank record page as described above MXX If the information in field number XX on the current page requires correcting the appropriate response is MXX for Modify field XX The information in the field can then be modified as required In particular it is necessary in a copy record to update the shelfmark field as each document must have a unique shelfmark
41. EM TERMINATED SUCCESSFULLY TYPE Y TO RETURN TO TASK 1 CAIRS BATCH ENTRY SYSTEM TERMINATED SUCCESSFULLY WITH ERRORS TYPE Y TO RETURN TO TASK Enter Y and the TASK prompt will appear and AIMS can then be continued by entering an appropriate task name or exited using SHUT STOP or QUIT If the batch entry fails to terminate successfully owing to repeated error conditions the data entered is cleared from the update file UF and the following message is displayed UF AND ACCESSION NUMBERS HAVE BEEN RESET CAIRS BATCH ENTRY SYSTEM ABORTED Once records have been entered into the AIMS database they are available for review and modification through the RREC and MREC tasks However the reports will not be indexed until an update has been mun see section 14 1 Sx s o up oam Gm GR qm Ue Ue G5 a AM ED UD amp Up MP NM es i A Gum a Bc ami B B OM GB um um um cum NCRAOA Report No GN6 Version 1 0 June 1998 Checking batch entry For checking purposes the files BATCH SPL and the associated error report file SXXXX SPL must be saved These files should be copied to the directory G AIMS NMCAIRS QABAK To do this exit from CAIRS by typing SHUT at the TASK prompt This should give the DOS prompt G AIMS NMCAIRS gt To copy the files SXXXX SPL type COPY SXXXX SPL QABAK The BATCH SPL should be removed when it is copied as well so that it can be related to its error l
42. ER SPARE2 FIGURE A 1 BIBLIOGRAPHIC RECORD PAGE ONE AIMS DATABASE REVIEW LIBRARY O LEVEL 9 ACCESSION NUMBER REFERENCE SERIES IMPRINT YEAR OF PUBLICAT N 06 EDITION ISBN 08 ORIGIN CONFERENCE DOCUMENT SET LIB1 REF FIGURE A 2 BIBLIOGRAPHIC RECORD PAGE TWO 103 NCRAOA Report No GN6 Version 1 0 June 1998 AIMS DATABASE REVIEW LIBRARY 0 LEVEL 9 01 ACCESSION NUMBER 02 ABSTRACT FIGURE A 3 BIBLIOGRAPHIC RECORD PAGE THREE RECORD KEYWORDS REVIEW PAGE 1 LIBRARY 0 LEVEL 9 01 ACCESSION NUMBER FIGURE A 4 BIBLIOGRAPHIC RECORD KEYWORD SCREEN 104 NCRAOA Report No GN6 Version 1 0 June 1998 APPENDIX B CATALOGUING CORRESPONDENCE gt This Appendix only describes the cataloguing of the correspondence catalogue stored in library one Cataloguing the bibliographic general database and BRE is described in Appendix A Correspondence Information Field Field Name Cataloguing Notes PAGE 1 SEE FIG B 1 ACCESSION NUMBER This a unique number which is automatically assigned by CAIRS when a catalogue record is entered for an item of correspondence DATE OF ENTRY The date when the correspondence was catalogued defaults to the current date when the correspondence was entered SECURITY CODE The Security Code of an item is used to control access to items
43. Enter gt at any point e aY NCRAOA Report No GN6 Version 1 0 June 1998 i S STARTING AIMS On logging into the Agency network successfully not applicable to users of stand alone versions of AIMS the user automatically enters the Windows Program Manager screen To start AIMS the user should select the menu item AIMS Library in the User s Personal Menu by pressing the arrow keys until A the AIMS Library option is highlighted and press lt Enter gt to confirm the selection or by double clicking on the icon using the left hand mouse button If AIMS has not been installed on your machine contact the AIMS Document Manager and arrangements for the installation of AIMS will be made A At the prompt USER CODE type your user code Do not press Enter Typical user codes are AA8 AIMS Library Assistant and CC3 AIMS standard user level The first two characters are your User Group and the digit is the level of access allowed Authorised users will be assigned an appropriate user code by the AIMS Document Manager or AIMS Support Staff Most users will be assigned search only access codes to prevent unintentional or unauthorised modifications to the database s S S wu ma At the prompt PASSWORD and must be in upper case or access will be denied Authorised users will be asstgned an appropriate 6 character password Users will not be able to change their AIMS passwords this optio
44. F and MHIF These tasks are a IHIF Insert a new menu screen b DHIF Delete an existing menu screen c MHIF Modify an existing menu screen definition A typical input screen for the MHIF task is shown below In the screen definition the following notation is used a This indicates that the line marked is available for highlight selection b and Turn reverse video on and off respectively c and Turn foreground and background respectively on d xxx Indicates the field to be searched For example aut means search the author field The ordering of fields marked with asterisks is important and should correspond to the ordering of items on the menu n the example shown the five fields to be searched are listed in the same order as the menu items to 5 66 NCRAOA Report No GN6 Version 1 0 June 1998 02 NEXT SELECTION KEY TEXT OPAC SEARCH SYSTEM LOOK Author Surname search Title Word search Corporate Auchor search Keyword search Report series search Enter a number or use the SPACE BAR to select and RETURN 1 1 aut til cor KEY ser ACCEPT CANCEL OR MODIFY MODIFY HELP INFORMATION SCREEN INPUT SCREEN The most important menus in the AIMS system are those associated with the searching facilities LOOK and SCAT and the menus named M29 and M30 The menu M29 is the top level menu for users of levels 8 and 9 The men
45. Fields Furthermore the more important fields are defined in the Definition of Terms 1 Field extensions for Bibliographic database LIBO General database LIB2 and BRE database LIB3 Field Extension Imprint imp Em E PO Conference Abstract abs Field extensions for Correspondence database LIB1 ee Attached Documents Distribution Sender ee age ae a MUN NCRAOA Report No GN6 Version 1 0 June 1998 Status Action by date required Action status ast Notes nte 3 1 ana Aw Am Y Gs Field extensions for Issues database LIB4 ra src Org Date of Position Preparer Code pre va Response Criteria cri mp wm qp qe e ee cm Gp Gm mm Agency Reference Response res Evaln of Response evb p sz YD wm 1 b NCRAOA Report No GNG Version 1 0 June 1998 8 SCREEN DISPLAYS PRINTING AND FILE OUTPUT In AIMS at the prompt OUTPUT a three letter code should be entered e g BSO Alternatively pressing lt Enter gt gives the default output code of DAO i e output to the screen of a summary of the record 8 1 Definition of Output Codes To define the form of output three items must be defined a An output device code The device to which the output is to be sent b An output format code The style of the output Styles govern which fields are to be output and
46. If the information in field number XX on the current page requires correcting the appropriate response is MXX for Modify field XX The information in the field can then be modified as required Keywords to describe a report or an item of correspondence are added to the last page of the input screens The catalogue uses a controlled vocabulary which is contained in the thesaurus 10 Only keywords which appear in the thesaurus may be used Due to the technical and scientific nature of the data advice and help on keywording should be sought from the AIMS Document Manager To enter the appropriate keywords type each word or phrase and press lt Enter gt When the list of keywords is complete type GQ At the prompt ACCEPT CANCEL OR MODIFY choose an appropriate action as detailed above Once accepted a list of Keywords is automatically checked by CAIRS against the thesaurus Any words or terms not in the thesaurus will be rejected and the error message ERROR 93 FIELD XX PRIMARY KEYWORD NOT IN CONTROL LIST where XX is the number of the field containing the rejected keyword This number is unique to each keyword The field must be corrected using MXX as described above Once a record has been entered into the AIMS database it is available for review and modification through the RREC and MREC tasks However the report wiil not be indexed until an update has been min see section 14 1 Un indexed records cannot be selected
47. ME ick bf dios d ces Iu 18 7 6 2 Building complex search profiles 19 B 7 6 3 Searching for dates and numbers 20 7 6 4 AIMS field extensions soria dd p ES 20 8 SCREEN DISPLAYS PRINTING AND FILE OUTPUT 23 8 1 Definition of Output Codes 2 lt lt ee 23 8 1 1 Bibliographic Correspondence General and BRE database i DUTDB NIE VIGES tata uw eques a QU E EAE dont e gas 23 4 8 1 2 Bibliographic General and BRE database output formats 24 8 1 3 Correspondence database output formats 24 j 8 1 4 Field restriction codes 2 2 2 0 000 000200 29 Typical Output CodeS 1 4 kde ed ot e eed A PR ee es 25 8 3 Modifying Output Formats lt lt lt lt 44444400 25 A O Printing TUBOS ag a rt a A a 30 A A u avy en NA 30 D 9 CATALOGUING AND ENTERING A DOCUMENT 31 9 1 Introduction to Cataloguing oo o o 31 9 2 Keywording Guidelines 0 k BL 9 3 Assignment of Library Numbers and shelfmarks to reports 3l 9 4 On line Document Entry 32 9 5 Batch document entry 2 2 2 aa 33 9 5 1 Basic bath entieyra o dietus AS Pie cm terio dt A ecd 33 i 029 2 Checking batch entEV A du tee ete dures 35 de AM NCRAOA Report No GN6 Version 1 0 June 1998 CONTENTS Cont Page 9 5 3 Correcting batch entry errors cs y ewe ews 25 9 5 Batch Modification tot U
48. NTS Bea s em up am up um m um m FIGURES AIMS DATABASE STRUCTURE Y AIMS MENUS L3 CHOOSING A SEARCH FUNCTION 4 AIMS MAIN MENU a AIMS SEARCH MENU LOOK MAIN MENU 7 LOOK SEARCH TARGET MENU 8 LOOK OUTPUT MENU 9 LOOK OPTION 1 DISPLAY DETAILS SUMMARY RECORD an iv a NCRAOA Report No GNG Version 1 0 June 1998 FIGURES Cont LOOK OPTION 2 DISPLAY RECORDS DETAILED RECORD SCAT MAIN MENU FIELD SELECTION SCAT MAIN MENU TARGET SELECTION SCAT ITEM SELECTION MENU SCAT OUTPUT SELECTION MENU SINV A TYPICAL INPUT SCREEN A BORROWER RECORD A LOAN RECORD AIMS PROBLEM REPORT FORM APPENDICES CATALOGUING A REPORT CATALOGUING CORRESPONDENCE TYPING INSTRUCTIONS FOR BATCH DOCUMENT ENTRY AND MODIFICATION DATABASE STRUCTURE r wm xm UN NCRAOA Report No GN6 i Version 1 0 June 1998 INTRODUCTION TO AIMS The Assessment Information Management System AIMS was set up to support the Environment Agency the Agency in its assessment of the Nirex safety case for deep geologic disposal of radioactive wastes AIMS is a computer based data search and retrieval system designed to provide rapid and accurate information retrieval to support the Agency at a future Public Inquiry and during any subsequent authorisation procedure for a radioactive waste repository AIMS utilises CAIRS LMS software which has a modular structure see Figure 1 At present AIMS consi
49. NV Main Menu Library 0 8 EXIT CAIRS Enter a number or use the SPACE BAR to select and RETURN to start SELECT FIGURE 5 AIMS SEARCH MENU 86 esc NCRAOA Report No GN6 OPAC SEARCH SYSTEM LOOK Please select the function which you require Title Word searc Corporate Author search Keyword search Report number search Enter the number or use the SPACE BAR to select and RETURN PLEASE SELECT FIGURE 6 LOOK MAIN MENU You can now tell the computer what to search for by just typing in the term required and pressing the Return key on the keyboard Certain special characters can be used as follows amp AND OR AND NOT truncate You will be asked to retry the search if you make an error Please ask for assistance if required SEARCH FOR FIGURE 7 LOOK SEARCH TARGET MENU T D Version 1 0 June 1998 NCRAOA Report No GN6 Version 1 0 June 1998 Please choose from one of the following 2 DISPLAY RECORDS 3 REFINE SEARCH 4 BEGIN A NEW SEARCH Enter the number or use the SPACE BAR to select and RETURN PLEASE SELECT NUMBER FOUND FIGURE 8 LOOK OUTPUT MENU 88 NCRAOA Report No GN6 Version 1 0 June 1998 00001 Accession number 0000011 Author Harker A H Sharland S M Tasker P W Title A Mathematical Model of Uniform Corrosion of Intermediate Level Radioactive Waste Canisters in Concrete Year of Publication
50. Not held physically in the AIMS Library S On the shelf of the AIMS Library L On loan from the AIMS Library r The CAIRS tasks CRST is used to set Status code to S for each copy of a shelfmarked document 05 LOAN PERIOD The Loan Period of a document is used by the Borrowers and Loans Modules to control the length of a loan of a document There are five possible Item Categories A 1 month B week C 3 months D 6 months E Lt year It is usual for all AIMS documents to be allocated Loan Period A BULLETIN NUMBER Not used at present Bulletin Codes can be used by CAIRS to generate current awareness bulletins NCRAOA Report No GN6 Version 1 0 June 1998 Bibliographic Information Field Field Name Cataloguing Notes 07 LIBRARY NUMBER The Library Number is a unique number assigned to each individual document e g NIROO01 DOE0002 This number is combined with the copy number of the document to form the Shelfmark for a document Table 5 shows the i current shelfmark identifiers for organisations CORPORATE AUTHOR The names of the author s and or editoc s individuals not organisations of ihe document Surnames are placed first followed by any initials If there is more than one author a semicolon is used to separate one name from another For example given a list of authors A J Allen M A Bourke and N L Jefferies this w
