Home

User Manual - OASIS Extras

Contents

1. Western Australia South Australia AC T Victoria Auckland Wellington Christchurch Singapore Kuala Lumpur Thailand Fiji Reykjavik India United Kingdom U S A Agencies Awards Ey Gold Awarded to OASIS in 1989 Australian Technology in Government Gold Awarded to Corporate Affairs Software in 1989 Technology in Government Contents Introduction Part 1 Implementation Strategy Summary Implementation Reassessing your goals Things to think about as you set up AfW System Parameters How to devise Loan Categories Lending Policy Part 2 Guided Tour to AfW Getting Started system Management Circulation Reports Part 3 System Administrator Functions Shutdown Parameters system Administrator Functions Part 4 Cataloguing Introduction Cataloguing Authority Files Lookup Files Utilities Reports Authority Lists Catalogues Cataloguing Examples Part 5 Circulation Introduction Plan your Circulation Setup Loans The Circulation Control Card Circulate Folder Circulation Warning Messages File Folder Fine Schedule Global Change Utilities Lists Forms Reports Notices Part 6 Using Inquiry Introduction Quick Search By Category Quick Search One Word Qu
2. Archive Directory BEINE Number of archives m cycle Changes before archive 20000 Shutdown time Zma This is the shutdown machine fe Web inquiy UF Archive Directory This shows where the archive a hard disk backup is kept If you wish to archive your data to a drive other than the AfW drive please contact your Softlink Support officer Number of archives in cycle This parameter is set to the default of 3 This can be edited if necessary Changes before archive This parameter is set to 20 000 and should not be edited unless advised by your Softlink Support officer This parameter denotes the number of entries or edits of AfW data you may make before an archive will be created automatically during a Shutdown Shutdown time This is the time that a Shutdown will be performed unless otherwise specified when you log out of AfW This is the shutdown machine This is usually set at installation If you wish to change the shutdown machine open the parameters on that machine and tick this box Web inquiry URL If you have the Web Inquiry module enter the URL of the Web page from which it is accessed Web Inquiry will be suspended during a shutdown System Administrator Functions 48 2 System Parameters Shutdown Default settings for the Shutdown process are set here If you want to force a data archive you would indicate this in the parameters before Log out A data archive should be forced if major changes are
3. Library Automation Software User Manu Circulate Circulation Alice Enter barcode Search Term Inquiry Alice Return Dispatch Fine Title Computer Terms CHRISTENSEN Margaret AR Demonstration 1999 Only Welcome to the Ar Demonstration Library This i a user defined text area in which messages to library patrons can be placed such as library hours search suggestions announcements etc Topic Management Alice Politics amp Government State QuickPict Recycling Research Project Religion amp Philosophy All religions QuickPic Religion amp Philosophy Christian QuickPic Religion amp Philosophy Communism QuickPic xi Name Expiry date REF Copyright 1999 Softlink Australia Pty Ltd Company Profile Company Name Softlink Australia Pty Ltd Ss A C N 010 822 143 SOR TEIN E EUSIRALA R Established August 1983 Company Directors John A Dunne Executive Chairman Bob Dunne Executive Director Asia Pacific Head Office Softlink House 68 Commercial Drive Shailer Park QLD 4128 Phone 07 3801 4111 Fax 07 3801 4222 All states and territories of Australia Britain U S A Europe New Zealand Papua New Guinea South east Asia South America Iceland Pacific Islands Africa India Softlink software is found in
4. Circulation 107 Utilities Change Resource Category Mmes asl o DH Resource loan category Change from Audio Visual E guipment General Penodical Make change Temporary Date to restore original loan categories 09 081 998 C Permanent This option is designed to allow the temporary or permanent change of the RLCs of a group of resources Use Inquiry to place each resource in question on the AfW clipboard Open the Change Resource Category utility Highlight the RLCs that you wish to change the resources from Use the drop down menu to select the destination RLC Choose either Temporary or Permanent by clicking the appropriate radio button lf Temporary is chosen provide a date on which the resources are to automatically change back to their original RLC Click the Clipboard button to import the selected resources Click the OK button to activate the change Any resources which have been temporarily assigned RLCs will be moved automatically to their original RLC after the date indicated has passed This is processed during the Shutdown Resource Box Peles ele g BOOS002520 BO03901 2520 Resource box for year 9 assignment on birds Kit Resource bos for year 8 studies on trees and forests Kit Resource box barcode E o0g002520 Physical resource box 7 A resource box allows multiple resources to be loaned out using one barcode The example shown is a box of resources on a p
5. System Administration e How many operators do you have Librarian library assistant volunteer master operator e What is each type of operator allowed to do e How often do you want AfW to create a Data Archive The system is set to do three Data Archive sets Ask your Softlink Support Officer for assistance if necessary e How will you do an external backup for AfW Zip Drive Tape ask your hardware vendor Network administrator for assistance Implementation Strategy 6 System Parameters System Parameters must be set before you commence data entry in AfW These are set in System Parameters Library General e Library Name and Address e Library Code Last four digits of your AfW barcodes Leave blank for Non AfW barcodes Barcode e Next Barcode Borrower Enter your first borrower barcode here e Match accession number to barcode Accession numbers will become the first six characters of your barcode e Keep 7 character For libraries converting from another automated system the ia character in your barcodes may not be a check digit and should not be removed e Incrementing character position Which character on your barcodes is incremented In AfW barcodes it is position 5 e Any special non AfW barcodes If so consult your Softlink Support Officer Inquiry General e Allow borrowers to make reservations in Inquiry e Allow Quick Search in Staff mode if module installed e Show unused Sub
6. Date Amount Fine description 39 09 1999 15 00 Damaged books Anderson Darla Fines for overdue resources are automatically calculated based on the Fine Schedule 15 00 The Fine tab displays fines that were automatically generated according to the system parameters for overdue resources and also allows manual fine entries to be created Authorised operators can also edit partially pay pay in full and delete fines Help Access to AfW help Add Add a fine manually Edit Edit the selected fine Delete Delete the selected fine Pay Receive payment for selected fine Partial payments are accepted Circulation 9 Returns set Use the Date returned radio udent Barcode Location b utto ns to n ote M Aousebound Category the day on which N A G P resources were returned if they are being scanned Loan Booking Reserve Fine o Rem in on a different Barcode 3221 m Date retumed day Title Rainbow prehistoric life encyclopedia author Mark Lambert editor Ss Adrian Sington Today I C Yesterday Author Lambert Mark 1946 Sington Adrian Other Call No 560 RAN SS Stat Catal d i To Accession No 000725 If a resource is returned B Accessioned 04 08 1997 damaged use the Status orower Anderson Darla STUDY HALL z Cost 15 20 button to change the status to Disposed The Return tab page allows rapid scanning of resources When a resource
7. When a borrower record is on screen you may view all current loans all overdue loans and the loan history for the borrower Click the Borrower button or scan This will show all current loans You may switch to other functions by clicking the appropriate radio button For current and overdue loans you may print out a listing by clicking the Print button in the bottom right hand corner of the window For current loans you may renew loans by highlighting the relevant loan record and clicking the Renew button next to the Print button A borrower s loan history may be reviewed by clicking on the Loan History radio button LOAN HISTOR D Title Barcode Return Call H 270371959 FIC AIK The moon s revenge by Joan Aiken illustrated by Alan Lee 3025 2770371999 FIC AIK The moon s revenge by Joan Aken illustrated by Alan Lee 3089 270371993 EBRO Arthur s Christmas Marc Brown 27 0371999 FIC COR The lemonade tick J Illustrated by Paul G aldone Overdue loans Allloans f Loan history ulel Loan history will be purged periodically according to settings in the System Parameters Circulation g8 The Circulation Control Card Within the circulation window multiple means of accessing commands are available If you are using the mouse click on the appropriate tab page or button If you have your hands on the keyboard simply type the name of a tab page or command and press lt Enter gt to move to that area or perfor
8. lt X Topic O O Earth Science Col Paxton Literature Mrs Edwards 2 Fj ii Topics can be created within Management Authority Files Topic or can be created on the fly within the Catalogue tab page Topics can be used for any local searching needs Itis easiest to approach topics in the same manner as subjects with one exception Topics can be made to automatically expire if edited within the authority file To add a new topic on the fly click the New topic button then select or add the desired topic from the window depicted above To move to the next tab page click the Save button on the tool bar Cataloguing 78 Copies Tab e Click the Copies tab To add a new copy click the New button on the tool bar Add Copies Managment Alice Barcode IF 00236 e Enter the resource s barcode by typing or scanning with a barcode reader If the barcode is typed simply press lt Enter gt or click the OK button If the barcode is scanned the barcode reader will automatically click OK for you Resource Mo qoos90 The agony and the ecstasy a novel of Michelangelo Alabama by Allan Carpenter MARIE Eatalogue Copies Keywords Parts Mulimenia Frevien MERC totes ACreEsion REF 507 BRO 3092 ltem Equipment Wamntenance Ekange Copy Mo fo Location SPECIE Loan category lGenersl Classification 507 o Status o Sufis BRO Accessioned 287097
9. All relevant details present in the MARC record or manually catalogued are presented in this easy to read layout for patrons The buttons used on this page are described below These next and previous buttons move through copies displaying each call number The Where is it Button displays details of who resource on item loan and Library Map Images Slide when it s due Shows back TE On the OPAC Book Wizard Sound Clips Video Clips terminals the details of who has the resource is not available Copies button This button displays copy information for each copy of the item Subjects button This button displays all subject topics and keywords attached to this item The Parts button shows alternate titles or titles of parts within a main item i e plays in a collective works book movies on one tape or short stories within one bound item The Next and Previous buttons move through the titles shown on the previous title list screen If permitted by the librarian this button allows patrons to reserve a copy of a resource This is system parameter controlled Using Inquiry 118 4 Resource Detail Inquiry Alice E Title Did comets kill the dinosaurs by Isaac Asimov v Asimov lsaac 1920 ition 4 Gareth Stevens children s books ed Publisher 3 t te LEEA fF Bsa Series Isaac Asimov s library of the universe Notes fiam Pu Cean nA i Bibliography p 30 4 Examin
10. Borrower Images Path Borrower Images Format Guided Tour to AfW This defines how you determine a patron s maximum number of loans If you determine how many items a person can have by number select Count If you determine this number by the monetary worth of the items they are borrowing select Value If you wish to print notices to send to patrons that are waiting for a particular item to become available tick here Once available how many days should an item be held If a patron s requested item does not become available before __ number of days the patron s request will be cancelled You may define up to 4 categories and Other to determine how many total items a patron may borrow For example you may say a borrower type can have 2 AV items and 3 of anything else Other Hence define Category 1 as AV How your day is divided e g period hour session block The text that describes an overdue book in the fines area Fines will only accrue for days the library was open For example if an item is not returned on time days during which the library is closed will not cause an increase in the fine that is owed The date before which loan histories should be purged In countries that sort names alphabetically by one s given name this box should be ticked This box is not usually ticked in Australia The computer path drive and folder in which borrower images are stored T
11. In this authority fields are available for Name Address Telephone Fax Company Number Contact Name Account Number and Lead time Publisher locally or automatically defined lel x Publisher Management Alice S dX F WATTS EI Name Code at iA al F watta Mew ork Faber London Faber and Faber London Facts On File Mew York M Y x Code Fw mn Mame i Wreaths Place London The Publisher authority file maintains information about resource publishers This authority holds two key pieces of information for each entry publisher name and publisher place As with most authorities the Scissors button allows for the easy merging of two similar authority entries Cataloguing 67 Topic locally defined ec oject Religon t Picante Al religions QuickPic Religion amp Philosophy Christian QuickPic Religion amp Philosophy Communism QuickPic The Topic authority file contains local subject headings In the example window above the Topic authority is being used to establish reading lists for a research project The Topic authority file functions very much the same way as the Subject authority file and is able to be searched for in Inquiry Topics are unique in that they may be set to automatically expire For example if in the above the reading list was only required for a period of time it would be appropriate to enter an expiry date so that the entry automatic
12. The See Also field allows See Also references to be added A See Also reference suggests to a patron searching the catalogue other subject headings related to the current subject search For example a search on Weather might suggest also seeing Rain and Rainfall or Lightning as related subjects To add a See Also reference click the New button next to the See Also field select the desired subject from the lookup window and click OK Cataloguing 65 Maintain button The Maintain button on the upper right side of the toolbar allows you to maintain the resources catalogued with the current subject heading For the subject heading WEATHER clicking this button yields the window below Resources Subject Management Alice Weather Xt fo BI T Why does it thunder and lightning It s raining cats and dogs all kinds of Weather and why we have it Resource barcode This window tells the user there are two resources catalogued with the subject weather If a stack of books were present to which this subject heading should be added the resource barcode of each book could simply be scanned at this point and the additional subject would be added Likewise one could use Inquiry to search the collection for resources regarding Weather place the resources on the clipboard and click the Clipboard button above to automatically add the current subject to the resources When a group of resources is gathered t
13. This will explain what the object is and or what function it performs or what to enter into the field Cale l By a BO box LD CD ROM LF Computer file CH Chart Code Jar Description Pania Physical boses fi The name of the GMD Guided Tour to AfW 16 System System Parameters fa Uilkes G pa Processing at el i Rebuild ari oo Export to MARC AB Settings gt Performance tester i Operators ia Reports _ Sand Retro i Import from Macintosh MARC File ae Delimited G Articles i Borrower Ener log p Forms fl Machine List Guided Tour to AfW a Parameters i Library rigu aol Management a Circulation Acquisitions of Penodicals z Book Hire 0 Library services Tech pub si Technical 17 Plan Your System Parameters AfW allows you to dictate how your library operates rather than leaving those decisions in the hands of your software In the following section you will find descriptions of the system parameter screens that allow you to specify your library policies and preferences Please refer to the information given concerning parameters in Part One of this manual The pages that follow will display each parameter window Library Tab General Library Parameters Alice Facsimile RUE yar Library Name Library Code System Type System Colour P O Box Address Telephone and Fax The name of your libra
14. e Search for a resource in the Failed Searches list e Delete a resource from the list or e Clear the list Failed searches can indicate several things a gap in your collection which may indicate the need to purchase new resources or the subjects entered by Inquiry users do not match the subject headings you have used for resources they are looking for You may wish to create See references to point Inquiry users to the correct subject headings Cataloguing 72 Dispose by Barcode Dispose by barcode Utilities System Alice WAE o oo y Comment weeded from collection out of datel Barcode F000030046 It is recommended that you actually delete copy records using the Purge function in the Stocktake i to allow the printing of a report giving details of tiles and costs for audit records This facility allows you to dispose of resource copies without having to go directly to the Copy tab page of the particular resource This process will not actually delete the copy of the resource from cataloguing It will change the status of the copy to Disposed It is recommended that you delete the copy using the Purge process in Stocktake This will allow you to print a report for disposed resources giving details of title and the cost of the resource for audit purposes Simply scan in all the barcodes of the resource copies When all resources are scanned in you may then check all the entries then click
15. keyword died keyword diet keyword different keyword difficulty keyword dikes Complex publisher Dillon Press Minneapolis Minn keyword dinner ele keyword dinosaur title The dinosaur encyclopedia by Michael Berton Dinosaurs title Dinosaurs by Danel Cohen illustrated by Jean allinger keyword dinosaurs title The dinosaurs and the dark star by Robin Bates and Cheryl Simon illustrated by Jennifer title Dinosaurs from to Z 7 by Rosalie Davidson subject Dinosaurs Juvenile literature keyword dioxide H keyword diplodocus keyword directions keyword director keyword disabled keyword disadvantages 4 F AfW centres on the subject Dinosaurs in this example Pressing lt Enter gt or clicking the right arrow on screen will move to the next screen showing all the title matches to the selected term One may also choose to pick from among the terms displayed in the window to dynamically refine the search Using Inquiry 115 Initial Results Screen The initial results screen contains several buttons These are described below Using Inquiry eo DF pw F Inquiry Alice O x Search term DINOSAURS Ea keyword title keyword keyword keyword keyword keyword publisher keyword keyword title title keyword title title subject keyword keyword keyword keyword keyword keyword 4 dido l Dido and Pa 7 Joan Aiken died diet different difficulty dikes
16. which the Topic list disappears from the system Guided Tour to AfW 38 Lookup Files Menu These are similar in nature to Authority Files The files which are of interest to the new user of AfW are Country enter a list of Countries of Origin or Languages Areas Curriculum or Study areas Status this refers to the status of an item in Inquiry For example if you wish to withdraw an item temporarily from circulation such as in the case that it needs to be repaired you may give it the status of Unavailable This will appear for the item in Inquiry thereby notifying library users that an item is not available for in house use or for loan Status Lookup Files Management Alice Pa inl E3 Oa tS as Accessioned I C Catalogued E E Disposed I F Found b Missing Cade a c Description GAN Reason and Recommendation are related to the Acquisitions module and Contract FRC and Dispatch Mode are related to the Library Services Module Utilities Failed Searches Searches in Inquiry where a user does not move onto the resource list may be saved in the Failed searches utility With this utility you may check to see if you need to fill any subject gaps in your collection or if you need to create any See References Dispose by Barcode This facility will change resources that you have culled from your collection to a status of Disposed These resources may be purged from the catalogue using the Stocktake Purge f
17. 7 8 and 9 overnight but allow Administration and Staff borrowers to have AV material for 5 days In this area add each of the BLCs you think you will use Remember that you may make changes to this in the future In a school you may wish to separate borrowers by scholastic year level or merely make the distinction of Student Teachers and Staff Left window Code Description Master due date Fine borrowing limit Maintain open folder button A single character code for the RLC A text description of the RLC This date is usually entered as the date at the end of the semester term or year that you would like to start trying to get resources back This is the monetary limit of a borrower s fines at which you decide not to loan books out anymore For example if you stop loaning out books to someone if he or she has a fine of over 2 00 you would enter 200 here Allows you to add each RLC that can be loaned out by borrowers in this BLC and define how long they can keep the resource and what fines will be charged if the resource is overdue Right window Loan Period Sets how long this BLC can have resources of this RLC Fixed length The number of days that a borrower my have resources with this RLC Fixed due date Part day only Fine schedule Due Date Borrower s with this BLC may have resources with this RLC until specified date no matter what date the resource was loaned Borrowers with this BLC
18. Advance Bookings Keep it simple If your fiction non fiction and easy reader books all circulate for the same length of time and to the same borrowers create one General RLC rather than separate categories for each Circulation 102 Borrower Loan Category BLC Staff Loans BLC Circulation Alice y y OX Da a C C Keep it simple If your first second and third scholastic year students are all allowed Code 3 to have the same Description Staff resources for the same Master due date length of time create Fine borrowing mit 0 00 one BLC for Scholastic Resource loan category audio Visual Loan period i kired lengh E Days S Fired due date Eat dap anly Fine schedule E eneral Fine j Calculated f 4 07 1998 Due date Effective i 7 08 1998 i Loans possible 7 i years 1 3 rather than separate categories for each Remember these are only examples You may label your BLCs as you see fit Also refer to earlier sections of this manual for information on BLC s A Borrower Loan Category or BLC is a group to which borrowers in your library belong that defines their circulation characteristics e g Year 7 8 9 Administration Staff Different BLCs exist because borrowers in these groupings are allowed to borrow resources from different RLCs for different amounts of time It may be that you circulate AV resources to scholastic years
19. CD is often added to represent compact disks GMDs are used on the Accession tab page in cataloguing You may add more GMD authorities if you wish However do not delete the pre set GMD authorities as they are used by AfW to identify special cataloguing features see Cataloguing Examples for Computer Files and Web Pages Cataloguing Location locally defined fel ES Location Management Alise JI CHS Lib ELE Electronic Files Code FER Description Periodicals The Location authority file is used to define special shelving locations within the library or outside the library These locations are unique aS opposed to the general shelves Examples of common locations include Reference Audio Visual and Periodicals Locations are used on the Copies tab of cataloguing Department locally defined Department Management Alice LC XI Oale Ele English ae FOR Foreign Languages HIS History IND Industrial Arts MAT Math Code JENG Description English Departments can be used to indicate a department within a school or corporation which owns a particular resource If certain copies or titles belong specifically to a department within an organisation the Department authority file can be used to define these groups Departments are assigned on the Catalogue tab page in cataloguing The Department field is only available in cataloguing if you own the AfW Book Hire module Keyword local
