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1. Restart Open This selection will open a standard operating system explorer window used to locate files When you select a document using this window SmartMARC will try to open it if it s able Use this command to open VWP documents TEXT documents MARC documents MicroLIF documents and other such files for viewing Close Window Closes the window that is in focus Close A Closes all SmartMARC windows except for the Search window Save If applicable saves the contents of the window that is in focus Save As Text This command will save the currently visible word processing document in a TEXT file format Save As Allows you to save a vwp document to a specific location on your hard drive Page Setup A standard operating system function that prepares the page for printing Print This command will print the information contained in the topmost window For exam ple if the SmartMARC MicroLIF bxt window is open it will be printed If the Single Search window is on top then its log is printed Restart Logs the current user out closes all superfluous windows restarts the SmartMARC program and if Passwords Security is turned on brings up the login window If security has not been activated SmartMARC will restart to the Circulation window Quit Exit SmartMARC Quits the SmartMARC program 20 SmartMARC User s Manual Edit Menu Edit Menu This menu contains standar
2. Convert to MicroLIF information fields For more information on these fields and how to perform a single search please review GOVE TEMAN the Performing a Single Search section starting on page 56 Start Queue Search Mode Search the Queue Add Other exa Search Statistics New Search N The Search Stats section of the SmanMARC Search window found on the lower left side of the Check for Updates window when the SmartMARC Log is minimized contains statistical information about each and every Delete Saved Records search you perform Check for P1 CD s Copy P1 CD to Hard Disk D NOTE During a Queue Search the Search Stats section will change to reflect gueue related information see page 58 Seconds Until Timeout This field will display how many seconds remain before communica tions with the database being searched are severed The Timeout seconds value that appears in this field can be configured in the Set Database preference window see Set Database on page 37 Each database can have its own default timeout value SmartMARC will discontinue searching when this value reaches zero Total Records Found This field contains a value that indicates the total number of biblio graphic records that match the current search information Records Accepted This field contains a value that indicates how many of the total found records have a high enough match score to be accepted Records Reject
3. When SmartMARC has finished automatically updating and matching the records within an import file it will automatically create the SmartMARC MicroLIF MARC and Unmatched Mic roLIF MARC text files in the SmartMARC folder The information contained within these files can be viewed by selecting the appropriate option from the Links menu You can choose to view your matched SmartMARC MARC MicroLIF records or your Unmatched MARC Mic roLIF records If you would like to view the searches that are being stored in your search queue select Smart MARC Queue from the Links menu Window Menu As you open new windows in SmartMARC the Window menu will display a list of all currently active windows To choose a window select it from this menu The window you select gets focus and becomes the active window If you select Bring all windows into view all minimized windows will appear with focus placed on the Search window When you close a window it is removed from this menu 24 SmartMARC User s Manual The Virtual Word Processor Basics The Virtual Word Processor Integrated into SmartMARC is a powerful word processor called the Virtual Word Processor or VWP for short The VWP uses a highly efficient virtual memory scheme which allows it to support very large documents in a limited amount of memory VWP is available integrated within SmartMARC and as a stand alone product VWP is available for both Macintosh and Windows based op
4. User s Manual For Macintosh and Windows SmartMARC v6 0 Copyright Notice 2004 2006 Evelyn Manufacturing Inc All Rights Reserved Distributed under exclusive license by COMPanion Corporation This work is protected under the copyright laws of the United States Any reproduction of this manual or our software in whole or in part is not permitted without the proper express written authorization of Evelyn Man ufacturing except in the normal use of the software and as described in the Software License Agreement All permitted copies shall contain the same proprietary and copyright notices as were affixed to the original The software described in this book is furnished under a licensed agreement and may be used only in accor dance with the terms of that agreement NOTE Unauthorized use of this software or related materials can result in civil damages and criminal penalties SmartMARC User s Manual by David Scott Forsythe Printed April 10th 2006 v6 0 Printed in the United States of America by COMPanion Corporation 1831 Fort Union Boulevard Salt Lake City Utah 84121 3041 USA 801 943 7277 voice worldwide 800 347 6439 voice Sales US amp Canada 800 347 4942 voice Tech Support US amp Canada Tech Support worldwide supportecompanioncorp com 801 943 7752 FAX worldwide Sales info goalexandria com Web http www smartmarc com Trademarks COMPanion Akademus Alexandria eLunc
5. a warning message will appear asking if you are sure that you would like to remove the server Ooo Message Are you sure you want to remove this server You can use the Revert button on the Set Database window if you mistakenly remove a server address the Revert button will restore all server address information back to the original pro gram defaults SmartMARC User s Manual 41 Preferences NOTE These servers are not owned or operated by COMPanion Corporation We are not responsible for content or connectivity Set Database Testing Z39 50 Servers If you click on the Test All button in the Set Database preference window the Test All Servers window will open If you click the Start button SmartMARC will audit all of the servers contained in the address book by test pinging each one individually to make sure that a connection is available and that you are successfully receiving a response Depending on the number of servers in your address book the Test All function may take several minutes to complete m An Test All 739 50 Servers Window Cancel MNNM Server Name Norking Not Working Not Working Working Working Not Working Working Not Working Not Working Working Working Working Working Not Working Special Brodart Special Center for Research Libraries Special SchoolCAT AL Academic University of Alabama Huntsville Academic Arkansas Technical University Academic
6. IP address of the Data Station currently running in the provided field in order for this option to become active If the IP address of the data station was entered incorrectly or isnt running you ll get an error message every time you try to save an updated record The data station IP address you enter in this preference window is also the one that makes active the Update Alexandria Data command from the SmartMARC drop down menu 32 SmartMARC Users Manual General Import Options Preferences General Import Options OH Ask me unless there is only one match v Always ask me to confirm matches Matching Options v Ask whether to Add or Update Automatically use the best matc h If a matching record is located SmartMARC will auto Haiti 2 matically select the highest scoring match and open the SmartMARC Local Information win dow see How does SmartMARC score records on page 77 Ask me unless there is only one match If there is only one match found for a particular record and its score is high enough SmartMARC will automatically select this record and then open the SmartMARC Local Information window Otherwise the SmartMARC Results win dow open This is the default selection Always ask me to confirm matches The SmartMARC Results window will appear every time a matching record is located Failed Search Action Ask Before Saving Record When a search fails SmartMARC will ask the user if they would
7. SmartMARC for your needs see Preferences on page 1 Basics Undo Cut Can t Redo Cut Copy Paste Clear Select All Find Find Again Preferences dbf d X dt a V ob A dt dk U d SmartMARC User s Manual 21 Basics SmartMARC Match Import File Update Alexandria Data Convert to MicroLIF Convert to MARC Start Queue Search Mode Search the Queue Add Other CHA New Search 36N Check for Updates Delete Saved Records Check for P1 CD s Copy P1 CD to Hard Disk D SmartMARC Menu SmartMARC Menu The SmartMARC menu is used to perform SmartMARC specific functions Match Import File Allows users to import MARC or MicroLIF format files for automatic matching Files can also be imported by dragging and dropping them anywhere on the Smart MARC Search window The import files will be automatically matched against the databases that have been chosen in your Set Database preferences Matched records will be automatically saved to the hard drive depending on your Single Search preferences The records you are attempting to match must be MARC or MicroLIF the more complete these records are the more accurately they can be matched Update Alexandria Data Allows users to update all the MARC or MicroLIF records that are contained on an Alexandria v5 Data Station SmartMARC will automatically update your Alex andria records if and when an accurate match has been made This command will use t
8. The following pages will explain in detail all of the major differences between each of the three SmartMARC versions SmartMARC User s Manual 3 Introduction SmartMARC Demo The Demo version of SmartMARC allows the user to manually enter bibliographic search information and then save any successful matches in a MicroLIF text file This version can only be activated from the SmartMARC Registration window after the initial program installation see page 3 for OSX or page 7 for Windows This version of SmartMARC requires no special registration codes costs or licenses it is in fact a free demonstrative albeit neatly abridged version of the full program The following features will be available or unavailable for use in SmartMARC Demo e SmartMARC Demo has no expiration date e The Registration window will appear each time the user launches SmartMARC requiring them to click the Demo button in order to launch the demonstrative version Users will only be able to search for bibliographic records from a selected Alexandria database or from a preset Z39 50 server While users will have no restrictions in viewing the entire default Z39 50 database list they will be unable to change the preset Z39 50 server no matter if they delete it from the list or rename it something altogether Matched records can only be saved once every two minutes If the user attempts to save before their two minutes are up SmartMARC Demo will display an
9. University of Arkansas Fayetteville Academic University of Arkansas Little Rock Academic Arizona Health Sciences Library Academic University of Arizona Special Arizona Historical Society Tucson Academic California Institute of Technology Academic California Institute of the Arts Academic Academic Academic Academic Academic Academic California California California California California California State State State State State State University University University University University University Bakersfield Fresno Fullerton Hayward Humboldt Long Beach Working Working Working Not Working Working Working When the Test All function has finished you can choose two apply two different preferences Set the servers that are working for use By selecting this preference servers that are deemed as working will be checkmarked in the Z39 50 address book Uncheck the servers thatare NOTworking By checking this preference servers that are not working will be deselected in your Z39 50 address book Make your selection s and then click the Update button to apply your changes your Z39 50 address book will be updated per the preferences you have selected and the Test All Servers window will close Please keep in mind that there are times when some of the Z39 50 servers will not be accessible Be patient sometimes the computer you are trying to establish a connection with will be shut off
10. and 986 tags LDR00409cam 2200205 i 4500 008830502s1983 nyu 00011 eng U10 a83 3960 020 a038518400X 040 aCCSM5 00 cCCSM5 00 082 a8 13 554 219 10010 aAsimov Isaac d1920 24514 aThe robots of dawn cIsaac Asimov 250 alstedy 2600 aGarden City N Y s bDoubleday c1993 3010 a9 g OZ ZLOM 900 aSequel Robots and empire 650 0 aScience ficUcronm 852 aLibrary hF Asi p10432343 949 aSTD 936 aSTD 76 SmartMARC User s Manual How does SmartMARC score records Search Window How does SmartMARC score records SmartMARC uses a very sophisticated system to grade MARC records The full details of this system are a trade secret and will never be shared However the following information may help you understand just enough to get the best results possible in your never ending quest for the perfect record e SmartMARC grades MARC records by assigning points for various conditions Thus the highest score means that SmartMARC thinks that the highest scoring record is the best possible match The absolute number itself means nothing from record to record Thus a record matching at 100 may be just as good as one matching at 200 In addition small changes in the scores may have great significance e If you uncheck the Search for non books checkbox SmartMARC will ignore records that it thinks are not books or MARC Language Materials The leader position 6 type of record and 245_h medium fields are
11. drive about 700MB is required you ll receive an error message Otherwise SmartMARC will copy the Retro Print CD ROM to the hard drive that you ve selected 50 SmartMARC User s Manual NOTE You may also copy the Precision One Update CD bibliographic records added since 1991 to your hard disk drive Searches performed on CDs copied to your hard disk drive are faster than searching from a CD in the CD ROM drive Each CD copied to the drive requires about 700 MB Because of how much hard disk space each copy requires most users choose to copy only the Retro Print to their hard drive Also due to the frequency of updates it may be impractical to copy over the Update CDs Brodart s Z39 50 Server Brodart s Precision One While SmartMARC is copying the Retro Print database the following window will appear e06 Copy P1 CD Volumes 04007 CD ROM Hard Drive Step 6 Once the copy is complete quit SmartMARC eject the Retro Print CD ROM and place it in a safe location near your computer for future use Step 7 From now on when you use SmartMARC you ll only need to insert Brodart s latest quarterly Precision One CD ROM into your CD ROM drive Brodart s Z39 50 Server Brodar s Z39 50 database contains over 2 5 million records including pre 1968 records which cant usually be found in other databases This database is updated monthly and is faster and more accurate than most other Z39 50 database
12. field if you enter a title that is longer than the length of the text field the text will wrap to the next line To enter a subtitle press lt return gt on the keyboard and enter a colon followed by the subtitle When you save the record it is displayed with the colon and subti tle on the second line This is saved at MARC tag 245 b You can also use the equals sign in the 245 b tag to designate a subtitle However the is mainly for multilingual titles For example If you want to continue manually entering or editing MARC information using the Title field you can enter statements of responsibility and general material designations Begin a statement of responsibility 245 c with a front slash and enclose the medium in brackets All subfield information must begin on a new line in the Title field If you enter a medium it will be saved but not displayed in the title field If you enter a statement of responsibility it will also be saved but not displayed in the title field afterward of Non Filing Characters Underneath the Tile field is the of Non Filing Characters drop down menu containing the digits 0 9 Use this drop down menu to indicate the number of characters in the title that SmartMARC should ignore when it indexes the title Thus the title The Wizard of Oz should have a 4 selected so the book is sorted indexed as Wizard of Oz The final character to ig