51. O LIB1 LIB2 LIB3 LIB4 LIBD and LIBE unless otherwise stated Where differences exist they have been highlighted within the text of the document In these instructions the following terminology is used lt Enter gt The Enter or Return key The circumflex character caret is used to represent a character to be entered at a CAIRS task prompt User Groups Access to AIMS is controlled through User Groups and passwords The currently defined user groups are shown in Table 2 Access Level Access Levels limit access to specific databases tasks and output facilities There are ten levels of access in CAIRS 0 to 9 Each User Group has a unique password for each access level User Level An AIMS user who has logged in at a particular Access Level is referred to as a user of that level e g a user who has logged in at Access Level 8 is referred to as a Leve 8 user or alternatively as being logged in at User Level 8 Tasks The CAIRS software may perform many actions These actions are called CAIRS Tasks or just Tasks Each Task has a three or four letter name The most frequently em mg MW aug Gu Wo um A O E app um uw Ma Em NCRAOA Report No GN6 Version 1 0 June 1998 used CAIRS tasks are described briefly in Table 3 Other less commonly used tasks are shown in Table 4 TASK Tasks are performed by typing their names at the task prompt A typical task prompt is shown below TASK _ Library
52. RAOA Report No GN6 Version 1 0 June 1998 AIMS DATABASE ONLINE CATALOGUE select the search you wish to perform Author name search Title word search Corporate author search Report series search Library number search Keyword search FULL catalogue search ENTER YOUR SEARCH TERM AND PRESS RETURN SHARLAND FIGURE 12 SCAT MAIN MENU TARGET SELECTION NCRAOA Report No GN6 Version 1 0 June 1998 RANGE 0000000 TO 0001584 SEARCH PROFILE SHARLAND aut NUMBER OF DOCUMENTS LOCATED 29 OUTPUT DBO FIGURE 15 SINV A TYPICAL INPUT SCREEN 95 NCRAOA Report No GN6 Version 1 0 June 1998 BORROWER RECORD PAGE 1 REVIEW BORROWER NUMBER SURNAME 5 03 INITIALS TITLE ADDRESS 1 ADDRESS 2 ADDRESS 3 ADDRESS 4 DEPARTMENT TEL NUMBER ENTRY YEAR J 12 BORR CAT ALLOCATION 14 NO USED 00 15 SUSPENDED N FIGURE 16 A BORROWER RECORD 6 NCRAOA Report No GN6 Version 1 0 June 1998 LOANS RECORD PAGE 1 REVIEW LIBRARY E LEVEL LOAN RECORD NO SECURITY CODE ITEM LIBRARY ITEM IDENTIFIER ITEM DETAILS BORROWER NUMBER BORROWER DETAILS ISSUE DATE ISSUE TIME 10 ITEM CAT DATE DUE BACK HOUR DUE BACK CHASE DATE CHASE TIME 15 CHASE NO DAYS OVERDUE HOURS OVERDUE FINE RATE FINE DUE FIGURE 17 A LOAN RECORD 8 s NCRAOA Report No GN6 Version 1 0 June 1998 FIGURE 18 AIMS PROBLEM REPORT FORM
53. S um ce ech een n 37 10 CHANGING DATABASE RECORDS 39 10 1 Modifying a Record lt 2 ba NR Ae euo tuy Y a 39 10 2 Reviewing a R cotd s s 9 epa Cor Se iso a nN ue Sd Bd 40 10 3 Deleting 3 Record 4 emo x st is he oi Nod IM Oe Sade 40 10 4 Copying a Record o A E Rd 41 11 CATALOGUING SUPPORT FACILITIES 43 Ll The Thesdurus 564 oree m oe td eats e E Es eto ded x md 43 11 1 1 Maintaining the thesaurus lt lt 43 11 1 2 Reviewing and listing the thesaurus 44 11 1 3 Changing the thesaurus OA GA oe Mees HS 45 11 2 The Corporate Author Lists sota e pon uet e dart Was we ded 47 11 3 The User Tag Words iia y dei 47 12 BORROWERS AND LOANS os iaa a id 49 12 1 Introd tiio ss tm ete te qu rl A a 49 12 2 The Borrowers Database LIBD o 49 12 2 1 Structure of the borrowers database 49 12 2 2 Entering and changing borrower records 49 12 2 3 Searching the borrower database 51 12 3 The Loans Database LIBE 000 hats ia crea 52 12 3 1 Structure of the loans database 22 12 5 2 Iss ing loan s 7 p lo REL SPEI LA TIED 52 122309 Returmne aloan oue doe Baek ue S ARR EAS dh la 54 12 3 4 RENEW Ie a loan ae aid bu Pe de 55 12 3 5 Searching the loans database o 55 12 3 6 Generating loan recall letters lt 56 13 DATABASE BACKUP PROCEDURES S us i 42442008 Salhi es
54. These tasks should not be used without the permission of the AIMS Document Manager CAIRS passwords are main tained using the tasks RGCF and MGCF A detailed discussion of the use of these tasks is contained in section 10 of the CAIRS Library Management System System Manager s Reference Manual 6 A typical input screen for the task MGCF is shown below 01 GROUP CODE AA 02 ACCOUNT NUMBER 000 03 LIBRARIES fOI2DEF 12 13 PASSWORDS gt 04 LEVEL 9 PASSWD OS LEVEL 8 PASSWD 06 LEVEL 7 PASSWD 07 LEVEL 6 PASSWD 08 LEVEL S PASSWD 09 LEVEL 4 PASSWD 10 LEVEL 3 PASSWD 11 LEVEL 2 PASSWD LEVEL 1 PASSWD LEVEL O PASSWD ACCEPT CANCEL OR MODIFY MODIFY GROUP CODES INPUT SCREEN 14 4 Maintaining the Database Structure 14 4 1 Screen layout and data structure WARNING Great care must be taken when using these tasks to change the structure of the libraries These tasks should not be used without the permission of the AIMS Document Manager A detailed discussion of the use of these tasks is contained in section 3 of the CAIRS Library Manage ment System System Manager s Reference Manual 5 Anyone attempting to use these tasks should be familiar with both the relevant sections of that manual and the detailed structure of the AIMS databases before proceeding further The screen layouts and database field structure are controlled using the ISDF DSDF MSDF and MLIB tasks These tasks are a
55. Yes The next page of the record is displayed N No The review of the particular record is abandoned returning to the blank record page On the last page of the record the choice REPEAT TASK Y N is offered The possible responses are Y Yes The review record task is repeated N No CAIRS returns to the TASK prompt Deleting a Record Permission to delete a record from AIMS must be obtained from the AIMS Document Manager and is only possible for users at level 8 or level 9 Although it is possible to delete records from CAIRS it is not a recommended course of action because the accession number of the record deleted wil not be available for re use in CAIRS Therefore it is recommended that records should not be deleted and wherever possible an AIMS record should be modified by overwriting the record with the details of another document If a complete record is to be removed from an AIMS database type DREC at the TASK prompt A blank record page with a prompt for an accession number will be displayed with the cursor in the Accession Number fieid i e ACCESSION NUMBER 40 es am um w GB GM OS d US UR XEM GEM RD US 2 GS CD GR US NB UN NCRAOA Report No GN6 Version 1 0 June 1998 Typing the full accession number or the accession number minus any leading zeroes followed by lt Enter gt will access the record The first page of the record will be displayed The choice PAGE ON Y N
56. a USE BATCH INPUT FILE Y N Answer Y b INDEX DESPITE THESAURUS FAILURE Y N Answer Y i c ABORT RUN ON ERROR Y N 7 Answer N d CONTINUE AFTER ERROR Y N Answer Y A report on the progress of the batch document modification will be written to a file called SXXXX SPL where XXXX is a 4 digit number which is assigned automatically This file name should be noted as it is IMPORTANT for subsequent error checking This file will be located in the network directory G AIMS NMCAIRS After data entry has been completed one of the following messages appears i CAIRS BATCH MODIFICATION SYSTEM TERMINATED SUCCESSFULLY TYPE Y TO RETURN TO TASK i CAIRS BATCH MODIFICATION SYSTEM TERMINATED SUCCESSFULLY WITH ERRORS TYPE Y TO RETURN TO TASK NCRAOA Report No GN6 Version 1 0 June 1998 Enter Y and the TASK prompt will appear and AIMS can then be continued by entering an appropriate task name or exited using SHUT STOP or QUIT If the batch modification fails to terminate successfully owing to repeated error conditions the data entered is cleared from the update file UF and the following message is displayed UF AND ACCESSION NUMBERS HAVE BEEN RESET CAIRS BATCH ENTRY SYSTEM ABORTED Once a batch modification run has been completed the report file should be checked and any errors corrected The procedure for checking and correcting errors is described in the section on batch docum
57. access all fields from a record when defining an output format Other field restriction codes can be defined as required by the AIMS Document Manager All modifications of the field restriction codes are immediate Typical Output Codes Typical choices of output format would be lt Enter or DAO Default display DBO Full record displayed on the screen LBO Full record spooled to printer S Store results in a set FO9 Summary output to disk file Modifying Output Formats To set up a CAIRS output format the task MFCF Modify Format Code File must be run This task has two pages of information which control the details of the output format The first page controls global features such as user level access the number of lines per page and the width of the page The second page controls the details of which fields are output the ordering of those fields and additional formatting such as spacing and headings Do not modify output formats without the prior agreement of the AIMS Document Manager E i NCRAOA Report No GN6 Version 1 0 June 1998 MFCF PAGE 1 OPTIONS The first page of options control the overall format of the output and the user access to the code The first field to be input is the letter of the format code for editing Once a format code is chosen the other fields on page 1 will be filled with the current values for that format code The other major fields of interest on the first page are Field N
58. and information about the use of a thesaurus term d a list of interrelated terms Terms may be related to the thesaurus entry as preferred terms related terms broader terms gt narrower terms lt and macro terms Term interreiationships are used for advanced searching see section 11 1 Once input this information is followed by the prompt ACCEPT CANCEL OR MODIFY The three possible responses are ACC If after checking all information on the page displayed is correct then typing ACC is the correct response CAN If the information ts incorrect or one wishes to abandon the thesaurus insertion for other reasons then the correct response is CAN All 46 NCRAOA Report No GN6 Version 1 0 June 1998 information typed and any changes made during insertion are ignored i e no changes to the thesaurus are made The data entered is cleared from the screen and the task ITHE then restarts from the very beginning MXX If the information in field number XX needs changing then the correct response is MXX The information in the field can then be modified as required This task is only available to Level 9 users The Corporate Author List AIMS requires entry of a corporate author into the bibliographic and general databases to identify which organisation has issued the report During the course of the past ten years many organisations have changed their name it is therefore necessary to identify clearl
59. applications SHUT Windows other than CAIRS is needed Switches to library x UPDT Only available to users of level 4 or above To update the databases and index new modified or deleted records Only available to users of level 8 or above Users must consult the AIMS staff before using this task TS NCRAOA Report No GN6 Version 1 0 June 1998 TABLE 4 OTHER CAIRS TASKS Can only be used by users of level 8 or 9 Users must consult the AIMS staff before using this task i To enter a batch of new CAIRS records from an ASCII file Can only be used by users of level 8 or 9 Users must consult the AIMS staff before using this task Can only be used by users of level 8 or 9 Users must consult the AIMS staff before using this task To modify an existing CAIRS record Can only be used by users of level 8 or 9 Users must consult the AIMS staff before using this task Car ankle ha road her haara AF laval Q a viu y ve uovu uy MOVIAO VA IU Yu U Users must consult the AIMS staff before using this task 1 1 To make a copy of an existing CAIRS record Can only be used by users of level 8 or 9 Users must consult the AIMS staff before using this task To record the loan of an item Can only be used by users of level 8 or 9 Users must consult the AIMS staff before using th