20. MA JONES Berol Joseph Todd MATH F3 ain F Bonower Address 0 Limits Image Special Comac Book hire member Restrictive Loan Category ki Days required for delivery jo Lirnit jo Days required for return jo Disk Production i Immediate Data format fu KM arc E Days required for delivery E Sales discount 0 00 amp Days required for return O Delivery Day ia Route a Dave required for delivery jo Days required for return jo Drop order Borrower Details Circulation Alice el XS tael e edee e A The limits tab is only used if you have purchased the Book Hire or Library Services modules e Book hire member This check box when checked indicates the borrower is allowed to loan out Book hire resources This parameter default can be set within the book hire parameters e Restrictive Loan When using the Contract FRC in Library Services the Category field defines the category from which this borrower is allowed to borrow resources The Limit field indicates how many total loan transactions they are allowed to make e Delivery For users of the Advanced Bookings section of the Library Services module these are the delivery modes for shipping resources to borrowers Delivery modes track lead time and lag time for the shipment and receipt of library resources Image Tab Borrower Details Circulation Alice Anderson Darla STUDY HALL Arias Mark MATH P3 1003 Armold Ca
21. No Title gt Remaining l Books i a Special i Other fi Note that the tabs are yellow when you enter a function This approximates traffic lights Yellow indicates that AfW requires you to enter a borrower barcode Green indicates that you are able to process a loan Red indicates that the loans process has been blocked and messages for overdue loans and outstanding fines have not been overridden To process a loan scan in a Borrower barcode into the barcode selection box top left of screen then scan ina Resource barcode Renewals are dealt with in the same fashion except you will be asked if you wish to renew or extend the loan period for the resource At the bottom of the Loan page you can see the number of resources remaining in the borrower s loan limits Click on a tab page to move to another circulation function Click X to exit Guided Tour to AfW 40 Circulation Tab Returns Circulate Circulation Alice Circulate Circulation Alice po fess76RA O _Stotus Catou eneral Amold Camille Elis MR JONES To return an item from loan scan in the resource barcode into the barcode selection box Note that borrower details are not required to be scanned in before returns are processed If a borrower is was already being dealt with their details remain available current without affecting the returns process If the item is overdue a message will be displayed on the screen accordingly If another
22. Notes and Subjects Resource MHo 1004264 F 004080046 ltem Equipment Hamtenance Barcode faite tits me ts Change Copy Mo oo Location S Loan categoy Geneal Classification Sier Status Catalogued z Suffix DO Accessioned Accession No aime tite Missing Disposed Comment ltem code Dissection r 5 ite Local z T a T Order No Ordered Invoice Mo The Copies tab page contains information for individual copies of resources such as Barcode Location Classification Suffix Accession No and Price Other Tab pages include Keywords For keywords automatically and manually created Parts For adding records that are parts of a main item e g poems in poetry anthologies individual programs on videocassettes Multimedia N B Multimedia module required for sound pictures slide show video clips Preview For previewing items prior to purchase MARC Notes For adding notes in MARC format instead of adding them in the notes field on the Catalogue tab page Guided Tour to AfW 37 Authority Files Each of the authority files are stored in a list which can be added to and maintained An authority file is where all the terminology of a specific type is held i e all the authors and other Names are held in the Name authority file and all the Publishers are held in the Publisher authority file 1 GMD Management Alice Piel FS Ola B BO bos CO CO ROM
23. Primary The Level authority file allows the set up of reading level ranges within the library collection The code as in all authority files is only used for internal tracking The sequence is used to order the levels and starts with zero as the first level Levels can be used within the Catalogue tab page in cataloguing where the Suitable from and to fields can be defined Cataloguing 63 Author locally or automatically defined Author Management Alice XI Oa B J e A Abbott David a Abbott A Tucker 1919 Abels Harriette Sheffer Adler C Adler David A all b Code ABBT 00 Name ia David a Source ja Notes Refs The Author authority file is generally only used manually to merge two author entries for the same author or to edit a misspelled name Given that suppliers of MARC records are not perfect in the records they supply and variations in punctuation and spelling can lead to subtle differences in author names a single author may appear differently in various MARC records and therefore be loaded into the authority file separately for each variation As such AfW offers a point and click method of merging like author entries To merge two author entries into the same entry highlight the non preferred entry and click the Scissors button Notice this button turns into a clipboard Highlight the preferred author entry and then click the Clipboard button You will then be asked if you wish to delete t
24. Resource Loan Category RLC ole TWU S A Audio Visual a E Equipment G General FP Periodical eI Code fA Description audio Visual Limit category Other Contract fee AC Part day Book hire Advance booking mF A Resource Loan Category RLC or loaning policy is a group to which resources in your library belong that defines their circulation characteristics e g General this could be split into Fiction and Non Fiction Audio Visual Equipment Overnight Reference and Periodicals A different RLC is required for each group of resources that are circulated differently In this area add each of the RLCs you think you will use Remember that you may make changes to this in the future Code Description Limit category Contract fee RC Part day Book hire Advance booking A single character code for the RLC A text description of the RLC As setup in the parameters area the category you wish this RLC to be part of with respect to how many resources a person may borrow Only for use with the Library Services module If you do not have this module leave this blank Check this if the resource can only be borrowed for individual hours or periods during the day If you are using the Book Hire module check this box if this loaning policy is a part of the book hire scheme If you are using the Advance Bookings section of Library Services check this box if the resources may be scheduled via
25. actual due date In this notice typing DATE in all caps will print the recall date i e the new date by which the book needs to be returned Borrower loan list The report format to use when printing a list of items on loan to a borrower Guided Tour to AfW 26 Circulation Tab Special General Pit Special Membership Verdes Selecireulation al Prompt 1 Special Needs Prompt 11 LOOO Prompt 2 P Prompt 12 o Prompt 3 Subiect Class 1 Prompt 13 OoOO Prompt 4 OoOo Prompt 14 ft Prompt 5 Subject Class 2 Prompt 15 o Prompt 6 ts Prompt 16 OO Prompt 7 Subject Class 3 Prompt 17 OO Prompt 8 OoOO Prompt 18 OoOO Prompt 9 Subject Clas 4 Prompt 19 LOOO Prompt 10 Eoo Prompt 20 LOOO These are 20 user definable prompts for additional borrower data When defined these prompts appear in the Circulation area in the following manner Borrower Details Circulation Alice Ss 5001812520 Bender Martin John 9B 5000402520 Benson Grant 3M 001862520 Carmody Erica Mary 5 6 001932520 Cook Julia Mary 9B 5100202520 Cronwin Steven Mathematic Barrawer Address imite Image Special Gontract Special 1 Specialz Special Weeds O Subject Class 1 Geograph sss Subject Class 2f ncient Hitoy Subject Class 3 Engish StsC i si S S S S S S S SSS Subject Class a Only those fields that were defined with text in the system parameters wi
26. barcode entered for the borrower The Change button allows a borrower barcode to be changed in the event a barcode is damaged or lost e Borrower type The broad borrower group the borrower belongs to e Surname The borrower s family name e Given name A borrower s first name e Master The name of the borrower who is responsible for this borrower s library transactions This is generally used in public libraries where parents are responsible for younger children s transactions overdues and fines For school and special libraries this will generally be left blank e Comment A field to hold brief text notes regarding this borrower e Sex The gender of borrower Circulation 96 e Student Code This field is used to hold the unique number for a borrower that is used within an administration system This allows an export from the administration system to be imported into AfW accounting for new and updated borrower information This process is discussed in the data loading section e Date of birth A borrower s birth date in the date format specified in the system parameters e Scholastic year In a school library a borrower s scholastic year number e Roll Class The roll class registration group class code for the borrower e Message The text will be displayed as an alert message when the borrower is scanned or entered in loans e Loan category The loan category or borrower policy of this borrower e Membership Allows the start and expiry
27. barcode is scanned into the Return tab page AfW will provide status information on the screen in case it is of importance to the librarian The information displayed includes the borrower who had the book and their details on the lower portion of the tab page as well as resource information on the upper half of the tab page The Status button can be used to make changes to the status of a resource immediately upon its return If a resource is overdue the number of days overdue will appear in red type above the loan tab The Date returned area allows the librarian to return resources as of today yesterday or another date This is useful when scanning books in the morning that were returned the previous day if borrowers are being allocated fines for late items No keystrokes or commands are necessary between resources being returned if no message is displayed Circulation Warning Messages While circulating resources AfW will provide warning messages to alert you to events such as unauthorised loans overdue resources fines etc The following tables list the possible warning messages and the corrective actions that may be taken for each Warning Messages on Returns NOTE Words or numbers noted in talics are merely examples Your data may be different Warning Message Reason Corrective Action see Warning Messages on Loans Resource status may be Resource marked as Missing on changed by clicking the Status button on the Return tab p
28. during data loads and manual cataloguing Direct access permits manual addition deletion and editing New Edit Save and Delete buttons For each authority as with resource cataloguing the tool bar provides the standard buttons to add new entries edit and save current entries and delete current entries Only additional features will be specifically discussed To make a global change of an authority entry simply edit the entry make the change and click the Save button The change will be made throughout the AfW system Name and Code buttons The Name and Code butions if available in an authority file determine the order in which the entries are displayed In this section brief descriptions are provided for each AfW authority file To the right of the authority file name there is an indication as to whether or not AfW provides initial information inside the file or whether the authority files contents are purely user defined for local needs GMD General Material Designation supplied with AfW CF Computer File LH Chart CO Computer Software Art Original Diorama Code aR Description fart Original Physical boxes 7 The GMD authority file holds the General Material Designation descriptions that describe physically what a resource is The standard approved GMDs are loaded with the AfW software but can be modified to accommodate local requirements Although currently not an official GMD the code
29. following areas of Circulation can be accessed by simply clicking the desired tab on the circulation screen Additional access is provided through the Circulation Circulate folder Bookings Circulate Circulation Alice m Student Barcode Ri B Circulation eee F Name fatale ame Orel i Loans Eag Linculate Barcode Add Booking Circulate Alice i Bookings i Barcode R0254 7 Et Reservations Date 28 09 1999 Period co Fines Fromfo i Returns mamm This copy i Dispatch Any copy The Booking tab offers a means of booking resources for future use on a user defined time basis Bookings may not currently span days the Advanced Bookings section of the Library Services module is available for in depth handling of multiple day scheduling resource routing and per copy minimisation of use To book a resource it must first have a RLC defined as a part day loan This is defined by a check box in Circulation File Resource Loan Category Click the New button on the right column of the Bookings tab page then enter the requested information Barcode The barcode of the resource to be booked Date The date on which the resource is requested Period from The first hour or time slot of the day the resource is needed Period to The last hour or time slot of the day the resource is needed Book Specify whether any copy or a particular copy is requested If you do no
30. from the OPAC mode of Inquiry Rebuild Use when advised by Softlink support Export to MARC This utility will produce an export file of selected MARC records Performance Tester This utility will check the configuration of a network installation Data Loading Rapid Retro For importing catalogue records from BNB and TES Bookfind using the Rapid Retrospective module Import from Macintosh For importing catalogue records in Macintosh format MARC File For importing records in a variety of MARC formats from a variety of sources Delimited For importing catalogue records in a delimited format Articles For importing indexed journal articles from Guidelines SAGE and Media Scan Borrower For importing borrower records from an outside database Reports Events log This report allows you to print a log of archive and recovery errors Forms This facility will print Circulation Control Barcodes and test print pages Machine List This report allows you to print a list of the machine numbers and names that have been logged into AfW Guided Tour to AfW 35 Management fiat Management 4 Cataloguing ieee ip ries i eerie Sp atalc QUES Cataloguing p ee wy gt aaner Subject 0 Author Titl i Authority Fles Location Subject 2 Aaka Recommendation LD Series Department Pi faa Lookup Files Dep Contract FRC i i Seties kerword Dispatch Mode i Supplier Topic i Utilities oO Stop Wo
31. going to be made to the AfW database Shutdown Alice Pl fel x Force data archive at For logout e Suspend Web Inquiry Wel Sistem check Rebuild be Houzekeepng Acquisitions We Housekeeping Reservations be Housekeeping Bookings be Housekeeping Fines be Housekeeping Loans We Housekeeping Topics iM Housekeeping Loan Categones be Housekeeping ingui Purge Loan History Purge expired articles bel Purge loaded files Automatic MARC data update iM Load MARL data hel Load articles Wel Load borrower data Estract GMD from Title Automatic Keyword Generation Remove Unused Kepwords Auhomatic See Subject Generation Hide Unused Subjects w Orchive Wel Confirm data loads hellow login System Administrator Functions 49 System Administration Functions For networked AfW installations all the following System Administration functions must be carried out after all users have logged out of AfW with the exception of the Shutdown workstation At the Shutdown workstation you must exit all modules before performing these operations For AfW Solo you must exit all modules before performing these operations 1 Shutdown e How often Every day e When As you Log out of AfW for the day e How 2d GEER Click the X in the top right hand corner of the window If the Shutdown is to be performed at a later time leave the setting as is If you wish to perform a Shut
32. information associated with any one resource AfW uses tab pages within the Cataloguing option to organise the information for display and editing To switch between tab pages when adding a resource click the Save button then click the next tab Example 1 Cataloguing a Book Accession Tab e To add anew title click the New button in the top left hand corner of the Cataloguing tool bar 200 illustrated science expenments for children Robert J B The agony and the ecstasy a novel of Michelangelo Alabama by Allan Carpenter Alaska by Allan Carpenter All the king s men With a new introd by the author El e In the field provided type part or all of the new resource s title then press lt Enter gt or click the Lookup button at the end of the field AfW automatically searches through your collection for the closest matching title and displays this closest match in the centre of a look up window Words with wrinkled knees animal poeme by Barbara Just Works The complete tales and poems of Edgar Allen Poe 7 The World of science Okaa wivoring by Allan Carpenter e At this point there are three choices e New button This title is a new title to be added to the collection e Duplicate button Create a duplicate of the highlighted title in the look up window e Cancel Cancel the addition of this process often used if you realise the title you are trying to enter already exists and you wi
33. marks properly indicate which days the library is open Click the OK button to generate the calendar It is recommended that a calendar be generated for the current year and the following year as well Dates From fi 7707 1998 To 06 05 1598 Cancel it Holidays Single days can be toggled between open and closed by pointing to the day in the calendar clicking the Edit button and toggling the tick in the Library open checkbox To define a span of days as a holiday click the Holiday button The Holidays window appears above and allows a date range to be entered Enter the first and last days the library will be closed and click the OK button EE E Calendar year to purge f 397 All aszociated data will be deleted Cancel Purge past years To purge past years from the calendar click the Purge button The Purge window above appears Enter the calendar year to purge and click the OK button It is recommended that the current year be kept but past years should be purged as soon as their statistics are no longer required e x Overdue Messages Circulation Alice 1 XI DE i a2 Overdue Messages This option allows you to add messages to be included on Individual Overdue Notices Messages can be customised based on how many days a resource is overdue This message will appear on overdue notices against individual resources Dayse Message Please return bo the library as soon as possible Circulatio
34. mouse click on the required system function and choose Add to favourites from the menu Guided Tour to AfW 14 Icon Pictograms Command buttons in AfW are represented by Icon Pictogram buttons The meaning of the various buttons are as follows N B Tool Tips sill display the meaning of each button as Previous Next Add abi Edit Text Find Barcode Save Find Borrower Name jmi or Reserve an item Finish current transaction or Disallow Privilege Accept Confirm OK or Allow Privilege Move from d Print Add Resources from Clipboard Delete Copy Resources to Clipboard TPIT IZ Move to o ha Grab a Resource Find Puta Resource The exact meaning of these icon buttons will vary according to the module being accessed These buttons will be referred to throughout this manual Guided Tour to AfW 15 Adding a System Function to Favourites To add your frequently used system functions to Favourites right click on the system function then click on Add to Favourites You may remove a system function from Favourites in the same fashion Favourites Favourites Alice oe i lriquiry a Ba Management Open Remove From Favourites Add To Favourites z Es Global Change What s This what s Thi fig Utilities ae pre Tool Tips When you place the cursor for several seconds on a sub folder system function set of reports icon buttons or fields a Tool Tip should appear
35. reached Click the Override button to allow the loan if desired If you would like this resource to have a different Limit Category change the Limit Category for its Resource Loan Category in Circulation File Resource Loan Category Vaimu enms oane The maximum permitted loans in the Items Limit Category has eer been reached Do not permit this loan or click the Override button to allow the loan if desired Overdue Loan s This borrower has overdue loans Do not permit this loan or click i Override to allow the loan l This borrower has outstanding fines exceeding the Fine Borrowing e Mes ay Limit as defined in the Borrower Loan Category Do not permit further loans or Override to permit loans Barcode 009876 is invalid AfW does not recognise this barcode as being a part of the Maximum Other loans reached catalogue Check to see that this resource has been catalogued and ensure that the correct barcode has been assigned in AfW Use the ITEM loan if you do not wish to permanently catalogue this resource but wish to loan it as a temporary resource See if the barcode in the warning message matches that on the barcode label This may have been a mis scan If this error occurs regularly you may need to set a Special Barcode Formula Consult with the Softlink support staff if this is the case This resource is already recorded as being on loan to another Resource already on loan to borrower Return the reso
36. to allow patrons the greatest opportunity to find information they need HAALARI Favourites Resource No Alce Steven Caney s invention book by Steven Caney illustrations by Ginger Brown diagrams by Richard Merga a Still more knock knocks limmericks and other silly sayings compiled by Laura Alden illustrated by Diana L t Stories for nine year olds and other young readers edited by Sara and Stephen Corrin illustrated by Shirley H x amp Cataloguing ae MARC fia Authority Files Accession Catalogue Copies Keywords Parts Multimedia Preview MARC Notes Ea Lookup Files Title Still more knock knocks limmericks and other silly sayings z ff Utilities ca Reports GMD 7 ex Authority Lists e5 Catalogues Es Circulation Ba Acquisitions Es Periodicals a Stocktake Cataloguing Statement of responsibility compiled by Laura Alden illustrated by Diana L Magnuson created by The EE Author Names Alden Laura 1955 z kaka Magnuson Diana v i gt l Edition 4 Additional edition Publisher Childrens Press Chicago H Publication year ct 986 Country of origin 7 Series f Laughing matters oles Physical description 47 p ill ISBN ISSN 051601 868 Control No 85027975 ci 53 Cataloguing Tool Bar Use the tool tips to remind yourself what each button across the top of the AfW cataloguing window is for Cataloguing Management Alice
37. which archives are stored Number in cycle The number of archives in the cyclic process Changes before archive The number of database changes before archive Shutdown time The time in 24 hour format at which an automatic shutdown starts This is the machine Indicates the current machine is the shutdown machine Only one machine may run the shutdown process This is normally set to be the main workstation on the network or even the fileserver Web Inquiry URL The URL or web address associated with Web Inquiry that allows patrons to search the collection over the internet or intranet AfW will automatically suspend Web Inquiry during shutdown These parameters do not need adjustment as they have already been optimised for normal library operation Please consult with Softlink technical support before changing these Guided Tour to AfW 19 Library Tab Barcode Library Parameters Alice General Registration Shutdown Barcode Alphabet r Next Barcode Borrower B00001 Match accession number to barcode Allow 0 in barcode Keep 7th character Incrementing character position E Special barcodes EHaracter Position Heananalna tonne Special barcode E o Special barcode 2 E jo Special barcode 3 jo Next Barcode Match accession number Allow O in barcode Keep 7 Character Incrementing character position Special Ba
38. 1 Quick Search By Category Quick Search is an integrated simplified searching tool for your library that has three unique search methods The first of these methods is the category searching Clicking this button yields FA the category screen Quick Search Inquiry Alice Misi ks Click for example the Animals button and find a screen of library defined subject buttons that relate to the icon clicked in the previous screen In this example the first available subject button is Birds Quick Search Inquiry Alice ai2lal iE eee 2 ile E3 a Bird p Available ey Garden birds d ae s 598 Book of British birds Burnie David BUR EEEN A Birds Year of the barn owl Birds of the Welsh cc Clicking on the Birds button performs a search for birds and yields a simplified results screen indicating the matching titles Click the View button to see the details screen Using Inquiry 112 Quick Search One Word The second Quick Search method is a simplified one word search where younger patrons who are beginning to spell and type can search the library Click the 1 button to enter this search mode Quick One Term Search Inquiry Alice F aie Al Begins with C Exactly matches TIGER Lionel Tigers Tigers Juvenile literature TIGGER TIGHT Malcolm Tigwell Tony TIJDTHE Notice the results windows are dynamically updated with each letter typed to provide quick results Once the d