13. file as ceeccesceceeeteeeceeeeeeeeteeceseesaeetuecneesseeegeeegeetaeees 9 SR Re 11 SmartMARC User s Manual i Table of Contents KREE 12 Adding A New EE EE 13 Editing Z39 50 Server Intiormation 14 Removing a Z299 D0 56 ictus so in od a tends 15 Testing Z39 50 Gervers r nosne ro nr rr 16 Alexandria Dala Stations EE 17 Adding New Alexandria Data Stations cccccsscceseseeceeeeeeeeeseeeesaaees 18 Editing Alexandria Data Station Intormmaton usse 19 Removing an Alexandria Data Giatton 20 LIDFARY WTO sun o areca tenance ee 21 Ven e EE ER selte RE e Te E 22 PADDING BEN e EE 22 Sound SENOS iii o a nl a 22 Brodarts Precision EIERE Seege 1 Copying the Retro Print CD ROM to Your Hard Drtve 2 Brodar s Z39 50 Server ankie ln 3 Search ln Le e EE 1 The SmartMARC Search Window eeeeeeeseeeeneeee nennen 1 Using the Search VVIDnIQOW EE 2 SCANC STALSH CS de c I TU 2 Sar M ARG LOG apoderado cei ooo era 3 Performing A Single Search ooosossosos nn svo ssko svo rv 4 Using the Queue Search Mode eene 6 Other Search Options Finishing A Gearch 8 The SmartMARC Results VWmdow eese nennen 9 PROG M nis CONG Mete tonc E M 10 The Subjects Wmdow nennen nnn nnns 11 WIGGIEY TREC OF siete stk RT 13 Using the Modify Record Wumdow nnne nnn 13 Primary Modify Record Window Information 14 THe and AUtNOr EAO t tt 15 MIE TEE 16 AUNO EGLO eege E ET 1
14. like to manually save what little information they have already entered for this record Click the Yes button to save the partial record or No to discard it Yes is the default selection 3 0 0 Message Mo matches were found for the record containing title Why You Should Be Afraid of the Dark Do you want to save this record anyway with the information vou have already entered Automatically Save Record When a bibliographic record search fails SmartMARC will automatically open the Add Record window Users will then be able to manually complete a bibliographic record by providing information in the blank fields After which the record can then be saved Do Nothing When a bibliographic record search fails the user is not given an opportunity to manually add or save partial record information but a warning message will appear informing the user that no matches were found Clicking the Cancel button in this window returns you to the Single Search window so you can modify your search criteria SmartMARC User s Manual 33 Preferences Alexandria Import Options A Waa oe UT REE Alexandria Import Options Ask me unless there is only one match v Always ask me to confirm matches The following options only apply to those who are using SmartMARC in conjunction with Alexandria EE COMPanion s automated library software If you dont have the Alexandria v5 Data File at IP Address EN De DOE ig Title and copy DOX Check
15. menu eoo Add Record Afraid of the Dark 13000000 i T Slit dai p STD Reen EH umm eg seg Lol VLL Edit Subjects If you have it readily available you can use the Add Record window to manually enter Key and Private information for your bibliographic record To add or edit specific subject tag information click on the Edit Subjects button of the Add Record window Doing so will open the Subjects Window see The Subjects Window on page 63 If you would like to modify the information in the bibliographic record more extensively click the Modify Record icon located at the top left hand side of the Add Record window see Modify Record on page 65 When you have finished entering all pertinent record information click on the Save button to keep the new record or Cancel to discard it 62 SmartMARC User s Manual The Subjects Window Search Window The Subjects Window The Subjects Window allows you to easily add new subject tags including detailed subject subfields to ae Ta SE any item record This window is similar to any MARC editor including Alexandria v 5 s MARC Editor that you may have used in the past If you are unfamiliar with MARC standards you may not want to use this window Subject Add Subject Field 36 U You can learn more about MARC tags and subfields by visiting http www loc gov marc bibliographic ecbdhome html aoe Subjects Window Cance
16. newer versions of SmartMARC If an update is available a window containing the release notes for the newest update will appear so that the user can determine whether they would like to update to the newest version of Smart MARC Delete Saved Records If you select this option SmartMARC will clear all of the saved matched unmatched MARC MicroLIF data files Thoroughly detailed text files that contain information on these data files can be viewed from under SmartMARCS Links drop down menu Check for P1 CD s This selection tells SmartMARC to re check for Brodart s Precision One CD ROMs This command is useful if you forgot to insert the Precision One CD ROM before launching SmartMARC Copy P1 CD to Hard Disk Select this command to copy one of Brodart s Precision One CD ROMs onto your hard drive You ll need about 700MB of free hard disk space per CD ROM In addition to providing access to two CD ROM databases at the same time searching for informa tion on the hard drive is much faster than searching from the CD ROM drive For more information on copying Brodart CD ROM S to your hard drive please review the Pre cision One MARC Database chapter that begins on page 1 SmartMARC User s Manual 23 Basics Links Menu Links Menu The Links menu provides an easy way for users to quickly view the SmartMARC Log as well as all matched or unmatched MicroLIF MARC records and item searches that are being held in your search queue
17. only one CD ROM drive e An integrated word processor VWP which can be used to examine any TEXT x import or export file The Virtual Word Processor can be used to open text files of almost any size due to its powerful virtual memory system l rogram updates over the world wide web If you are current with your software subscription you can update to the newest version of SmartMARC over the internet with a single command 1 Internet update requires a full time internet connection 2 SmartMARC User s Manual Introduction Which version of SmartMARC is right for you As previously stated COMPanion provides three unique versions of SmartMARC Demo Standard and Professional to better match product functionality with our customers MARC MicroLIF maintenance and retrieval requirements SmartMARC Demo and Standard can easily be upgraded to SmartMARC Professional at any time to provide additional features including queue searching auto matching and a glut of previously unavailable preferences This Users Manual will cover all of the features of Demo Standard and Professional so that users with any version of the product or users who have upgraded from Demo or Standard will be able to locate essential program definitions and information While SmarcMARC Professional utilizes all of the features and functions described within this Users Manual the Demo and Standard versions of SmartMARC are actually quite truncated
18. planning on performing batch matches you may want to con duct a single record search sometime in the future Configure your Auto Match preferences so that any matched record files are automati cally saved in a MicroLIF or MARC format see Auto Match on page 35 Determine the MARC or MicroLIF database that you will be using to match records against If you are using Brodar s Precision One CD ROMs you may want to initially copy the data to your hard drive see Brodarts Precision One on page 49 If you are going to be using Z39 50 servers including Brodart s Z39 50 server choose which Z39 50 database addresses you would like to match against see Set Database on page 37 Once you have decided on one or all method s of record matching make sure that they are all properly configured in the Set Database preferences as documented on page 37 Configure your library Info preferences to include your library name email address and default language see Library Info on page 47 The remainder of this chapter will detail each of SmartMARC S preference windows in greater detail 28 SmartMARC User s Manual Local Info Preferences Local Info v Local Info Use Local Info preferences to insert local holding information into matched MARC or MicroLIF records ang Arn i e information that is pertinent to your local collection Setting these defaults will automatically flesh ser Dese out fields that may have been left e
19. registration window will appear Enter your Registered To name Product Codes Serial Number and Validation Code rom your registration letter and click OK You may contact the COMPanion Sales Department for your registration codes If you would like to access the evaluative version of SmartMARC click the Demo button Doing so will automatically open the Search window and give you access to a version of SmartMARC with very limited capabilities For more information on what you can or can not do using SmartMARC Demo please refer to page 4 of this users manual Thats it You ve installed SmartMARC for Macintosh OSX Now let s proceed to the Basics chapter starting on page 1 and get started Installing SmartMARC for Windows Installing SmartMARC Installing SmartMARC for Windows Use the following instructions to install SmartMARC on a computer using the Windows operating system Step 1 Insert COMPanions SmartMARC CD ROM and double click on the SmartMARC folder The installers for your operating system will be located inside this folder You may also visit COMPanion s website and download the latest SmartMARC installer www smartmarc com Step 2 Double click on the file called SmartMARC Installer exe When the installers Wel come screen appears click Nextto continue Welcome Welcome to the Smart amp RC Setup program This program will install SmatMARC on your computer It i strongly recommended that you exit all Windo
20. the installation is complete a confirmation window will appear Click Quit The installation has successfully finished NI Click Quit to exit the installer Step 8 If you installed using a CD ROM eject the CD by dragging its icon to the TrashCan located on the desktop or the Ejecticon in your OSX Dock Store the CD ROM in a safe place for future use Step 9 Note The SmartMARC Users Manual is included on the SmartMARC CD ROM in pdf format but is not installed with the application You can double click on the doc umentation icon on the CD ROM to open it directly or you can copy it to your hard drive and open it there If you dont have Acrobat Reader installed on your machine an installer is included inside the Utilities folder of your COMPanion CD ROM or from Adobes website http www adobe com SmartMARC User s Manual 11 Installing SmartMARC Step 10 Step 11 Step 12 Step 13 12 SmartMARC User s Manual Installing SmartMARC for Macintosh Locate the newly installed SmartMARC folder on your hard drive If you see fit you may now move the SmartMARC folder to an alternative location on your hard drive this is not recommended Inside the folder double click the SmartMARC icon to start the pro gram If you have not yet registered SmartMARC a registration window will appear described in Step 12 Otherwise the Search window will appear The first time you launch SmartMARC the following
21. the last search entry place your cursor into the desired field and type lt cmnd gt on your keyboard SmartMARC Users Manual 57 Search Window SmartMARC Match Import File Update Alexandria Data Convert to MicroLIF Convert to MARC Start Queue Search Mode Search the Queue Add Other r 8 A New Search N Check for Updates Delete Saved Records Check for P1 CD s Copy P1 CD to Hard Disk D Using the Queue Search Mode Using the Queue Search Mode If you would like to perform batch multiple item searching you can toggle to Smart MARC Queue Search Mode The queue search mode differs from the single search mode in that every time you scan an UPC barcode or manually enter record information followed by lt enter return gt SmartMARC will not immediately perform a record search Instead all the search queries you enter into the Search window are saved to a queue on the hard drive and the search can be performed at a later date Since searching can take time particularly when using Z39 50 servers with slow internet connections or response times the Queue Search Mode allows users to input a lot of searchable data and then have SmartMARC match at leisure For example you can use the Queue Search Mode to match a pile of books using only their ISBN numbers here s how You can toggle the SmartMARC queue mode by selecting Start Queue Search Mode from the SmartMARC system drop down menu You are able to tell whe
22. will move the current field up one position Users can also quickly add numerous author entries by clicking on the green Quick Author Entry icon Q Users will be able to type in multiple author names quickly When they are finished clicking the OK button will immediately add these names to the tag Please note the first author is stored at MARC tag 100 additional authors will usually stored be in MARC tag 700 SmartMARC User s Manual 69 Search Window Title and Author Editor Secondary Modify Record Window Information The bottom half of the Modify Record window houses five tabs each containing additional information for each bibliographic record You will be unable to view or edit information until the record has been saved Publication tab The fields in the Publication tab can contain item publication information Subjects Categories Notes Summary SP Publisher Enter the name of the publisher Saved in MARC Field 260_b Place Enter the location of publication Saved in MARC Field 260 a Year Enter the year of publication Omit ending punctuation Estimated dates are enclosed in brackets Saved in MARC field 260 c Series If the item is part of a series enter the series name here Otherwise leave this field blank Saved in MARC field 440 a Extent Enter physical information about the item e g number of pages total playing time number of slides illustration information You can specify w
23. your newly added Alexandria Data Station is working properly by clicking the Test button this will cause a Message window to appear 000 Message If the Data Station does not appear to be communicating review the address information that you supplied and make any necessary corrections The status of the Alexandria v5 Data Station will appear in the transaction log whether it has connected or has failed to connect 44 SmartMARC User s Manual Set Database Preferences Editing Alexandria Data Station Information To edit the address information of a single Alexandria Data Station select highlight one from the address book in the Set Database preference window and then click the Edit Selected Data Station icon orange tool SmartMARC Preferences 60 M Alexandria Data Stations m ba gt Next the Server Information window appears containing information about the Data Station you selected eoe Server Information 123 456 78 910 Alexandria 5 5 2 Make any changes you deem necessary then use the Test button to make sure the Data Station is communicating properly If you attempt to close the Server Information window without first saving your changes an error message will appear asking you to Save Revert or Discard SmartMARC Users Manual 45 Set Database Preferences Removing an Alexandria Data Station To remove an Alexandria Data Station from the address book in the Se
24. your records weren t provided with a match they will be catalogued in this text file You may want to select a different bibliographic database to match any previously unmatched bibliographic records against SmartMARC User s Manual 59 Search Window Other Search Options Finishing A Search Other Search Options Finishing A Search If you are planning on updating an Alexandria v5 database or performing a queue search use the selections housed under the SmartMARC system drop down menu see SmartMARC Menu on page 22 Once you ve finished locating your bibliographic records you may import the resulting SmartMARC MicroLIF or MARC matched or updated record files located in the SmartMARC folder into any program that supports MARC or MicroLIF data If you have questions about the SmartMARC search process please call COMPanions Technical Support department at 800 347 4942 or 801 943 7277 or send an email to support companioncorp com 60 SmartMARC Users Manual The SmartMARC Results Window Search Window The SmartMARC Results Window Depending on your Single Search Preferences after a search has been successfully completed all matching bibliographic records located by SmartMARC will be displayed in the SmartMARC Results window Along with the matching Title s the SmartMARC Results window will also display the match Score and the Source where the record information was located eoe SmartMARC Results Minera