60. atabase delete Systems Adminis tration AIMS Document Manager Clerical Support AIMS Library Assistant As above Authorised Agency Staff Search and output functions Restricted access to Bibliographic data base Full access to General database Other users Restricted access to Bibliographic database General database No access to Correspondence database Search only m T m i Full access to Bibliographic database General database Issues database Galson Sciences Ltd Senior EA Staff As above plus full access to Correspondence database 18 NCRAOA Report No GN6 Version 1 0 June 1998 TABLE 3 COMMONLY USED CAIRS TASKS To exit from a CAIRS task can be used at any stage in any lt ENTER gt process to return to the TASK prompt MODE Gives menu driven access to This is the simplest way for MENU all types of searches inexperienced users to search for records in AIMS LOOK Begins the simplest search There is no printed output from LOOK facility SCAT Begins the experienced search SCAT allows searches on many fields facility with printout facilities but has no search refinement SINV Begins the expert search Allows complex search patterns on all facility indexed fields with printout facilities QUIT STOP Ends CAIRS and returns to This task when access to
61. ate SPL file The file can then be printed using the File Print command Print screen The user can obtain a screen dump to the local printer using the Print Screen key to the right of the F12 function key The cursor will scroll down the screen sending the screen information to the printer However the printer will not begin printing until a sufficient number of screen lines has been received to fill a page To obtain a single screen dump press the Form Feed button on the printer after pressing the Print Screen key HB am am m cum a ee y NCRAOA Report No GN6 Version 1 0 June 1998 9 CATALOGUING AND ENTERING A DOCUMENT 9 1 Introduction to Cataloguing The facility to add new records to a database is available only to users of levels 8 and 9 When preparing a record for entry into the database it is very important to maintain a consistent approach If records do not conform precisely to the formats described then searching for and retrieving records will become very difficult For details of the fields associated with a bibliographic general or BRE record see Appendix A For details on the fields associated with a correspondence record see Appendix B For details on the fields associated with an issue record see Design specification for the Issues Database 9 9 2 Keywording Guidelines The objective of the keywording system is the allocation of appropriate keywords which will enable the efficient retrieval of reports accordi
62. ation is incorrect or one wishes to abandon the document modification for other reasons then the correct response is CAN for CANcel All information entered including any NCRAOA Report No GN6 Version 1 0 June 1998 changes made to the whole of the current record including previous pages are ignored i e no changes to the database are made The ISSL task then restarts from the beginning at the blank record page as described above MXX If the information in field number XX on the current page requires correcting the appropriate response is MXX for Modify field XX The information in the field can then be modified as required If the record is ACCepted then the loan record will be entered into the database and the document is then considered to be on loan to the borrower Once entered records can be modified using MREC deleted using DREC and viewed using RREC 12 3 3 Returning a loan To return a loan the CAIRS Accession Number of the document item to be returned is needed To begin this task type RETL at the TASK prompt At the prompt ITEM LIBRARY Type 0 to return an item to library 0 At the prompt ITEM NUMBER CAIRS Accession Number type the CAIRS accession number of the item to be returned A loan record page as shown in Figure 14 will appear If the item number typed does not correspond to an item on loan then the prompt for item number remains on the screen The details of the loan item displ
63. authority publications EA AEA Technology reports other than Nirex HMIP Agency sponsored work Acts and related statutory instruments z NEA reports arid papers from PAAG z j x Nuclear Installations Inspectorate documents Q GD Other government departments including MAFF Miscellaneous documents Papers and pamphlets y O P PRS Press cuttings RAD NRPB CRP publications UPD Pressure group publications Zip update disks USA US publications including NRC SNL LBL LANL etc Zl Zl reports i m Z2 reports 80 am um Um oum n EM CB HHH M OON uUum om HEH eee EH HE 0 HE U S UN NCRAOA Report No GN6 Version 1 0 June 1998 TABLE 6 CAIRS SECURITY CODES FOR DOCUMENTS tv t RR jso Access Description A Unlimited Access Published reports articles conference papers and reports by external organisations EN Environment Agency Staff Internal Agency documents Only Library Staff Second copies of documents S Nirex and Drigg Very limited access i e correspondence Assessment Staff Only and commercial in confidence documents 81 NCRAOA Report No GN6 Version 1 0 June 1998 Assessment Information Management System AIMS Bibliographic Database Library 0 Borrowers Database Correspondence Database Library D Library 1 General Database Loans Database Library E Library 2 BRE Da
64. ayed on the screen should be checked to see if they are correct The choice ACCEPT CANCEL or MODIFY is offered As with other CAIRS records the three possible responses are ACC If after checking all information on a page is correct then the response is to type ACC for ACCept CAN If the information is incorrect or one wishes to abandon the document modification for other reasons then the correct response is CAN for CANcel All information entered including any changes made to the whole of the current record including previous pages are ignored i e no changes to the database are made The RETL task then restarts from the beginning at the blank record page as described above un NCRAOA Report No GN6 Version 1 0 June 1998 MXX If the information in field number XX on the current page requires correcting the appropriate response is MXX for Modify field XX The information in the field can then be modified as required If the record is ACCepted then the appropriate records will be modified in the database and the document will no longer be considered to be on loan Warnings 1 Master record does not exist will appear for Category Code S documents This warning can be ignored because CAIRS expects all master copies of documents to be Security Code A which is not the case with AIMS secure documents 11 Reservations master not located in main index IGNORE Y N This warning message can be ignored
65. back Include quotation marks LOOK allows searches on fields a c d and h Borrower number b Item Library Borrower c Item number Borrower surname Borrower category Address g Location b Or bor bor SCAT allows searches on fields a d e and f It also allows a search of the full catalogue SINV allows any field or combination of fields to be searched The most common search of the loans database is one to locate overdue loans This is best accomplished using the task SINV Searching for overdue items with the search profile lt 940830 ddb will generate a list of loans overdue as at 30th August 1994 The results should be saved in a set see 8 1 1 Generating loan recall letters Onlv users of level 8 should use the facility to generate recall letters because users at level 9 would incorporate archived loans in the search results The process for generating loan recall letters is in two stages NCRAOA Report No GN6 Version 1 0 June 1998 rll ee a perform a search of the loans library LIBE for overdue loans and create a text file containing the results of the search b create a letter to send to the borrower For large numbers of letters CAIRS has an automatic letter generation facility GLET which is described in detail in section 4 of Inter Library Loans Library 6 of the CAIRS LMS Introduction Manual 4 Howe
66. conditions of disposal These conditions include shallow and deeper land burial in clay or shale formations and situations where water ingress into salt or anhydride repositories occurs KEY SOLUBILITY ACTIVATION PRODUCTS FISSION PRODUCTS CLAY 111 NCRAOA Report No GN6 Version 1 0 June 1998 SHALE TECHNETIUM GROUNDWATER COLLOID FORMATION EH PH ACTINIDES COMPLEX FORMATION REC 1 0 A HODGKINSON D P ROBINSON P C TASKER P W GEORGE D AERE Harwell The objectives of NIREX research in support of post closure radiological assessments for LLW and ILW disposals 0001 REPORT n AERE R12219 1986 J 11 This paper outlines the objectives of the NIREX R amp D programme and the approach that is being followed to assess the safety of disposing of LLW and ILW in geological formations Compliance with regulatory targets is to be demonstrated using a hierarchy of mathematical models which is validated and calibrated using laboratory and field experiments KEY ILW LLW NEAR FIELD RESEARCH PROGRAMME RADIOLOGICAL SAFETY ASSESSMENT SORPTION PERMEABILITY REC 1 0 A 1 BOURKE P J GILLING D JEFFERIES N L LEVER D A LINEHAM TR AERE Harwell Chemistry Division Laboratory experiments of mass transfer in the London clay J0001 l REPORT n 112 CS NCRAOA Report No GN6 Version 1 0 June 1998
67. cords Each record in the borrowers database holds information about a borrower and summaries of their total current loans The format for a borrower record is shown in Figure 16 New borrowers are entered to Library D by the CAIRS task DOCE A new borrower record should be entered by either the Library Assistant or the AIMS Document Manager entry level AA8 or AA9 respectively into LIBD The following information should be supplied with defaults as appropriate SURNAME fd TA R A Ln WI o 24 l appresst ADDRESS2 ADDRESS appressed DEPARTMENT IELNUMBER oO 49 12 2 2 Entering and changing borrower records NCRAOA Report No GN6 Version 1 0 June 1998 lt Return gt BORROWER ID Borrower initials e g SLD NOTE Borrower initials should be unique to each borrower c Be eee ee o A n B kem E DETAILS lt Retum gt When all the fields have been entered the choice ACCEPT CANCEL or MODIFY is offered As with other CAIRS records the three possible responses are ACC If after checking all information on a page is correct then the response is to type ACC for ACCept CAN If the information is incorrect or one wishes to abandon the document modification for other reasons then the correct response is CAN for CANcel All information entered including any changes made to the whole of the current record including previous 50
68. d by a borrower It can also show an archived list of all previous foans to the borrower The task operates by typing SBST at the TASK prompt At the prompt DISPLAY ARCHIVE DATA Y N sys 12 3 12 3 1 12 3 2 NCRAOA Report No GN6 Version 1 0 June 1998 pressing N will show only current loans whereas pressing Y will show the list of all previous loans to the borrower Records can then be selected by entering a search profile at the prompt e g DUERDEN Alternatively pressing lt Enter gives the prompt BORROWER NUMBER ID Typing either the borrower s number or ID i e unique initials will select a borrower and show the details of loans to that borrower The Loans Database LIBE Only users of level 8 or above can use the loans database Users at level 8 access all current loans whilst users at level 9 access current and archived loans Therefore it is recommended that users access the loans database at level 8 to issue loans return loans renew loans and search the loans database Users should only access the loans database at level 9 for database maintenance and to review archived loans Structure of the loans database The loans database is chosen by selecting E at the LIBRARY prompt during the login procedure described in section 5 Alternatively authorised users can switch to the loans database by typing LIBE at the TASK prompt Like other CAIRS databases the loans database i
69. do not have an abstract entered AE NCRAOA Report No GN6 Version 1 0 June 1998 lt Not required gt no abstract will be provided lt Outstanding gt an abstract is required but it has not yet been entered All abstracts include either one of these two tag words or the abstract itself It is therefore possible to search the bibliographic database to identify which documents require abstracting When abstracts are supplied the tag word in the abstract field should be removed 48 NCRAOA Report No GN6 Version 1 0 June 1998 12 BORROWERS AND LOANS 12 1 Introduction The CAIRS system controls borrowers and loans using two additional databases called LIBD and LIBE LIBD holds records about authorised borrowers LIBE holds records about loans of reports made to borrowers These two databases are linked to each other and to LIBO and LIB2 These links ensure that items can only be loaned to one borrower that borrowers do not exceed their allocated number of loans that records of past loans are kept 12 2 The Borrowers Database LIBD 12 2 1 Structure of the borrowers database Authorised users can use the borrowers database library D by selecting D at the LIBRARY prompt during the login procedure described in section 5 Alternatively authorised users can switch to the borrowers database by typing LIBD at the TASK prompt Like other CAIRS databases the borrowers database is based on re