39. 10 Days 2 EEE Fec mee baa Fine G Fine G Fine G Days 10 Days 1 Fine G Fine G In the example above borrowers in Years 7 8 and 9 are treated the same General resources 10 days Periodicals 2 days Admin borrowers can take AV and Equipment for 1 day General resources 15 days Periodicals 5 days and Reference 1 day Each type of borrower is charged a G General fine for any overdue resource Each RLC BLC combination requires a length of time in days If left undefined it is assumed the loan is not permitted Each RLC BLC combination may have the same or a different fine schedule to determine what fine if any is calculated Write in the chart below as a worksheet mer BLC J Days Days Days Days Prine ens Pes Pines Days Days Days Days O HRD Days Days Days Days O HRD Days Days Days Days O HR e Days determines the number of days before the resource is due back e Fine determines which fine schedule will be followed if you charge fines Use the blank chart as a worksheet to determine what RLCs and BLCs you wish to use At the category intersections enter the number of days the loan is permitted to last and the fine type if any that will be charged if overdue Fines will be calculated for every day a resource is overdue including closed days unless you have set in the System Parameters Circulation to have fines charged for open days only Circulation 101
40. 116 Resource List Screen Once a search term has been selected from the initial results screen a list of titles is presented This screen displays all titles matching the search criteria and the item call number s The buttons on this screen are described below Resource List Inquiry Alice Dinosaurs Call number nE teem Title OFA Did comets kill the dinosaurs bi laac SIO The dinosaurs and the dark star 7 by Robin The dinosaur encyclopedia by Michael Benton Dinosaurs by Daniel Cohen illustrated by Jean allinger Dinosaurs from to by Rosalie Davidson Last of the dinosaurs the end of an age written by David Eldridge illustrate Gee een Gd Did The View button opens the next screen in Inquiry expanding upon what is highlighted This button automatically has focus so that pressing the lt Enter gt key is the same as clicking this button This makes searching easy by mouse or keyboard The Restrict button restricts the Resource List to those titles not currently on loan Pol a The Sort button sorts the title results into call number order The Print button will print a bibliography report of the titles format determined in parameters The Grab button copies the highlighted item for dropping into circulation functions i e reservations The Clipboard button copies the list of titles shown onto the AfW clipboard for use elsewhere i e adding to a topic The Back butt
41. 1999 Accession No JeNEXTs Missing Disposed Comment Supplier g Coaja o ltem code pooo Order Ho pooo Dissection Poo Ordered Invoice Mo Location information is defined in Management Authority Files Location and is used to differentiate distinct shelving locations in the library such as Reference Audio Visual or Periodicals that are separated from the general collection New locations should be added within the authority file The location of a specific resource may be noted within the Copies tab page by using the Location drop down menu e The Classification of a resource will default to that which was entered on the Catalogue tab page As copies of the same resource may be given different classifications this may be noted here e The Suffix of a resource defaults to the first three letters of the author s last name This may be edited on the Copies tab page e Accession numbers were previously used in libraries as the unique identifier of a resource for book keeping In the days of library automation this has generally been replaced by the use of barcodes If you do not use accession numbers or wish the barcode numbers to act as your accession numbers a system parameter may be set to Match accession numbers to barcodes This is found within System Parameters Library on the Barcode tab page e The Copy No field can be used to indicate a copy number stamped on the resource This is most frequently used when cataloguing te
42. 8 09 1999 12 46 55 Softlink Australia Demonstration System Page 1 See See Also From Report Including See See also See from See also from From COMPUTER To COMPUTERZ Subject Heading Computer animation See From Animation Computer Computer drawing Computer games Computer games Equipment See From Equipment Computer games See From Games Computer Equipment Computer games Fiction Computer graphics Computer industry Australia See From Australia Computer industry See From Industry Computer Australia Computer industry Careers Computer monitors See From Monitors Computer Computer network Future Internet Qaa Intarnat Camniitar natwoark Fiitiira references This report produces an accession register that can be restricted by accession numbers and dates This report gives details of resources that do not contain a Publication date It can be restricted to specific GMDs Authority Lists REZ CIs Favourites Alice Inquiry Authority Lists will allow you to print a report to use to check data entry for information entered into fa Management Authority files discussed previously You can use these to identify mistakes made during data entry fe Ahoi Five fs Lookup Files which will facilitate the methods of editing authorities discussed previously fa Utities amp Reports i i i r Ali This function will allow you to print hard copies of your Cataloguing information There a
43. Alice Eg Circulation Berol Joseph Todd MATH F Berol Kristin HISTORY Bonham Jason E SCIENCE E Bush Steve HISTORY Citaloglia Peter SCIENCE Borrower Addiess Limite Image Special Eonttract Barcode M Erange Loan category Administration Borrower type Staff T Ehange Housebound Sumame Banham aman iit Resource Loan Category TE Ea oak oso 997 l Expiry eel Borrower Loan Category Master By Loan Limits i Calendar Comment Fiction 5 Sex M Fl Male A Overdue Messages Department SCIENCE Other 5 Message Tool Bar Functions e Add Add a new borrower e Edit Edit the selected borrower e Delete Delete the selected borrower e Search Search by surname or barcode e Name sort by Name e Barcode sort by barcode Browse previous borrower gt Browse next borrower e Group Display Group information e Help Access to AfW help Circulation 94 The Borrower tab page holds general information about the highlighted borrower It is on this tab page that the New button is used to manually add a new borrower New borrowers are added by clicking the New button at the left end of the tool bar entering the borrower barcode choosing a borrower type then clicking OK and filling in the tab page As a minimum borrowers should have a name a barcode a loan category and loan limits Clicking the New button allows a new borrower s barcode number to be entered using
44. CF Computer file CH Chart Code aR Description Paaie Physical boxes 7 ss eee Moe ee bd ee eed ee A de eb ee Certain authority files have more management facilities than others They all allow the operator to Add Delete and Edit authority records many allow explanatory notes to be entered many also have Global Move facilities i e if an incorrect term has been entered into a number of catalogue records you may create the correct term and then move all affected records from the incorrect term to the correct one You will then be given the option to remove the incorrect term Subject Management Alice Mi x leafs pean vane cote UNEOO1 Unemployment Great Britain History 20tl Urnes Ungulata Juvenile literature El Unidentified flying objects Unification Church g i Code UNE200 Hame faiai Ea phenomena Source 8 1 i i Motes Refs Auto see refs Seco ee See Also a Hl ed Supernatural Humour E Departments paned Two authority files Subject and Topic have further advanced facilities You are able to display the list of resource titles which are attached to a particular Subject or Topic You may Add to or Delete resources from the list You may do this either by scanning the barcode of the relevant resource s or by tagging a series of resources in Inquiry and copying them to the AfW clipboard Topic also allows an expiry date to be added after
45. CHI Chile GEA Germany ICE Iceland Code AF G Description irca The Country lookup file is used to attach countries to resources This is done on the Accession tab page in cataloguing Area Curriculum Areas locally defined Area Lookup Files Management Alice oy x Chemistry HOM Home Economics LAN Language Arts LIT Literature Code BIO Description eft iii Curriculum areas can be used to separate resources into curriculum categories such as Mathematics English Social Studies etc One or more curriculum area is added to resources on the Catalogue tab page in cataloguing Cataloguing 69 Reason Reason for Requesting the Resource locally defined Reason Lookup Files Management Alice Pil ES oae ey DES Desired item NEE Needed tem REP Replacement item Code DES Description eit The Reasons are used in conjunction with the Acquisitions component of AfW These define the reason for a resource being placed on the Wish List or ordered by the library Recommendation locally defined Recommendation Lookup Files Manageme ial Fa lala Et No opinion atter reviewing Potential if funding permits PUR Purchase RET Return do not purchase Code N A Description MO opinion ater reviewing The Recommendation lookup is generally used in conjunction with the Acquisitions component of AfW When resources are obtained On Approval the Preview t
46. Complex Dillon Press Minneapolis Minn dinner dinosaur dinosaurs The dinosaurs and the dark star by Robin Bates and Cheryl Simon illustrated by Jennifer Dinosaurs from to Z by Rosalie Davidson Dinosaurs Juvenile literature dioxide diplodocus directions director disabled disadvantages The View button opens the next screen in Inquiry expanding upon what is highlighted This button automatically has focus so that pressing the lt Enter gt key is the same as clicking this button This makes searching easy by mouse or keyboard The Include button tags a highlighted term to begin a complex or Boolean search This button is also used as the Boolean operator OR Further Boolean information is contained later in this section The Scope button allows one to restrict searches to a particular index For example using the radio buttons that appear when clicking this button one can restrict the search to particular search terms e g authors subjects titles The Home button ends the current search and returns the user to the initial Inquiry screen ready to begin a new search lf you wish to search another term without going back to the initial screen or if you wish to add an additional term to a Boolean search simply use the search term field at the top of this page and click this button This will search without cancelling tagged Boolean terms The Help button will display the AfW help
47. Fine Amount to 0 20 AfW will not actually charge the fine until it reaches the minimum fine amount Therefore after the two day grace period a fine of 0 30 will be charged on day 3 Because a replacement resource will cost more Do not leave the Replacement surcharge at 0 If the today than it did when you purchased it AfW cost of the overdue resource has not been catalogued or allows you to set the Item Replacement percentage is left at 0 NO fine will ever be charged because the to a number greater than 100 This can account maximum fine amount will be 0 Set an amount for the increase in cost of the resource if it is ever possibly for administration costs associated with lost and needs to be replaced replacement so that fines will always be charged Circulation 100 Fine Schedule Worksheet The set up of RLCs versus BLCs determines how long different borrower types can loan out different resource types from your library This can sometimes be difficult to picture or decide The following chart may be of help in setting up your library Remember the definitions are RLC Resource Loan Category types of loaning policies in your library BLC Borrower Loan Category types of borrowers that will use your library RLC gt Audio Equipment General Periodicals Reference uct vous Pre Sere Perens Year 7 Days 10 Days 2 te mee Year 8 Days 10 Days 2 EEEE meo mee Year 9 Days
48. Joseph Todd MATH F3 Borrower Address iimmits Image Special Eontract Barcode a Ehange Loan category Grade 9 Borrower type Student F Bhange Housebournd 5 uiname Anderson Membership Start Jogo 997 Given namefD arla l Expiry Master En Fiction 5 Loan Limits Comment Ses MeFliFemale Student code 570 34 0344 Date of birth 1 205 1987 Scholastic year J Roll class STUDY HAL OtherfE Message Guided Tour to AfW Tab Address l Borrower Details Circulation Alice ane William Stark Jami L Tekippe Terry Borowe Address imite Image Special Eontract Mailing title Address E i Postcode i Contact namel ss a Phone SS Father Work Mother Work tis The address details for the borrower will be displayed Click abllo change the address details Click when finished If you are registered for the AfW Multimedia module you are able to attach an image to a borrower record This is done by using the Image tab If you are not registered for AfW Multimedia the Image tab will not be available Viewing Borrower Details Borrower Details Circulation Alice Cia Po eee A ere Sac 4 Di i Use the arrow buttons to move through the borrower file in alphabetical order The E Find button allows you to find borrowers by either Name or Barcode Borrower Details Circulation Alice Sciera Mich
49. Security Groups H l nt Renew membership Any O pe rato r g ive na Change big on P secu rity g rou p of 0 Allow multiple reservations Lend Borrower large fines ze ro WI Lend ltem reserved automatically be Lend Unauthorised loan pe rm itted a of th ese Lend Overdue loans anne Lend Maximum loans a bi iti es This section relies on security setup and can be defined at a later point in time if desired If you wish to continue think of each person that has a User ID and a Password into AfW as an operator Each operator is a member of one or more security groups An operators membership in a security group provides that user with that group s permissions or abilities within AfW Please refer to the Security section of the chapter for details on security setup Security Groups The fields on the screen Enter into these fields the numbers or letters of each security group for which the noted Ability is to be permitted There is no need to separate the characters with commas or spaces Simply type them as eg AC986 Guided Tour to AfW 28 Maps Maps Utilities System Alice Map Level C Level 2 ic 800 1000 ic 200 400 ic 0 200 ic 600 800 ic 400 600 Non Nor Non Non Non Equipment a a Delete Po age gogg Far F 155 99995 ZA i 299 99999 772 393 9999 z z AfW includes the ability to incorporate a graphical map of the library that indica
50. W which items are to go into the box AfW will allow the contents to be amended at any time and the box and contents may be loaned using the box barcode The entire contents of the box can be returned either by using the one barcode or by returning each individual item Forms Borrower Cards Borrower cards may be produced in a variety of formats See Part 5 for more detailed information on Circulation Guided Tour to AfW 47 Reports Reports appear within both the module sub folders and in the Reports area A uth orty Lists 3 Le Resource fl Duplicate Barcode i Collection Worksheet of See See Also From of Accession Register odd Shelf List od Blank Year g Authonty Lists 8 Catalogues g Circulation Reports 8 Circulation Lists g Circulation Notices 8 Acquisitions 8 Periodicals 4 Stocktake Par e Reports fall into a number of different categories as illustrated above 1 Publisher 4 Author 1 Subject 1 Senes 1 Supplier 1 Department D 5 geal 2 Title 1 Author 7 Series 1 Topic Circ ulatio Fi Repo rta Loan Activity i Resource Usage Borrower Usage Top 100 ll ener ieee TEZOUICES mm 8 Circulation Lists n Borrower a Resource Boxes F Booking 6 Circulation Notices wi Group Overdue Notices oO Individual Overdue Notices O Reservation Notices oO Membership Renewal Notices Fecal Notices F Acquisitions ne Dissection z Claims for Late Orders a Resource by Disse
51. ab page in cataloguing can hold reviews of the resources The recommendations held in this lookup are approved for use on the Preview tab page Contract FRC Contract Fee Resource Category locally defined Contract FAC Lookup Files Management ME Ea Qa Ey L Community Resident Code E Description Community Resident The Contract FRC lookup allows Categories to be created so that certain patrons can pay a fee for the privilege of a certain number of circulation transactions This can be thought of as transaction based membership as opposed to the more common time based membership This is used in conjunction with the Library Services module Cataloguing 70 Dispatch Mode locally defined Dispatch Mode Lookup Files Management ME Fa Qa Et C Courier H Hold F Maill Post y Wari Code E Description Courier This is used with the Advance Bookings component of the Library Services module which allows the mass scheduling of resources in advance while taking into account shipping transit times alternative booking slots and copy use minimisation The dispatch mode is the means by which a resource can be shipped to the patron who booked it Advanced Bookings can cater for multiple modes of dispatch of booked resources Status supplied with AfW Status Lookup Files Management Alice i l Fa Oal T B Accessined B Bindery C Cataloged Disposed F Found Descrip
52. acility which will produce a report on items purged Set Barcodes This facility will change a dummy barcode used for data loading to an AfW barcode by scanning in the ISBN of the resource Forms Catalogue Cards This facility will produce catalogue cards in a variety of formats Labels This facility will produce spine labels and barcodes for resources in a variety of formats The two components may also be combined See Part 4 for detailed information on cataloguing Guided Tour to AfW 39 Circulation 3 0 Borrower 0 riquiry e Bookings E i Resource Boxes oO Reservations p Loan Category a Book Hire o Fines 0 Textbook Control m Bookin 9 k Circulation i Retums Delete Loans l Sie ft Circulate te all Jtiitieg 0 Group Overdue Notices 6 Borrower 3 ff Change Resource Category O Individual Overdue Notices 6 Fine Schedule F Demesa O Reservation Notices W Utiltiez Resource Loan Category __ 0 call Renewal Notices of Borrower Loan Categoy ecal Notices 8 Reports E H Loan Activity Calendar k 4 Uverdue Messages Resource Usage 2 ES i Borrower Usage vale Top 100 i Management i Global Change Loans and Circulate Functions Selecting Loans will take you into the Loan Circulate screen Circulate Circulation Alice Oe X a ee Barcode inn Location is i Hoausebound Cateco Loan Booking Reserve Fine Return Barcode Date due Call
53. age or 01 01 98 until the next Shutdown Resource not currently loaned This resource is not recorded as being on loan Overdue by 10 days This resource is overdue by 10 days Fine is 5 00 An overdue fine of 5 00 has been charged to the borrower Change the fine amount if you wish by the Override button Barcode 009876 is invalid see Warning Messages on Loans Overrides are only permitted for operators with the appropriate security settings Circulation 92 Warning Messages on Loans NOTE Words or numbers noted in talics are merely examples Your data may be different Warning Message Reason Corrective Action Unauthorised loan Resource This resource has not been assigned a Resource Loan Category xX Category of E OCE 1234 is Assign a Loan Category in Management Cataloguing Copies tab Unknown page Look in System Parameters Management to see that Default resource loan categories for Fiction and Non Fiction resources is not blank Look in the borrower information at the top of the screen and see that this borrower has been assigned a Loan Category Look in Circulation File Borrower Loan Category and see that the Master Unauthorised loan Resource Category of resource 1234 is General Due Date is not in the past Also look in Circulation File Borrower Loan Category Loans button to check that a Fixed due date is not in the past The maximum permitted loans in the Other Limit Category has been
54. alendar for future years and purge it for previous years AfW automatically compensates for closed days when calculating the effective due date Overdue Messages The user is able to enter various messages to print on the overdue notices which correspond to different numbers of days overdue Global Change functions These functions allow groups of borrower records to be moved up to the next scholastic year change the borrowing limits move groups into a different borrower loan category register groups for or remove groups from textbook hire and even the deletion of whole groups of borrowers Certain safeguards pertain to these functions but they are time saving functions for the librarian Guided Tour to AfW 46 Utilities functions Change Resource Category This utility allows all resources which have been tagged in inquiry and saved to the AfW clipboard to have their Resource Loan Category changed temporarily or permanently This is extremely useful for study Topics or current awareness issues which require you to alter the circulation rules for a specified period for a designated set of resources Resource Box A Resource Box is a collection of items each of which could be loaned individually which have been brought together as a set and are to be loaned as a set The user should first create a record using Management Cataloguing for the empty Resource Box and give it a barcode Then using the Resource Box utility tell Af
55. ally deletes itself As in the Subject authority file the Maintain button on the upper right side of the toolbar can be used to view the resources catalogued with the highlighted topic This window can also be used as a convenient tool in which a topic can be added globally to a group of resources 5 x Resources Topic Management Alice Prehistoric Ti x elel Did come K he T RAU ee i The dinosaurs and the dark star The dinosaur encyclopedia Dinosaurs Dinosaurs from A to Resource barcode Clicking on the Maintain button will display the current resources for this topic Additional resources can be catalogued with the topic by scanning their barcodes or using the Clipboard button Cataloguing 68 Lookup Files Lookup files follow the same functionality format as authority files but are not true library authorities The lookup files maintained by AfW are Country of Origin Curriculum Areas Reason for Ordering Recommendation Contract Fee Resource Category Dispatch Mode Status Site In this section brief descriptions are provided for each AfW lookup file To the right of the lookup file name it is indicated as to whether or not AfW provides initial information inside the file or whether the lookup file s contents are purely user defined for local needs Country Country of Origin locally defined Country Lookup Files Management Alice Piel Ea b TTTTET Canada
56. articular topic With the box and each resource barcoded and catalogued the resources can be made a part of the resource box Within circulation when scanning the resource box barcode each volume not on loan is loaned out to the borrower Upon return scan the box barcode and the librarian is given the option of assuming all resources are present or scanning them individually Resource boxes may be used for any grouping of resources that are normally used and circulated together Circulation 108 598 2 MCA Birds and mammals 91 HOU In the jungle 423 1 Wil Birds AY 4 5 GAI Backyard bush and beyond BOUSE22520 A971 ILL Nlustrated world of nature El Resource barcode fk The Maintain open folder button displays the resource box contents and allows resources to be added by scanning the resource barcodes To create a resource box e Catalogue each resource that will be in the resource box e Catalogue an additional resource for the resource box itself and give it a barcode e Inthe Resource Box utility click Add and enter the resource box barcode e Click the Maintain button and enter or scan each resource to be held within the resource box Resource box contents can still be individually circulated If one or more contents of the resource box are loaned out individually when the resource box is circulated AfW keeps track of who has what resource for you This is the reason for individual resource scanning when a resour
57. associated with a lost book e litem replacement If lost the percentage of the resource s Cost that will be charged e Minimum fine amount Overdue fines must accumulate to this amount before AfW will charge the borrower a fine Assigning a maximum Fine amount The combination of the Replacement surcharge and Item replacement act as a cap on fines Overdue charges will stop accumulating when the fine has reached the Replacement surcharge the Item replacement Defining Grace Periods The Fines feature in AfW is very flexible and allows you to assign any fine schedule you would like In defining grace periods AfW offers two options EXAMPLE 1 Let s say you wanted to charge 0 10 per day for overdue resources offer a grace period of 2 days and have the charges start on day 3 To accomplish this enter negative 20 020 in the Overdue Surcharge area and 10 into the Overdue Per Day area Negative fines are calculated to be zero i e nothing due Therefore AfW will have to count up to zero before charging a fine of 0 10 on the third day When setting the negative amount in the overdue surcharge it MUST be in parenthesis 020 EXAMPLE 2 Let s say you wanted to charge 0 10 per day for overdue resources offer a grace period of 2 days but have the entire fine charged on day 3 To accomplish this enter O zero in the Overdue Surcharge area and 10 into the Overdue Per Day area Then set the Minimum