25. 1 nn 1 A Hardware and Operating System Recommendations 1 Installation Summary read this rer 2 Installing SmartMARC for Macmtoeh enne 3 Installing SmartMARC for Windows eeeeeeeeereeennenn nnns 7 BS ASICS m 1 Macintosh amp Windows Command Differences o onnnannennonnonnnnnrnnernnnn 1 Help ING I E 2 eiert Ee Ou 2 LEE ee e 2 SmartMARC Help WE 3 Download Help Files ccccccsccceceecaecaeececceesaesaeceeceeesaeseesauseeeseesensaeees 3 Open Release Notes nn nn nn nr nnns nnne nns 3 icai M 4 E ONIO E A E E E 5 omartMARC Menu 6 LIS MIEN e a TTE 8 LA gleef e VIUERE m T 8 The Virtual Word Hrocesseor 9 PISITE NCES 1 Preferences Overview s sensenssrerrrrnrorrorrrnrrnrrrnrenrrnrrnrrrnrenrrnerurrrerererrene 2 Beier te 3 DING E SCAM EE 5 wiu 2atej dfo 6 General Import Options seeeeseesseeeeeeee nennen nennen nnne nnns 7 Matching Options cccccccccsececssecceseeceeseeseeeesaeeesaueesageeseueesaueeeseeeesaeeens 7 Failed Search ACHO ERNEUT 7 Alexandria Import Options ccccccceseseeceeeeceeeceeeeceaeeeseeeeseeeeesaeeesaeeess 8 Conflicting Barcode AcHon 8 MENG INV GOIN e E 8 a Ei EE 9 Save Records to
26. 5 Find 5 Find Again 5 Find Exact Editions 10 Font 9 Funding Source 23 Funding Source 3 G General 19 General Import Options 7 General Note 21 General Notes 21 General Topic 19 Geographic 19 Get Help Files 3 Hardware and Operating System Recom mendations 1 Help 5 1 2 3 Help Index vwp 3 Help Menu 2 High Score 2 Holding Code 22 How does SmartMARC score records 25 I 14 Indexed 22 Install 4 Installation Summary read this first 2 Installer exe 7 Installing SmartMARC 1 Installing SmartMARC for Macintosh OSX 2 Interest Code 20 22 Introduction 1 IP Address 13 ISBN 7 4 23 ISBN 14 ISBN Search 2 6 Item Management 4 13 K Key 10 L L 14 Language 21 LCCN 4 LCCN 14 Leading Articles 4 Leading Articles 4 Left 9 Librarian Name 21 Librarian Title 21 Library 23 24 Library Address 21 Library Code 3 Library Code 3 Library Email Address 21 Library Fax Number 21 Library ID Code 21 Library Info 5 2 2 21 Library Phone Number 21 Library SMTP Server 21 License Agreement 4 5 Links 5 7 8 9 Links Menu 8 Local Info 5 3 10 23 Local Information 23 Local Information Window 23 Location 23 24 Location Code 3 SmartMARC User s Manual iii M Macintosh amp Windows Command Differences 1 MARC 8 MARC Editor 15 Match Import File 5 Match Import File 6 Matched Records 7 Matching Options 7 Matc
27. 50 Servers Alexandria Data Stations special Center for Research Libre special SchoolCAT AL Academic University of Alab SmartMARC Preferences pocsz brodart com catalog cri edu txsc 73850 auto graphics ca m libsirsi uah edu AR Academic Arkansas Technic webvoyage atu edu AR Academic University of Arkz AR Academic University of Arkz AZ Academic Arizona Health Sci A Academic University af Arizt A Special Arizona Historical So CA Academic California Institute CA Academic California Institute CA Academic California State Ul library uark edu ili server ualr edu alag ahsl arizana edu sabia library arizana edu lista azhist arizana edu clas caltech edu vayager calarts edu vayager lib csubak edu C3 This address book which comes standard with SmartMARC contains the friendly Name and physical Address of nearly 300 unique Z39 50 servers Checking the boxes in the Use column tells Smart MARC to match against these servers during normal bibliographic search procedures Place a checkmark into the box next to the name of each sever you would like to use If you would like to uncheck all of the servers so that none of them will be used when searching click on the clear all icon located to the right of the Test All button i e bottom right corner of the window You can use the icons located on the bottom left corner of the window to add your own remove or edit the exi
28. 7 10 3 8 6 9 10 3 7 8 SmartMARC v5 folder 9 SmartMARC v5 Search 1 2 6 Source 9 SP 22 Start Oueue 5 Start Oueue Search Mode 6 Start Oueue Search Mode 7 Strict Medium Typing 10 Style 9 subfield 12 Subject Editor 19 Subject Window 12 Subjects 12 13 19 Subjects Window 10 11 summary 13 21 System Configuration 2 T Tabbing Behavior 22 tag 12 16 17 tags 16 Tech Support 5 1 2 Technical Support 2 21 Test Number 22 The SmartMARC Results Window 9 The SmartMARC v5 Search Window 1 The Subjects Window 11 The Virtual Word Processor 9 Timeout seconds 11 2 7 Title 5 4 9 15 16 Title 15 Title and Author Editor 15 Title Editor 4 16 Title Matching 8 Tool Tip Delay 22 Tool Tip Settings 22 Total Records Found 2 Total Searched 7 TrashCan 5 U Undo 5 Unmatched 9 10 Unmatched MARC 7 Unmatched MARC MicroLIF 8 Unmatched MicroLIF MARC 8 Unmatched Records 7 Update 8 Update Alexandria 5 Update Alexandria Data 6 6 Update Alexandria Data 6 Update Server 21 Update Server 21 Update Title if it Exists in Database 8 Update Titles and Add Copy 8 Use Alexandria s Next Barcode when saving direct ly to database 4 Use Defaults during auto match when no local info is provided 10 se Precision One 11 sername 13 sing the Modify Record Window 13 sing the Queue Search Mode 6 sing the Search Window 2 tilities 5 10
29. 7 Secondary Modify Record Window Information 18 PUDICAWOM TAD si sk O ho 18 SUBJECIS AD EE E 19 Categories TaD zo da nn o gordo 20 Notes Tad EE 21 S M aD o 21 mco nn c 22 Local Information VWWumdow nennen nnn nnn nnns 23 What Does SmartMARC Save eesssessseesseeee eene 24 How does SmartMARC score recordS n nsannnenesanennrnennrnnrnnrrrnnernnenne 25 ii SmartMARC User s Manual Introduction W Congratulations on selecting SmartMARC as your MARC MicroLIF maintenance and retrieval software D With the power of SmartMARC users can easily clean and update their library database by searching from lt a number of different on line and off line sources to further complete their bibliographic records CN Although SmartMARC is simple and intuitive you ll learn its capabilities much faster by reviewing this z J users manual which is divided into chapters that correspond to the program s major areas There are three different versions of SmarcMARC Demo Standard and Professional Depending on the version of SmartMARC you are using bibliographic record information may be searched for inputted or updated using one the following methods From imported MARC or MicroLIF records From an Alexandria v5 library collection By scanning UPC barcodes which are used to perform ISBN searches for the closest matching record e Through manual entry of the title author ISBN a
30. Counts Other Program Name Choose either a default study program or select Other to create a title for your own study program Interest Level or Lexile This field can be used to represent the interest level for any number of study programs If you need to express a range you can do this with smaller numbers only and they must be separated by a hyphen The maximum range would be entered as 1 15 Reading Level This is the estimated reading level of the item e g 3 4 would mean 4th month of the 3rd grade Point Count Enter the Study Program point value here in other words the number of points received for passing a test on an item Test Number Enter the Study Program test number here Holding Code The institution using the Study Program i e the Library Code Indexed This checkbox allows you to indicate that you have the current test for this item and want this information to be searchable 74 SmartMARC User s Manual Local Information Window Search Window Local Information Window When you decide to save a record from the SmartMARC Results window the Local Information window will appear eo e Add Record Cancel Where the Wild Thinc Edit Subjects Who AU LIE a Enter your local record information into the Barcode Call Number Library Location Cost Copies Funding Source and Policy fields A separate 852 tag is created for each copy that is created SmartMARC wil
31. D ROM database is available separately from COMPanion Order COMPanion part V5002 for a one year subscription SmartMARC User s Manual 1 Introduction Depending on the version of SmartMARC you are using when matching records have been located they are automatically saved to one of the following locations e f you are using SmartMARC in conjunction with Alexandria COMPanion s library automation software matched records can be automatically added to a Data Station s database If a bibliographic record already exists on the Data Station it will be checked for accuracy and automatically updated to current specifications If you are retrieving new bibliographic record information the new records will be automatically saved into your Alexandria database Matched records can be saved in a MARC or MicroLIF file format which can then be easily imported into any MARC compatible system Records that could not be matched are automatically saved in an unmatched record file which can be later examined for further processing Depending on the version of SmartMARC you are using you also have access to these additional features e An activity log that documents all program operations This log is also saved to the hard drive and can be copied viewed and printed You can use SmartMARC to copy Brodar s Precision One Retro Print CD ROM pre 1991 records to your hard drive so that both CD s can be searched from a machine with
32. Installer License Agreement License Ag To install the software you must agree to the terms of this software license agreement Select Des e Installing EE Finished damages and criminal penalties This COMPanion Corporation COMPanion End User License Agreement accompanies an COMPanion software product and related explanatory written materials Software The term Software shall also include any upgrades modified versions or updates of the Software licensed to you by COMPanion This copy of the Software is licensed to you as the end user Please read this Agreement carefully TO ACCEPT THIS AGREEMENT PRESS ACCEPT OR OK TO DECLINE THIS AGREEMENT PRESS DECLINE OR CANCEL YOU WILL NOT BE ABLE TO USE THE SOFTWARE COMPanion grants to you a nonexclusive license to use the Software provided that you agree to the following Installation pawered by Filestorm Print Save GoBack Continue When the following window appears verify the destination disk where youd like Smart MARC installed The default is the hard drive where the currently active System Folder is located Unless special circumstances apply this is usually the best location to install SmartMARC Select the icon of the hard drive so that a green arrow appears above it Click Install Select a destination disk to install the software Hard Drive 57 2 606GB 23 41GB Free Installing th
33. MARC J To set up and change SmartMARC preferences select Preferences from the Edit menu The SmartMARC Preferences window will appear Click on the drop down menu in the upper left corner of the Preferences window to view all available preferences i 806 SmartMARC Preferences Local Info 13000000 ST TD Mac Standard ASCII ES Can t Undo Can t Redo Cut Copy Paste Clear Select All Find Find Again Preferences SmartMARC User s Manual 27 Preferences Preferences Overview Preferences Overview Before you begin using SmartMARC to locate or update your MARC or MicroLIF records you ll need to configure your SmartMARC Preferences The decisions that you are required to make can be made much simpler by reviewing the suggestions offered in this six step overview uickly set up your SmartMARC preferences using these steps y py P g P Step 1 Step 2 Step 3 Step 4 Step 5 Configure the general information settings required for automatic matching see Local Info on page 29 Decide how your MARC or MicroLIF records will be saved and other general import options using the Single Search preference window see Single Search on page 31 Please note that if you are batch matching from a file matched records will z ways be saved to a new file If you are updating an Alexandria v5 database matched records will always be saved back into that database Even if you are primarily
34. SmartMARC updates 4 Automatically Save Record 7 Automatically Update Existing Title and Copy 8 Automatically use the best match 7 B B 14 Barcode 4 23 Barcode Number 24 Basic 3 5 Basics 6 10 1 Bibliography 20 Bring all windows into view 8 Brodart s Precision One 1 Brodart s Z39 50 Server 3 C C 14 Call Number 23 24 Call Number 14 Cancel 9 7 10 12 Categories 13 20 22 Center 9 Check for P1 CD s 7 Check for P1 CDs 1 Check for Updates 3 4 Check for Updates 7 Chronological 19 Circulation 4 Clear 5 Clear Search after record saved box 5 Close 9 Close All 4 Close Window 4 Conflicting Barcode Action 8 Content Notes 21 Content Notes 21 Continue 4 Continue After Timeout 2 Convert to MARC 6 Convert to MicroLIF 6 Copies 23 Copy 5 9 Copy P1 CD to Hard Disk 2 Copy P1 CD to Hard Disk 7 Copy To 2 Copying the Retro Print CD ROM to Your Hard Drive 2 Cost 23 24 Curriculum 20 Cut 5 D Database 13 Default Maximum Search Hits 5 Delete Saved Records 7 Demo 1 3 4 6 10 Destination Directory 8 Details 9 Disable sounds 22 Disagree 4 Do not filter results 2 Do Nothing 7 Download Help Files 2 3 E Edit 1 1 9 Edit Menu 5 Edit Subjects 10 Edition 10 Edition 14 Extent 18 F Failed Search Action 7 4 File 1 4 9 File in SmartMARC Folder as MARC 6 File in SmartMARC Folder as MicroLIF 6 File Menu 4 Find
35. U U U U U U V V 4 Validation Code 6 10 Virtual Word Processor 2 5 Volume 14 W W 4 We are using Follett Interleaved 2 of 5 Barcodes 4 Welcome 7 What Does SmartMARC Save 24 Which version of SmartMARC is right for you 3 Window 8 1 Window Menu 8 Y Year 10 Year 18 Yes 7 7 Z Z39 Servers 13 Z39 50 Address Book 13 SmartMARC User s Manual v vi SmartMARC User s Manual Set anion COMPanion Corporation 1831 Fort Union Boulevard Salt Lake City Utah 84121 3041 USA www goalexandria com
36. ally attached to your email messages so that our Technical Support staff has all the basic information possible to help solve your problems and answer your questions 18 SmartMARC User s Manual Help Menu Basics SmartMARC Help This menu selection will open the Help Index vwp document that is located inside your Smart MARC folders Help folder These help documents are kept constantly up to date by COMPan ions product trainers you should therefore find them to be accurately rich resources from which to draw very specific program information Download Help Files To retrieve the latest SmartMARC Help files select the Download Help Files utility located under the Help menu You may also use the Get Help Files utility located under Check for Updates documented on page 6 Open Release Notes If SmartMARC release notes are available this selection will display them Release notes are located in your SmartMARC folder and are named SmartMARC Release Notes txt SmartMARC User s Manual 19 Basics File Menu File Menu Ee Document SmartMARC s File menu contains the following selections pen Close Window New Document Opens a new VWP document VWP stands for Virtual Word Processor Close All E SmartMARC s integrated word processor Save Save As Text Save As Untitled s Bl i ul EE Geneva Fi2 I3 s Pa ai SHOT EE ix E This is a virtual word processing document P Page Setup Print
37. an ISBN may match against the wrong record since SmartMARC has no way to differentiate between records that contain this ISBN e When records are automatically updated the matching record is merged with your initial data thus preserving any private tags you might have created This may result in additional notes and subject fields that can be removed manually if desired Our expert system is getting smarter every day If you find results that are strange send them to us a copy of the source record the database you used for matching and the results you obtained and if possible we ll teach SmartMARC to make better decisions SmartMARC User s Manual 77 Search Window How does SmartMARC score records 78 SmartMARC User s Manual Index A About SmartMARC 2 Accelerated Reader 22 Add 8 Add Other 5 4 4 9 10 Add Other 7 Add Record 5 7 7 10 Add Subfield 12 Add Tag 12 Additional Search Information 2 4 6 Adobe s Acrobat Reader 10 Agree 4 Alexandria Import Options 8 Alexandria v5 Data File at IP Address 8 Alexandria v5 Data File at IP Address 6 Always Add New Title and Copy 8 Always ask me to confirm matches 7 Anyword 4 5 Apple Menu 1 Archive 6 Ask Before Saving Record 7 Ask me unless there is only one match 7 Ask Whether to Add or Update 8 Author 4 15 17 Author 15 Author Editor 15 17 Auto Match 2 9 Automatically Change Barcode 8 Automatically Install