70. eneral database used to record other literature of interest the BRE database used to record documents held in the RADWASTE and BRIX libraries at BRE the Issues Database used to record the stated positions of interested organisations with respect to issues relevant to the disposal of radioactive waste the borrowers database This is used to store information about the borrowers and their loans the loans database This is used to control and record the loan of items from the CAIRS libraries These databases are linked together through a number of important fields as shown in Table 1 The links and how the CAIRS system handles them are described in greater detail in the CAIRS Library Management System Manuals 4 5 6 7 Access to AIMS is impossible without access to the Agency s Local Area Net work LAN Each user of this LAN is assigned a unique user name and personal passwords Access to AIMS is further limited to authorised AIMS mn aS n V am gm um um UM wm um gum 2 m am mE am a m wm UE WM q NCRAOA Report No GN6 Version 1 0 June 1998 users through the use of AIMS User Groups and passwords User access to specific databases tasks output facilities and where necessary individual records within AIMS are limited by the privileges allowed to an AIMS User Group Currently six AIMS User Groups have been defined with varying levels of access to the AIMS databases as shown in Table 2
71. ent entry above Once records have been modified in the AIMS database the new data are available for review and modification through the RREC and MREC tasks However the reports will not be re indexed until an update has been run see section 14 1 4 NCRAOA Report No GN6 Version 1 0 June 1998 10 CHANGING DATABASE RECORDS 10 1 Modifying a Record Should the information in a database record require modification after entry into CAIRS type MREC at the TASK prompt MREC should only be performed by the AIMS Library Assistant or with the express permission of the AIMS Document Manager In MREC documents are selected by their CAIRS Accession Number A blank record first page is displayed with the cursor placed in the Accession Number field i e ACCESSION NUMBER Typing the full accession number or the accession number minus any leading zeroes followed by lt Enter gt will access the record The information contained in the record in fields on the first page will be displayed This task then operates in a manner similar to the record entry task DOCE The choice ACCEPT CANCEL OR MODIFY is Offered for each page of the record The three possible responses are ACC If after checking all information on a page is correct then the response is to type ACC for ACCept CAIRS then passes control to the next page CAN If the information is incorrect or one wishes to abandon the document modificatio
72. entered in LOOK are auto truncated for definition see Section 4 After the search is completed the user has four options as shown in Figure 8 LOOK provides two levels of detail for the output a a summary option I DISPLAY DETAILS shown in Figure 9 b the full record option 2 DISPLAY RECORD shown in Figure 10 LOOK also allows the user to refine a search option 3 REFINE SEARCH by modifying the search profile This option will narrow the search to all items which include both targets e g for the first search choosing Sharland as an author and then refining the search with Tasker as an author LOOK will find all records which have BOTH Sharland AND Tasker as authors Searches are refined in LOOK using the same menus as before and shown in Figures 7 10 The user can start another search by selecting option 4 BEGIN A NEW SEARCH 7 5 NCRAOA Report No GN6 Version 1 0 June 1998 Using SCAT SCAT makes a wider variety of fields accessible for searching the AIMS databases A single menu provides a range of possible fields for searching These fields are In the bibliographic database LIBO general database LIB2 and BRE database LIB3 Author name search Title word search Corporate author search Report series search Library number search NOTE this is not the CAIRS Accession number Keyword search FULL catalogue search ARN ON In the correspondence database LIBI Sender name search
73. entry will display the following information about the entry a the entry itself b its List Code List Codes are either S or G S or STOP terms are those terms which are not permitted as keywords G or GO terms are those terms which are permitted as keywords List codes are important for data entry A catalogue record which includes STOP terms in its keywords will generate warning messages Or errors on data entry c a search aid message The message gives advice and information about the use of a thesaurus term d a list of interrelated terms Terms may be related to the thesaurus entry as preferred terms related terms broader terms gt and narrower terms lt This information is followed by the prompt REPEAT TASK Y N Answering Y allows further terms to be reviewed Answering N returns CAIRS to the TASK prompt The LTHE task allows a listing of details about a specified range of thesaurus entries between a start key and an end key to be produced To use this task a type LTHE at the TASK prompt b at the prompt START KEY type either a sequence of characters where the listing should start or press Enter to start with the first thesaurus entry c at the prompt END KEY type either a sequence of characters where the listing should end or press Enter to start with the last thesaurus entry d type A F or H at the prompt TYPE OF LISTING A will give an abbreviated listing
74. formation Field Name Cataloguing Notes SHELFMARK Field Number The Shelfmark of a document is formed from its Library Number plus Copy Number For example for a copy number 0001 of a document with Library Number NIROOO the shelfmark would be NIR 1 1 The shelfmark is placed on a label on the front cover of the document Table 5 shows the current shelfmark identifiers for organisations The physical location of the document There are three locations where documents are stored AIMS library Steel House Correspondence files Steel House AIMS general library Steel House The type of document Types of document include Report Conference proceedings Journal article Book Newspaper article Proof of evidence Video cassette Zip update disk Press release CONTRACT NUMBER HMIP Agency contract number under which report prepared SPARE PAGE 2 SEE FIG A 2 MIND ACCESSION NUMBER The accession number is automatically copied from page 1 02 REFERENCE For conference papers the details of the conference are entered For journal articles the name volume and issue of the journal are entered along with page numbers of article where possible 03 SERIES AERE R12306 NSS R106 DOE RW 81 001 DOE HMIP RR 90 066 IMPRINT The publisher s name 05 YEAR OF PUBLICAT N EDITION A list of the report numbers of the document is entered I
75. hed c The complexity of the search pattern d The need for printed or special format output see Section 8 Figure 3 gives some guidance for inexperienced users on the most appropriate searching facility 7 3 Using CAIRS Searching Facilities The simplest way to access the AIMS search facilities is through the AIMS search menus To enter the AIMS search menus type MODE at the TASK prompt Do not press Enter Users of levels 8 and 9 will be presented with the menu shown in Figure 4 Alternatively to select a single search facility all that is required is to type its name either LOOK SCAT or SINV at the TASK prompt Users of level 7 and below go directly to the search menu shown in Figure 5 The same menu appears by selecting option 1 SEARCH menus from the main menu shown in Figure 4 Seiecting a search option from this menu will lead directly into the chosen search facilities Options may be selected from CAIRS menus by either typing the number of the option or by pressing the space bar to move the highlight bar to the required option and pressing Enter In all but the MAIN or SEARCH MENU pressing the asterisk key provides a reliable way to exit unwanted menus There are two main ways in which records are listed when output to the screen numbered and unnumbered The style of list is decided by the output format selected by the user In unnumbered lists of records each page of output ends with the prompt
76. ing each action from the next item in the list 106 Lo ACCESSION NUMBER The accession number is automatically copied from page NCRAOA Report No GN6 Version 1 0 June 1998 Correspondence Information Field Field Name Cataloguing Notes M ACTION REF NOS ACT N BY DATE SENT To be assigned by the Nirex Project Documentation Manager on receipt of the correspondence A list of action reference numbers is entered with semi colons separating each item from the next item in the list Initials of the person who is to perform the action and the date on which the action is assigned A list of initials and dates is entered with sernicolons separating each item from the next item in the list ACT N INT D BY Initials of the person requesting the action A list of initials is entered with semicolons separating each item from the next item in the list ACT N BY DATE R QD Initials of person undertaking the action and the date required for completion of the action A list of initials and dates is entered with semicolons separating each item from the next item in the list ACT N BY STATUS Initials of the person undertaking an action and whether the action is Open or Closed A list of initials and statuses is entered with semi colons separating each item from the next item in the list CORRESPONDENCE V esa s Lou a SET
77. input record Illegal characters are left bracket right bracket forward slash and asterisk The record must be located in the batch entry file and the field YY checked to locate the illegal character It any other errors are encountered the CAIRS System Manager Manual Vol I 4 should be consulted Records which cause error messages of type b c and d above will not enter the AIMS database at all It is thus necessary to locate these erroneous records in the input file They should then be corrected and copied into a new WordPerfect file This file should be formatted as a batch entry file see Appendix C and resubmitted to AIMS Te a mewn c wm US UM UM Se UD B RM GR UD GS NCRAOA Report No GN6 Version 1 0 June 1998 9 6 Batch Modification For modification of large numbers of documents it is more efficient to use the CAIRS batch document modification task BMOD There are three stages in this process They are a Making a back up of the AIMS database b Creating a batch modification file using a suitable word processor see Appendix C c Copying the resultant ASCII file to the file H SPOOL BATCH SPL d Initiating the CAIRS task BMOD described below To perform batch document entry start CAIRS after completing stages a b and c above At the TASK prompt enter BMOD CAIRS then presents a sequence of prompts requiring the following responses
78. is task To record the return from loan of an item Can only be used by users of level 8 or 9 Users must consult the AIMS staff before using this task To record the renewal of the loan of an item Can only be used by users of level 8 or 9 Users must consult the AIMS staff before using this task GLET To generate the recall letters for Can only be used by user of level 8 AIMS overdue loans Library Assistant VCES To view the current sizes of the Note of the file sizes should be made on a CAIRS files regular basis by the AIMS Library Assistant NCRAOA Report No GN6 Version 1 0 June 1998 TABLE 4 Cont name CRST To change the status of a To change the location field of a document record from O sort as appropriate Should only be used by the AIMS Library Assistant MFCF To modify and format code file Can only be used by users of level 8 or 9 Users must consult the AIMS staff before using this task To review an entry ina thesaurus Can only be used by users of level 9 Users must consult the AIMS staff before using this task To list an entry in a thesaurus Can only be used by users of level 9 Users must consult the AIMS staff before using this task To modify an entry in a thesaurus Can only be used by users of level 9 Users must consult the AIMS staff before using this task To delete an en