58. ata entry Do you need to add more information to enable your users to find resources e Try out circulation to check that your parameters loan category information is set up correctly for your needs e Review your system set up and revise if necessary 6 If you think you need help in Steps 3 to 5 there are one day training courses that you can attend On site training and Telephone training are also available Contact Softlink Australia for details 7 Complete Data entry e Catalogue the remainder of your library resources e Enter remaining borrower records e Try out Circulation and Inquiry again e Do any essential tidying up especially in the cataloguing area 8 On going use of AfW e Continue to evaluate and monitor the use of your catalogue can you improve your catalogue data in any way i e authority files e Carry out routine housekeeping tasks to assure continued good health of AfW i e Shutdown and Archives external backup Rebuilds of your data base changing Resource Loan Categories as library resources are moved and re classified AfW utilities Implementation Strategy 4 Re Assessing the Need for Automation and Your Goals and Objectives for Automation Q Why are you automating with AfW A To improve library management and reduce time spent on repetitive manual tasks that can be carried out using automation A To enable your users to find what they want A To keep track of where your library s resourc
59. ate due Call No Title 08 10 1999 FIC DEL Remaining Fiction ES Switching to a New Borrower When one borrower is finished and you wish to move on to the next simply scan the next borrower barcode As long as unique barcodes are used among borrowers and resources combined AfW knows the difference and will automatically take you to the new borrower record ready to loan out Temporary Resource Loan To loan a resource not catalogued in AfW select the borrower first then click or scan ITEM Enter a temporary barcode title and Resource Loan Category to complete the loan Borrower Information Click or scan BORROWER to view resources on loan to the selected borrower and their loan history AfW uses standard Windows display settings If you would like to change the colours of the AfW screens simply change your Windows display settings Circulation Q7 Information on Current Loans Overdue Loans and Loan History Circulate Circulation Alice Student Barcode l Housebound Name Rela lien ame EIE Loan Booking Reserve Fine Return Dispatch ALL LOANS Barcode Copy number Return Call No Title eral 08 10 1999 FIC DEL Kitty from the start 7 Judy Delton 3019 04 01 2000 FIC ADL The fourth floor twins and the skyscraper parade b 04 01 2000 FIC AIK The moon s revenge 7 by Joan Aiken illustrated by C Overdue loans Allloans Loan history
60. aths History etc e Suitable from to Indicates a suggested reading level range e Subjects SCIS Library of Congress or your preferred subject authority listing e Topic Local subjects which do not have and equivalent in your subject authority listing Cataloguing Copies Tab laje Se SE i OO Steven Caney s invention book by Steven Caney illustrations by Ginger Brown diagrams by Richard Merga Still more knock knocks limmericks and other silly sayings compiled by Laura Alden illustrated by Diana L t Stories for nine year olds and other young readers edited by Sara and Stephen Corrin illustrated by Shirley H b Resource No Accession Catalogue Copies Keywords Parts Multimedia Preview MARC Notes MARC at m m ltem Equipment Maintenance Barcode pazo Change Copy No fo Location TF Loan category General titi Classification fie is Status Cataloged Suffix Alb Accessioned 04 08 1997 Accession No 000506 Missing Disposed Comment Supplier Hy Cost 795 ltem code sa Order No E Dissection f Ordered zz Invoice No aE The Copies tab page allows you to add the details of your copy of the resource you have catalogued First click the New button to add a copy You will be asked for the copy s barcode number Scan or type this in the field The Classification and Suffix will default to that which was entered or loaded on the Catalogue tab page but here is where you w
61. ations in preparation for an automatic shutdown Enter the numeric code required to exit from OPAC Inquiry If left blank no code will be required The format associated with bibliographies printed from Inquiry The format associated with lists of articles printed from Inquiry 22 Inquiry Tab Quick Inquiry Parameters Alice General GPA Quick Category Animals Subject prefix 1 Birds Subject prefix 2 Minibeasts Subject prefix 3 Dinosaurs o Subject prefix 4 Pes s s Subject prefix 5 Fish sts Subject prefix 6 Reptiles Subject prefix 7 Mammals _ Subject prefix 8 Subject prefix 9 Subject prefix 10 The Quick Search if installed feature of AfW provides a basic icon based searching tool as well as a one word and a two word searching tool for younger patrons There are 12 pre defined graphical icons in Quick Search which represent different item categories Beneath these category buttons are user defined buttons that point to various Boolean or simple search results Default All button Default button Category Subject prefix Advanced use This button sets all category and subcategory definitions to the software default It may be advantageous to click this button initially but after Quick Search has been customised to your library this button should not be clicked This button overwrites any Quick Search definitions with the software default definiti
62. ays be directed to the authorised subject heading Default Resource Loan Categories for Fiction and Non Fiction In general which Resource Loan Category do you want allocated to these types of resources If you enter the letter F for fiction items in the Classification field AfW will automatically enter the Resource Loan Category you nominate here for these types of items when you add a new copy record All other entries in the Classification other letters Classification numbers are considered to be non fiction These two parameters are important as ALL resources must have a Resource Loan Category if they are to be loaned Please note that these defaults are entered into the Parameters AFTER they have been set up in Circulation See Part 1 Pages 9 10 for information on setting up Resource Loan Categories Next Values Accession Number Resource Number these are generated automatically Allow Keywords from words with no digits words with some digits words with all digits If you choose words with all digits numbers like dates will be generated as keywords automatically Automatic Suffix generation Shelf location numbers or Dewey Decimal Classification numbers are often followed by a suffix typically the first three letters of the author s surname AfW can generate this suffix for you automatically as you enter new resources Circulation General Maximum number of loans per person to be set by count or by total monetary value Prin
63. borrower has reserved the item a message will be displayed on the screen Guided Tour to AfW 41 Circulation Tab Reservations To process a reservation scan the borrower barcode and go to the Reserve tab page Click Add and enter the barcode of the item Alternatively find the resource required in Inquiry and on the Resource Detail screen click the Grab button ay Resource Detail Inquiry Alice Title Arthur s Christmas Marc Brown Authors Names Patti iam Geico elie Edition Esa r Publisher fees gma Moe lt el goed Beat ISBN 0316111805 Series Control No BETTE ese sd scsi M Physical descript n REN apa A Notes nh Atlantic Monthly Press book Arthur puts a lot of time effort and thought into his special present for Santa Claus Suitable for Back on the Circulate window on the Reserve tab click the Put button Circulate Circulation Alice Oy x poe vix ei ul P Housebound Hame MENGA Kristen Loan Booking Reserve Fine Return Dispatch Barcode Expires Available Title This will import the information into Reservations Enter the expiry date then choose if you want to reserve this particular copy or any copy then click Guided Tour to AfW 42 Circulate Circulation Alice Enter barcode el x eH B A Fe F F Si Barcode LEMEE Location TIA P Housebound Category Rae Staff Mame Tayler Kristen IN 1 copy Queue position 1 Loan Book
64. c with regards to MARC standards for notes the MARC Notes tab page should be used instead Curriculum areas are set up in Management Lookup Files Areas This field indicates the curriculum area s that are relevant to this resource Suitable from and to indicates the reading level range into which this resource fits The reading levels are set up in Management Authority Files Levels Subjects are added using the New button Clicking the New Subject button displays the following window Beer errr retrett ere ree ere eee ree eee eee eee eee eee eee eee eee eee eee eee eee SCIENCE STUDY AND TEACHING Scientists United States Biography Juvenile literature Type the beginning of the subject you wish to add then press lt Enter gt or click the Lookup button at the end of the field In the same fashion as entering a new title AfW will find the closest existing match within the Subject authority file If you find the subject you wish to enter simply highlight it and click OK If you wish to add a new subject heading to the authority click the New button check the spelling and punctuation and confirm its addition As many subjects as desired may be added to a resource Repeat the process above to add additional subject Topics is a user definable and searchable index This is not a part of the standard MARC record but rather a search index to provide solutions for local requirements Add Topic Cataloguing Management Alice
65. ce box is returned Lists leis le l Favourites This function allows you to print lists for borrowers resource box contents and current loan status f Inquiry Book Hire faculties and resources and lists of future bookings for resources booked in Circulation ta Management Loans s Circulate fa File s Global Change 5 Utilities Borrower Resource Boxes Book Hire Booking g Notices amp Forms Ba Acauisitions o Master Al Pil E3 Forms Favourites Alice Inquiry s Management s Circulation Loans Bs Circulate fa File fs Global Change fo Utilities S amp Reports g Lists amp Notices g8 Borrower cards may be produced for selected borrowers Borrower Cards fa Acquisitions fa Periodicals fa Stocktake S amp Reports Ea System Ea Support Circulation 109 Reports The reports function allows you to print various reports particularly in regard to the usage of your library resources The information in these reports is collated from the Loan History file that is the resources detailed have been on loan and returned It does not include current loans for a resource or borrower Loan Activity This report is particularly useful for determining the usage of resources in your library It can be defined by shelf location range and loan date range and can be restricted by year of publication GMD RLC and Topic You may also set the number of loa
66. ce does not have a Resource Loan Category Next Values Accession no The next incremental accession number to be used If you choose to match accession numbers to barcode numbers do not edit this field Resource no This number will be entered and incremented automatically It refers to the number of titles entered not the number of copies entered Allow keywords for NO digits Standard words only will be kKeyworded some digits Standard words and those such as 30 Something will be kKeyworded all digits Additionally 20 000 will be keyworded if in a title notes or edition Auto suffix generation This will generate the Call Number suffix for resources during cataloguing Guided Tour to AfW 24 Circulation Tab General irculation Parameters Alice General Pritt Specia Maximum loans by Count Value Reservations Print notices v Hold forfa days Default expiy 21 days Loan limit names Category 1 Fiction Category 2 Category 3 Category 4 Category 5 Other Booking slot name PERIOD Overdue fine description Charge fines for open days only Purge date Patronymics J Borrower images Path IMAGES Format BMP Maximum loans by Print notices Hold for ___ days Default expiry __ days Loan limit names Booking slot name Overdue fine description Charge open days only Purge date Patronymics
67. ch in staff mode 7 Show unused subjects 7 Record failed searches 7 Location for held articles p Prohibit STAFF 7 Sponsor message 1 Sl Password to exit DOS Inquiry _ Home page URL AoA tomes fl a Allow reservations Allow Quick Staff Show unused subjects Record failed searches Location for held articles Prohibit STAFF Sponsor message Password DOS Homepage URL Guided Tour to AfW Allows library users who are current borrowers to place reservations on items from within the Inquiry OPAC If an item is currently on loan and a patron wishes to be alerted when the item is returned to the library this will allow the patron to place that reservation Allows the Quick Search capability in Inquiry while logged into AfW When ticked all subjects in the subject authority file will be displayed in Inquiry whether or not there are items catalogued with that subject Activates the recording of failed searches The failed search facility displays each search considered failed for the purpose of catalogue analysis For example if the word cars failed numerous times it may be wise to create a see reference from cars to automobiles if that were the preferred term A failed search is defined as any search for which the user decided not to proceed past the initial results screen Only applicable for those libraries using the Journal Indexing module This fi
68. ction coll Wish List 2 Croulation List i Clam Overdue lssues i Overdue Penodicals 4 Claim Missed Issues 4 Missing Periodicals 4 Subscriptions Due po er Stock wf Stocktake Report Event log Forms i Catalogue Lards lJ Labels 1 Borrower Cards e Reports can be produced in a variety of formats and may be output a number of ways Borrower Listing Reports Alice Jor Ordered by barcode Z x I Select ie All Range Eomower Range mami jal Who W Student M Staff W External W Institution Screen so you may view a report directly on screen Printers that are set up in Windows Text files that may be opened in a word processing spreadsheet program You are able to output a report to more than one option at the same time Output To Reports Alice E Screen Printer variable pitch Printer fixed pitch Text file txt Rich Text Format file rtf See Parts 4 and 5 on cataloguing and circulation for more detailed information on reports Guided Tour to AfW 48 r Library l Automation Software 3 System Administrator Functions Shutdown Parameters The parameters to perform an archive shutdown are set in two parts These parameters are set on the Shutdown machine which is designated at the time of installation 1 System Parameters Library Shutdown Library Parameters Alice Piel FS General Registration Shutdown Barcode Alphabet
69. dates of a borrower s membership to be entered e Loan Limits The number of loans allowed for each of the categories that you have defined in the Circulation system parameters Borrower information can be loaded via a delimited file transfer from an administration database Using this borrower transfer feature to add and update AfW saves valuable time that would otherwise be spent typing The Borrower type may be changed if necessary however this should be used with caution as not all information may be transferred The tab page will remain in Edit mode for you to add information as necessary Address Tab Borrower Details Circulation Alice Anderson Darla STUDY HALL a Arias Mark MATH P3 1003 Armold Camille Elis MR JONES 1025 Bazzell Becky MR JONES Berol Joseph Todd MATH P3 Borrower Address Limits Image Special Contract Mailing title Metts Eaa at Address ELLA a 68 Commercial Drive Shailer Park QLD Postcode 9P Contact name EC Phone URGE Fii nts Father ork DERT GYA pea Mother Work Father Fae s The address tab holds mailing address information as well as contact name and phone number data The address entered in these fields will be used as the mailing address for Overdue Notices Circulation 97 Limits Tab lel Es Anderson Darla STUDY HALL a 1002 Anas Mark MATH F3 1003 Arnold Camille Elis MA JONES 1025 Bazzell Becky
70. dd the following to the end of the shortcut Target URHERE xcoordinate ycoordinate map number Using the above example and assuming AfW is installed on the C drive of this machine the Target for the OPAC terminal would be C oasis afwopac exe URHERE 156 355 7 Repeat the You are here setup for all workstations that will be using Inquiry Guided Tour to AfW 30 Security AfW allows you to set up Security Groups and Settings which will allow certain types of Operators access to particular functions and also allow them to perform specific operations within that function Groups Security System Alice Librarian Student Librarian Description eaters In this screen we can enter a single character code and a name for each security group Each security group may denote the position a particular operator has within the library or a particular workstation s function To add a new group click ih then enter a single character code a description and then click save When all security groups are entered you may then move on to Settings to define exactly what functions each group may perform Settings Favourites To define security settings for a group open Settings A selection box will appear Alice at the very bottom of the AfW menu Select the required group from the selection B Inquiry box Ea Management fg Circulation lig Acquisitions Start at the top of the men
71. down now click the Shutdown now button If you do not wish to perform a Shutdown this is not recommended unless you will be logging in again later in the day click the Cancel Shutdown button The Shutdown files all the information you have been adding to AfW during the day into its correct file and place It also clears what is known as the Changes Log File where all the work you do during the day is saved The Shutdown process will also perform all the Housekeeping functions ticked in Parameters Shutdown 2 Data Archive How often Once or twice a week When During the Shutdown process How Perform logging out and Shutdown as usual The archive is essentially a backup of AfW data to your hard disk This archive is used if you need to recover data when AfW is turned off abnormally as in a power cut Please note that a Data Archive will be done automatically as part of the Shutdown process if you exceed the transaction threshold indicated by the Changes Before Archive parameter It is important that an external backup to media such as Zip disk or tape also be completed on a regular basis The set up of your external backup procedure should be discussed with your local IT personnel or your hardware network vendor System Administrator Functions 50 3 System Check How often As required When When AfW informs you How You will see a message requesting that you perform a System Check Make sure all other operators ar
72. e logged out of AfW and that you have all modules on your workstation closed i System Check Utilities Alice Click the Check button The following message will come up if everything is OK Click the Close button LN mmn eed EE a If everything is not OK AfW will ask you to perform a Recovery System Administrator Functions 51 Recovery How often As required When When AfW informs you a Recovery is required after a System Check How AfW will take you directly into Recovery mode Click the Recover button Mf E Recover Utilities Alice Preemie Friday May 01 1998 15 32 32 CAOAS S archive GREEN with indices Recover Close Click the Recover button AfW will keep you informed on the progress of the Recovery If there are any problems with the recovery AfW will tell you You should go to System Reports and open up the Event Log Print this report out and fax to your Softlink Support Officer When the Recovery is complete click the Close button You are now ready to resume normal operation System Administrator Functions 52 Library _ Automation Software 4 Cataloguing Introduction From the AfW menu click once on the Management folder to show its contents First in the list is Cataloguing It is within this Cataloguing component that AfW allows the manual cataloguing and editing of resource records A resource can be anything you have in your library c
73. earch Process Screen Action 1 Initial Search Enter a search word or phrase and start the search 2 Initial Results With a term highlighted click the Include orR button 3 Initial Results Enter a new search term search and click a Boolean button Note Repeat steps 2 and 3 to include all the desired terms 4 Initial Results If desired click the Refine button to add specific item criteria 5 Initial Results Click the View button to see the tagged terms and their operators Note The Boolean operators may be manipulated on this screen 6 Tagged Entries Click the View button to see the results of the search Using Inquiry 120 Item Criteria Restrictions One can place certain restrictions to further qualify the items that result from a Boolean search It may be advantageous to restrict by publication date physical description GMD etc By clicking the Restrict button the following screen appears In it restrictions can be made or cleared When ready to proceed click the OK button Restrict Search Inquiry Alice Material description e Art Original P Computer File Chart Computer Software Ad Years of Publication between and Physical description Country Argentina a Canada Chile Germany gt Areas Biology a Chemistry Home Economics Language Arts Levels Lower Elementary Pa Upper Elementary Middle School Jr High High School x Boolean Search Example To perform a Boolean
74. eath Contact 1 Phone above There are 20 fields customisable fields evenly split between two subtab pages Fine Schedule O Fine Schedule Circulation Alice XI Aa aa l l i G General Fine a j P Feriodical Fine 0 00 El When setting up gt fine amounts all Code P amounts should be Description Periodical Fine entered in cents Overdue surcharge 0 00 without the Overdue per day 0 25 decimal point Replacement surcharge 0 00 ltem replacement jo a Minimum fine amount 0 00 lf you charge your borrowers fines for overdue resources you may set up one or more fine schedules to govern the calculation of fines If you do not charge fines you may skip this task If you charge the same fines for all your resources no matter what person borrowed them you need only add one fine schedule For example you could enter a code of G with a description of General Fine that had a per day cost of 10 Circulation 99 If you charge different types of fines depending upon who or what was loaned you may add additional fine schedules e Code A single character code for the fine type e Description A text description of the fine schedule e Overdue surcharge A fixed or permanent cost that will be charged i e a fixed cost of 2 means 2 will be charged no matter what for an overdue resource e Overdue per day A per day cost to be charged e Replacement surcharge A fixed fine
75. ect the closest publisher match from the authority file or add a new publisher and place New and Delete Buttons To add an author name or series name click the New button type the name and press lt Enter gt AfW will look into the authority files for the closest match As with adding a title you will be able to choose from the authority file window or create a new authority entry dynamically Cataloguing Catalogue Tab 200 illustrated science experiments for children Robert Brown The agony and the ecstasy a novel of Michelangelo Alabama 7 by Allan Carpenter 4 Resource Na OO0890 Accession Catalogue Copies Keywords Farts Multimedia Freview MARC Notes Classification 50 suis ES Department 7 Notes cludes index This ontains e perments illustrating many scientific principles and includes a number of projects a child can build Curriculum areas MAR KAE E si The Catalogue tab page contains information about how the resource fits into your collection To edit this information click the Edit button on the top left corner of the toolbar e Classification Dewey or your preferred classification e Suffix Generally the first 3 letters of the author s last name e Department The department to which this resource belongs for Book Hire only e Notes Text notes or annotations from the cataloguer e Curriculum areas Where this resource fits into the curriculum i e M
76. eld should contain the location of any photocopied journal articles that have been requested and then received into the library e g Vertical File Prohibit running OPAC Inquiry in staff mode Generally this should be ticked The text message that appears on the Inquiry screen The password required to exit from the DOS OPAC To enable patrons to launch a Web Browser from the first screen in Inquiry The URL of the web site that you would like people to go to should be entered here 21 Inquiry Tab OPAC Inquiry Parameters Alice General OPAC SUCK Allow printing Allow Quick search V Show other sites Show financial data Time to terminate fies PINtoexitl Report format for search result list for Summary z Report format for article list O1 Summary O Allow printing Allow Quick search Show other sites Show financial data Time to terminate PIN to exit Report search result Report article list Guided Tour to AfW Allows patrons to print from the Inquiry OPAC Resource List screen Enables the Quick Search feature within Inquiry if installed Allows the display of holdings at other Union Catalogue Direct sites if installed Includes price and financial information in Inquiry displays The time of day in 24 hour format at which the Inquiry program will automatically terminate and close on each workstation This may be used to automatically close the Inquiry st