38. are using COMPanions Alexandria as your automated library software When this option is selected SmartMARC will use Alexandrias Next Available Barcode preference to help inte grate new title records into the Alexandria database For more information please review the item Management preference section of the Alexandria User s Manual Call numbers are UPPERCASE If this option is checked all matched call numbers will be saved into the SmartMARC file as uppercase characters Leading Articles By entering words in the Leading Articles fields users can set certain tag indicators for new titles are saved into the Add Other or Tite Editor window Click inside this field to place your cursor provide a word and press lt enter gt or lt return gt You may enter as many words as you see fit as long as you remember to only add one word per line Default is THE 30 SmartMARC User s Manual Preferences Local Info v Single Search Single Search Single Search These preferences determine how SmartMARC performs during and after a search has been initiated ee Single Search preferences also determine where your matched MARC or MicroLIF data is saved Set Database Library Info eee SmartMARC Preferences Miscellaneous Single Search x 208 210 70 70 Always ask me to confirm matches HH Ask Before Saving Record A Default Maximum Search Hits Allows you to specify the maximum number of records that will be returned
39. at you supplied and make any necessary corrections Preferences NOTE It is very important to remember that Usemame and Password are case sensitive If you are having a hard time connecting to a specific server double check that you are using the proper case SmartMARC Users Manual 39 Preferences Editing 239 50 Server Information To edit the address information of a single Z39 50 server select highlight one from the address book in the Set Database preference window and then click the Edit Selected Server icon orange tool e na SmartMARC Preferences Set Database 239 50 Servers ams L ggress use TA Academic University af Texa tallons law utexas edu TX Public Bedford Public Library catalog bedfordlibrary org TX Public Fort Stockton Public L 12 162 136 67 TX Public Lubbock City County L newlib ci lubback tx us TX Public North Richland Hills Pu nrhcat library nrhtx cam TX Special Dallas Theological Ser dtslib dts edu TX Special Texas State Library star tsl state tx us UT Academic Brigham Young Uni catalog lib byu edu VA Academic College of William lian wm edu VA Academic George Mason Uni breeze gmu edu VA Academic Old Dominion Unive iii lib adu edu VA Academic Radford Universit rulib runet edu 9 89 8 amp 2 9 Set Database Next the Server Information window appears containing information about the server y
40. atched NOTE records in MicroLIF format This file is called SmartMARC MicroLIF txt Records that Plnstadonand SmartMARC was unable to match are saved in a text file named Unmatched MicroLIF txt capitalization will be Since MicroLIF records are easier to read than MARC records Save Records to file as Mic ro ignored for matching LIF is the default selection a MARC This selection creates a text file in the SmartMARC folder containing all matched records in MARC format The name of this file is SmartMARC MARC txt Records that SmartMARC was unable to match are saved in a text file named Unmatched MARC txt Use Defaults during auto match when no local info is provided Check this box if you want SmartMARC to automatically provide local information from the Local Info preference window during auto matching This option will only work if the source record doesnt already contain any local information Default is OFF Strict Medium Typing When this box is checked SmartMARC will only update records if the Medium tag GMD 245_h matches the target record This selection process only occurs if both records have a GMD defined An unspecified or blank GMD will always count as a match Find Exact Editions When this box is checked SmartMARC will only update records if the Edition tag 260_b 260_c matches the target record This selection process only occurs if both records have an Edition Publisherand Year define
41. can search the library for Mythology and these items will be included in the results Any subjects that you create must have at least two characters and can be a single word or phrase You can edit different subject categories by clicking in their subfield box The order in which frelds are stored displayed and shown within a particular tag will be the order in which they were created Tags will always be saved in numerical order Any empty fields will be removed when saved To remove a tag or field select highlight it and press the Remove Tag icon located at the bottom left side of the Subjects tab Users can also quickly add multiple subject entries by clicking on the green Quick Subject Entry icon Q On the window that appears users can type in as many subject entries as they desire When they are finished clicking the OK button will immediately add these subjects to new tags Each new subject entered in the Quick Entry window will be added as a new 650 a SmartMARC User s Manual 71 Search Window Title and Author Editor Categories tab This tab allows items to be grouped into custom categories specific to your location Category groupings make it easier to access related items in a collection Publication Subjects Categories Notes Summary SP Any text that is added to the categories contained within this tab can be searched by library patrons when they are trying to locate a specific item
42. create a header or footer drag the controls above and below the vertical scroll bars to create a header or footer area e Supports restricted column viewing for tabbed columns When this is turned on text that might overflow into another column is visibly truncated so that printed columns look nice Since the data is still in the report adjusting column width will expose more data This is a very useful feature for viewing tabular type reports e Supports URL links lt cmnd gt click on a URL in VWP to open the link in your selected browser e Supports internal hot links for URL VWP links and multi media display This capability is only currently available for documents created by SmartMARC It s mentioned here because it s a valuable capability of Virtual Word Processing that makes using SmartMARC much more enjoyable and powerful SmartMARC User s Manual 25 Basics The Virtual Word Processor 26 SmartMARC User s Manual Preferences Preferences are used to customize SmartMARC in order to meet your specific MARC cataloguing needs You can configure SmartMARC to locate and save MARC records one at a time or in batches You can also use Preferences to select from a variety of searchable databases specific auto matching procedures search settings and default program values The following chapter will detail and describe each preference window and how to use them Please review this chapter in its entirety before using Smart
43. ction of the Search window will change to reflect queue related information Here is a small descriptive summary for each of the queue search statistics Seconds Until Timeout This field will display how many seconds remain before communica tions with the database being searched are severed The Timeout seconds value that appears in this field can be configured in the Set Database preference window see Set Database on page 37 Each database can have its own default timeout value SmartMARC will discontinue searching when this value reaches zero Skipped Records This field contains a value that indicates the total number of records that are skipped because they contain a 40 a tag which generally means they ve already been through a matching process Matched Records This field contains a value that indicates the total number of records in the queue that were successfully matched by SmartMARC Unmatched Records This field contains a value that indicates the total number of records in the queue that SmartMARC was unable to match successfully Total Searched This field contains a value that indicates the total number of records in the queue that were searched either successfully or unsuccessfully 1 e matched or unmatched After your initial batch matching queue operation has successfully completed examine the Unmatched MARC or MicroLIF record file located in your SmartMARC folder During a Queue search if any of
44. cts delay time for tool tips those short pieces of descriptive text that appear when you move your mouse cursor over buttons Tool tips can also be viewed instantaneously by holding down the ct r1 Windows or option Macintosh key and moving over buttons and fields Default is Medium Tabbing Behavior Reverse Normal Tabbing Behavior On the Macintosh if this box is not checked it will allow users to tab through all of a given windows tabs quickly without having to also tab through all the drop down menus and editable fields contained within that window If this box is checked on the Macintosh then tabs will scroll through every drop down win dow and editable field contained within that window On Windows the above checkbox order is completely reversed Holding down lt ctr1 gt while tabbing will temporarily reverse this preference i e the tab order Sound Settings Disable sounds Check this box if you would like a the sounds in SmartMARC turned off Default is to have sounds enabled 48 SmartMARC User s Manual Brodart s Precision One NOOOOMMMILLLLLL 000 SmartMARC supports matching against Brodar s Precision One CD ROM database Precision One consists of two CD ROMs one being pre 1991 Retro Print records and the second being bibliographic records added since 1991 Brodart updates this second CD ROM on a regular basis With a Precision One subscription you will receive a new CD ROM on t
45. d An unspecified or blank Edition will not count as a match 36 SmartMARC User s Manual Set Database Preferences Set Database EE Single Search Auto Match The top section of this preference window allows users to select the sources they would like to search when matching bibliographic records v Set Database Library Info 06 SmartMARC Preferences Miscellaneous Ae 739 50 Servers Special Brodart pacsz bradart cam special Center for Research Libri catalog cri edu Special SchaalC AT txsc z3850 auta graphics com AL Academic University af Alab libsirsi uah edu AR Academic Arkansas Technic webvoyage atu edu AR Academic University of Ark library uark edu AR Academic University of Arkz iii server ualr edu A Academic Arizona Health Sci alne ahsl arizona edu AZ Academic University af Arize sabia library arizana edu AZ Special Arizona Historical Sa lista azhist arizana edu CA Academic California Institute clas caltech edu CA Academic California Institut voyager calarts edu CA Academic California State Ui voyager lib csubak edu a un TD O000000000000 SmartMARC will search all of the selected databases when attempting to match records You may search from the Precision One CD ROMs an Alexandria v5 Data Station and hundreds of different 739 50 databases SmartMARC will search these bibliographic sources in the order that they appear in th
46. d operating system editing functions You can cut copy and paste text clear a field select all text and paste from a file Information about commands that are specific to SmartMARC are included below Undo This command un does typing or cut and paste operations in individual fields or in the word processor It does not undo operations from other menus commands and controls Redo An undo for the undo Cut Copy and Paste You can cut copy and paste text from certain fields into others fields within SmartMARC For example you can cut text from a VWP document and paste it into the Title field of the Search window Clear Clears the selected text selected field selected list or highlighted selection range Select All Selects all the text in the current edit field current word processor document or list Find If a VWP document window is open and has focus the Find command will open the Find window which can be used to locate specific information in the virtual word processor doc ument f A N E Fin d a Find Case Sensitive Line Start Only Line End Only Start from Beginning a Ignore Diacritics Wrap Find Again Finds the next matching occurrence of text in the word processor Paste From File Allows the user to paste information from a file Preferences This selection opens the SmartMARC Preferences window Preferences are used to customize
47. dow Modify Record If you ve used Alexandria COMPanion s automated library software in the past then you ll notice that SmartMARC s Modify Record window is similar to Alexandria s tem Management window eoe Modify Record Call Number k Mineral resource potential map f the Coyote SE and Table kd miinmtA1n reall Are a Fenn Iran Ae b Elliott C 5 Subjects Categories Notes Summary Sb U S Geological Survey Reston Va 1383 1 map 52x 53cm folded in envelope 25 x 32 cm 1 pi Using the Modify Record Window The top portion of the Modify Record window contains primary item information such as call number title author volume and edition see Primary Modify Record Window Information on page 66 Located below these fields are tabs that contain more focused better detailed information about the current item Clicking on the Publication Subjects Categories Notes and Summary tabs will display more item information see Secondary Modify Record Window Information on page 70 The intricacies of the Modify Record window will be detailed in the following pages e0e Quick Subject Entry Bob Jones Alexis Delaquoix Kimberly Reynolds Burt Benatar SmartMARC Users Manual 65 Search Window Primary Modify Record Window Information Primary Modify Record Window Information The top portion of the Modify Record window contains primary
48. e Set Database preferences 1 e top down Timeout seconds The Timeout seconds drop down menu tells SmartMARC how long it should wait for a response from the Z39 50 server or Alexandria v5 Data Station during com munications before it assumes that the database isn t available Use Precision One This checkbox will only appear after SmartMARC has detected that Bro darts Precision One CD ROM database is available When this box is checked SmartrMARC will first search Brodart s Precision One database when attempting to match bibliographic records If any of the Precision One CD ROMs are located on your hard drive or in your CD ROM drives SmartMARC will automatically by default search them first The bottom section of this window allow you to add edit and remove Z39 50 Servers and Alexandria Data Station from a large Z39 50 address book Please review the following pages for detailed information about these sections SmartMARC Users Manual 37 Preferences NOTE The Z39 50 Servers selection is only available if you have a persistent internet connection Z39 50 Servers Set Database This window allows you to configure connection information for the Z39 50 servers that you may want to use for bibliographic record matching If you select Z39 50 Servers from the drop down menu in the Set Database preference window you will be shown an address book of available servers as shown below 739
49. e following fields must be searched ISBN Title Author or LCCN At least six search characters total in any combination must be entered into any of these four fields If your item doesnt have a barcode or the ISBN search has failed manually enter your item information into the Tile Author LCCN Publisher Pub Year and Anyword fields of the Search windows Additional Search information section HINT You dont need to provide information for all the fields listed above just enough of them to get an accurate match for the bibliographic record for which you are searching For example if the title for a book is unique e g A Wrinkle In Time you may only need to enter the title However depending on your needs you may also enter the author s last name publisher or publication year 1 You must have a scanner that is programmed to correctly read UPC codes Not all scanners can be used for this function Call COMPanion for informa tion on your scanner The SmartM ARC program automatically translates the UPC into a valid ISBN number which can then be used when searching internet databases 56 SmartMARC User s Manual Performing A Single Search Search Window You can force SmartMARC to only search for books by checking the Search for books box located near the bottom of the Additional Search information section You can include items that are not books by selecting the Search for non books checkbox One of these
50. ed This field contains a value that indicates how many of the total found records found have a match score too low to be accepted or do not meet the books or non books criteria High Score As SmartMARC examines matching records it assigns a score to each record The higher the score the more accurate the match This field will display the highest match score found for any one record during the search process For more information on how SmartMARC scores records see page 77 Continue After Imeout f this box is checked SmartMARC will continue to search even after communications with the server have timed out Default is unchecked Do not filter results If this box is checked SmartMARC will zo filter rejected records based on score from the SmartMARC Results window Records will still be rejected if they do not meet the books or non books criteria Default is unchecked 54 SmartMARC User s Manual SmartMARC Log Search Window SmartMARC Log The Search window also contains an activity log that records all of the actions that were performed while using SmartMARC All the information contained in the log is also saved to the hard drive as a text file named SmartMARC Log txt located in the SmartMARC folder You can make the log larger consequently replacing the Search Stats section of the Search window by clicking on the blue up arrow icon which is located at the top right hand corner of the SmartMARC Log f