79. ment System Manuals 4 5 6 and 7 Ch aa a MN id NCRAOA Report No GN6 Version 1 0 June 1998 Updating and back up procedures for both the networked and stand alone versions of AIMS are described in more detail in AIMS Update and Security Procedures 8 NCRAOA Report No GN6 Version 1 0 June 1998 3 4 INTRODUCTION TO CAIRS LMS SOFTWARE AIMS is based on CAIRS LMS software running under MS DOS on an IBM compatible personal computer connected to the Agency s Local Area Network LAN using the Novell Netware system The CAIRS software and the AIMS databases are stored on the network file server and can only be accessed via the network CAIRS is a computerised information management system based on the concept of libraries Each library is a database composed of a set of records Records stored can be retrieved via a wide variety of keys and methods CAIRS provides software which can be configured by the user to support record entry modification and output index creation searching thesaurus creation modification and checking The creation of user friendly menus and help files is also supported AIMS currently consists of seven databases these are LIBO zero LIBI one LIB2 two LIB3 three LIB4 four LIBD LIBE the AIMS bibliographic database used to store the reports catalogue the AIMS correspondence database used to store all technical correspondence the AIMS g
80. n a list report numbers are separated by a semi colon and a space e g The year of publication of the document Use figures only omit brackets or question marks e g 1992 For the first edition nothing ts entered For second or subsequent editions the edition is entered in words e g 3rd edition would be entered as Third edition and 2nd Draft as Second draft 101 NCRAOA Report No GN6 Version 1 0 June 1998 Bibliographic Information Field Name Cataloguing Notes ISBN i International Standard Book Number is entered The ISBN if one is allocated appears on the title page of the report Fietd Number 07 ORIGIN For copies of reports the source of the copy if known is recorded e g HMIP NIREX DOE CONFERENCE For conferences the dates on which the conference took place are recorded e g 1992 Jan 21 31 This provides a means of searching for conferences according to the dates when they took place DOCUMENT SET Either RCF Drigg or HOLXXXX where XXXX is the year in full e g 1998 LIB1 REF If a report was sent to HMIP or the Agency relating to the Nirex assessment then the unique number of the correspondence accompanying the report is recorded here PAGE 3 SEE FIG A 3 ACCESSION NUMBER The accession number is automatically copied from page L 02 ABSTRACT The abstracts of the selected documents are entered in full E
81. n for other reasons then the correct response is CAN for CANcel All information entered including any changes made to the whole of the current record including previous pages are ignored i e no changes to the database are made The MREC task then restarts from the beginning at the blank record page as described above A MXX If the information in field number XX on the current page needs correcting then the response is MXX for Modify field XX The information in the field can then be modified as required On the last page of the record the choice REPEAT TASK Y N is offered The possible responses are Y Yes The review record task is repeated N No CAIRS returns to the TASK prompt 39 NCRAOA Report No GN6 Version 1 0 June 1998 10 2 10 3 Reviewing a Record To view a known record in AIMS type RREC at the TASK prompt Documents are selected by their CAIRS accession number A blank record first page is displayed with the cursor placed in the Accession Number field i e ACCESSION NUMBER Typing the full accession number or the accession number minus any leading zeroes followed by lt Enter gt will access the record The information contained in the record in fields on the first page will be displayed This task then displays the record using the document entry screens The choice PAGE ON Y N is offered for each page of the record The possible responses are Y
82. n is only available to the AIMS Document n type your password Do not press lt Enter gt The password is case sensitive 1 Manager At the prompt LIBRARY type the number of the database required Do not press lt Enter gt Type 0 zero for the bibliographic database 1 for the correspondence database 2 for j the general database 3 for the BRE database and 4 for the Issues database NOTE Searches apply only to the selected database f you have appropriate securitv clearance the system will respond with the prompt TASK NCRAOA Report No GN6 Version 1 0 June 1998 AIMS is now ready for use all facilities shown in Figure 2 can be accessed If you do not have appropriate security clearance AIMS will return to the prompt l USER CODE as described above You should carefully retry the entry procedure from that point NOTES 1 The start up process can be ended at any point by typing an asterisk or lt Enter gt at any prompt The user will then be returned to the Windows Program Manager screen 2 Currently the Agency have a two user licence for the CAIRS software It should be noted that if you are unable to start AIMS it is likely that two users are logged on to the system 35 It is also possible to run AIMS from the DOS prompt on the network directory G AIMS NMCAIRS by typing AIMS lt Enter although this is not the preferred option for running AIMS This option is no
83. ng to their subject matter The keywording of documents is carried out using a thesaurus of keywords 10 and the following keywording guidelines In general up to five keywords will be selected to describe the subject areas covered by each document In the case of reports covering a whole research programme it may be necessary to allocate more than five keywords The CAIRS software will allow up to one hundred and eight keywords As the narrower term will always inciude the general term and broader term when searches of the database are carried out it is appropriate to select the narrower term where applicable This procedure will enable a more selective search to be carried out The thesaurus contains search aids which advise on the use of a term or keyword 9 3 Assignment of Library Numbers and shelfmarks to reports Each report held in the bibliographic library will have a Library Number assigned to it This number will consist of two parts The first part of the number will be an organisation identifier Organisation identifiers are shown in Table 5 The second part of the number will be a five digit serial number Serial numbers will begin at 00001 and increase up to 99999 A typical Library Accession Number would be RASO0345 The AIMS Library Assistant maintains an AIMS working file called the Data base Accession Number Log This file has one section for each organisation identifier as shown in Table 5 Sections record the Lib
84. ntered abstracts must not use underlining or bold typefaces Also should the abstract contain square brackets or then these are entered as round brackets and Important words or phrases in the abstract are indexed by enclosing them using lt and gt markers e g lt Aqueous phase mass transfer gt through the rocks surrounding a radioactive waste repository will take place by diffusion and convection This paper presents a comprehensive set of measurements of the lt mass transfer characteristics gt for a single naturally occurring clay RECORD KEYWORD PAGES SEE FIG A 4 o ACCESSION NUMBER The accession number is automatically copied from page L KEYWORDS Selected keywords which reflect the contents of the document are entered The catalogue uses a controlled vocabulary which is contained in the thesaurus Only keywords which appear in the thesaurus may be used When entering or modifying a record an G is placed in the field following the last keyword to terminate input 51095 04 01 NCRAOA Report No GN6 Version 1 0 June 1998 AIMS DATABASE REVIEW LIBRARY 0 LEVEL 9 ACCESSION NUMBER 02 DATE OF ENTRY 03 SECURITY CODE STATUS CODE 05 LOAN PERIOD 06 BULLETIN NUMBER BIBLIOGRAPHIC INFORMATION LIBRARY NUMBER AUTHOR CORPORATE AUTHOR TITLE TOTAL COPIES 12 COPY NUMBER SHELFMARK 14 LOCATION DOCUMENT TYPE CONTRACT NUMB
85. of the correspondence 14 ATTACHED DOCS Reference or report numbers of documents that came with the correspondence 15 DISTRIB N Initials of those to whom the sender distributes copies SENDER of correspondence externally DISTRIB N Initials of those to whom the Agency sends copies INTERNAL internally CROSS REFERENCES The names of the sender s individuals not organisations of the correspondence Surnames are placed first followed by any initials If there is more than one sender a semicolon is used to separate one name from another For example given a list of senders A J Allen M A Bourke and N L Jefferies this would be entered as Allen A J Bourke M A Jefferies N L The person to whom correspondence is addressed Surnames are placed first followed by any initials If there is more than one addressee a semicolon is used to separate one name from another For example given a list of addressees A J Allen M A Bourke and l Report Nos to which the correspondence refers Separate multiple references with a semicolon Do not use spaces in references i e AERE R10988 STATUS The current status of the correspondence i e OPEN or CLOSED 19 SPARE Leave empty PAGE 2 SEE FIG B 2 ACCESSION NUMBER The accession number is automatically copied from page ACTION S REQ D Actions to be taken on correspondence A list of actions is entered with semi colons separat
86. og file Make a note of the 4 digits from the file SXXXX SPL and then type COPY BATCH SPL QABAK BATCXXXX SPL where XXXX match the 4 digits in the SXXXX SPL file Thus the file BATC1234 SPL is the batch entry file which was used to produce the error log file 1234 SPL The error log file SXXXX SPL should always be read and checked for errors which may have occurred during batch entry The error log file may be opened directly into WordPerfect using File Open which will perform all necessary conversions unaided This file should be used to trace and correct any problems which occurred during batch entry as discussed in section 9 5 3 Correcting batch entry errors The CAIRS error log file SXXXX SPL consists of one entry for every record entered This file should always be read and checked for errors which may have occurred during batch entry A typical error log is shown below LAST ACCESSION NO 0000942 ERROR COUNT 0 RECORD LAST ACCESSION NO 0000943 ERROR COUNT 0 RECORD LAST ACCESSION NO 0000944 ERROR COUNT 0 RECORD LAST ACCESSION NO 0000945 ERROR COUNT 0 RECORD LAST ACCESSION NO 0000946 ERROR COUNT 1 RECORD RECORD NUMBER 05 FIELD NUMBER 07 FIELD TOO LONG LAST ACCESSION NO 0000946 ERROR COUNT 0 RECORD 6 Un BR WN r If any errors were found in a record they are listed in the error log file In the example above record number five in BATCH SPL file gave rise to an error NCRAOA Report No GN6 Version 1 0 June 199
87. ould be entered as Allen A J Bourke M A Jefferies N L For editors editor is placed after a semicolon e g Baker S D editor For more than one editor editors is added at the end after a semicolon The body producing the report or the employer of the author A comprehensive list of corporate authors is contained in the AIMS project document AIMS Corporate Author List 11 Where several bodies have contributed to a UK Nirex related report the corporate author is recorded as Ntrex The title of the document is entered as it appears on the document e g Preliminary Neutron Scattering Studies of Porosity of Clay Where a later copy of a document supersedes an earlier one which is not deleted from the database the earlier one has SUPERSEDED added to the end of the title This records the total number of copies of a record CAIRS can generate duplicate catalogue records to allow tracking of multiple copies of a single document When copies are created by CAIRS using the task CREC this field is automatically updated but only in the original record COPY NUMBER For the master copy of a document the user should enter 0001 automatic default on pressing Enter For duplicate coptes of a catalogue record used to track multiple copies of the same document CAIRS adjusts this field automatically 100 NCRAOA Report No GN6 Version 1 0 June 1998 Bibliographic In
88. r example CHELATING related term mnan m COMPLEX FORMATION c broader terms Broader terms are used to handle terms which are encompassed by other terms e g GEOLOGIC DISPOSAL broader term DISPOSAL OPTIONS d narrower terms Narrower terms are used to handle terms which encompass other terms in their meaning e g DISPOSAL OPTIONS narrower terms GEOLOGIC DISPOSAL SEA DUMP SHALLOW LAND BURIAL etc When searching these term relationships can be used to create more efficient searches For example to locate all items with keywords meaning disposal options the search term lt DISPOSAL OPTIONS would search for the keyword DISPOSAL OPTIONS and its narrower terms GEOLOGIC DISPOSAL SEA DUMP and SHALLOW LAND BURIAL etc 11 1 1 Maintaining the thesaurus In order to maintain the thesaurus CAIRS has tasks for inserting modifying and deleting thesaurus entries It is also possible to create printed lists of the current thesaurus These tasks are described in more detail below A printed version of the thesaurus is also published 10 The procedure for maintaining the 11 1 2 NCRAOA Report No GN6 Version 1 0 June 1998 printed version of the thesaurus is contained in the AIMS System Operation amp Management Guidance Note 3 Reviewing and listing the thesaurus To check a single thesaurus entry the task RTHE should be used This task which is started by typing RTHE at the TASK prompt followed by the thesaurus