77. elle E0000 Smith Helen 1005 Smith Wiliam B pi Stark Jami L Tekippe Terry Borrower Address Limits Image Special Eontract Barcode fau nunig Change Loan category Grade A Surmame iua Housebound Given name see vee a ot Guided Tour to AfW 45 Deleting a Borrower Click the button Delete a 2 Are YOU sure Borrowers cannot be deleted if they have outstanding fines and or loans Fine Schedule AfW allows fine formulae to be created for different resource types and different borrower groups Maximum fine limits must be set and percentage limits based on the cost of the item plus any fixed costs eg postage and processing may be added on Fines may be automatically calculated and applied to the borrower account whenever an overdue resource is returned Fines appear on overdue notices and facilities exist for part payment of fine accounts plus listing of outstanding fines Resource Loan Category This is where the user establishes and maintains the list of resource loan categories to be attached to resource copies Borrower Loan Category Borrowers are arranged in groups and each group has certain resource loan categories which they can borrow This function allows the user to define rules for borrowing Calendar AfW maintains a calendar so that the library can specify which days the library is open and to store loan and inquiry statistics The user may both generate the c
78. ers who have access to the collection Each borrower must be assigned a Borrower Loan Category as they are added to the database in Circulation File Borrower In addition each Borrower Loan Category must be authorised to borrow particular Resource Loan Categories As the following diagram illustrates the planned use of loan categories results in a large number of combinations of borrowing rights of users e g users assigned the Borrower Loan Category of Teacher can borrow items from the Resource Loan Category General Fiction for a term However Senior Students are authorised to borrow these types of items for only one week Equally while the Teacher and Senior Student are authorised to borrow items from the Reference Resource Loan Category overnight Junior Students are not authorised to borrow Reference Implementation Strategy 9 Example Lending Policy BORROWER LOAN CATEGORIES CODE S F T DESCRIPTION Student Final Year Teacher Student MASTER DUE DATE 04071998 si LOAN LIMIT LOAN PERIOD CATEGORY CODE DESCRIPTION number of days fixed due date part day gt O rf lt gt EQUIPMENT O ConferenceRoom Partday Part day Part day S g SPECIAL R Reference NO tt Q SPECIAL B ResourceBox N NOY 2 SPECIAL P _ Pamphlet Clippings a A a a a a a a T eS E S a T Note Loan Limit Category Description defined in Circulation parameters Your Le
79. es are at all times Q What do you want to achieve and what time frames have you set for achieving your goals for your library A Catalogue your major library resources A To add borrower information A To loan return items through Circulation A To set up networked OPACs Online Public Access Catalogues so your users can search for library materials A To catalogue all resources in school organisation A To make OPAC available from any network terminal throughout the school organisation A To make OPAC available remotely via the Internet and Web Inquiry Q How will you measure your success All of your goals and objectives should be considered BEFORE you commence the actual process of automation Remember a great deal of time effort and resources will need to be put into your automation project before the full advantages are realised AfW is able to help you achieve the above goals and to introduce you to a great many new possibilities for your library or resource centre Implementation Strategy 5 Things to Think About When Setting Up AfW Barcode Labels e Are you going to use barcodes for your resources and borrowers e For your resources where are you going to put them There is no correct place for book barcodes however for Returns and Stocktake the best place is on the back of the book near the spine Choose the best position for your needs e Will barcode numbers replace accession numbers If you are automating y
80. es the mass extinction of dinosaurs and offers a possible explanation of the causes Suitable for The Include button tags a highlighted term for use in a Boolean search This is the Boolean operator OR Further Boolean information is contained later in this guide The Exclude button tags a highlighted term for use in a Boolean search This is the Boolean operator NOT Further Boolean information is contained later in this guide The Back button moves back one screen The lt Esc gt key moves backward as well The Refresh button returns to the initial results screen so another search may be added The Home button ends the current search and returns the user to the initial Inquiry screen Using Inquiry 119 Boolean Searching AfW s Boolean searching is extremely powerful AfW allows you to tag as many terms as you require for use in a Boolean search Terms can be tagged using the OR include AND refine AND NOT exclude operators and a restriction window allows you to specify item criteria The buttons displaying the Boolean operators remain hidden until the first term is tagged This maintains a clean screen layout for patrons not using the Boolean capability Once a desired term is highlighted and the Include button is clicked the complex search button grouping appears Include OR Exclude AND NOT Refine AND Restrict add item criteria Clear the tagged View the tagged terms terms The Boolean S
81. esired search term has been entered pressing lt Enter gt or clicking the right arrow button yields the title list screen This screen displays all titles matching the chosen term J Quick Result Inquiry Alice Miel E3 Aea 2 amp K 3 Call number Tigers Kilpatrick Cathy 599 74 KIL Lions and tigers Leigh Pembert 599 LEI The tiger s milk women of Angel Adriana 917 285 ANG lt Quick Detail Inquiry Alice e N aaea eD es mee Available i i 599 74 Kilpatrick Cathy KIL Text 5 53p col ill 24cm Tigers Juvenile literature The total number of matching titles found is displayed Click the title you wish to view and press lt Enter gt or click the right arrow button on the screen to display details about the selected item The lower area toggles between Subjects and Notes by using the button You may also move from one title to another using the next and previous buttons to avoid aS returning to the previous title list screen Using Inquiry 113 Quick Search Two Word The third Quick Search method is a simplified Boolean search involving two words with the AND or OR operator This is useful for younger patrons as an introduction to Boolean searching Click the 2 button to enter this search mode The closest subject heading match for each term is automatically highlighted The tab key can be used to move between entry fields Boolean operator changes can be made by simp
82. hand mouse button Click Open and you will see the Start Menu Double click on Programs This will show you the available program groups including AfW Click on AfW using the right mouse button then choose the option Copy Place the cursor on the desktop and again using the right mouse button choose the option Paste to paste the AfW Icon onto your desktop Introduction l Folder Favourites Inquiry Management Circulation Acquisitions Periodicals Stocktake Reports System Support Introduction AfW Folder Module List Purpose Functions Frequently used options may be inserted here Searching for resources and their availability reserving resources Maintenance of Authority files including subjects GMD authors keywords stop words locations etc Cataloguing and accessioning all resources Printing of reports authority file lists and catalogues Maintenance of borrower information calendar resource and borrower loan categories fines user group updating Circulation of resources including loans returns reservations and bookings Printing of reports e g overdue notices borrower lists borrower and resource usage Maintenance of budget information the Wish List On Approvals ordering receipt of resources and non book expenses Printing of budget reports orders and On Approval requests resources by budget dissection and claims for late orders Maintenance of periodical titles subsc
83. he non preferred entry The two entries will be merged together The Source field indicates how the entry was added A for ASCIS L for Local The Notes Refs section is a text area in which notes regarding the author entry may be stored These notes are visible in Inquiry The Name and Code buttons determine the order in which the author entries will be displayed Generally code order is used as a Support tool when technical assistance is requested Subject locally or automatically defined If two or more subject headings exist that should be merged into one highlight the non preferred WATTOOU Waterworks Juvenile literature WEATOO Weather fal WEATO Weather Juvenile literature WEDIOO Weddings Fiction WESTOT Wrest U 5 Description and travel To 197 Code fwEATOO Mame w eather Source ja Motes A ets Auto see refs _ See See Also Rain and rainfall ilea i k Departments HE l Bl n subject click the Scissors button highlight the preferred term and click the Clipboard button If you wish to delete the non preferred entry answer yes to the dialog box question that is displayed after the merge The Subject authority file is probably the most powerful authority file in AfW As with previous authority files the Source field indicates whether the entry was added locally L or from another source The Notes Refs field again allows textual notes to be at
84. his is only relevant for users of the Multimedia module select the image file format from the selection box This is only relevant for users of the Multimedia module 25 Circulation Tab Print irculation Parameters Alice Piel x Heneral Print Special Membership Wvemdes seloreulatan al fa Overdue Heading OVERDUE NOTICE m Messages External overdue The items listed are now overdue Please return to the library immediately Please note that a fine for overdue items may now be due Family overdue The following items have been overdue for some time Please ensure they are returned to the library immediately Recall notice The following item s not yet due a required urgently by the library Please DATE Recall date return by DATE Thank you for your co operation Borrower loan list format 01 Summan o Overdue Heading This is the heading text to be printed on overdue notices External overdue This is the text that will be printed on an external borrower s overdue notice An external borrower is usually noted as someone that is generally not a member of the libraries parent institution i e a parent or a member of the public Family overdue This is the text that will appear on a message sent to a studen s family regarding his or her overdue items Recall notice This is the text that will appear on a recall notice sent to request an item be returned to the library before its
85. ibliographic database e g SCIS or ABN System Data Loading MARC File 6 Enter borrower details for circulation manually Circulation File Borrower or load from an existing database of borrowers System Data Loading Borrower T Commence Live operation of AfW Implementation Strategy 3 Implementation of AfW 1 Install upgrade hardware and network if applicable Make sure your hardware is working and that it is configured to run AfW properly for assistance here consult with AfW Support 2 Install your AfW software Softlink can assist you with installation just let your Support Officer know in advance when you intend to install and they will be standing by if you need assistance Follow the installation instructions with your installation kit Performing an Archive completes installation 3 Stop and rethink how you want AfW to work for you See the attached information Things to think about on page 6 4 Set your AfW System Parameters for your installed modules Set up your Loan Category information in Circulation on pages 9 10 5 Do some sample data entry e Catalogue a representative cross section of your library resources in Management manually or through loading a MARC file e Add a representative cross section of Borrowers in Circulation manually or import borrower records from an administration database ask your Support Officer for assistance e Try out Inquiry to check your cataloguing d
86. ick Search Two Word Standard Search Boolean Searching Accessing computer files and web sites October 1999 111 112 113 114 115 120 124 Introduction This information has been written to assist you in getting started with using AfW Any screen shots used in this manual are examples only For further assistance in using AfW you should first check the AfW Help module then contact Softlink support with full details of your query Overview To open AfW from the Taskbar select Start Programs AfW lA ACCeSssones d ay Windows Messaging WI Adobe Acrobat A Alice T LifeBook Manual WI ENE on CD ROM A Book wizard RoadOffice i A CompuServe j We Clients A F PROT Professional j US INFOPEDIA UK Xy Microsoft Excel l i lA Online Services uy Microsoft Word LA PE Doctor New Office Document G StartLp Open Office Document E TeamWARE Crypto 5 gt LA Transit AR 5 0 Demo Documents ta l Internet Explorer Settings j Internet Mail F Find g3 Intemet News B amp Microsoft Excel D Help a Microsoft NetMeeting EF Microsoft Word aG Microsoft Works 4 5 is MS DOS Prompt The Microsoft Network gt cT cue Cree ig Windows Address Book i Sa PR Start BY Microsoft word INTROL A Windows Explorer POI 12 56 Aun Suspend To save you time in opening AfW you can set up an AfW Folder on your desktop Put the mouse cursor on Start and click the right
87. ie Es Title Bes Noj lt gt B ii The white page with the sparkle in the upper left corner allows you to add a new data item or resource Whenever you wish to create something new in an area look for this button hi To delete the displayed resource record or entry click the button displaying a white page with a red X To edit a record click the Edit button While editing the fields turn white and the Edit button becomes a Save button which displays a floppy disk image Click the Save button to save the changes you have made AfW will ask you to confirm the action before deleting H The text area containing the STILL MORE text allows you to type a partial title and search for the teven Caney s invention book b till ick k green bibliographic record within AfW s catalogue Clicking the button directly to this field s right or pressing lt Enter gt will initiate the search Tithe Orders the records alphabetically by title j Res Mal Orders the records by their internal record number Moves to the previous ordered resource screen a Moves to the next ordered resource screen Be Enter a barcode number to search by barcode Use the button immediately to the field s right or the lt Enter gt key to initiate the search after typing the barcode To search for a resource by its barcode click in the barcode search field and scan the barcode label with your barcode reader If the re
88. ing Reserve Fine Retur Dispatch Barcode Expires Available Title MH Computer Terms CHRISTENSEN Margaret AfW will display the borrower s position in the queue of people waiting for the resource Circulation Tab Bookings AfW allows you to designate groups of resources for part day loan Any of these resources may be booked in advance Bookings are added like Reservations AfW guards against double booking by advising when the system is unable to process a booking and listing the periods hours which are free on that day Circulation Tab Fines The fine account for a library patron may be viewed and fines may be paid in part or in full The librarian has discretion over the level of fine and may adjust it accordingly AfW flags an outstanding fine whenever a patron is selected in Circulation Guided Tour to AfW 43 File Functions Adding a new borrower Click the Add button ih i Barcode Borrower Type Student g External Institution Staff Student You will be prompted to enter a borrower barcode along with borrower type After you have entered a borrower barcode and borrower type click f You can now enter the borrower s details eg Surname Given Name Sex etc Once you have entered all details click mj Borrower Details Circulation Alice Anderson Darla STUDY HALL Aras Mark MATH F3 1003 Arnold Camille Elis MA JONES 1025 Bazzell Becky MA JONES Berol
89. into the same borrower loan category this function would not be necessary unless changes are made to your setup Circulation 106 Book Hire Book Hire User fei Fa W Staff External T Institution Sehoastie pea Tear to update Book hire Include in book hire C Remove from book hire If you have purchased the Book Hire module this global change option allows you to specify Who among borrowers is allowed to loan out a resource catalogued as a textbook When making this global change for Students you must specify a Scholastic year and repeat this process for each scholastic year The Book hire radio buttons at the bottom determine whether this privilege is being added or removed from the specified borrower type Delete s ax Scholastic year Year to delete Bo Students not deleted outstanding loans Anderson Darla Arnold Camille Elis The Delete global change option allows former students to be deleted from AfW The increment global change will have incremented the scholastic year of graduating or matriculating students to a number that is one beyond the highest scholastic year level in the school Indicate this scholastic year number in the Year to delete field and click OK AfW will not delete borrowers that still owe fines or have outstanding loans Such borrowers are displayed in the window and can be printed in a report of delinquent borrowers by clicking the Printer button
90. ion allows the nine different maps to be stored as MAP1 MAP2 MAP3 MAP9 each with the BMP file extension For Example C Oasis Map1 bmp F Map Paint File Edt View Image Options Help Save As sg C Loasis on C Log File name Map Save as type jie Color Bitmap Cancel Step 2 By clicking on the map which is displayed in the system parameters area a dialog appears allowing the user to define the alphabetically highest call number located at the clicked location For example to define a small Reference collection on the map one would note the Location as for example REF and if the entire classification and suffix range is included at this point the highest values would be 999 99999 and ZZZZZ respectively Hap Co ordinate Entry Ei Co ordinates are s 156 Y 355 Enter the alphabetically highest call number details of the resources to be found at this location Location REF Classification 599 99999 Suffix zzz Cancel Step 3 On the library map in the system parameters area point the cursor to the location of an OPAC terminal and click on it Make a note of the X and Y co ordinates of the workstation then cancel the co ordinate entry window e For example in the window above the co ordinates are X 156 Y 355 Make a note of which map number you are viewing e g Map1 Right click on the AfW OPAC shortcut on each OPAC terminal Click on Properties and a
91. is usually available via a single desktop icon from which patrons access Inquiry only and cannot access the AfW menu tool AfW Inquiry has numerous features and customizable options For example a school library may wish to have the Quick Search feature activated for younger patrons while a corporate library would wish to disable this feature Likewise a school library may wish to turn off the direct web access button while a corporate library may wish to have this available to patrons AfW Inquiry offers a wide range of flexibility and search options in an easy to use interface so library patrons can quickly search the library catalogue Inquiry Options Referring to the initial search screen captured above a brief description of the main search paths is provided The subsequent pages will provide more detail regarding each method of searching the AfW library collection Web Launch Directly launches your Web browser to the URL defined in the system parameters Quick Access to the Quick Pic module Quick Search by category Quick Search One word searching for younger or more inexperienced patrons Quick Search Two word Boolean searching for younger or more inexperienced patrons narge b MKA Access to Book Wizard On line Help for Inquiry Link Menu Displays other programs for patrons to access Standard Search Type a word or phrase in the white field press lt Enter gt or click this button Using Inquiry 11
92. ject Headings i e Subject headings that currently have no resources attached Do you want Inquirers to see these headings e Record failed searches for analysis of Inquirer search strategies and to enable identification of possible gaps in collection OPAC e Allow printing of resource lists e Allow Quick search e Show other sites Union Catalogue only e Show Financial data Price supplier etc e Time to terminate Automatic shutdown for unsupervised OPACS and Self Circulation workstations e PIN to exit Four digit number to prevent unauthorised exit from OPAC and Self Circulation workstations Quick e For Quick Search users only Choose the Default All button and then edit the default subjects to suit your library Management e Automatic Keywords from Title Notes Edition If required AfW automatically tags significant words except those words placed in a Stopped Word list entered in these fields These words will then be searchable in Inquiry Implementation Strategy 7 Automatic See References by term by word lf required AfW can automatically generate See From headings from the authorised subject headings you enter as you catalogue e g Subject heading Australia Description and travel See from Description and travel Australia See from Travel Australia Description These See From headings allow Inquiry users to approach the same subject from a different angle They will alw
93. ll appear within the borrower or patron details area This allows breaks between fields to be created as displayed above between the Special Needs and Subject information One practical use of the special fields is to enter information about the subjects taken by a student The contents in the Special fields may be used to select borrowers when producing overdue notices using the restriction field called Borrower Data Guided Tour to AfW 2 Circulation Tab Membership irculation Parameters Alice Goecial Membership m Circulation Expiry warning length 30 days Renewal length fi 4 months Renewal notice The membership section is predominantly used for public or special libraries that require time based memberships Memberships may be set in the patron details area Circulation File Borrower and may follow these user defined membership parameters Expiry warning length If you setup memberships you may define the number of days before a borrower s membership expires that a warning message is displayed within circulation Renewal length If you setup memberships you may define the number of months that is the duration of a borrower s membership Renewal notice This is the text that appears on a notice sent to a borrower indicating that they need to renew their membership Circulation Tab Overrides General Faritat Special MEmBESHIH Overrides selforeulaton F Ability
94. loan out what resource type and for how many days In addition circulation manages fines and overdues In general the Circulation area handles the distribution return and policies regarding resources in your library Clicking on the Circulation Loans option on the AfW menu accesses the circulation features within AfW This provides access to the Loan Booking Reserve Fine and Return tabs with the Loan tab activated The Circulate folder provides four more access points to the same screen but with each of the other tab pages active instead of Loan These access points are most commonly used for adding to one s Favourites folder and in determining your security setup Planning Your Circulation Setup The options within the Circulation File folder define the rules associated with the circulation of the library resources The options that are involved in the Circulation setup include Borrower Loan Category BLC or borrower types Resource Loan Category RLC or loaning policies fine schedules and the calendar Although the policies by which your library runs can be changed at any time it is wise to spend some time thinking through the way in which you wish to define the Circulation setup If you are running a school library you may wish to group all students into one BLC or separate them by scholastic year or other types of groupings In a school library it may also be advantageous to create a BLC for Teachers and Staff holding them to differen
95. ly clicking the AND OR button which displays the current operator Once the two desired terms are selected press lt Enter gt or click the right arrow button on the screen to display the title list screen The bibliographic details for a title are still available in the same manner as each Quick Search Quick Two Term Search Inquiry Alic _ Catholic schools Fic CATS Cats Fiction CAUGHT CAUSED CAUSES CELEBRATES CELEBRATING CELESTEVILLE CENTAURI CENTENNIAL CENTER CENTRAL Douglas Lloyd C 18 example the notes were displayed by clicking on the button to the left of the Subjects Notes field Using Inquiry Quick Result Inquiry Alexandria Call number Rotten Ralph s trick or treat Gantos Jack E GAN Spooky and the ghost cat Carlson Natalie S ECAR Old Yeller by Fred Gipson Gipson Fred 190 F GIP Cross country cat Calhoun Mary E CAL i aaa E Title at SE lam ile e LTA L El Available Author eet CEA rte s El Rubel Nicole z r Format fiif AER l E LE Notes Bric ieee cel lamer gat E OEA OEE n EAn T T costume party dressed as her and creates horrible mischief under the protection of his disguise In this 114 Standard Search The standard search interface is the most comprehensive area within AfW Inquiry By simply typing a word or phrase and either pressing lt Enter gt or clicking on the Search button an initial results screen di