51. ed LCCN is saved in MARC field 010_a ISBN Enter the item s International Standard Book Number The ISBN is a unique identifier A title may have more than one ISBN e g the ISBN for the hardback edition differs from the paperback edition SmartMARC will only display the first ISBN that it finds in the MARC record ISBN is saved in MARC field 020 a You can enter an ISSN rather than an ISBN If the number you enter is 8 digits Smart MARC assumes the number is an ISSN and saves it at MARC tag 022_a If it has 10 digits Smart MARC assumes it is an ISBN NOTE If you enter an invalid ISBN a question mark will appear at the beginning of the number to indicate it is not a valid number Any punctuation dashes or spaces are considered invalid and will be automatically removed by SmartMARC 66 SmartMARC User s Manual Title and Author Editor Search Window Tithe and Author Editor SmartMARC includes a Tie and Author Editor in the Modify Record window This feature allows those who are MARC knowledgeable to easily modify tags and subfields as they see fit The following sections will first explain how to enter MARC record information using the Title and Author fields and will then be followed with instructions on how to use the Tile and Author Editor Title This information is required the record will not be saved unless a value is provided in the Title field The title is saved at MARC tag 245_a In the Title
52. ed and an IP address specified in the Single Search preference window these options will be unavailable and appear as grayed out Conflicting Barcode Action Ask Whether to Add or Update If an item barcode already exists in your Alexandria v5 data base this option will ask the user to either Add a new title record creating an entirely new bar code or Update the current title record information keeping the existing barcode Automatically Change Barcode When this option is selected if a duplicate or conflicting barcode is entered SmartMARC will automatically create a new Alexandria title record and new barcode Automatically Update Existing Tile and Copy When this option is selected if a duplicate title or conflicting barcode is entered SmartMARC will automatically update these records with any new or missing information Title Matching Always Add New Tite and Copy When this option is selected all records that are imported into the Alexandria database are given a new title record adding the correct number of specified copies Existing records within the Alexandria database will not be touched Update Title if it Exists in Database When this option is selected if a duplicate title record is imported into the Alexandria database the existing Alexandria title record will be updated and no new copies will be added Update Titles and Add Copy When this option is selected if a duplicate title record is imported into
53. er your registration information 8 SmartMARC User s Manual Installing SmartMARC for Macintosh Installing SmartMARC Installing SmartMARC for Macintosh If you are installing SmartMARC on a Macintosh OSX machine for the very first time please use these easy to follow steps Step 1 Insert the COMPanion CD ROM and double click on the SmartMARC v6 Folder The installers for your operating system will be located inside this folder You can also visit COMPanions web site and download the latest SmartMARC installer www smartmarc com Step 2 Double click on the file called SmartMARC Installer dmg Doing this will mount the SmartMARC Installer icon on your desktop When you double click on the Smart MARC Installer icon the following window will appear 800 SmartMARC Installer C3 z 1 item 2 4 MB available COVA anion SmartMARC Installer Step 3 Double click on the SmartMARC Installer icon located inside this window SmartMARC User s Manual 9 Installing SmartMARC Step 4 Step 5 10 SmartMARC User s Manual Installing SmartMARC for Macintosh Next the COMPanion Corporation Electronic End User License Agreement appears Read the license carefully and once you have finished click on Continue A License Agreement drop down menu will appear Click on the Agree button if you accept the terms of the license If you do not accept the terms of the license click the Disagree but ton COOC SmartMARC
54. erating systems VWP documents are fully cross platform a document created on one can be viewed on the other The SmartMARC word processor can open HUGE files that many word processors can t Thus you can view large import files before you auto match them The SmartMARC Virtual Word Processor can provide your institution with a standard cross platform tool for creating and exchanging reports All documents are supported across Macintosh and Windows systems To create a new word processor document select New Document from the File menu Since most people are familiar with word processors Virtual Word Processors basic operations will not be documented However here is an overview of some of the special features available within the Virtual Word Processor Use the icon above the vertical scroll bars to hide show the word processor tools or show hide the graphical ruler e Click on the lock icon to lock or unlock the document Locked documents can not be modified Use the other icon controls to find text save a document print your document set a page break insert the date insert the time insert the current page number ndents margins left right center and decimal tabs are supported Left Center and Right aligned paragraphs are supported Font Size and Style controls are available for any character Style includes colored text e Paragraph keep together controls are supported e Supports headers and footers To
55. error message announcing that they will need to wait until their time restriction has expired However subscription to a registered version of SmartMARC i e Standard or Professional will allows users to bypass these time constraints e Although most of SmartMARC Professional s menus selections and windows will be available for assessment most of them will be disabled in Demo mode For instance users will be unable to update the bibliographic records of an Alexandria database perform any sort of auto match or execute any type of queue search Any attempt to perform these actions will result in an error message 4 SmartMARC User s Manual Introduction SmartMARC Standard The Standard version of SmartMARC only allows manual information entry single searches and the saving of records in MicroLIF format SmartMARC Standard does not support auto matching or Queue searching The following features will or will not be available for use in SmartMARC Standard The SmartMARC Single Search window is the only available search window Those who would like the Queue Search capabilities must upgrade to SmartMARC Professional The Add Record Add Other and Modify Record windows are available allowing users to enter more information then they would be able to had they just used the Single Search window alone Users are allowed to convert MARC file formats to MicroLIF and vice versa Users will have limited access to a selecti
56. examined An a in leader position 6 indicates a book all others are considered non books A blank 245_h or one containing the word book is considered a book all others are considered non books Two types of automatic matching errors can occur A False Positive occurs when SmartMARC picks a record that it shouldn t A False Negative occurs when SmartMARC skips a record that it shouldn t SmartMARC is biased toward avoiding False Positive errors since they could result in changing your data from something correct but brief to something wrong but complete For matching purposes SmartMARC examines the Title Author ISBN LCCN Publisher and Publication Year In general records with more matching fields get higher scores Larger more complete records get higher scores e When matching fields those that match exactly get higher scores than those that contain substrings or matching words Thus missing or misspelled words in your data will result in fewer matches e When either the initial or potential record is missing a match field a test for that field is not performed Thus missing data has no impact on the score This makes it possible for a record that doesnt contain an ISBN to match against a record that does Thus only when fields in both the initial and potential records are found are they compared More complete initial records will provide better matching results Thus a record that only contains
57. field to add a New Tag add a New Subfield a or to remove a tag Use the yellow up and down arrows to adjust the position of a field within a tag for instance clicking the yellow up arrow icon will move the current field up one position The order in which fields are stored displayed and shown within a particular tag are the order in which they were created lags will always be saved in numerical order Any fields that are left empty will be removed when saved 68 SmartMARC User s Manual Title and Author Editor Search Window Author Editor When you have more than one author or person responsible for publication click the Author Editor icon located to the left of the Modify Record windows Author field Use this editor to add modify or remove authors When you click on the Author Editor the following window will appear ane Author Editor 100 r ams zoo a lame manea 700 1 a capstck Donald Cancel Author Editor Add Tag Add Subfield Remove Tag Move Up Move Down The Author Editor allows for the easy creation of multiple fields or the ability to add new tags to any item Click on the icons located to the left of the tag field to add a New Tag add a New Subfield a or to remove a tag Use the yellow up and down arrows to adjust the position of a field within a tag for instance clicking the yellow up arrow icon
58. for each search and then displayed on the SmartMARC Results window You can select 50 100 150 200 or 250 Default is 50 SmartMARC User s Manual 31 Preferences Save Records To Save Records To When SmartMARC has finished updating and matching all the records contained within an import file the updated import file will be saved to the SmartMARC folder in a MARC or MicroLIF format depending on the preference you have selected below If you are updating an Alexandria v5 database matched records will be saved back into the existing Alexandria database File in SmartMARC Folder as Mic roLIF This option will create a text file in the SmartMARC folder that contains all matched records in MicroLIF format This file is called SmartMARC MicroLIF txt During an auto match records that SmartMARC was unable to match are saved as UnmatchedMicroLIF txt Since MicroLIF records are easier to read than MARC records File in SmartMARC Folder as MicroLlF is the default option File in SmartMARC Folder as MARC This option will create a text file in the SmartMARC folder that contains all matched records in MARC format The name of this file is SmartMARC MARC txt During an auto match records that SmartMARC was unable to match are saved as a UnmatchedMARC txt Alexandria v5 Data File at IP Address Choose this option if you will be saving updated records into an existing Alexandria v5 database You ll need to provide the
59. for routine maintenance or their internet connection will be down Give it some time a server that is down today may be available tomorrow After the audit is complete you are provided with a printable vwp report of the server test results This report details which of the servers connected and which of the servers failed to connect 42 SmartMARC User s Manual Set Database Preferences Alexandria Data Stations This window allows you to configure the connection information for Alexandria Data Stations that you may want to use for bibliographic record matching If you select Alexandria Data Stations from the drop down menu in the Set Database preference window you will be shown an address book of available Data Stations as shown below Unlike the Z39 50 Servers address book by default this one will appear empty ECH CH SmartMARC Preferences 739 50 Servers v Alexandria Data Stations Each Data Station will be identified by a friendly Name and physical Address typically an IP address checking the boxes in the Use column tells SmartMARC to match against these Data Stations during normal bibliographic search procedures Place a checkmark into the box next to the name of each Data Station you would like to use If you would like to uncheck all of the Data Stations so that none of them will be used when searching click on the clear all icon located to the right of the Test button i e bottom right corne
60. g Alexandria it is beneficial for this field to match Alexandria s default Policy Code Default is STD Price Enter the default item purchase price that you wish to have embedded into your matched MARC or MicroLIF records Default is blank MicroLIF Character Set his drop down menu determines the character set of the MicroLIF record being saved to the SmartMARC folder Please note if this option is changed while saving multiple records to file multiple character sets will appear in file You may choose between Mac Standard ASCII Windows Standard ANSI MARC 8 or DOS Standard ASCII We are using Follett Interleaved 2 of 5 Barcodes Check this box if you prefer using Follett barcodes with your automated library software When this box is checked you are able to scan Follett barcodes into the Barcode field of the SmartMARC Local Information window and they will be processed correctly Default is unchecked Automatically Install SnartMARC updates Ir this box is checked SmartMARC will look for a product update upon startup If a newer version of the program exists a note will be made to the activity log You may also download program updates via the Check for Updates menu selection located under the SmartMARC drop down menu In order for automatic updates to operate correctly you must have a persistent internet connection Default is OFF Use Alexandria s Next Barc ode when saving directly to database Check this box if you
61. ght a record title its bibliographic information will be displayed in the Details section of the Results window Once you ve located the record information you would like to keep double click on it or select highlight it and press lt enter return gt or click the Save button If you are not satisfied with any of the search results close the window or click Add Other see Add Record on page 62 SmartMARC allows the user to increase and decrease the size of the text within the Details section of the Results window using the upper and lowercase A icons These icons can be clicked multiple times until the desired text size is achieved 1 You can drag a bibliographic record from the results window onto your operating system desktop or any software application that supports drag and drop You can also copy the bibliographic record by highlighting all the text and selecting Copy from the Editmenu This can be very handy if you want to email a bibliographic record to a friend just look it up copy it and paste it into an email message SmartMARC Users Manual 61 Search Window Add Record Add Record If you are not satisfied with any of the search results click the Add Other button on the Results window to manually enter bibliographic information for your item Clicking the Add Other button will open the Add Record window You can also access the Add Record window at any time by selecting Add Other from the SmartMARC system
62. he Alexandria Data Station that is specified in your Single Search pref erences see Single Search on page 5 The Update Alexandria Data selection will remain dis abled grayed out in the SmartMARC menu until communications with the specified data station have been established Please keep in mind that SmartMARC will only update Alexandria v5 records that have not been previously matched via SmartMARC To clarify SmartMARC will examine incoming MARC records prior to matching If the incom ing MARC record contains a 040 tag with any of the following subfields a c then the record is skipped These 040 tags indicate that the record is either a Webivore record which SmartMARC does not update or that SmartMARC has previously updated it Below are two examples of the 040 tag 040 aMWtWR cMWtWR Webivore Record 040 aCCSM5 00 cCCSM5 00 SmartMARC v 5 00 Record NOTE If the Update Alexandria Data procedure is going to run for an extended period of time you should turn off the Alexandria Archive feature see the Alexandria Users Manuals Archive Preferences Chapter During an archive Alexandria disables all external services To SmartMARC this will appear as if the Alexandria Data Station has gone off line Therefore if Alexandria begins an archive during matching SmartMARC will halt with an error Convert to MicroLIF Select this command if you have a MARC data file whose data structure you would like t