89. rary Numbers used for each organisation identifier When a Library Number is required for a report the next number in the series for the appropriate organisation identifier should be used The new number should be recorded in the appropriate section of the Database Accession Number Log along with the CAIRS Accession Number of the report to which it was attached and the date on which it was used um wm s 00 A cm am Gm UD M 9 4 NCRAOA Report No GN6 Version 1 0 June 1998 A report s Shelfmark consists of its Library Number plus its copy number e g a report with Library Number RASO0345 and copy number 2 would have a shelfmark RAS 345 2 A report must be labelled with its CAIRS Accession Number its Shelfmark and its Security Code Security code is used to restrict access to certain documents Security codes used are shown in Table 6 The AIMS Library Assistant is responsible for assigning Security codes to documents If it is not clear to the Library Assistant what code should be selected the AIMS Document Manager should be consulted On line Document Entry Details of reports received by the Agency must be entered into the AIMS database Before adding a record to the AIMS database a CAIRS searching facility should be used to ascertain whether an AIMS record for the report already exists and to locate the record in AIMS see Section 7 If an AIMS record for a report already exists then the tasks MREC and CRST should be
90. red within CAIRS A library is made up of the physical documents and a means of indexing those documents AIMS using the CAIRS software incorporates computerised databases to perform the indexing function Therefore in this document library refers to the physical documents and database refers to the computer records The operation of the databases is very similar therefore all notes on the operation of AIMS apply to all databases LIBO LIB1 LIB2 LIB3 LIB4 LIBD and LIBE unless otherwise stated SCOPE This report gives a detailed description of AIMS and the underlying CAIRS LMS software It describes the networked AIMS system used by headquarters Agency staff t is not for use by staff using stand alone versions of AIMS who only need to know how to search for and retrieve information The locations using stand alone versions of AIMS and the procedures for producing monthly update disks for these sites are described in Section 14 5 below The terms used within this and other AIMS reports are described in the Detinition of Terms used in the Assessment Information Management System 1 A basic introduction to searching and information retrieval using AIMS is given in the AIMS Searching Guide 2 The operation and organisation of the AIMS library is described in more detail in the AIMS Operation and Management Guidance Note issued by the Agency 3 The CAIRS software is described in greater technical detail in the CAIRS Library Manage
91. rmation supplied by Building Research Establishment BRE from the RADWASTE and BRIX libraries held at BRE premises The database contains general reports and reports specific to the disposal of radioactive waste The reports listed in the database are held at BRE and no documents are held at Environment Agency offices Issues Database LIB4 This database is used to record the stated positions of interested organisations with respect to issues relevant to the disposal of radioactive waste In addition to these five databases AIMS also incorporates two supporting databases NCRAOA Report No GN6 Version 1 0 June 1998 i The Borrowers Database LIBD to record details of Agency staff contractors and subject experts authorised to receive reports and documents on loan from the AIMS Library ii The Loans Database LIBE to record the loan and return of reports and documents to authorised individuals The database also provides up to date listings of an individual s holdings and archives their record of returned loans The following definitions are used within this manual CAIRS refers to the CAIRS LMS software and its related functions AIMS refers to the implementation within CAIRS of the five main databases two support databases and their menus and thesauri Although the term AIMS is commonly used to describe the whole of the Nirex assessment related system strictly CAIRS is the software and AIMS is the data sto
92. rms are those terms which are permitted as Kev words c a search aid message The message gives advice and information about the use of a thesaurus term d a list of interrelated terms Terms may be related to the thesaurus entry as preferred terms related terms broader terms gt narrower terms lt and macro terms 75 Term interrelationships are used for advanced searching see section 11 1 This information is followed by the prompt CANCEL OR DELETE The two possible responses are CAN If the information is incorrect or one wishes to abandon the thesaurus deletion for other reasons then the correct response is CAN All information typed and any changes made during deletion are ignored i e no changes to the thesaurus are made The data entered is cleared from the screen and the task DTHE then restarts from the very beginning DEL If after checking all information on the page displayed is correct then typing DEL is the correct response This will cause the thesaurus entry to be deleted This task is only available to Level 9 users To insert a thesaurus entry type ITHE at the TASK prompt The following information about the entry should be input a the entry itself b its List Code List Codes are either Sor G S or STOP terms are those terms which are not permitted as keywords G or GO terms are those terms which are permitted as keywords c a search aid message The message gives advice
93. rt Accession No Author Title ALL Keywords DEFAULT Author Year of Publication Abstract o Basic Output Author Title E pel Extended output Author Title Abstract Keywords S LOOK basic output Author Title Keywords Year of ALL Publication LOOK extended output 8 1 3 Correspondence database output formats Output Format A User A Summary of correspondence DEFAULT Full details of correspondence ee TO LOOK extended output The output style definitions can be modified by the AIMS Document Manager Users reguiring special output formats should consult the AIMS Library Assistant who can make the necessary formats available SIN em um us AM R EE eee 22 UR GE UM GU a mus UM Um NCRAOA Report No GN6 Version 1 0 June 1998 8 1 4 8 3 Field restriction codes The field restriction code allows the AIMS Document Manager to control the fields available to users Ten field restriction codes are available for each database 0 9 Each of the ten field restriction codes is associated with a table governing which fields within a record are output if a code is specified In addition the level of the user that can access a specific code can be defined by the AIMS Document Manager For more information refer to the CAIRS LMS System Manger s Reference Manual 6 Currently only one field restriction code 0 is employed within AIMS this allows all users at all levels to
94. rtment and inform them of the need to restore the AIMS system and request them to reset the appropriate Novell network flags in order to allow the restored files to operate correctly It should be noted that the preferred means of restoring AIMS is from the nightly backups performed by the Agency Information Services Department 62 NCRAOA Report No GN6 Version 1 0 June 1998 14 SYSTEMS ADMINISTRATION TASKS 14 1 Running a CAIRS update When the records in CAIRS are entered modified or deleted the changes are not immediately indexed Indexing of the changes is only made when the CAIRS task UPDT is run During the update of the indexes of the data the stored data is at its most vulnerable to system errors crashes etc For this reason it is most important that a backup is performed prior to the update Updates should be performed on a regular basis minimum weekly or after significant changes or additions to the database The following procedure should be used Log into AIMS at Level 8 or 9 into any LIB Make sure that no one else is using AIMS using CAIRS task VSSF view system state file At the TASK prompt type VCFS view current file size and write the information in the AIMS Back up Log Never let the update file F02 become more than 90 full At the REPEAT TASK Y N prompt enter N At the TASK prompt which can be in any LIB type UPDT update The following sequence of message
95. ry field 02 library accession number field 07 which increases by 1 e g UPD00001 is changed to T3 YN ACD by 1 e g UPD 2 4 is changed to UPD 3 4 etc The title field 10 is similarly changed so that e g Zip Update Disk Number 1 is changed to Zip Update Disk Number 2 In the abstract field 28 the passwords are changed to the new ones Please note that subsequent Zip update disks will only be issued on return of the previous month s Zip disk Preparation of Zip Disks for Updating the Search only Systems The procedure for preparing the monthly Zip update disks is as follows it is assumed that the portable or stand alone PC is showing the C gt prompt Carry out a Svstem Back up Section 13 2 then proceed as follows Unplug the grey male connector of the Zip data cable labelled Iomega from the PC and plug it into the parallel printer port at the back of the portable or stand alone PC 69 NCRAOA Report No GN6 Version 1 0 June 1998 Place the 3 Iomega floppy disk labelled Zip Install Windows 95 Windows 3 X DOS into the floppy disk drive of the portable or stand alone PC assumed to be drive A for these notes Type the following command at the prompt C gt a guest You should receive the following message on screen Iomega Guest Driver Version 4 12 Finding a drive letter for your Iomega drive Followed a short time later by Your IOMEGA ZIP 100 drive is drive letter D
96. s System backups will be performed by the AIMS Library Assistant as appropriate The most important times to do a complete system backup are a Before the entry of a large number of AIMS records b Before the modification of a large number of AIMS records c Before any changes are made to the structure of the AIMS databases d If possible before any major changes to the organisation of computers or the network The procedure for making a system backup is as follows it is assumed that the networked PC is running under Windows 3 11 and that the screen is showing the Program Manager Make sure that no one is using AIMS using CAIRS task VSSF view system state file Plug the blue female connector labelled Zip of the Zip data cable into the male connector labelled Zip on the rear of the Zip drive looking from the back this is the left hand socket Tighten the screws Plug the grey male connector of the Zip data cable labelled Iomega into the parallel printer port at the rear of the PC there should only be one socket where the connector will fit Tighten the screws Put the output plug of the Zip mains adaptor into the power socket of the Zip drive and plug the adaptor into the mains Switch on the power the green light on the front of the Zip drive should illuminate on NCRAOA Report No GN6 Version 1 0 June 1998 Place the 312 Iomega floppy disk labelled Zip Install Windows 95 Windows 3 X DOS into
97. s based on records Each record in the loans database holds information about the loan of a report to a borrower The format for a loan record is shown in Figure 17 Issuing a loan In order to issue a loan three pieces of information are required as a minimum These are the CAIRS Accession Number of the item to be loaned the security code of the item and the borrowers number or borrowers ID i e unique initials The issuing of loans is restricted to the Library Assistant and or the AIMS Document Manager entry level AA8 or AA9 respectively into LIBE The issuing of a loan is through the CAIRS task ISSL An input screen is presented as in Figure 17 The user supplies the following information 52 NCRAOA Report No GN6 Version 1 0 June 1998 No Field description Default response 2 the loan item Security Code see Shelfmark on document the library number 0 for Bibliographic or 2 for General the CAIRS Accession Number Borrower number or ID AE Borrower details Issue Date Hour Due Back lt Return gt 5 7 10 16 Days Overduc lt Ketum gt Fine Rate When all the fields have been entered the choice 20 22 23 Renew No ACCEPT CANCEL OR MODIFY is offered As with other CAIRS records the three possible responses are ACC If after checking all information on a page is correct then the response is to type ACC for ACCept CAN If the inform