96. ly or automatically defined ACCEPTANCE ACCIDENT ACCIDENTALLY ACCOUNT ACCOUNTANT Keywords allow full text searching of the Title Notes and Edition fields Set keywords to automatically generate from the System Parameters Management window In addition keywords can be manually added to any resource record Resource based keyword maintenance and viewing is done via the Keywords tab page in Cataloguing The far left button on the tool bar will move the highlighted word to the stopped words list and prevent its use as a keyword Deleting a keyword successfully removes it from the Keyword list but this does not prevent its re creation in the future as would moving it to the Stop Word list Cataloguing 62 Stop Words supplied with AfW The Stop Word authoriy file indicates all words that should not be made into keywords during the automatic generation of keywords Contained in the stopped word list by default are prepositions articles conjunctions etc For special and corporate libraries with a narrow subject focus it is often wise to use the stop word list to halt keyword generation for words that may well refer to the majority of the collection For example a psychiatric library may wish to stop words such as psychology psychiatric etc Level Suitability Levels locally defined Upper Primary MS 2 Secondary UN 4 University Pa 4 Post Graduate Code LE Sequence O Description Lower
97. m the indicated command Likewise since much of the time a barcode reader is in your hands circulation allows command barcodes to be scanned Supplied with the AfW software is a Circulation Control Card This card contains several barcode commands used within circulation You are also able to print the Circulation Control Card using the Forms option in System Reports The Circulation Control card is reproduced below for reference r CIRCULATION CONTROL CARD Either by clicking AAAA ANA AORN scanning barcode commands the MMDAN MOAN ia an made readily MAANU AOM NOOA _ Barcode Commands scanned while viewing the circulation window e BOOKING Activates the Booking tab e RESOURCE For use with Rapid Retrospective e OVERRIDE For authorised operators issues an override command e BORROWER For a borrower displays the current resources on loan and loan history e PRINT Issues the print command e LOAN Activates the Loan tab e FINE Activates the Fine tab e NAME Opens the window in which borrowers can be selected by name e ITEM Used when loaning an uncatalogued resource e SALE For use with the Library Services Module e RETURN Activates the Return tab e RESERVE Activates the Reserve tab e RENEW Used while renewing an resource e FINISH Completes a transaction and clears the screen e DISK For use with the Library Services module Circulation 89 Circulate Folder The
98. mal farm 4 gt J z Ae Other Site Orwell George Suitable for Using Inquiry 123 If live access to the web is not desired Edition catalogue only Publisher saved web pages html Series files Disable the web access from the Inquiry screen by removing the URL from the Inquiry system parameters Accessing Computer Files and Web Sites Non Print Items When a patron search finds certain non print items additional options become available Parallel to the discussion of cataloguing non print materials items such as computer files and web sites replace the Reserve button with a button that allows access to the electronic item Computer files Computer files can range from word processor documents saved Web documents catalogued applications such as CD ROM programs etc If the item found in Inquiry is a computer file the Reserve button is replaced with a button showing a computer Clicking this button opens the catalogued computer file in a separate window When the patron eventually closes that separate window Inquiry is available from the point at which they left Web sites Web pages catalogued directly by their URL allow the web browser to be launched in an active mode that connects live to the internet For web page items the Reserve button is replaced with a Globe button This button will launch the installed web browser and attempt to connect to the catalogued URL Authors Hame
99. may have resources with this RLC for part of a day only If you charge fines select which fine schedule you will use as previously set up in the Fine Schedule option This is automatically calculated according to your entries to let you know how this RLC BLC combination will be handled It also lets you Know if loans are possible To define what RLCs are available to a BLC highlight the BLC and click the Maintain open folder button This will display the window to the far right where loan periods and fines can be defined Circulation 103 Calendar 06 01 998 Wednesday 09 071 998 Thursday 10 07 1998 Friday 1170771998 Saturday 1270771995 Sunday Date 09 07 1958 Generate 2 Z Zez D D ono Holidays cle Day Thursday Purge Library open Aig Cycle day Calendar pear li 398 Library Open Cancel I Sunday I Wednesday M Monday IY Thursday M Tuesday MW Friday Saturday il i Loans 2 Inquines Staff Inguiry 0 OPAC JO Web Inquiry 0 So that AfW knows which days the library is open and to keep loan and inquiry statistics a calendar year must be generated To generate a new calendar year use the following steps Open the Circulation File Calendar option The main window depicted top left image appears on the screen Click the Generate button to reveal the Calendar Generation top right image window Enter the year you wish to generate Ensure the check
100. menu To enter a Publisher type part of the publisher s name then click the Search button to the field s right to access the Publisher authority file Select the correct publisher and click OK or click the New button for a new publisher When entering a new publisher a publisher name and location may be entered e When entering an ISBN AfW performs a check to ensure the number entered is a valid ISBN may be stored but AfW will alert you to their presence e When you have finished entering these details click the Save button Catalogue Tab e Click the Catalogue tab then click the Edit button on the tool bar Invalid ISBNs toward the left of the tool bar Coton Management Mee e mmea a GE rs E ee EAENMIA The World of science 4 wrinkle in time Resource No 1000001 Wyoming by Allan Carpenter m af Accession Esai Copies Kemors Pats Mutined Preview MARCNotes _ MARC Classification Sufix Department o a Notes AT Curriculum areas 13 Suitable from r Subjects paila 4 Topics iia sl p IKA S Si Cataloguing 71 In this tab page enter the Classification and Suffix of the new resource If this resource was specifically purchased for a department note this in the Department field This is only available if you own the AfW Book Hire module The Notes field holds general notes or annotations you wish to attach to the record If you wish to be specifi
101. mille Elis MR JONES 1025 Bazzell Becky MR JONES Berol Joseph Todd MATH P3 Borrower Address Limits Image Special Contract Image File FETE ad If you have purchased the Multimedia module an image can be attached to borrower records The Circulation system parameters indicate where borrower images are held and the Image File field on the Image tab indicates the file name of a particular borrower s image Circulation Borrower images can be used for identification at the point of issue for borrowers wishing to loan out library resources 98 Special Tab ME x Borrower Details Circulation Alice el fable OOOO O e ee a Anderson Darla STUDY HALL 1002 Arias Mark MATH PS 1003 Amold Camille Elis MA JONES 1025 Bazzell Becky MA JONES Berol Joseph Todd MATH F3 B Bonower Address Limts image Special 7 Cowes Special 1 Special 2 Contact 1 Name Mirs Terp Anderson Contact 1 Phone 284 4998 Contact 2 Name Contact 2 Phone The Special tab page allows each user definable field that has been given a name within the Circulation system parameters to contain additional information related to the borrower These fields are generally not necessary but are available if local requirements for borrower information go beyond the standard fields available on the other tab pages Unnamed special fields will appear completely blank as shown ben
102. n 104 Global Change The global change options within circulation allow for global processing of borrower records Borrowers can be rolled up to the next scholastic year level have their loan limits set and have their Borrower Loan Category set If you are using the Book Hire module you can globally assign borrowers the permission to loan out textbooks Borrowers can be globally deleted by scholastic year for easy removal of the scholastic year level that has graduated from a school Borrowers with outstanding loans or fines will not be deleted when the global deletion is run Scholastic Year Scholastic Year User Group Circulation Alice oix T Decrement rather than increment Change one student scholastic pear Curent scholastic year New scholastic yearl Fall Class This roll class option allows the roll class to be changed as well The scholastic year i shill included Also change roll class The Scholastic Year global change option allows the scholastic year field in the borrower data to be globally incremented For example at the beginning of the school year the library should run this function to move each borrower into the next scholastic year i e a Year 7 will become 8 The also increment roll class feature should only be used if you are using sequential codes in the roll class field If you are using teacher names or room names as the student s roll class DO NOT run this function The decreme
103. nce rem Equipment Maintenance l Description Overhead projector 02 054 997 Repair fan a Make Sony 03421997 Replace bulb 177081998 Fix power cord Model DP 651 20404998 Routine cleaning Serial No 66234 4 OEM 9 z Engraved Date requested RIS Erg Cost to library 125 00 Missing Maintenance required Repair fan Cost to donor 0 00 Date last sighted Comment Last sighted by Date action taken 05 07997 Building Main Disposed Comments on action taken Repaired loose wire Room Library Method Responsible staff Lib Remark The Equipment tab page allows details of equipment to be entered and stored such as the make model and serial number The Maintenance tab page allows a history of maintenance requests and actions to be recorded Simply click the New button to add a maintenance request and date When the requested maintenance is performed use the Edit button to record the date and a comment on the action taken If desired use AfW to catalogue circulate and inventory your equipment such as VCRs TVs and projectors that are scheduled for use Cataloguing 83 i 4 T Library Automation Software 5 Circulation Introduction The circulation component of AfW is the area in which you record resource transactions Circulation allows resources to be loaned out to borrowers and returned to the library Circulation also maintains and follows your library policies regarding who can
104. nd default language then click save El You will then need to enter a password for the new operator Click the Password Change button Enter in the password twice Move between fields by using the tab key or click using the mouse Alice System Operator Password Password Re enter password to verify 32 Guided Tour to AfW 33 AfW allows up to 100 Operators to be entered Delete operators by choosing the relevant operator then click hi Delete K 2 Are you sure 1 Passwords may be up to 6 characters in length 2 When passwords are entered they appear on the screen as characters 3 To enter the first password for a new operator or to change an existing password click on the Change button in the Operators window then enter in the password twice as instructed Changing a Password Old passwords may be changed by the operator At the top of the AfW Menu click the Change Password aka button Pile Es Ty Master Alice fers Go eT Favourites Alice Sh Deir Change password Alice X B Lontirm password E Enter your existing and new passwords then click Ea If there are problems you will get a message If the new password is accepted no messages will appear l Existing password Annan New password Guided Tour to AfW 34 Utilities Inquiry Processing This utility will process any Requests and Reservations that have been entered
105. nding Policy can be devised here BORROWER LOAN CATEGORIES DESCRIPTION MASTER DUE DATE LOAN LIMIT LOAN PERIOD CATEGORY CODE DESCRIPTION number of days fixed due date part day RESOURCE LOAN CATEGORY Implementation Strategy 10 Library Automation Software 2 Guided Tour to AfW This section is a quick tour of AfW It discusses the basic aspects of the system as well as the entering of System Parameters This section should be read first before referring to more detailed information on the workings of Cataloguing Circulation and Inquiry in Parts 4 5 and 6 Getting Started Starting To open AfW simply do the following 1 From the Taskbar select Start 2 From the Start menu select Programs 3 From the Programs menu select AfW US Accessories gt 1 Windows Messaging hy y UB Adobe Acrobat gt F Alice gt LifeBook Manual gt BNB on CD ROM gt ETA Book Wizard gt CompuServe gt BE Ciients A FPROT Professional gt j INFOPEDIA UK gt Bia US Online Services gt Microsoft Word A PC Doctor gt A Rpa gt New Office Document S StartUp gt ES Open Office Document a TeamWARE Crypto 95 gt Trar sit p Raj Progam Ree Aw Afw 5 0 Demo ie Internet Explorer Ek Settings b Internet Mail Q Find A g7 Internet News 3S Microsoft Excel Te Help a2 Microsoft NetMeeting ee Hine BY Microsoft Word Fi XY Microsof
106. ns per copy therefore printing reports for little used or well used resources Resource Usage Similar to Loan Activity although the number of restrictions is fewer Using the Summary format you may select to print out the report for a specific range of Titles Shelf Location or Subject This will print out a report giving the number of times a resource has been borrowed Detailed Resource Usage Reports produce Loan History reports for resource titles again using the above restrictions The Detailed format prints the name of each borrower that has borrowed each of the resources printed Borrower Usage This report allows you to print out reports on the number of resources a borrower has borrowed This may be produced for a particular group of borrowers for a specific range of names and loan dates Detailed Borrower Usage Reports produce Loan History reports for groups of borrowers or individual borrowers Top 100 This report ranks the most popular resources according to number of loans You may limit this to any number up to 100 for GMD sex of borrower Loan Limit Categories RLCs and BLCs Under used resources Prints resources not loaned since a specific date for sex and Scholastic Year range It may also be restricted by Loan Limit Categories RLCs and BLCs Notices Group overdue notices For Student and Staff borrowers Individual overdue notices For all borrowers You may choose to send them internally or to a residential address Re
107. nt feature can be used to reverse the results of having mistakenly run the increment feature If you have incremented the Roll Class in error in addition to the Scholastic Year you will need to tick also increment roll class to decrement it using this operation Circulation 105 Limits Limits User Gr ME Fa Staff Institution T External Scholastic year Tear to inai Limit to General Other Hi The Limits global change option allows the lending limits pertaining to the limit categories setup within System Parameters Circulation to be changed globally for a set of borrowers When the Students check box is ticked the entry of a Scholastic year is required If the change you wish to make involves more than one scholastic year each must be done separately Simply click on the check boxes indicating who will be affected by the change enter the student Scholastic year if appropriate enter the number of loans to Limit the group to and click the OK button Loan Category Loan Category _ ial Fa Viho I Students Staff T External T Institution Scholastic year Year to update E Borrower loan category Grade 8 The Loan Category global change allows borrowers to be globally moved to a new BLC based upon their borrower type and scholastic year At the beginning of a school year it is necessary to move all borrowers to their new BLC or borrower policy If you group all students
108. nty of origin zj Senes right the authority files are automatically and dynamically dial fe updated Just select the entry you want or click a button to have AfW automatically add a new entry Physical description Sam eee aaa area Be ISBN ISS MEEI Control Mo e Toadd anew title click on the New button e Start typing the title and press lt Enter gt AfW will automatically search the catalogue to show you the closest existing match From this you will be able to decide whether an existing or new record is needed e If the title does not already exist in the catalogue you would press the New Resource button in this window to create a new resource template and MARC record AfW in the next window will give you the opportunity to check the spelling and format of what you typed When you have typed the full title click the OK button Edit Mode You are now in Edit Mode for this resource record The GMD General Material Designation defaults to Text for ease of use You may change it via the drop down menu Directly Typing into Fields Text fields such as the Statement of responsibility Edition Additional edition Publication year ISBN Control No etc can simply accept direct typing Search Fields To enter the publisher type the beginning of the correct publisher name then click the Search button to the field s right A look up window will display the publisher authority file in which you can sel
109. o illustrate here It is recommended that you run trial reports to find the formats that best suit your purposes GHEE Favourites Alice Inquiry isk Management Cataloguing fa Authority Files fa Lookup Files Ga Utilities amp Reports amp Authority Lists amp Catalogues amp Forms Catalogue Cards Labels 75 Cataloguing Examples O Coleg ao Authority Files AfW provides a powerful cataloguing tool with a wealth of options to fit individual cataloguing preferences and the numerous resource types in today s libraries and media centres The cataloguing interface within AfW s Management component provides an easy Ba Lookup Files to use cataloguing environment for your books but also provides special options for non a Utilities print resources such as images sound files movie files periodicals computer files web pages and equipment This section will provide practical cataloguing examples and S Reports improve your understanding of the screens and options available within AfW Management z Authority Lists Each example assumes that Management Cataloguing is open with the Accession tab page 8 Catalogues active If this is not the case click Management in the AfW Menu and double click on Forms Cataloguing The Accession tab is automatically active when opened To return to the Accession tab page at any time simply click it once As there can be large amounts of bibliographic
110. oems and plays 1909 1950 tithe The complete Sherlock Holmes keyword composed SNES A Computer awareness first book keyword computerized author Conaway Judith 1948 subject Concentration camps Fiction Now that both Orwell George and Communism Fiction have been tagged using OR amp AND if we click the View button respectively we can view the Tagged Entries window This becomes very valuable when tagging numerous terms and serves as a review window as well as a forum in which to alter which operators are being used with which terms Clicking on the View button yields this review window with familiar buttons Tagged Entries Inquiry Alice x subject Communism Fiction The Sets button can be used to store the results of a Boolean search for use ina future search Just give the search a name and continue Click the View button on this page and the resulting title matches are displayed in a title list screen As with any search more information on any title can be viewed on the bibliographic details screen Using Inquiry 122 Resource List Inquiry Alice Animal farm Orwell George If the results of a Boolean search do not satisfy your goal simply click the Refresh button add additional terms if desired click View to show the tagged entries change any Boolean operators and again View the results There is no need to start all over Resource Detail Inquiry Alice Ani
111. ogether on a common theme it is a good idea to add a subject or topic to each item Do this by scanning the barcode of each item in the window which is displayed after clicking the Maintain button Series locally or automatically defined S15 x Series Management Alice XI Oa BY Jame code THE109 The Achievers ACT100 Action science ANA100 An Animal fact book ANITO0 Animal habitats BET100 Better homes and gardens books Z 4 A 2 Code THE109 Name Achievers Source ja Notes Refs a E The Series authority file is also dynamically created by data loaded into AfW Like the previous authority files the Source field indicates locally L added entries or from another source The Note Refs section is used for attaching text notes to a series authority entry The Scissors button can be used as in previous authority files to merge authority entries and remove non preferred entries if desired Cataloguing 66 Supplier locally or automatically defined ACMOO1 Acme Periodicals Supply CodefACMO02 Name Acme Book Supp ssss SsSSS Address 5223 Broadway uenn a Dewe 0 a SS Postcode oma Telephone 303 555 3346 8 Fax 303 555 3366 Company No Contact M Cater Account No ea Lead time days fo The Supplier authority file is used to maintain extensive details regarding the library s suppliers These can be suppliers of books periodicals equipment etc
112. ollection books CDs tapes periodicals kits equipment etc Each permanent resource in the collection will require a barcode number to uniquely identify it within AfW The Catalogue screen has a MARC editor and 8 tab pages Accession Catalogue Copies Keywords Parts Multimedia Preview and MARC Notes When manually cataloguing resources only the first three tabs are commonly used The remaining tabs are for special purposes as described later in this chapter These tab pages provide an easy to use template of bibliographic information where no MARC experience is needed to catalogue and edit the library records If maintaining a MARC standard in your library is desired you may use the MARC button to access the MARC editor and manipulate the tag and subfield information To save time and avoid human errors MARC records may be loaded directly from MARC data disks which can be obtained from databases such as SCIS and Kinetica Cataloguing For each resource you catalogue you will need to have an accession record with a title GMD and barcode entered to identify the resource It is required that the resource also be given a resource loan category for circulation purposes The degree to which you further catalogue any resource is purely up to you AfW supports full AACR2 description format As with any resource more details entered into the catalogue will enhance a patron s opportunity to find and use the resource Follow this general rule
113. omatic or Manual Cataloguing 80 Parts Tab Parts of a main resource indicate alternate titles or discrete works contained within the resource To add a new part click on the Parts tab and click the New button The New button behaves in the same manner as adding a new title to the collection Enter the name of the part press lt Enter gt and either select an existing title that doesn t have any copies or add a new title as the name of the part MARC Notes Tab The MARC Notes tab allows strict MARC cataloguing rules to be followed with regards to the cataloguing of notes Notes in a MARC record can exist in various tags depending upon their content During a MARC data load the MARC structure will be followed During manual cataloguing the specific notes structure may be defined by clicking the New button indicating the tag number and subfield letter An example of this is displayed below If you do not wish to enter your notes into a specific MARC tag you should enter them into the Notes field on the Catalogue tab page 500 Provides an introduction to understanding the character and ini Provides an introduction to understanding the character and individual features which make up Australia Example 2 Cataloguing other Resource Formats Accession Tab As with book items other resource formats may be catalogued in AfW The most important difference in adding a non book resource is the need to change the GMD field from the defaul
114. on moves one screen backward This can also be accomplished by pressing lt Esc gt The Refresh button returns to the initial results screen so another term can be searched and tagged The Home button ends this search and returns to the initial Inquiry screen The Help button accesses the AfW on line Help S Bates M Using Inquiry 117 Resource Details Screen This screen provides the most detailed information for a selected title and provides access to copy specific information as well as specific subject headings used to catalogue the item Most importantly this screen shows in its largest area the item s availability Patrons can immediately tell whether a book is available or on loan Authorised users can determine who has an item when it is due back and what pending reservations and bookings exist If made available by the librarian patrons can place reservations on items directly from this screen H Resource Detail Inquiry Alice i Title Did comets kill the dinosaurs by lsaac Asimov s i Available Authors Hames PADLA tele la fe Ped 5679 ASI Edition o Gareth Stevens children s books ed Publisher Milwaukee G Stevens Pub 1986 Senes aac Asimov s library of the universe Acquistion None i Physical descript n Sees amet il eee Includes index i Bibliography p 30 4 Examines the mass extinction of dinosaurs and offers a possible explanation of the causes Peer Curriculum Areas Suitable for Ea