63. he Help menu Download Help Files Open Release Notes About SmartMARC Shows copyright and version information Tech Support This opens the Technical Support window allowing you to send email to COMPanion if you are connected to the internet even if you dont have a personal STMP address configured 800 Technical Support 1 System Configuration Your library Email address is not set correctly Unable ta send send Message J Send Email If you have an open connection to the internet you can use the Send Email tab to send questions to COMPanions Technical Support team Describe the nature of the problem that you need help with or a question that you need answered Click Send Message to send the notice directly to support companioncorp com If you haven t entered a valid email address in your Library Info preferences see Library Info on page 21 you will not be able to send email to COMPanions Technical Support team How ever SmartMARC wont check to see if this address is valid so any address that looks legitimate will be accepted If you are using this technique to fool SmartMARC dont forget to explain this in your message and provide accurate return contact information otherwise COMPanion s Technical Support team will respond to your illegitimate email address and you wont receive the help you need System Configuration This tab contains information about your system This information is automatic
64. he third sixth and ninth month after your initial purchase SmartMARC can search one CD ROM singularly or both CD ROMs at the same time To search both CD ROMs at once you will either need a computer with two CD ROM drives or you ll need to use SmartMARC to copy the Retro Print CD ROM pre 1991 to your local hard drive NOTE Since Brodar s Retro Print CD ROM is only licensed for a single user you will need to keep it alongside any data that has been copied to your local hard drive Only one computer may search the bibliographic information contained on the CD ROM at a time In order for SmartMARC to use the Precision One database you must either have a Brodart Precision One CD ROM in your CD ROM drive or copied to the hard drive You ll most likely want to search both CD ROM databases so dont forget to put the most current quarterly Precision One CD ROM in the disc drive before you launch SmartMARC SmartMARC can only use CD ROMs that it discovers upon launch However if you ve already launched SmartMARC you can use the Check for P1 CDs command located under the SmartMARC drop down menu in order to locate a belated Precision One CD ROM fy fy ry Mes sage SmanMARC must restart to check for Presision One CDs Are you sure you want to restart When SmartMARC is launched the SmartMARC Log section of the Search window will display the number of Precision One CD ROMs that have been located SmartMARC User
65. hich subfield the extent data is saved in by following AACR2 rules of punctuation 300_a Extent has no proceeding punctuation 300_b Other Physical Details such as illustration info preceded by a colon 300_c Dimensions preceded by a semicolon 300_e Accompanying Material preceded by a plus sign For example 300 aFilmstrip bColor c35mm eSound cassette is shown as Filmstrip Color 35mm Sound cassette Another example 300 al61 pp c22 cm e161 pages with ills is shown as 161 pp 22 cm 161 pages with ills 70 SmartMARC User s Manual Title and Author Editor Search Window Subjects tab This tab opens the Subject Editor and allows for more refined subject entries The Subjects tab allows you to edit and create any subject tag For each new subject tag you create a separate line is created with default subfields General 650 subjects will default with the topical data at General Topic _a the general data at General _x chronological data at Chronological _y and geographic data at Geographic _z Publication Subjects SP Notes Categories Summary a Tropical term or geographic name as entry elemen x General subdivision y Chronological subdivision z Geographic subdivision The information that you provide in this tab can be referenced when patrons search for items in their collection For example if you add Mythology in the 650 a column users
66. hing Title Lists 9 Max 5 Max Results 7 6 Medium 10 22 MicroLI 7 Modify Record 5 10 13 18 N N 14 Name 13 New Document 9 New Document 4 New Search 1 New Search 7 New Subfield 16 17 New Tag 16 17 Next 7 8 Next Available Barcode 4 Next Barcode 3 No 7 7 NOTE 10 12 13 16 Notes 13 21 O OK 6 10 12 17 19 Open 4 Open Release Notes 5 2 3 Other 22 Other Search Options Finishing A Search 8 P P 4 Page Setup 4 Password 13 Passwords Security 4 Paste 5 Paste From File 5 Performing A Single Search 4 Place 18 Point Count 22 Policy 23 24 Policy Code 4 Policy Code 4 Port 13 Precision One 1 Precision One MARC Database 7 Preferences 1 2 Preferences 5 Preferences Overview 2 Price 4 Primary Modify Record Window Information 14 Print 4 Private 10 Product Codes 6 10 Professional 1 3 5 Professional s 4 Program Files 8 10 Program Name 22 Pub Year 4 Publication 13 18 iv SmartMARC User s Manual Publication Year 5 Publisher 10 4 5 Publisher 18 Q Queue 5 7 6 7 Queue Search 5 2 7 Queue Search Mode 7 6 7 Quick Author Entry 17 Quick Entry 19 Quick Subject Entry 19 Quit 5 Quit Exit SmartMARC 4 R Reading Counts 22 Reading Level 22 Ready to Install 8 Records Accepted 2 Records Rejected 2 Redo 5 Registered To 6 10 Registration 4 Remove Tag 19 Reset 21 Restart 4 Re
67. hroom SmartMARC SmartScan Textbook Tracker MacLunchroom and their associated logos and icons are trademarks of COMPanion Corporation Evelyn Manufacturing Inc or Schjelderup LTD used under license by COMPanion Corporation Apple ImageWriter and LaserWriter are trademarks of Apple Computer Inc Macintosh is a trademark of Apple Computer Inc Windows is a trademark of Microsoft Corporation Other trade names are the property of their respective corporations OpenSSL O 1998 2005 The OpenSSL Project All rights reserved This product includes software written by Tim Hudson tjh cryptsoft com This product includes cryptographic software written by Eric Young eay cryptsoft com This product includes software developed by the OpenSSL Project for use in the OpenSSL Toolkit http www openssl org Select Z39 50 Libraries 1995 2005 Index Data The VBD C classes are copyright 1997 by Douglas M Gaer This software is based in part on the work of the Independent JPEG Group libbzip2 1996 2002 Julian R Seward All Rights Reserved expat 1998 1999 Thai Open Source Software Center Ltd Table of Contents Lo 2 Jude efe T L os cii 1 D Which version of SmartMARC is right for you eese 3 lt Smart MABO Demo viae snadno rosia Zrn an 4 CN SIMANMARG Standard P 5 Ze WM Installing SmartMARTC 1
68. ield Click on the resulting blue down arrow icon will minimize the log 1 Precision One CD was found smartMARC MARC TAT not yet created smartMARC MLIF TXT nat yet created Unmatched MARC TAT nat yet created Unmatched MLIF TAT nat yet created SmartMARC Professional v6 0 0 The SmartMARC Log records the following information The copying of Brodart s Precision One Retro Print CD ROM All SmartMARC searches and the number of records located All saved records and their titles The message that appears when the program is first launched If you remove the SmartMARC Log txt file SmartMARC will create a new one the next time that SmartMARC is launched If an existing SmartMARC Log txt file is found new information will be added to the existing file SmartMARC User s Manual 55 Search Window Performing A Single Search Performing A Single Search To search for a matching bibliographic item record do the following 0868 SmartMARC Professional v6 0 0 Search If the item you are trying to match contains an ISBN or UPC position the cursor in the ISBN field and scan the item s UPC barcode or manually enter the ISBN and press the lt enter gt key If no matching records are found SmartMARC will provide an error message informing you know that no matches were discovered and then open the Add Other window if your Single Search Failed Search Action preferences are configured to do so NOTE One of th
69. in your collection Bibliography Used to create bibliographies that might be of interest to library patrons An item may belong to several different bibliographic categories Bibliographic data is stored in MARC tag 653 a Curriculum Contains curricula information for a title For example items that Ms Andres is using in her Geography 212 class can include curriculum categories such as Geography 212 and Ms Andres Curriculum Code data is saved in MARC tag 658 a Interest Code Contains information regarding the items intended audience Be consistent in how you enter the values in this field e g if you enter 8th grade as an interest category be sure the library patrons know that they would need to enter 8th grade rather than Eighth Grade Interest level data is saved in MARC tag 521 a 1 The interest code is not always so specific Another example would be 7 10 meaning age or Junior High School to College Students 2 Depending on the MARC indicator it can be more specific 521 00 a could be reading level 3 4 521 10 a could be interest age level 7 10 521 20 a could be interest grade level K 3 72 SmartMARC User s Manual Title and Author Editor Search Window Notes tab This tab contains content and general note fields Publication Subjects Categories Summary ep I Content Notes Contains notes about the item s content For example the Content Notes for an anthology of
70. information about the item being modified This includes the call number title author volume edition LCCN and ISBN aoe Modify Record all Number X Tv 171 LEE The fields contained in the upper portion of the Modify Record window are as follows Call Number Each item is assigned an individual call number The call number designates the location of an item in the library Because call numbers are site specific rather than universal such as LCCN and ISBN you must enter call numbers specific to your library The title call number is saved in MARC field 900 a Depending on their source bibliographic import records may or may not include a call number for your item Volume This field is used to identify multiple volume works such as encyclopedias periodi cals and books Only volume designators are valid in this field the word volume will automat ically appear when volumes are referenced on an Alexandria Search window If the item isn t part of a multiple volume work leave this field blank The volume is saved in MARC tag 092 vor 440 v Edition Enter edition information For example 2nd Ed or 2nd rev Ed Edition infor mation is saved in MARC field 250 a LCCN Enter the items Library of Congress Control Number The LCCN is a unique 8 digit identifier assigned to an items bibliographic record You may enter the LCCN with or without punctuation however only numeric digits are sav
71. is software requires 15 6MB of disk space You have selected to install this software on the disk Hard z Drive Installing SmartMARC for Macintosh Installing SmartMARC Step 6 During installation the License Agreement window will reappear showing the installa tion s progress eoo SmartMARC Installer Installing amp License Agreement COMPanion Corporation ECH Electronic End User License Agreement Select Destination 8 Installing NOTICE TO USER SS THIS IS A CONTRACT BY INSTALLING THIS SOFTWARE YOU Finished ACCEPT ALL THE TERMS AND CONDITIONS OF THIS AGREEMENT Unauthorized use of this software or related materials can result in civil damages and criminal penalties This COMPanion Corporation COMPanion End User License Agreement accompanies an COMPanion software product and related explanatory written materials Software The term Software shall also include any upgrades modified versions or updates of the software licensed to you by COMPanion This copy of the Software is licensed to you as the end user Please read this Agreement carefully TOACCEPT THIS AGREEMENT PRESS ACCEPT OR OK TO DECLINE THIS AGREEMENT PRESS DECLINE OR CANCEL YOU WILL NOT BE ABLE TO USE THE SOFTWARE COMPanion grants to you a nonexclusive license to use the Software provided that you agree to the following Installation powered by FileStarm SmartMARC app KS mmm Go Back Install Step 7 When
72. l Save a Topical term or geographic name as D SmartMARC User s Manual 63 Search Window The Subjects Window Clicking on the Subject Windows Add Tag or Add Subfield a icons will open the Select Record or Select Meld windows You can also remove a tag using the icon aoe Select Field v 2 Source of heading or term 3 Materials specified 6 Linkage 8 Field link and sequence number a Topical term or geographic name as entry element b Topical term following geographic name as entry element C Location of event d Active dates e Relator term v Form subdivision x General subdivision y Chronological subdivision z Geographic subdivision Using the drop down menus located on the Select Tag and Select Field windows choose the corresponding tag or subfield that you would like to add to this item record and click OK If you change your mind click Cancel The order in which frelds are stored displayed and shown within a particular tag will be the order in which they were created Tags will always be saved in numerical order Any empty fields will be removed when saved The tag and subfield information you choose from these windows drop down menus will be added to the Subjects window Close the Subjects window to save your changes 64 SmartMARC User s Manual Modify Record Search Win
73. l automatically increment the barcode number for each additional copy Enter 0 if you want to suppress creation of 852 tags If you ve set up your SmartMARC Local Info preferences you wont need to enter much information when this window appears see Local Info on page 29 HINT You may also use a scanner to scan barcode numbers When you are done entering local information press lt enter return gt on the keyboard or click on the Save button The MARC record will be saved to the location you ve specified in the Single Search preference window The Search window will then reappear with your initial search query intact an entry will be added to the log and the cursor will again be positioned in the ISBN field at the top of the Search window SmartMARC User s Manual 75 Search Window What Does SmartMARC Save What Does SmartMARC Save SmartMARC saves your local information in the following tag locations e Call Number is saved at 852 h MARC Standard Barcode Number is saved at 852_p MARC Standard e Library is saved at 852 a MARC Standard e Location is saved at 852 b MARC Standard Policy is saved at 949 a Alexandria v3 Standard and 986 a Alexandria v4 Standard locations e Cost is saved at 852 9 MARC Standard e SmartMARC match source is saved in 040 The local information above will be saved in both MARC and MicroLIF records In the example below notice the local information in the 852 949
74. l resource patential map of the Coyote SE and Table Mou printed map 239 50 The coyote bead Gerald Hausman book 739 50 MJ Geologic map af the Coyote SE and Table Mountain roadless are printed map 39 30 The coyote defiant songdag of the West by Francais Leydet book 39 30 The coyote by Mary Lou Samuelson and Gloria G Schlaepfer book 39 50 The Coyote Kings of the space age bachelor pad Minister Faust book 738 50 X The Cayat Inca texts improvisations by D Clinton drawings b book ZNA NT OS OROESI so Cud gfeewufg feet tte 01 OCIO OQU LORG16S2nem 2268315la 45847 D I 1104759867 8519991 221 73632 D BRSS4H58151985 vaag a f eng d B341 oo bb5z588 dk 134008 e11 151584 fHa372588 JHAZTASAA Mac Standard ASCII d A bibliographic record Score is a relative number that indicates the comparative closeness of a matched record Although a higher score is better the actual number means nothing about the quality of the record A record that receives a score of 100 isn t necessarily twice as good as a record that scores a 50 see How does SmartMARC score records on page 77 H you are particular about your bibliographic records you should manually check every high scoring match and hand pick the records you like best You can use the slider bar or the up and down arrow keys on your keyboard to scroll through matching records As you scroll through the Matching Title Lists selections if you click on highli