98. s should appear there may be considerable delays between the appearance of messages for each PHASE UPDATE MASTER FILES LIBRARY X LEVEL Y CAIRS UPDATE IN PROGRESS PHASE 1 REMOVE SPURIOUS MODIFICATIONS AND DELETIONS PHASE 2 PROCESS UPDATE TRANSACTION FILE PHASE 3 DETERMINE UPDATE NODES IN MASTER FILES PHASE 4 REBUILD SYSTEM FILES FILE ff PERCENTAGE XX Of assis FILE ff HLS NUMBER XX PHASE 5 RESET ACCESSION NUMBER LIMITS These messages displayed during the update describe the progress made in completing the update No user input is required during an update The designation LIBRARY X above refers to the AIMS database which was open when the update instruction was given and is usually LIBO LEVEL Y refers to the user level and must be 8 or 9 for an update 14 2 14 2 1 14 2 2 NCRAOA Report No GN6 Version 1 0 June 1998 Upon completion of PHASE 5 the system will return to the TASK prompt the update is now completed Errors may occur during an update If an error occurs during an update the system will produce a message of the form SYSTEM ERROR DECIMAL XXX A careful note of the number XXX should be made along with a note of which library was being updated The Library Assistant must immediately contact the AIMS Support Staff Monitoring the Growth of CAIRS Data Files View current files sizes The growth of CAIRS data files will be monitored using the CAIRS task VCFS TASK
99. sed to enter or modify format codes Inserts xx lines at the dot pointer Used to add extra lines for more format codes Deletes xx lines at the dot pointer Used to remove unwanted lines Completes editing d NCRAOA Report No GN6 Version 1 0 June 1998 EXAMPLE FORMATS Format to Output CAIRS Accession Number and Year of Publication A simple format which outputs the CAIRS Accession number and year of publication of a record would be as follows 02 fO1 0NOOO0YO7N Output field 1 i e CAIRS accession number 03 PYR 0NOOBYO4N Output field PYR i e year of publication 04 trm Typical output from this format would be 0001012 1983 0001013 1987 Format to Add Headings to Output The above format could be expanded to add headings for the fields by using the hdg code 02 hdg Output heading for next field i e field 1 03 01 ONOO1YO7N Output field 1 i e CAIRS accession number 04 s04 Output 4 spaces 05 ihag Output heading for next field i e field PYR 06 PYR 0NOO1YO4N Output field PYR i e year of publication 07 trm Typical output from this format would be Accession No 0001012 Year of publication 1983 Accession No 0001013 Year of publication 1987 Format Including Spacing and Indentation To add the title of each report on a new line and indented to this output the format could be modified as follows 02 hdg Output heading for next field i
100. signed by the AIMS Library Assistant Copy the transmittal sheet and keep the copy in a file in the AIMS Library Add the recipient s name and the date on which the Zip disk is sent to the disk s details in the AIMS Back up Log The Zip disk is recorded as a loan by performing the task ISSL issue loan in LIBE in AIMS Pack an Instruction Sheet see Appendix C in AIMS Update and Security Procedures 8 the Transmittal Sheet and the Zip update disk in a suitable envelope and address and send it to the recipient either through the Agency s internal mail system or by Royal Mail First Class Post The Transmittal Sheet includes a warning that no further update disk will be sent until the previous disk is returned to the AIMS Library Returned Update Disks As soon as an update disk is returned note the date in the AIMS Back up Log as well as on the copy of the Transmittal Sheet which was retained If the original Transmittal Sheet is returned by the recipient of the disk mark this up and retain it in place of the copy Perform the task RETL return loan in LIBE in AIMS Store returned update disks in a locked cabinet in the AIMS Library 3m um B MG B D ae X m p NCRAOA Report No GN6 Version 1 0 June 1998 mmm UR TE TABLE 2 AIMS USER GROUPS O Access Group Unrestricted access Unrestricted to all databases and also the Borrowers and Loans modules All database operations except security functions and d
101. sion 1 0 June 1998 Using SINV Introduction to using SINV This is the most powerful searching function in CAIRS It provides the expert user with complete freedom to search any field or combination of fields The user can build up complex Boolean search profiles Advanced users should consult the CAIRS User Manual 7 for more extensive information on CAIRS searching facilities A typical input screen from SINV is shown in Figure 15 The description of the use of SINV provided below uses as an example a search for all documents with S M Sharland as author The search will then be made more complex by restricting the search to only those documents by S M Sharland which have Corrosion in the title To use SINV the user must decide a what will be the target of the search the user must determine some word or partial word which will locate the required documents Truncation must be used explicitly in SINV for any target which is not in the AIMS thesaurus 8 i e the target must end with a In the example the target would be SHARLAND S M N B AIMS stores author names in the form Surname followed by Initials b what will be the scope of the search the user must decide in which field or fields the target will be located Fields are specified using a three letter code called the field extension Field extensions are discussed in detail in Section 7 6 4 below Field extensions are then appended to the target to form the complete
102. sts of five databases i ii iii iv v Bibliographic Database LIBO This database is designed to record bibliographic data for example author title report number keywords etc on the principal documentation required to support the Agency s assessment work and future participation in a Public Inquiry The reports and documents recorded in the AIMS Bibliographic Database are generally held in the supporting library Location data will be recorded for all references included in the bibliographic database to enable retrieval of reports not held in the supporting library Correspondence Database LIB1 This includes records of all regulatory correspondence and queries related to the Nirex assessment project It also contains records of briefing notes and proofs of evidence prepared in support of the Agency s participation in any furure Public Inquiry Documentation recorded on this database is held in appropriate registered files General Database LIB2 This database is used to record bibliographic data on the wide range of background material which may not be relevant to the Public Inquiry but may be of use during the authorisation process The database includes general reports on areas such as site investigation waste chemistry and geology hydrogeology Risk assessment studies and related program documentation such as programmer and user guides are also included BRE Database LIB3 This database includes info
103. t available for stand alone versions of AIMS 2 10 P aw um am um E 2 NCRAOA Report No GN6 Version 1 0 June 1998 EXITING FROM AIMS When exiting AIMS it is very important that the correct procedure be followed to avoid corrupting the databases When completing work on AIMS it is necessary to exit the CAIRS software by either i Selecting the SEARCH menu option EXIT CAIRS ii At the prompt TASK Typing SHUT STOP or QUIT at the prompt will exit CAIRS Both methods described above exit completely from the CAIRS software and the message CAIRS COMPLETED will be displayed briefly and the user will be returned to the Program Manager screen in Windows There are several ways in which CAIRS may end in an uncontrolled manner These are a The computer freezes or hangs b The user switches the computer off during the operation of AIMS c Power failure d Power surge If any of these occurs CAIRS may become confused as to the number of users currently logged into CAIRS Users ending CAIRS in one of the above ways must inform the AIMS Library Assistant immediately The AIMS Library Assistant will perform any necessary CAIRS administration tasks to rectify the situation 7 1 NCRAOA Report No GN6 Version 1 0 June 1998 SEARCHING THE DATABASE Introduction to CAIRS Searching Facilities AIMS provides users with information about records on the database It is possible
104. tabase Library 3 Issues Database Library 4 FIGURE 1 AIMS DATABASE STRUCTURE 82 kU AS NCRAOA Report No GN6 Version 1 0 June 1998 Type MODE atthe TASK prompt Users Level 3 9 Users Level 0 7 Y Search Cairs HELP Menu Menu Menu S LOOK BROW OPAC Change Library lt Tasks BROW aad OPAC are not described in this User Guide since their fuacitonality is covered by the tasks LOOK SCAT and SINV FIGURE 2 AIMS MENUS A A A R O M i 83 Version 1 0 June 1998 Does SCAT cover the fields vou need Do vou know now io use SINV Do you need printed output Ask for Helo section 7 3 iseziton 7 0 Does LOOK cover the fields vou aved Use SCAT Use SINV section 7 4 FIGURE 3 CHOOSING A SEARCH FUNCTION 2845 D NCRAQA Report No GN6 Version 1 0 June 1998 WELCOME to the AIMS database MAIN menu Please select the function that you require HELP menus Return to TASK 5 EXIT CAIRS Either type in a number and press RETURN or use the SPACE BAR to select an option and then press RETURN SELECT FIGURE 4 AIMS MAIN MENU BS NCRAOA Report No GN6 Version 1 0 June 1998 WELCOME to the AIMS database Please select the function which you require Begin BROW OPAC search Experienced SCAT Expert SI
105. the search profile would be 1990 pyr Search profiles involving dates rely on the fact that CAIRS stores dates as numbers in the form YYMMDD where YY is the year MM is the month and DD is the day of the month For example to search for all correspondence originating after 01 01 93 the search profile would be gt 930101 dto Date search profiles are in other respects the same as other search profiles in that they may be combined using Boolean operators to form more complex search profiles AIMS field extensions The field extensions in CAIRS define the scope of the search in terms of which fields will be searched to satisfy the specified criterion In addition to the specific field extensions listed below there are two additional field extensions which are valid for all libraries a No extension If no field extension is specified then the target is searched for in all fields i e the whole index is searched Care should be take when searching the whole index using truncation Searches with a wm E S e wm wm 25 wm m um em ub un un m wm am um um NCRAOA Report No GN6 Version 1 0 june 1998 ot other short truncated phrases as the target will take a considerable amount of time up to half an hour b A semicolon If the field extension is just a semicolon then the keyword field is automatically the target Appendices A and B provide information about the contents of all of the AIMS
106. tically by CAIRS In CAIRS the use of upper or lower case letters is only important in two instances for entering passwords and using fteld extensions in searches When starting AIMS the user s password is typed in upper case When typing the NCRAOA Report No GN6 Version 1 0 June 1998 names of CAIRS tasks and search profiles case is only important for field extensions which must be lower case At all other times for example when searching keywords CAIRS performs automatic case conversion The main function of the CAIRS system is to keep catalogue records of items in the library Much of the CAIRS system is concerned with the entry and maintenance of the records However the system also provides simple to use facilities for searching a library for particular catalogue records There are many different ways in which records can be located and these are described in Section 7 Once located records may be viewed and printed as required Generating output from AIMS is described in Section 8 Table 3 describes briefly the most frequently used options used within the CAIRS LMS software Other less commonly used tasks are also described in Table 4 To help new or infrequent users a flow chart is shown in Figure 2 which summarises how to access all of the available facilities described in the following sections Before starting CAIRS it is important to remember that most CAIRS tasks can be exited bv typing asterisk oc lt
107. try from a thesaurus Can only be used by users of level 9 Users must consult the AIMS staff before using this task To insert an entry in a thesaurus Can only be used by users of level 9 Users must consult the AIMS staff before using this task Can only be used by users of level 9 Users must consult the AIMS staff before using this task To review the group code file To modify the group code file Can only be used by users of level 9 Users must consult the AIMS staff before using this task To insert a new screen definition into the screen definition file Can only be used by users of level 9 Users must consult the AIMS staff before using this task To delete a screen definition from the screen definition file Can only be used by users of level 9 Users must consult the AIMS staff before using this task To modify a screen definition in the screen definition file Can only be used by users of level 9 Users must consult the AIMS staff before using this task MSDF 78 aem wm gH i NCRAOA Report No GN6 Version 1 0 June 1998 TABLE 4 Cont name MLIB To modify a library structure Can only be used by users of level 9 Users must consult the AIMS staff before using this task IHIF DHIF To insert a new help item into the help information file Can only be used by users of level 9 Users m