115. ons This button functions similarly to the Default All button but only returns the currently chosen category to its software defaults These refer to the 12 pre defined graphical icons in Quick Search The subject prefix fields have a dual purpose The text in this field becomes the text of a button under this category In addition the text provides the search words to search the subject authority file when the button is clicked e f you wish to create a more complex search but keep the button text simple you may use the pipe symbol to hide the text following this symbol e f you wish to combine words in a Boolean style use the forward slash to indicate OR and the ampersand amp for AND Example 1 Subject prefix 1 Button appears as Example 2 Subject prefix 2 Button appears as Guided Tour to AfW Cats Cat Feline Cats Chinese History History amp Chinese Chinese History 23 Management Tab General anagement Parameters Alice Piel x General m Automatic keywords from title V notes edition J Automatic see references by term Iw by word Vv Default resource loan category Fiction Fiction General Non fiction General ind Accession number Ro054d Resource number fi 000243 Allow keywords for words with no digits Automatic suffix generation m Next values The automatic keyword generation
116. ould indicate if one copy were for example shelved in another location while the other copies were shelved in their regular location You may be as brief or detailed as you wish in filling out the Copies tab page However in order to circulate this copy you must assign a Loan category The Replicate button allows multiple copies of this resource to be batch added and barcodes will be assigned sequentially The Change button allows you to change the barcode number of this copy Click the Change button and scan the new barcode number to change the barcode Keywords Tab ED suor eo i Oo Steven Caney s invention book by Steven Caney illustrations by Ginger Brown diagrams by Richard Merga a Still more knock knocks limmericks and other silly sayings compiled by Laura Alden illustrated by Diana L t Stories for nine year olds and other young readers edited by Sara and Stephen Corrin illustrated by A x 4 b Resource No Accession Catalogue Copies Keywords Parts Multimedia Preview MARC Notes MARC Automatic a COLLECTION Automatic HUMOROUS Automatic JOKES Automatic KNOCK KNOCK Automatic x The Keywords tab allows manual tagging of keywords but Keywords can also be automatically generated This window as shown above displays those words that have been automatically keyworded If a keyword is added manually the keywords window will display Manual Cataloguing Use the libra
117. our library for the first time separate accession numbers are superseded as the barcode will be the unique identification number for the resource e f you are converting from another library automation system will you continue to use your current type of barcode Lending Policy How Will You Lend Resources e What types of borrowers do you have Will you need to distinguish between specific groups of borrowers e g younger from older students continuing students from Final year students students from staff full time teaching staff from part time staff trainee teachers external borrowers from borrowers internal to the organisation e What types of resources do you have Will you need to distinguish fiction from non fiction and Reference books from non book items books suitable for younger users from books suitable for older users etc e What types of resources can each type of borrower have out and for how long Do you have any resources that can be borrowed for part of a day only Do you have any final due dates by which all items are to be returned by a particular type of borrower e What limits have you set for the number of items borrowers can take out e g 5 book items 2 non book items 2 fiction 3 non fiction 1 Audio visual item etc Which resources belong to each limit group e Are you going to date stamp How many date stamps will you need e Are borrowers going to have tickets cards With barcodes on With photos
118. process does not generate keywords that are members of the Stop Words list These words include articles prepositions conjunctions etc and can be further adjusted to accommodate local library needs Automatic keywords from title All words from titles will be made searchable notes All words from the notes annotations will be made searchable edition All words from the edition field will be made searchable Automatic see references by term See from references will be generated to allow searching of subject headings by any term subdivided by dashes or the word and i e United States Civil War Aerial Operations would be found by searching for United States Civil War or Aerial Operations by word See from references will be generated to allow searching of subject headings by any word in the heading i e in the previous example additional hits would now b 19 result from searches for States War or Operations Default RLC Fiction When adding new resources the default Loan Category for Fiction items Non fiction When adding new resources the default Loan Category for Non fiction The Default RLCs are selected from those entered in Circulation and may not be added in the parameters You will need to return to this parameter after entering this information in Circulation These fields should not be left blank as Circulation will not work efficiently if a resour
119. purchase price of the resource When entering the cost enter dollar and cents amounts without the decimal point AfW will automatically insert the decimal point e f desired the order number and invoice number for this purchase can be noted e Item Code can be used to indicate the resource or stock code used to order the copy e The Dissection field can be used to indicate where the funds came from to purchase this resource Dissection codes are set up within the Acquisitions component of AfW and are accessed via a drop down menu e To move to the next tab page click the Save button on the tool bar Keywords Tab The Keywords tab page is used to manually enter keywords with which this resource can be found in Inquiry OPAC As it is recommended that AfW s automatic generation of keywords be used to facilitate full text searching this tab page is normally only used for viewing the keywords as opposed to adding new ones The automatic generation of keywords option can be chosen within System Parameters Management and can be individually turned on or off for words in the title notes or edition areas The World of science A wrinkle in time Resource No 1000001 Wyoming by Allan Carpenter x i gt Accession Catalogue Copies Keywords Parts Multimedia Preview MARC Notes MARC MITOCHONDRIA Manual a TIME Automatic WRINKLE Automatic The keywords tab shows both the keywords and their means of entry i e Aut
120. r a Computer file the barcode can be a phantom barcode e g W00001 might be your first Web site Cataloguing Example 3 Cataloguing Equipment Accession Tab In the same manner as books are catalogued pieces of equipment can also be catalogued and circulated using AfW Following the same cataloguing process as a book equipment requires a title a GMD of Equipment and a copy specified by the barcode placed on the piece of equipment As described in the following example catalogued equipment can be maintained and circulated as a library resource and can also have its equipment details and maintenance record automated The example used is for an overhead projector Add a new resource to the collection with an appropriate title for the equipment piece Change the GMD to Equipment Click the Save button on the tool bar Click the Copies tab Click the New button enter the equipment s barcode and click OK SS Two new tab pages in the copies area are now available Equipment and Maintenance arme aak Management Alice Ioi x VERHEAD PROJECTOR ane Management Alice Iof x VERHEAD PROJECTOR Resource No 1010923 Resource No 1010923 ACCession Catalogue l Copies KERES Barts Multimedia Preview HERE Rees Ee Bl ACCESSION Catalogue l Copies KERAS Parts Multimedia Preview MARE naes Ee pod RenliGate RenliGate ren Equipment Maintena
121. rcodes Special Barcodes information Guided Tour to AfW This displays the next borrower or patron barcode to be allocated If you do not use accession numbers or wish your accession numbers to match your barcodes tick this box If you have converted from another library program that has used the letter O in its barcodes tick this box If you are using AfW barcodes leave this unticked because the 7 digit is a check digit and should not be retained When using AfW barcodes the incrementing position is 5 If using other types of barcodes you will need to determine the position of the number that increments This is used when AfW automatically generates barcode information rather than having the barcode scanned or typed in In most cases this function will not be necessary If you are using standard Code 3 of 9 barcodes you will not need this However under certain circumstances usually when converting from other library programs with non standard barcodes it will be necessary to use the special barcodes parameter This area deals with special barcodes when the Special Barcodes box is ticked This is generally used when converting from another library automation system that did not use conventional barcode standards Consult with the Softlink support before using the Special Barcodes area 20 Inquiry Tab General Inquiry Parameters Alice General OPAC Quick Allow reservations 7 Allow Quick sear
122. rd The command area at the left of the enter barcode field will prompt you for the information AfW is awaiting Circulation g5 On the screen above the borrower has overdue loans The command area displays Override or Finish Scan OVERRIDE or click the green tick to allow further loans Scan FINISH or click the red X to disallow further loans Circulation 86 Tab Colours The circulation tabs may appear with a green yellow or red background These colours serve as a visual reminder to the librarian These colours are defined as follows e Green tab Ready to circulate or perform the action associated with the tab e Yellow tab The borrower has not yet been entered for this transaction e Red tab The transaction is restricted for this borrower Loan To loan out a resource scan the borrower s barcode or find the borrower by name When the name or barcode is entered the Loan tab will turn green indicating resources may now be scanned Scan the resource barcode on each resource the borrower wishes to have and the transaction is complete It is that simple The window below shows the circulation screen in which two barcodes were scanned Darla s and then the resource s AfW automatically calculates the due date according to your library policies Circulate Circulation Alice Student Barcode i an M Housebound Name Feller ame Orr Loan Booking Reserve Fine Return Dispatch Barcode D
123. rds 0 status i Department os Level g Catalogues 6 Repat Author T Catalogue Cards g Authority Lists a PE Labels Eres wo See See Also From E Catalogues 0 Supplier i Accession Register a Utilities E Accession list 0 Publisher Shelf List m Failed Searches of Blank Year ae Dispose by barcode i Collection Worksheet _ Set Barcodes Cataloguing This option takes you directly into the catalogue records and allows you to Edit Add and Delete records i eres Management Alice Resource Nao 1004264 Accession Catalogue Copies Keywords Farts Multimedia Freview MARC Notes MARL GMO Text z Statement of n al Author Hames faem EAS l A Kristensen Preben Sejer i Edition Additional edition Publisher AME M Meare tera Publication year E Country of arigin zj Series aj fea Physical description Eta as ISBN ISS iit Meese Conta No The Accession Tab page contains the main bibliographic details of a resource including GMD to allow you to specify the specific format of a resource e g text video recordings sound recordings Guided Tour to AfW 36 Cataloguing Management Alice Ma x Resource Nao 1004264 Accession Catalogue Copies Keywords Parts Multimedia Preview MARC Notes Department 7 Hotes Curriculum areas The Catalogue tab page contains local library information such as Location Classification Suffix
124. re a wide o raui variety of report formats and restrictions that can be specified when printing a report which will allow vals i ataloquing you to cater to a variety of user needs fa Authority Files fa Lookup Files fa Utilities Catalogues may be produced in alphabetical order by amp Reports amp Authority Lists Catalogues i Subject Subject Title e Title Author i e Author sabi e Series roe e Topic Formats include Catalogues Detailed full notes Detailed two lines of notes Detailed no notes Abbreviated Catalogue List 6 Restrictions include Forms The Forms print facility will allow you to print catalogue cards by author title subject and or series You are also able to produce barcode labels and spine labels for resources in a number of Always print a test report to paper first so you can select suitable stationery formats Cataloguing Catalogued date ranges Publication date ranges Alphabetical range Call Number Shelf Location range GMD Resource Loan Categories Publisher Author Subject Series Topic Supplier Department amp Catalogues gE Forms a m BEEBE Favourites Full bibliographic and location information with full partial or no notes Title shelf location and copy information Title shelf location and barcode information There are many varieties of reports that can be produced too numerous t
125. ription information receipt and circulation of periodicals Printing of reports e g subscriptions due claims for missing and overdue issues and circulation lists Stocktaking of collection Includes reports for missing disposed and purged items Printing all AfW reports including catalogue reports overdue notices loan history borrower lists etc The reports folder contains the collective reports that are available within each individual folder system Administration functions including system parameters including Maps shutdown settings rebuilds maintenance of security operators amp passwords data loading for borrower records and MARC records Functions accessible only via the Support Password including Run File Compressor and Recovery Note This list gives details of all modules available The system you are using may not have all these modules installed Library lt Automation Software 1 Implementation Strategy Summary of AfW Implementation 1 Install AfW 2 set up System Parameters System Parameters 3 Devise and set up Security for each module System Security Groups and Settings and add new operators System Security Operators 4 set up Resource Loan Categories and Borrower Loan Categories in Circulation Circulation File Resource Loan Category Borrower Loan Category 5 Catalogue resources in Management Management Cataloguing or download from appropriate CD ROM b
126. ry The library code at the end of your AfW barcodes If you have converted from another system leave this blank This field is automatically set Please leave it as it appears This button can be used to adjust the colour of your title bar Place your mailing or physical address in these fields Enter your phone and fax numbers in these fields As with each screen the edit abl button allows you to edit the information that is displayed During the editing process the Edit button turns into a Save button which must be clicked to complete the editing process To close the window click the X button in the top right hand corner of the window Library Tab Registration Library Parameters Alice Of x Heneral Registration Shutdowr Barade Apnanet Registration Code Name Modules The three Registration fields contain your license to use the AfW software Please do not adjust these unless directed to do so by Softlink support Guided Tour to AfW 18 Library Tab Shutdown BLibrary Parameters Alice ai sti lt i C OCCt C R ES Pajama Alice Library Parameters Alice sti isi SOCSC C CC d Genea Registration Shutdown Bar A phabe Archive Directory archive Number of archives in cycle B Changes before archive 20000 Shutdown time 220 This is the shutdown machine V Web inquiry URL Archive Directory The directory into
127. ry System Parameters to activate the automatic generation of keywords To quickly keyword a phrase on any of the tabs highlight the phrase right click and select Keyword from the pop up menu Parts Tab Dafa ee Bi e d al O Steven Caney s invention book by Steven Caney illustrations by Ginger Brown diagrams by Richard Merga Still more knock knocks limmericks and other silly sayings compiled by Laura Alden illustrated by Diana L t Stories for nine year olds and other young readers edited by Sara and Stephen Corrin illustrated by a b MARC Resource No 000823 The Parts tab page allows alternate titles to be catalogued for the main resource For example a book containing the works of Shakespeare might have numerous parts indicating those plays and poems included in the main work Multimedia Tab E a C 4 l Go Steven Caney s invention book by Steven Caney illustrations by Ginger Brown diagrams by Richard Merga Still more knock knocks limmericks and other silly sayings compiled by Laura Alden illustrated by Diana L t Stories for nine year olds and other young readers edited by Sara and Stephen Corrin illustrated by gt x 4 b Resource No Accession Catalogue Copies Keywords Parts Muitimedia Preview MARC Notes O manc Image Audo Slide Video e Description FO Path File name ee File format Baar lf you have purchased the AfW M
128. s Motes Ki Curriculum Areas K for gt Inquiry Conclusion The AfW Inquiry interface has proven over the years to be an easy interface for patrons of all ages and a powerful interface for patrons with high demands With its simple method and powerful tools Inquiry brings the library items into quick view for every patron To maintain consistency within AfW the search interface for librarians and patrons was designed to look the same With respect to security however trust fully that OPAC access from a patron workstation is fully secure follows the rules set forth in the system parameters and holds private any patron based information such as circulation statistics These are only available from a librarian workstation to an authorised user Using Inquiry 124
129. s limmerncks and other silly sayings compiled by Laura Alden illustrated by Diana L t Stones for nine year olds and other young readers 7 edited by Sara and Stephen Corin illustrated by Shirley Hit gt Resource No O03 Accession Catalogue Copies Keywords Parts Multimedia Preview MARC Nates MARC 4 collection of limerncks humorous sayings and knock knock jokes on subjects such as sence math and animals The MARC Notes tab page displays notes and tag numbers from the original MARC record for records that have been added to AfW through a MARC File import or through Rapid Retrospective To add library specific notes that are not necessarily MARC standard use the Catalogue tab page instead Cataloguing MARC Button 020 a051 601 she O82 b4L0 100 aAlden Laura 1955 100 falagnuson Diana The MARC button allows access to the MARC editor screen Whether loaded as a full MARC record or manually catalogued this editor provides full control over the MARC record and allows tag and subfield editing Cataloguing 60 Authority Files This section will discuss all 12 on line dynamic authority files that allow user friendly global changes and full See and See also cross referencing within AfW Unless specific authority editing global changes or manual cross referencing is desired the authority files do not need to be manually maintained The authorities are automatically updated with new information
130. search looking for a book written by George Orwell that has to do with communism one would do the following Begin by searching for Orwell and click the Include OR button When a term is tagged it s operator sign appears to its left I z inquiry Alice Search term ORWELL gi subject Oregon title Oregon by Allan Carpenter i keyword oregon subject Oregon Juvenile literature keyword original keyword originally keyword orleans keyword orleansa keyword omam keyword ornaments keyword author Orwell George keyword osman keyword ostracized keyword others keyword out double talk keyword outwit keyword oven author Overlie George keyword owning keyword oxford title The Oxford companion to French literature 7 Compiled and edited by Sir Paul Harvey and J author Oxford Scientific Films Using Inquiry 121 Once communism fiction appears click the AND button to refine the search Notice that AfW s tool tips will help you remember which Boolean button performs which operation Inquiry Alexandra keyword colorful keyword columbia keyword combinations keyword combine keyword comeback title The comeback kid the life and career of Bill Clinton keyword comedy keyword cometh keyword comets keyword comic keyword communicate x subject Communism Fiction keyword keyword keyword tithe Complete poems title The complete p
131. servation notices Used to notify a borrower that a resource on reserve for them is available to collect Membership Renewal notices For libraries with set membership periods Recall Notices To recall resources not yet overdue that are urgently needed by the library for another borrower etc To produce recall notices the resource must be identified in Inquiry and placed on the Clipboard first The date required is entered and the BLC of the relevant borrower is selected Recall Notices Reports Alice fone SSX a Due by 20 07 98 Borrower loan categories Staff English Teachers Ordinary Student na books Admin Statt Circulation 110 va Library Automation Software 6 Using Inquiry Introduction AfW provides a powerful yet easy to use search interface to locate items in your library collection The OPAC On line Public Access Catalogue interface is often referred to as OPAC Inquiry or Search Each of these refers to the same search engine interface within AfW Search Term Inquiry Alice AR Demonstration 1999 Only Welcome to the AP Demonstration Library Thiz i a user defined text area in which messages to library patrons can be placed such as library hours search suggestions announcements etc To open AfW s search interface in Staff mode double click the Inquiry option on the AfW menu On student workstations the AfW Inquiry interface
132. sh instead to simply add copies to the existing resource record e As this example focuses on adding a truly new resource to AfW we would click the New button e A window appears in which spelling and punctuation may be checked Click OK to proceed Add Resource Cataloguing Management Alice X Title a wrinkle in time 2 a Fi Cataloguing 76 e The following screen is a template for the new resource Alread displayed and the GMD defaults to Text Resource No iee World of science 1000001 wrinkle in time wyoming by Allan Carpenter 4 Accession atalaque opes CERES Parts Multimedia Previews AEE Heres Title 4 wrinkle in time A GMD Text x Statement of responsibility Author Names Edition p Additional edition Publisher E Publication a Country of oignf S al Cf ee Physical ae i ISBN ISSN Control No y in edit mode the title you entered is The Duplicate button is useful if you would like to catalogue encyclopaedias as separate catalogue entries rather than as copies of one entry Duplicate a record then edit the volume information for the duplicate e As completely or briefly as you desire complete the fields in this template As noted previously most fields simply accept typing Fields with the New and Delete buttons to their left dynamically access the authority files when the New button is clicked The Country of origin is selected using a drop down
133. source is catalogued as a part its main resource can be accessed by clicking the Open Folder button Parts can be alternate titles or multiple titles contained within one physical work The Help button accesses AfW s on line help documentation K The Grab button can be used to copy this resource and paste it in another AfW area When unsure what a button does place your mouse pointer over the button and wait for the AfW Tool Tip Cataloguing 54 Accession Tab The Accession tab contains bibliographic information about a resource The window below depicts the easy to use template format for creating a MARC record Cataloguing Management Alice Piel x To move from one tab to The agony and the ecstasy a novel of Michelangelo another make sure you have Resource Ma ESA alabama by Allan Carpenter clicked the Save button If the disk icon is visible click it Accession Catalogue Copies Keywords Parts Multimedia Preview MARC Notes to save and move on Statement of re Aut The agony and the ecstasy a novel of Michelangelo Alabama by Allan Carpenter Alaska by Allan Carpenter All the king s men With a new introd by the author El Although AfW_ has several authority files there is no need to manually maintain them As described in Search Fields and Fublisher QR am siam econ i Ea na a eE 2 H B Do New and Delete Buttons below Publication vear gief Cou