75. lly related to MARC MicroLIF maintenance and retrieval SmartMARC looks and operates similarly on both Macintosh and Windows machines However the operating systems are different and there will be some minor dissimilarities between environments For example on the Macintosh you press the lt command gt key for menu shortcuts and in Windows you select the ctrl key Windows and Macintosh also have different controls for minimizing closing and resizing windows In order to keep this user s manual as clear as possible actions rather than operating system specific commands or controls will more generally be discussed Rather than click the close box at the upper right of your window this manual will use generalities such as close the window and allow the user to select the commands specific to their operating system This manual contains images from both Windows and Macintosh versions of SmartMARC Macintosh amp Windows Command Differences Macintosh Windows Command Key Command Key The remaining sections of this chapter will describe the basic operational elements found in SmartMARC SmartMARC Users Manual 17 Basics Help Menu Help Menu EEN On Macintosh there is a SmartMARC menu that contains the About SmartMARC and Tech Support selections There is also a Help menu that contains SmartMARC Help Download Help Files and Open Release Notes selections On Windows all these selections are located under t
76. m Files Smart4AR C matM RL exe Cancel This installation was created with Installer VISE fram Mind isian Software http vy mindvisien cam When the installation is complete a confirmation window will appear Click Close Finished Setup is complete and SmatMARC is now installed Click Close to end the Setup Step 7 Eject the CD ROM and store it in a safe place for future use Step 8 A SmarMARC folder is now installed Below is an example of the window that appears when you install a site license m SmartMARC File Edit View Favorites Tools Help ae CH Back d ES Search A3 SmartMART Remove SmartMARC SmartMARC Users Manual 15 Installing SmartMARC Step 9 Step 10 Step 11 Step 12 Step 13 Step 14 16 SmartMARC User s Manual Installing SmartMARC for Windows Note The SmartMARC Users Manual is included on the SmartMARC CD ROM in pdf format but is not installed with the application You can double click the docu mentation icon on the CD ROM or you can copy it to your hard drive and open it there If you dont have Adobe s Acrobat Reader installed on your machine an installer is included in the Utilities folder of the COMPanion CD ROM or it can also be down loaded from Adobe s web site http www adobe com The SmartMARC folder is now installed in Windows Program Files directory If it pleases you you may now move the SmartMARC folder to an alternate loca
77. mpty during the automatic matching process Library Info Miscellaneous eonun SmartMARC Preferences Local Info E 13000000 Mac Standard ASCII ka Next Barcode Enter the next available record barcode number SmartMARC will only assign barcodes to matched records if your source data does not contain local information or if you per form a Single Search Defining a default barcode scheme is useful when importing matched records directly into your automated library software e g Alexandria Default is 13000000 Library Code Enter the local library code that you wish to have embedded into your matched MARC or MicroLIF records If you are using Alexandria it is beneficial for this field to match Alexandrias Library Code field However if left blank Alexandria will assign a code based on preferences refer to the Alexandria User s Manual Default is blank Location Code Enter the local location code that you wish to have embedded into your matched MARC or MicroLIF records Default is blank Funding Sour e Enter the funding source that you wish to have embedded into your matched MARC or MicroLIF records This field will identify the local funding source for the new record Enter the short code for the default policy Default is blank SmartMARC User s Manual 29 Preferences Local Info Policy Code Enter the default policy code that you wish to have embedded into your matched MARC or MicroLIF records If you are usin
78. n you are in this mode because the SmartMARC Search window will display a Queue button below the Max Results drop down menu rather than the standard Search button Enter search information into the ISBN search and or Additional Search information fields When you have entered all the search information that you require for a particular item press the lt return gt or lt enter gt key The SmartMARC Local Information window will appear see Local Information Window on page 75 e fea Add Record UEE Cancel 13000000 Where the Wild Thinc Edit Subjects This window allows users to add specific local collection information to the items that are effectively matched If a search is successful then the information that is supplied here will be embedded into the finished MARC MicroLIF record 58 SmartMARC User s Manual Using the Queue Search Mode Search Window When you have entered all the search information that you require for multiple searches Smart MARC will then save them to the hard drive until you are ready to begin batch matching To begin batch matching all the records you have queued saved to disk select Search the Queue from the SmartMARC system drop down menu Selecting Search the Queue will terminate the Queue Search Mode if you havent done so already and then begin searching for all the record information you ve entered into the queue During a Queue Search the Search Stats se
79. nd or LCCN Depending on the version of SmartMARC you are using SmartMARC can search for complete bibliographic records from some of the following sources e Search from a selected 739 50 database Public access 739 50 databases are available all around the world You can also subscribe to Brodart s own specialized and other vendors Z39 50 server e Search from a Precision One CD ROM database SmartMARC supports Brodart s Precision One Cataloguing Database a 2 CD ROM set that contains over 1 8 million bibliographic records One CD contains records up to 1991 the second CD contains bibliographic records from 1991 through the present e Search from a well established Alexandria v5 library collection Once SmartMARC has located one or more matching records the results will be displayed with the closest matches listed first From this point depending on your SmartMARC preferences users can select the closest match and then add their own local holding information During an automatic match the best match is automatically selected it must have a match score over 100 and local information if available can be entered manually before the search or obtained from the import record Otherwise SmartMARC will take local information from your program preferences 1 Brodart s Z39 50 server access is available separately from COMPanion Contact COMPanion s sales department to order a one year subscription 2 Brodart s Precision One C
80. nore must be either a space or punctuation character If this indicator is set incorrectly SmartMARC will revert the of Non Filing Characters setting back to zero rather than ignore a partial word Author Enter Last name First name in the author field This is the primary author saved at MARC tag 100 a To add edit additional authors use the Author or MARC Editor and add them by repeating the 700 a tag or by using another appropriate tag SmartMARC User s Manual 67 Search Window Title and Author Editor Title Editor If you want a quicker easier method of editing title fields click the Tie Editor icon located to the left of the Modify Record window s Title field The following window will appear eoe Title Editor Mineral resource potential map of the Coyote SE and Table Mountain raadless areas Inyo County California by Geoffrey S Elliott and Maurice A Chaffee and Donald OQ Gene h Printed Map 740 O1 SC SE and Table Mountain roadless areas Inyo County California 740 01 a Mineral resource potential of the Coyote SE and Table Mountain roadless areas Inyo County California Cancel Tite Editor Add Tag Add Subfield Remove Tag Move Up Move Down The Tite Editor allows you to easily create multiple detailed subfields or add new tags to any items title This method of entering information is far superior to that of the Modify Record window s Title field Click on the icons to the left of the tag
81. o convert to MicroLIF Convert to MARC Select this command if you have a MicroLIF data file whose data structure you would like to convert to MARC 22 SmartMARC User s Manual SmartMARC Menu Basics Start Queue Search Mode When you select this command SmartMARC begins the Queue Search Mode When SmartMARC is in this mode all the Search queries you enter will be saved to your hard drive so that they can be searched at a later time You will know when you are in this mode because the Search window will show a Queue but ton located below the Max Results drop down menu rather than the usual Search button When you have entered all the searches that you require SmartMARC will save them to your hard drive until you are ready to begin batch matching Search the Oueue To begin searching all the records that have been queued saved to disk select Search the Queue from the SmartMARC menu This selection will end the Queue Search Mode if you haven t done so already and begin batch matching all the data you ve entered into the queue Add Other Brings up the Add Record window see Add Record on page 10 Use this selec tion if the item you are cataloguing contains so little information that it isn t worth the time to perform a SmartMARC search New Search Brings the SmartMARC Search window into focus clears it and places the cur sor in the ISBN search field Check for Updates Checks COMPanions Update Server for
82. on of SmartMARC preferences these include the Local Info preferences Single Search preferences Set Database preferences and Library Info preferences e SmartMARC Standard users will be able to use COMPanion s Virtual Word Processor i c VWP functionality documented on page 9 e SmartMARC Standard users will have access to the program s Links menu documented on page 8 All of SmartMARC s insightful Help documents and Open Release Notes will be available for Standard users documented on page 2 e Users who subscribe to SmartMARC Standard will also have the ability to email Tech Support with any questions comments or concerns documented on page 2 SmartMARC Standard users will be restricted from using the Start Queue Match Import File and Update Alexandria functionality SmartMARC User s Manual 5 Introduction 6 SmartMARC User s Manual Installing SmartMARC This chapter will teach you how to install SmartMARC using easy to follow step by step procedures The D instructions in this chapter assume that you have a basic working knowledge of your computers operating lt system N Before you install SmartMARC make sure that you have the registration letter that came with your z program This letter contains essential information that is required during the installation process Hardware and Operating System Recommendations SmartMARC has been developed to work under both Windows and Macin
83. ou selected A eoe Server Information UT Public Salt Lake City Public 210 INNOPAC Make any changes you deem necessary then use the Testbutton to make sure the server is com municating properly If you attempt to close the Server Information window without first sav ing your changes an error message will appear asking you to Save Revert or Discard 40 SmartMARC User s Manual Set Database Preferences Removing a Z39 50 Server To remove a Z39 50 server from the address book in the Set Database preference window select highlight an address from the list and click the Remove Selected Server icon red zl e oe SmartMARC Preferences so 1 A H 739 50 Servers Nae li address L JU TX Academic University of Texa tallons law utexas edu TX Public Bedford Public Library catalog bedfordlibrary org TX Public Fort Stockton Public L 12 162 136 67 TX Public Lubbock City County L newlib ci lubback tx us TX Public North Richland Hills Pu nrhcat library nrhtx cam TX Special Dallas Theological Ser dtslib dts edu TX Special Texas State Library star tsl state tx us UT Academic Brigham Young Uni catalag lib byu edu VA Academic College of William lian wm edu VA Academic George Mason Unix breeze gmu edu VA Academic Old Dominion Unive iii lib adu edu VA Academic Radford Universit rulib runet edu When you click on the Remove Selected Servericon
84. ou change this value all future matched records will automat ically have this value applied Library Phone Number This field requires the phone number of the library Library Fax Number This field requires the fax number of the library Library Email Address This is the librarys email address which is used as the return email address for all Technical Support correspondence You must enter a valid email address to use most email services If you dont have an email address enter info goalexandria com in this field doing so will enable you to email Technical Support However if you do this you must include a phone number in your email in order to receive a reply Library SMTP Server The SMTP address of your library s email server Your email messages get routed through this server Update Server This is the IP address of COMPanions Update Server update server companioncorp com Normally this address will only be changed under the direc tion of Technical Support The Reset button will restore the default SMTP address Changes will not take affect until SmartMARC is restarted Language Option to run SmartMARC in English US or Espa ol SmartMARC Users Manual 47 Preferences Miscellaneous Miscellaneous Use these additional preferences to further customize the look and feel of the SmartMARC interface e6e SmartMARC Preferences Miscellaneous Medium Tool Tip Settings Tool Tip Delay Sele
85. poetry may list the poems included within the anthology Separate contents by pressing the lt return enter gt key Only the first 505 a content note in the MARC record will be shown in this window General Notes Contains the first General Note for this title Only the first 500_a note in the MARC record will be shown in this window Summary tab This tab contains a summary of the title and can be viewed for easy reference If a library patron knows what a book or any other item is about but do not know the title or author they can search for the item by the words contained in this summary Publication Subjects Categories Notes Summary SP Only the first 520_a summary note in the MARC record will be shown in this window SmartMARC Users Manual 73 Search Window Title and Author Editor SP tab The SP Study Program tab is used to record information for special programs such as Accelerated Reader and Reading Counts For example if you are using the Accelerated Reader program select it from the drop down menu and edit data for this entry This data is stored in the 526 tag according to MARC standards for study programs If you are using a study program other than Accelerated Reader or Reading Counts you can create your own by selecting Otherfrom the drop down menu and filling in the study program name in the box provided Publication Subjects Categories Notes Summary v None Accelerated Reader Reading
86. r of the window You can use the icons located on the bottom left corner of the window to add your own remove or edit the existing connection information for each Alexandria Data Station see Adding New Alexandria Data Stations on page 44 for more information Users can test an individual Data Station by selecting highlighting one from the address book and clicking the Testbutton Unlike the Z39 50 Servers address book users will be unable to batch audit all of the Alexandria Data Stations included in the address book the Test All button is disabled SmartMARC Users Manual 43 Preferences Set Database Adding New Alexandria Data Stations To create a new Alexandria Data Station address click the Add New Data Station icon the round green and then proceed to enter the required Data Station information into the blank fields of the Server Information window detailed below aoe Server Information You must provide a friendly Name and Address usually an IP address of a valid Alexandria v5 Data Station When you create a new Data Station it will be automatically added in alphabetical order to the Alexandria Data Stations address book in the Set Database preference window and then selected as the current Data Station If you check the Use This Server box the Data Station will be automatically marked for use in the Set Database preference window see previous page for details You may also test to make sure