108. u M30 is the top level search menu for users of other levels 14 4 3 Top level library structure WARNING Great care must be taken when using these tasks to change the structure of the library These tasks should not be used without the permission of the AIMS Document Manager A detailed discussion of the use of these tasks is contained in the CAIRS Library Management System System Manager s Reference Manual 6 Anyone attempting to use these tasks should be familiar with both the relevant sections of that manual and the detailed structure of the AIMS databases before proceeding further The fundamental structure of the library is controlled through the use of the MLAF and DLIB tasks The modify library attribute file task or MLAF section 10 6 of the CAIRS Library Management System System Manager s Reference Manual 6 is used to control the various ways in which a library operates within the CAIRS system The following can be changed a Vocabulary Type b Security Codes AIMS Security Code c File codes AIMS Status Code d Bulletin Codes e Security Code Accessibility f Extended Permission g Index via Thesaurus uz 14 5 NCRAOA Report No GN6 Version 1 0 June 1998 h Character convert i Cumulative edits Appendix D gives details of the Library Attributes used in AIMS Part or ALL of the library structure and data can be deleted using the delete library or DLIB task section 3 7 of the CAIRS Library
109. umber 12 Entry Numbered This gives a number to each of the keywords in the record Adds the ACTION prompt to output Y Document Numbering N for summary outputs Y for detailed outputs User Leading Spaces User defined leading spaces only if field 22 is U User Trailing Lines User defined trailing lines only if field 23 is U User defined item width only if field 24 is U User Item User defined item depth only if field 25 is U 22 Leading Number of spaces A Spaces preceding a record 23 Trailing Lines Number of lines after U each record 24 Item Width The width of a page C in characters 25 Item Depth The depth of a page C in characters i 26 35 User Level Which user levels 26 Y for level 9 Accessibility have access 27 Y for level 8 196 2 NCRAOA Report No GN6 Version 1 0 June 1998 MFCF PAGE 2 OPTIONS This page creates the details of the output format The basic layout of this screen is shown below Ol Edit N 02 03 04 05 06 07 08 09 10 11 fo m A pM op m pe ge p hol lead hm a dl hd l hd el ACCEPT CANCEL OR MODIFY To create the output format enter information successively in each line The left hand column is used for format codes and the right hand column for additional formatting information The main format codes which may be used to layout CAIRS output are
110. used In order to use these tasks the CAIRS Accession Number of the report must be found If an AIMS record for a report does not already exist typing DOCE at the TASK prompt initiates the catalogue record entry To enter a catalogue record simply type the relevant information in the boxes also called fields provided The established cataloguing rules detailed in Appendices A and B must be followed as closely as possible in order to facilitate efficient and accurate data retrieval If there is any doubt as to what should be entered in a particular field the AIMS Library Assistant or AIMS Support Staff should be contacted for advice The layout of each page and the information to be placed in each field is shown in Appendices A and B In CAIRS at the end of each page of entry the prompt ACCEPT CANCEL OR MODIFY appears The three possible responses are ACC If after checking all information has been entered correctly the correct response is to type ACC for ACCept CAIRS then passes control to the next page CAN If the information is incorrect and or one wishes to abandon the document modification then the correct response is CAN for CANcel All information entered including previous pages is ignored i e no changes to the database are made The DOCE task then restarts as described above zm B Gn GR GUN Um AAA Um WS GR XN O amp GB UB oum MA A AA 7 NCRAOA Report No GN6 Version 1 0 June 1998 MXX
111. ust consult the AIMS staff before using this task To delete a help item from the help information file Can only be used by users of level 9 Users must consult the AIMS staff before using this task To modify a help item in the help information file Can only be used by users of level 9 Users must consult the AIMS staff before using this task To modify the library attributes file that controls library structure Can only be used by users of level 9 Users must consult the AIMS staff before using this task DLIB To delete a library structure Can only be used by users of level 9 Users must consult the AIMS staff before using this task 9 NCRAOA Report No GN6 Version 1 0 June 1998 TABLE 5 SHELFMARK IDENTIFIERS FOR ORGANISATIONS Identifier Documents Nirex Documents NIR RSD DOE HMIP Documents DOE HMIP published reports MIP HMIP assessment documents including unpublished expert reviews internal reports e Ma e RAS DOE RAS policy documents RAWMAC reports etc DETR Environment Agency Documents X m i DETR Environment Agency published reports BNF plc BNFL Documents BNF plc BNFL reports External Reports and Publications NF AEA CT RT Journal reports and technical articles BIB Bibliographies CEC CEC published reports EXT Relevant technical reports such as NAGRA SKB BIOMOVS INTRAVAL etc IAE IAEA reports LAR Local
112. ver for the relatively small numbers of recall letters normally required it is simpler to use the following procedure which uses a template set up in WordPerfect by the AIMS Library Assistant a Perform a search of the loans library LIBE for overdue loans and create a text file containing the results i A search of the loans library is carried out using the standard search facilities SCAT or SINV as described in Section 7 5 or 7 6 respectively of this User Guide The search facility SINV is the most appropriate as this allows the user to make search profiles that combine different fields Example Determine whether J Bloggs has any overdue loans as of 29 11 94 At the TASK prompt type the following SINV lt Return gt lt Return gt Define the search profile see Section 7 6 2 the term lt 941129 ddb searches the library for all documents overdue as of 29 11 94 the term BLOGGS J bor searches the library for all documents on loan to borrower J Bloggs By combining these terms we define the search for all overdue loans for J Bloggs as of 29 11 94 Therefore type all of the following including quotation marks in the search profile lt 941129 ddb BLOGGS J bor lt Return gt At the OUTPUT prompt save the records found as a text file as described in Section 8 1 1 of this User Guide Type the following LBO The file LXXXX SPL will be created in the H SPOOL Directory The file name
113. what the output will look like c A field restriction code This governs which information is available for output The field restriction code can be specified by the AIMS Document Manager to prevent access to certain fields Currently all fields are available for output The most important of these are the device and format codes 8 1 1 Bibliographic Correspondence General and BRE database output devices rs Output Devices Lx User Description i Tm Used for data transfers Sends output to files named Level 9 Bxxxx SPL and adds batch input codes to output D The screen display DEFAULT ALL Text output Output is sent to files named Fxxxx SPL Level 9 A special device for generating printed indexes files named Lxxxx SPL One of the two printer output devices Output is sent to Level 9 p One of the two printer output devices Output is sent to Levels files named Pxxxx SPL 910 5 Output to a set Results are stored in numbered sets within CAIRS for later recall This device is useful for building complex searches from several intermediate stages NCRAOA Report No GN6 Version 1 0 June 1998 Note In all the above devices which send output to named disk files the xxxx will be a unique four digit number determined automatically by CAIRS and displayed on the screen 8 1 2 Bibliographic General and BRE database output formats Output Format T User Cod e Description Po A Summary of repo
114. will be displayed on screen and this should be noted 47 b NCRAOA Report No GN6 Version 1 0 June 1998 Create the letter to be sent to the borrower The letter should be created using WordPerfect The output file LXXXX SPL should be opened in WordPerfect by clicking File then Open selecting the directory H SPOOL then selecting the file LXXXX SPL Information from this file can then be incorporated into a ProForma loan recall letter which has been created for this purpose by the AIMS Library Assistant using WordPerfect The standard Copy and paste commands should be used to transfer information from the file LXXXX SPL to the letter NCRAOA Report No GN6 Version 1 0 June 1998 aa EB um uS ee 13 DATABASE BACKUP PROCEDURES 13 1 Purpose of Backup The purpose of the backup is to ensure that in the event of a network failure only a minimal amount of effort is required to restore the AIMS database There are two main types of backup used incremental and complete An incremental backup makes copies of only those files which have changed since the last backup A complete backup makes copies of all files Incre mental backups are performed daily by the Agency s own network administration department It is intended that these should be the primary backup in the event of catastrophic failure It is possible to carry out complete backups using a Zip drive as described below 13 r3 Performing Complete System Backup
115. y As at all prompts in the CAIRS system an asterisk can be used to exit from the LOOK option and return to the TASK prompt LOOK provides the opportunity to search on the following fields In the bibliographic database LIBO general database LIB2 and BRE database LIB3 Uh un Author surname Title word Corporate author Keyword Report series In the correspondence database LIB1 PWM Oo t Sender Surname Addressee Surname Subject Unigue Number Keyword FULL catalogue l4 j a 55 m a m CO a NCRAOA Report No GN6 Version 1 0 June 1998 In the Issues database LIB4 l Issue Title 2 Issue Description 2 Organisation Name 4 Interpretation of Position 5 Evaluation of Position 6 Response T Evaluation of Response 8 Keyword The fields above are defined in greater detail in the Definition of Terms used in AIMS 1 In the following section LOOK is described with examples taken from the bibliographic database LIBO The operation of LOOK in the correspondence database LIB1 and general database LIB2 BRE database LIB3 and the Issues database LIB4 is exactly the same with the exception of the different field searches in the case of the correspondence and issues databases The LOOK main menu Figure 6 allows the user to select which field to search Once a field is chosen the search target menu Figure 7 allows the user to type in the target word Search terms
116. y which are the same or related organisations The corporate author list 11 is used to control the identification of organisations by providing a consistent naming convention In order to aid the retrieval of information corporate authors names are structured in three parts Primary reference Secondary reference and Optional reference Within AIMS each of the references may be searched for independently Primary references are used for the names of companies and parent organisations e g AERE Harwell Secondary references are used in addition to primary references to further define the organisation mainly in terms of Divisions institutes or subsidiaries of the main organisation e g Chemical Technology Division Optional References are added for small but important groups within organisations e g Separation Processes Group The full corporate author reference for a document always has a primary reference It may then have a secondary reference and if so it may also have an optional reference Primary secondary and optional references form a list separated by semicolons For example a AEA Technology Decommissioning and Radwaste b UKAEA Risley CTS c BAeSEMA YARD d Dames and Moore The Use of Tag Words Tag words allow the user to search the abstracts in order to improve abstract selectivity Tag words are used within the AIMS system to identify the status of abstracts Two tag words are used to classify documents which

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