87. s Usage of Brodart s Z39 50 database can be purchased separately from COM Panion If you are interested in subscribing to Brodart s Z39 50 database please contact your COMPanion Sales representative at 800 347 6439 SmartMARC User s Manual 51 Brodart s Precision One Brodar s Z39 50 Server 52 SmartMARC Users Manual Search Window The SmartMARC Search Window The Search window is SmartMARC s main window use it to perform a single search start a search queue view the transaction log or monitor search statistics This chapter will explain how to use the SmartMARC Search window to seek out MARC information and update your current database or import records E 066 SmartMARC Professional v6 0 0 Search 1 Precision One CD was found smartMARC MARC TXT not yet created smartMARC MLIF TXT nat yet created Unmatched MARC TAT nat yet created Unmatched MLIF TXT not yet created smartMARLC Professional v6 0 0 Use any of the following methods to view the Search window e Select New Search from the SmartMARC drop down menu e Press lt cmnd N gt Macintosh or ctr1 N Windows on the keyboard e Select SmartMARC Search from the Window system drop down menu SmartMARC User s Manual 53 Search Window Using the Search Window SmartMARC Using the Search Window Match import File The top portion of the SmartMARC Search window contains the ISBN search and Additional Search Update Alexandria Data f
88. s Manual 49 Brodart s Precision One Copying the Retro Print CD ROM to Your Hard Drive SmartMARC Copying the Retro Print CD ROM to Your Hard Drive Match Import File Update Alexandria Data Step 1 Insert the Retro Print CD ROM pre 1991 into your CD ROM drive Since the Retro Convert to MicroLiF Print CD ROM 1s static i e fixed stationary and does not undergo constant biblio ee graphic updates it is the better database to copy to your hard drive Copying the Retro Ss EE Print CD ROM almost entirely ensures that you will never have to perform this proce earch the Queue Add Other 38A dure again New Search SN Step2 If you havent already double click the SmartMARC icon to launch the program Im E I Step 3 After SmartMARC has launched select Copy P1 CD to Hard Disk from the Smart ELCHE CEN MARC drop down menu You may also use lt command D gt Apple or lt ctr1 D gt Win Copy P1 CD to Hard Disk Sp dows on your keyboard to begin the copy process 804 Copy P1 CD Step 4 Using the Copy drop down menu select the destination hard drive where you would like to copy the Retro Print CD ROM The copied CD ROM image must not be moved to any other folder on your hard drive SmartMARC will determine the best name and folder location for this file If you do change the name or location of the copied Retro Print CD ROM image SmartMARC will not be able to locate it Step 5 If there isnt sufficient room on your hard
89. sonalized return email address you can send email directly to COMPanion from SmartMARC see Library Info on page 21 To email Technical Support choose Tech Support under the Apple Menu on Macintosh or under the Help menu on Windows see Tech Support on page 2 for more information SmartMARC User s Manual 7 Installing SmartMARC Installation Summary read this first Installation Summary read this first If one doesnt already exist the installer will create or update an SmartMARC folder and extract the SmartMARC program there Located inside this folder are all the files required to operate SmartMARC Detailed below are the general steps required to install SmartMARC Individualized instructions depending on your operating system can be found throughout the remaining sections of this chapter Step 1 On the machine you are going to install SmartMARC visit COMPanions website www smartmarc com and download the latest SmartMARC Installer You can also insert the SmartMARC CD ROM and double click on the SmartMARC folder The SmartMARC Installer is located inside this folder Step l Make sure you have the registration letter that came with your program this letter con tains information required during the installation process For registration codes or infor mation contact the COMPanion Sales department at 800 347 6439 Step 2 Once SmartMARC has been installed double click on the SmartMARC program icon and ent
90. sting connection information for each Z39 50 server see Adding A New Z39 50 Server on page 39 for more information Users can test an individual server by selecting highlighting one from the address book and clicking the Test button Alternatively users can audit all of the Z39 50 servers included in the address book by clicking on the Test All button see Testing Z39 50 Servers on page 42 for more information 38 SmartMARC Users Manual Set Database Adding A New Z39 50 Server To create a new Z 39 50 server address click the Add New Server icon round green and then proceed to enter the reguired server information into the blank fields of the Server Infor mation window detailed below eoe Server Information You will be required to provide a valid Name Address usually an IP address Port Database identifier Usemame and Password of an existing Z39 50 server When you create a new server it will be automatically added in alphabetical order to the 39 50 address book in the Set Database preference window and then selected as the current server If you check the Use This Server box the server will be automatically marked for use in the Set Database preference window see previous page for details You may also test to make sure your newly created Z39 50 server is working properly by clicking the Test button If the server does not appear to be communicating review the server informa tion th
91. sults 5 9 10 Reverse Normal Tabbing Behavior 22 Revert 14 19 Right 9 S S 14 Save 14 19 9 10 23 Save 4 Save As 4 Save As Text 4 Save Records To 6 Save Records to file as 9 Save Records to file as MicroLIF 10 Score 9 Search 6 10 4 8 1 1 3 7 23 Search for books 5 Search for non books 5 25 Search Statistics 2 Search Stats 2 3 7 Search the Queue 7 7 Search the Queue 7 Search Window 1 Search window 3 Secondary Modify Record Window Information 18 Seconds Until Timeout 2 7 Select All 5 Select Field 12 Select Record 12 Select Tag 12 Send Email 2 Send Email 2 Send Message 2 Serial Number 6 10 Series 18 Server Details 13 Set Database 5 6 2 11 2 7 Single Search 5 4 6 2 3 5 7 8 4 23 Single Search Preferences 9 Size 9 Skipped Records 7 SmartMARC 1 7 10 6 7 4 6 9 10 1 2 1 6 8 SmartMARC Basic 5 SmartMARC Demo 4 SmartMARC Folder as MicroLIF 6 SmartMARC Help 2 3 SmartMARC Installer 3 SmartMARC Installer dmg 3 SmartMARC Local Information 4 7 6 SmartMARC Log 8 1 3 SmartMARC Log txt 3 SmartMARC MARC MicroL IF 8 SmartMARC match source 24 SmartMARC Menu 6 SmartMARC MicroL IF 8 SmartMARC MicroLIF txt 4 SmartMARC MicroLIF MARC 8 SmartMARC Preferences 5 1 SmartMARC Queue 8 SmartMARC Release Notes txt 3 SmartMARC Results 7 2 9 23 SmartMARC User s Manual 5 SmartMARC v5 3 2 3 SmartMARC v5 Folder
92. t Database preference window select highlight an address from the list and click the Remove Selected Server icon red x SmartMARC Preferences 60 Alexandria Data Stations e When you click on the Remove Selected Data Station icon a warning message will appear asking if you are sure that you would like to remove the Data Station Message 000 Cancel You can use the Revert button on the Set Database window if you mistakenly remove a Data Station address the Revert button will restore all previously entered Data Station address infor mation 46 SmartMARC User s Manual Library Info Preferences Library Info Local Info Single Search Use the Library Info preference window to provide information about your library Se uto Matc Set Database aA ea SmartMARC Preferences x Library Info Library Info Miscellaneous COMPanion Developer Address City Postal Code Country updateserver companioncorp com Librarian Name This is the name of SmartMARC S primary user or librarian Librarian Title The position title of the primary user or librarian Library Address This field requires the name of the library and its physical address Library ID Code This is the library location identification code This is a short code that is used for the MARC location code at 852 a in the copy collection field Default is the first four characters of your library name If y
93. the Alexandria database the existing Alexandria title record will be updated if needed and a copy will then be added 34 SmartMARC Users Manual Auto Match Preferences This preference allows you to configure how bibliographic records are saved during the automatic angle Search v Auto Match matching process Set Database Library Info Miscellaneous Auto Match 2 MicroLiF Save Records to file as When SmartMARC begins to automatically update and match the records within an import file an updated import file will be created in the SmartMARC folder in a MARC or MicroLIF format depending on the preference you have selected below SmartMARC will automatically create the SmartMARC MicroLIF MARC and Unmatched MicroLIF MARC files in the SmartMARC folder if they dont already exist If they do already exist new bibliographic records will be added to the existing files After SmartMARC has launched the information contained in these files can be viewed from the Links menu and the Transaction Log will display the status of these files whether they exist or not SmartMARC User s Manual 35 Preferences Auto Match Keep in mind that if the auto match is cancelled during the matching process the SmartMARC MicroLIF MARC and Unmatched MicroLIF MARC files will contain the records that SmartMARC searched for prior to cancellation Mic roLIF This selection creates a text file in the SmartMARC folder containing all m
94. tion on your hard drive this is not recommended Inside the SmartMARC folder double click on the SmartMARC icon to launch the program Double click the SmartMARC icon to launch the program If you have not yet registered SmartMARC a registration window will appear described in Step 12 Otherwise the Search window appears The first time you launch SmartMARC the following registration window appears Enter your Registered name Product Codes Serial Numberand Validation Code from your registration letter and click OK English K You may also contact the COMPanion Sales Department for your registration codes If you would like to access an evaluative version of SmartMARC click the Demo button Doing so will automatically open the Search window and give you access to a version of SmartMARC with limited capabilities For more information on what you can or can not do using SmartMARC Demo please refer to page 4 of this user s manual Thats it You ve installed SmartMARC for Windows Now lets proceed to the Basics chapter starting on page 1 and get started Basics Ss This chapter describes the menus and basic operational rules used in SmartMARC SmartMARC menus will behave according to the operating system standards for both Macintosh and Windows For example the File and Edit menus in SmartMARC are very similar to the File and Edit menus you may have used in other applications Additional menus have purposes specifica
95. tosh based operating systems With the exception of subtle differences between the controls at the tops of windows and minor differences in operating system functionality the program operates identically across both platforms Here are the minimal recommended hardware and operating system requirements for SmartMARC Recommended Hardware amp System Requirements Smarn MARC Macintosh MacOS 10 2 8 or higher G4 Power PC or better 1 GB RAM suggested 512 minimum Minimum resolution 1024x 768 256 colors or PC Windows 2000 NT or XP Pentium 4 or better 1 GB RAM suggested 512 minimum Minimum resolution 1024 x 768 256 colors A fixed TCP IP address is required to communicate with Alexandria v5 and Z39 50 servers An internet connection is required for Z39 50 searching and matching capabilities A CD ROM drive is required to use Brodart s Precision One CD ROM Database and or installation If you have Alexandria installed on the same machine as SmartMARC and plan on having both applications running at the same time follow the Alexandria hardware and system recommendations If you have questions or problems during installation contact COMPanion s Technical Support Service at 800 347 4942 or 801 943 7277 by fax at 801 943 7752 by toll free fax at 888 515 3883 or by email via support companioncorp com If you have a persistent internet connection i e you dont have to dial up to establish a connection and a per
96. two options must be checked or SmartMARC will never locate any matching records If you check the Clearsearch after save box all the fields of the Search window will be cleared after a successfully matched record has been saved The Max imum Results drop down menu is used to limit the number of matching records that are returned for every search The default is set to 50 but depending on your needs you may select up to 250 NOTE Publisher Publication Year and Anyword help records to score higher but do not cause records to be rejected Publisher may have several imprints and various catalogues may have entered different publishers or imprint names You may also click on the Customize Additional Search icon which opens the Search Organization Window see below and allows you to customize the Additional Search information field order OOO Search Organization Window Title Author LCCN Publisher Pub Year Anyword Use the yellow up and down arrows to change the order of the fields When you are happy with their order click the OK button and the SmartMARC Search window will change accordingly Click the Search button or press lt enter return gt in an information field to perform your single search SmartMARC also remembers the very last search term or search entry for each of the Additional Search Information fields and can recall that information for the next search or future searches To recall
97. ware is licensed to you as the Do vou accept all the terms of the preceding License Agreement IF you choose Ma Setup will close To install this product you must accept this agreement Print SmartMARC Users Manual 13 Installing SmartMARC Installing SmartMARC for Windows Step 4 Verify that the Destination Directory correctly indicates the location where you want SmartMARC installed The default is the Program Files directory This is typically the best location to install SmartMARC Click Next Choose Destination Location Setup will install SmatMARC in the following directory To install to this directory click Next To install to a different directory click Browse and select another directory You can choose not to install GmartM Abt by clicking Cancel to exit Setup Destination Directory C AProgram Files 5 marttl RAL Browse Space Required 12212 K Space amp vallable 45115320 K Back Cancel Step 5 On the Ready to Install window click Next to continue Ready To Install Setup now has enough information to start installing Smarthl amp RC Click Back to make any changes before continuing Click Cancel to exit Back Cancel 14 SmartMARC User s Manual Installing SmartMARC for Windows Installing SmartMARC Step 6 During installation a window similar to the following shows the installers progress To abort the installation click the Cancel button C Progra
98. ws programs before running this Setup program Click Cancel to quit Setup and then clase any programs You have running Click Nest to continue with the Setup program WARNING This program iz protected by copyright law and intermational treaties Unauthorized reproduction ar distribution af this program or any portion af it may result in severe civil and criminal penalties and will be prosecuted to the maximum extent passible under law Step 3 The COMPanion Corporation Electronic End User License Agreement appears Read the license carefully and click the Yes button if you accept the terms of the license If you do not accept the terms of the license click the No button Software License Agreement Please read the following License Agreement Press the PAGE DOWN key to see the rest of the agreement COMPanion Corporation Electronic End User License Agreement NOTICE TO USER THISIS A CONTRACT BY INSTALLING THIS SOFTWARE YOU I amp CCEPT ALL THE TERMS AND CONDITIONS OF THIS AGREEMENT Unauthorized use of this software or related materials can result in civil damages and criminal penalties This COMPanion Corporation COMPanion End User License Agreement accompanies an COMPanion software product and related explanatory written materials Software The term Software shall alzo include any upgrades modified versions or updates of the Software licensed to you by COMPanion This copy of the Soft

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