134. splays the closest match and the way in which it was found Although the search can be limited this means a patron is never required to specify his or her search scope to be only subjects or only authors AfW searches everything and eliminates this step Search Term Inquiry Alice Of x AfW uses standard Windows display settings If you would like to change AR Demonstration 1999 Only the colours of the AfW screens simply change your Windows display settings Welcome to the AP Demonstration Library This i a user defined text area in which messages to library patrons can be placed such as library hours search suggestions announcements etc The search interface is designed along the following patron assumptions 1 A patron generally is not familiar with exactly how a library operates 2 A patron often does not know specifically what he or she is searching for 3 A patron frequently makes spelling or typing mistakes Following these parameters the interface is designed to provide a user friendly environment in which patrons can search without being hindered by their age or knowledge of library material Enter a search term and press lt Enter gt or click the Start button to begin This will yield the initial results screen centred on the closest match to the word or phrase entered Inquiry Alice i x Search term DINOSAURS 4 keyword dida aj title Dido and Pa Joan Aiken
135. t Reservation Notices when a reserved item is ready to collect How many days will you hold items once Reservation Notices have been printed and dispatched Default expiry date for reservations How long in general will a reservation be live i e how long will you wait for a resource currently on loan to be returned before a reservation is automatically cancelled Please note that the expiry date may be set for each reservation if necessary Loan Limit Category names What type of loan privileges do your borrowers have e g 2 Fiction 2 Non fiction 1 Audio visual could include videos and CD ROMS 4 Books fiction and non fiction 1 Audio visual 1 Reference Different types of resources are allocated a Resource Loan Category in Circulation These Resource Loan Categories are in turn allocated a Loan Limit Category Booking Slot name For part day loan items how do you split your working school day sessions Lessons Periods Time 24hr clock Part day loan items may be booked for a particular date and they can be lent out for a particular period of time during the day Charge fines for open days only If you wish fines to be accrued only during days the library IS Open Print Heading to appear at header of overdue notices under the name of the library Messages for External overdues overdues to Family parents of school students Recall notices for items required urgently by the library including overdue items Implementa
136. t Works 4 5 a Kyi Suspend HS MS DOS Prompt E E The Microsoft Network R ShutDown E3 Windows Address Book JQP E 1256 To save you time in opening AfW you can set up an AfW Icon on your desktop See Page 1 in the Introduction for instructions on how to set up an AfW icon Log into AfW GEE EES Open a library ae C T Password Enty AV SITET ES Pi Ci at r 1 User ID Fassword To open a library and commence using AfW you must Log in first User ID usually your initials Password Use the lt Tab gt key to move between fields or by using the mouse Machine name must be entered the first time AfW is run on any machine Guided Tour to AfW 11 Log out of AfW i Master Al fel Fa Click the X in the top right hand corner of the window HACHA 2 This is the standard Windows 95 98 method for closing a window Note All other AfW applications must be closed before you can Log out Favourites To exit immediately without performing a Shutdown click x The Shutdown process is explained in Part 3 of this manual BEHEAR Favourites Alice ee C2 Wating until 22 00 The complete Logout Shutdown process is explained in Part 3 pages 48 52 Guided Tour to AfW 12 Help Help is available in all AfW modules in several ways e Pressing the lt F1 gt function key located at the top left of most keyboards for context sensitive help e Selec
137. t know the barcode of the resource to be booked you may use the Grab button in Inquiry to copy the resource and then use the Put button to paste the resource into the Booking tab page This process uses AfW s multitasking capabilities and demonstrates its fully integrated design Circulation 90 Reservations Circulate Circulation Alice Student Barcode GI M Housebound Name Fi EEA BEE Loan Booking Reserve Barcode Expires Available 26 10 1999 N Fine Return Dispatch Title Russian folk tales Afanas ev 4 N Bilibin Ivan l kov The Reserve tab page allows borrowers to request resources that are currently on loan Borrower requests are held in a queue sequenced in the order in which the requests were made When a resource is returned for which there is a Reservation AfW will alert the librarian and permit a Reserve Notice to be printed and sent to the borrower When the borrower next uses the library a message will alert the librarian that a requested resource is now available As with bookings the New or Grab buttons may be used to add a reservation Fines Circulate Circulation Alice Enterbacode jals Xe ag Barcode Iti in Location EFESIN ya ee M Housebound Category EET GE When adding editing or receiving payment on a fine you Name FEE ape BEE do not need to type the decimal point Loan Booking Reserve Fine Return Dispatch
138. t of Text _ Resource Mo 100000 m Accession Eatalogue Eopies Cel Parts Multimedia Fever EAE MEE Title Flambards Hl GME Text r Statement of responsibility Sound Recording Technical Drawing Author Names Ta oi ms Transparency Video recording Edition World Wide Web 3 Additional edition Publisher E Publication year Country of origin Series olejki gt Physical description ISBN ISSN Control No This will result in a non text GMD appearing next to the title of a resource in square brackets both in Cataloguing and Inquiry Cataloguing 81 p T T garnens lable e slop Ee Fish Face Patricia Reilly Giff illustrated by Blanche Sims Florida Oo YO E E E ee eee t ot Fa sr ee rrr mat i Woe ahaa a Wwe asa CCN ayaa ODODE ANSE ASICC NT If you are cataloguing World Wide Web sites or computer files you will also need to insert the drive letter and file name for a computer file or the URL of the Web site you are cataloguing in the Physical description field A i oo a oo Silent invaders by Harriette 5 Abels illustrated by Rodney and Barbara Furan edited by Howard Schroeder South Carolina by Allan Carpenter gt OO ORS Oe a eee All other details for all other tab pages may be completed as in a book item A barcode must be added if the item is to be seen as available in Inquiry When cataloguing a Web site o
139. t or less restricted borrowing rules If you are managing a special library you may wish to create a different BLC for each department in the organisation These choices are fully user definable The resources in the library may all fit into one General loaning policy RLC or perhaps it would be preferable to create separate RLC s for Fiction Non Fiction Audio Visual Reference Equipment Non circulating and Overnight Loan resources Again these decisions are user definable Each resource copy should be given a RLC in Management Cataloguing Copies tab page Having created BLCs and RLCs it is now possible to define the length of time one type of borrower may have one type of resource For example you may wish to allow Faculty staff to have Reference materials overnight but restrict Students from loaning them out at all Likewise in a school library if you separate the scholastic years into different BLCs you may wish to let older students loan out certain resource types for longer periods of time than younger students As an alternate example in a medical library you may wish to let doctors and nurses loan out resources for a longer period of time than interns or lab technicians Each borrower must be given a BLC Circulation File Borrower Borrower tab page or this can be globally defined for a group of borrowers in Circulation Global Change Loan Category lf you charge fines for overdue resources you may set up one general fine sched
140. tached to an entry Cataloguing 64 The following entries are of significant importance and can be used to aid library patrons Auto see refs The Auto see refs check box indicates whether or not see references were automatically generated for this subject In System Parameters Management AfW allows the user to specify whether or not see references should be generated and if so whether it should be by term or by word by term A term in a subject is a group of words separated by a hyphen or the word and For example with this feature turned on the subject United States Civil War Aerial operations can be searched for by any of the three terms by word Expanding on the by term example above subjects could be searched for by any word obtained within the subject For example the above subject could be found by searching for States War or operations as well See The see field allows See references to be added A See reference links a non preferred term to a preferred term Simply edit the entry type all or part of the preferred term into the field click the Search button and click OK when the preferred term is highlighted fal oe A CAPE MALAYS CAREERS Cars g Catholic high schools Fiction Catholic schools Fiction jid Code cart 01 Name Cars Source ft Notes Refs Auto see refs 7 See Motor vehicles E KE Akt RE AE NS See Also
141. tes where in the library items are located From within Inquiry this is accessed from the Bibliographic Details Screen by clicking on the map button Button Definitions Map Name Name the selected map i e 1 floor AV Room etc Clear Map Clear all of the co ordinates entered into the Map List Delete Delete the selected co ordinate from the Map List Close Close the map parameters component Setting up maps in AfW is a three step process 1 Draw a map of your library in any drawing program that will save images in bitmap format 2 In AfW set up the map co ordinates to match shelf locations of your resources 3 On each workstation set the You are here co ordinate Step 1 The image itself is easily created using a drawing tool such as Paint which comes with the Windows 95 and Windows NT operating systems Up to nine different maps may be created Each graphic has the attributes indicated in the Attributes window below which is listed in the Image Menu in Windows 95 Paint The width and height indicated as 520 x 400 in pixels This should be set before drawing your map Attributes Width 520 Height foo l p Units Cancel Inches Cm t Pels i ji 7 Default Colors iene Black and white Colors Guided Tour to AfW 29 Simply draw a floor plan of the library and save the file as MAP1 BMP in AfW s parent folder which is generally named OASIS off the root directory The naming convent
142. the OK button to complete the disposal process Set Barcode This function facilitates the fast replacement of temporary barcodes that have been assigned during data loading with real barcode numbers subsequently attached to resource copies i Set Barcode Data loading System Alice Prefix of temporary barcodes to replace Z_ ISBN New barcode J 8 ISBN Barcode New barcode Message R102450765 Barcode changed Temporary barcodes are assigned a prefix letter different from those used by actual barcodes Enter the prefix then scan in the ISBN barcode on the back of your resource or type in the ISBN Click the OK button Next scan in the resource barcode and again click the OK button The temporary barcode will now be changed Cataloguing 73 AfW provides a variety of reports for the Management module Resource Duplicate Barcode See See Also From Accession Register Blank Year Cataloguing Reports ES Management 1 Cataloguing This report will allow you to check data entry for new a resources added and allow added quality control for itis dii WES Reports cataloguers It prints all details of resources for a variety of specified ranges and restrictions This report allows the checking of duplicate barcodes for resources and borrowers Duplicate Barcodes Reports Alice Ur Lemporam loans fee earn This report will print subject headings with See See Also and See Also From 2
143. the keyboard or a barcode reader The Borrower type may be selected from a look up Different Borrower types will store different information unique to that Borrower type Borrower Type Student Borrower ddes Dinette Image Special Eorntratt Barcoce Lt iii ange Loan category Grade 9 Borrower type Student Ehamge Housebound Sumame Arderson Membership 3 tart Given name Darla Master E au Comment Sen M F Female r Student code 570 34 0344 Date of birth f 2 05 1987 Scholastic year 3 Other 5 Roll clase S TUD HAL h essage Fiction 5 Borrower Type Staff Borrower Addiess Limits Image Special Eonttact Barcode gie Ekhange Loan category Staff Borrower type Ehange Housebound f Sumame Zeigler Membership i Start 087077 397 Given name ett Expiry Master By a Comment Fiction s 5er MF Male Department STAFF AM1 Other E Message Borrower Type External Borrower Address Limita Image Special Eontract Bhange Loan category JExtemal Borrower type Eternal zj Ehange Housebound Sumame Dunne Membership A Start Given name Robert Expiry Mast TE i E Loan Limits Comment Fiction 5 Sex MF Male r Other z Message Circulation 95 Borrower Type Institution Borrower Address limits Image Special Eontmract Bhange Loan category Institution nf Borrower
144. ting Help from the title bar Master fu Master AlL ES r fu Master AlL ES HARAR You may search the Help module files as you would with any other Windows 95 software e Clicking the Help button for context sensitive assistance Search Term Inquiry Alice Ah Demonstration 1999 Only Welcome to the APA Demonstration Library This i a user defined text area in which messages to library patrons can be placed such as library hours search suggestions announcements etc lf for some reason a Help file is not available when you attempt any of the above methods please contact Softlink support Guided Tour to AfW 13 Opening a Function There are two folders which allow access to library system functions The first folder Favourites will initially be empty This can be used to add the functions you use frequently The second folder Alice provides access to all functions The Alice folder contains three icon types a subfolder a set of reports The coloured dots for the system functions have the following meanings Red You have no access to this function Yellow This function is already open and in use Green You may open this function with a double click of the mouse Blue A function is temporarily disabled A folder can be opened with a single click a system function is opened by a double mouse click To adda system function to the Favourites folder right
145. tion Accessioned The Status lookup comes with the AfW software and indicates possible status descriptions for resources in the collection For example a catalogued book may have a Catalogued status whereas a resource that did not appear during a Stocktake would be marked as Missing You may add more status authorities if you wish However do not delete the pre set status authorities as they are used extensively by the Stocktake component locally defined 49 Man Site AL Second Site Code 50 Description Second Site This is for use with the Union Catalogue Direct module only This lookup file maintains the codes and descriptions for each site in the union catalogue Cataloguing 71 EEeGEC Utilities Favourites ein This section will discuss all three Management utilities The utilities allow for the Ea Management monitoring of OPAC usage the fast disposal of weeded resources and the changing of ow ee temporary barcodes assigned during data loading Ee Authority Files fg Lookup Files fg Utilities iD Failed Searches i Dispose by barcode i Set Barcodes ig Reports Dm Authority Lists ig Catalogues g Forme Ba Circulation Ea Acquisitions iB Periodicals Failed Searches Failed Searches Management Alice ACAOBATS AMINAL BEDDING CATAPILL This window displays a list of the search terms entered into AfW Inquiry which failed to give an exact match From this window you can
146. tion Strategy 8 Special e Do you need to enter any other information about your borrowers not contained in the main Borrower detail fields Membership e f you have a membership scheme how many days do you need for an expiry warning in the main Circulation screen e How long will membership be renewed e Will you send out Membership expiry renewal notices How to Devise Loan Categories These categories are used to group borrowers and resources into categories Each category can then be authorised to borrow a particular combination of resources for varying lengths of time The following steps relating to Resource Loan Categories must be completed before cataloguing and circulation can commence The following steps relating to Borrower Loan Categories must be completed before circulation can commence Resource Loan Categories Must be established in the option group Circulation File Resource Loan Category Each category is represented by a single character and a corresponding description selected to represent a loaning policy for a group of resources in the collection Each resource must be assigned a Resource Loan Category as it is added to the database in Management Cataloguing Resources Borrower Loan Categories These must be established in the option group Circulation File Borrower Loan Category Each category is represented by a single character and a corresponding description selected to represent different groups of borrow
147. type Institution zj Ekange Housebound F Membership Name Softlink Europe Stan Expiry M aster BU Fiction 20 Loan Limits Comment d ther 20 Message Once the barcode and Borrower type have been entered details about the borrower may be edited You should enter a barcode number Surname Given name choose a Loan category BLC and enter into the Loan Limits area how many resources this person is allowed to have at once The Loan Limits area can be defined globally for a group of borrowers so that your job is made easier when entering large numbers of students or making changes to borrower data files loaded into AfW This can be done globally in Circulation Global Change Limits mm Es Dla ee l ol A Anderson Darla STUD HALL 1002 Arias Mark MATH P3 1003 Arold Camille Elis MA JONES 1025 Bazzell Becky MIR JONES Berol Joseph Todd MATH F3 Borrower Address me Image E Contract The membership start and expiry date is not eE are a e rade 4 eer ty and can be SEL F OUSe00UN A fo Orrower type uden El Change left blank for indefinite Sumame Anderson Membership b hi l Start 08 07 1997 membersnip Given name Darla Expiry Maste CS Commet Fiction 5 Sex MF Female Student code 570340344 0 Date of birth 12 05 1987 Scholastic year Roll class STUDY HAL Loan Limits Other 5 Message e Barcode This field displays the
148. u and right mouse click on any functions that you want fa Periodicals this security group to be able to access You will see a special pull down menu Ba Stocktake B Reports 7 Master Alice Hadda Favourites Alice Bm E fa Data loading Ba Security oc Groups Lil Settings i Operators Lg Reports ba fg Support oe Open Add To Favourites View Edit Add Delete Select Group Securit Ea i What s This BE RS View allows you to view or read records Print allows you to print reports Edit allows you to edit existing records Add Allows you to add complete new records Delete allows you to delete complete records Guided Tour to AfW 31 Click on the options required for the group The option chosen will be ticked Repeat this process for all menu functions that you want this security group to access Repeat this process for each security group When complete close the Settings window Operators Operators System Utilities Alice Password Change Initials ma Mame guthii Security Groups Be i Defaut language Engish australian Adding Operators Click a Alice System Operator Add x u Initials Fj Enter the initials of your new operator then click ad Oper Pazevord Change Initials Mame gazie Security Groups Defaut language Engish Australian zj Enter the details of the operator including the Security group a
149. ule such as 10 per day or you may be as detailed as creating a fine schedule for each BLC RLC Fines may be charged for overdues on a per day flat fee or grace period basis Define these within Circulation File Fine Schedule Circulation 84 Loans Overview When selecting Circulation Loans this is the window that appears The cursor is automatically positioned in the Enter barcode field and awaits a barcode or command 1 15 x Io 2 eee Barcode Location M Aousebournd Category Name a j A A You may manually adjust the calculated due date by clicking on the Date due button Do this for exceptions to your library rules Llon Booking Reserve Fine Return Barcode Date due Call No Title 4 Remaining Fiction o Enterta I IX eln The tool bar to the right of the Enter Barcode field consists of several buttons which are explained below e Find Searches for all barcodes and commands that are scanned or typed into the Enter Barcode field e Name Borrowers may be selected by name by using this button e Override Override a warning message and allow privilege e Finish Cancel current transaction e Borrower Displays current loans and loan history for selected borrower e Item Used to lend an uncatalogued resource e Help Access to AfW help NOTE You may scan any of the commands listed above that are on your Circulation Control Ca
150. ultimedia module the Multimedia tab has four sub tabs that allow images audio clips slide shows and videos to be attached to bibliographic records These multimedia files are made available to patrons searching the catalogue in Inquiry Each tab page looks the same and provides the following fields e Description Text description of the attached file e Path Drive letter and path of the stored file eg C OASIS IMAGE e File name The file name including the three letter extension e File format Use the drop down menu to select the appropriate file format Cataloguing 58 Preview Tab mee Tre Besoj Ee Bn 200 illustrated science experiments for children s Robert J Brown The agony and the ecstasy a novel of Michelangelo Alabama by Allan Carpenter Resource Mo OO0830 Accession Catalogue Copies Keywords Farts Multimedia Preview MARC Notes Requested by Date requested D ate received Invoiced Source Date returned Previewer 1 Recommendation Previewer 2 Recommendation Comment The Preview tab page works in association with the Acquisitions component of AfW in which resources obtained on approval can be sent out for previewing Comments and recommendations can be entered to assist the librarian in purchasing decisions MARC Notes Tab Steven Caney s invention book by Steven Caney illustrations by Ginger Brown diagrame by Richard Merga a Still more knock knock
151. urce then loan it to the new borrower Anderson Darla Resource marked as Missing The Status of this resource is Missing with a Missing Disposed on 01 01 98 date of 01 01 98 The loan will be permitted l This resource is reserved by another borrower Do not permit the hu 12 aaa asad loan or Override to allow the loan No Books on Witchcraft This is the borrowers alert message as entered in Circulation File Borrower Clear this message by clicking the red X Borrower message will now button or keep the message by clicking the green y button be cleared Overrides are only permitted for operators with the appropriate security settings Circulation 93 File Folder Overview There are two general ways to input all your borrowers into AfW The easiest way is simply to export the borrowers from your administration software and import the file into AfW The second way of entering borrowers is to do it manually Manual entry or editing is accomplished in the Circulation File Borrower option The other options within the Circulation File folder define the rules associated with the circulation of the library resources Examples of Circulation File options include BLC s or borrower policies RLC s or loaning policies fine schedules and the calendar Borrower Editing and Maintenance To open the Borrower option select Circulation File Borrower from the AfW menu Borrower Tab page Borrower Details Circulation
152. xtbooks This field is only available if you own the AfW Book Hire module e Each resource copy should have a Loan Category Set up within Circulation File Resource Loan Category this category is used to group resources of like circulation policies This is further discussed within the Circulation section of this User Manual Cataloguing e The Status of a resource indicates its current standing within the library For example a resource may be noted as Accessioned Catalogued Missing etc AfW comes with some standard Status entries but permits the addition of those that suit local needs Status entries are maintained within Management Lookup Files Status e The Accessioned field indicates the date the resource was added to the collection e The Missing Disposed field indicates the date the resource was determined to be missing or deliberately disposed If during a Stocktake a resource is not accounted for its status will be changed to missing and the date will be noted in the Missing Disposed field automatically e The Comment field is a short text field in which to make notes about this copy of the resource e The Supplier field accesses the Supplier authority file First set up the suppliers inside Management Authority Files Supplier When cataloguing simply type part of the supplier s name and click the Search button to the right of the supplier field Highlight the correct supplier and click the OK button e Cost indicates the

Download Pdf Manuals

Related Search

Related Contents

取扱説明書&パーツカタ ログ  Targus DEFCON™ VPKL  Tecumseh Service Manual 4 Cycle 3-11hp pp29  User`s Manual of ET  MODE D`EMPLOI - Ricon Corporation  Specialized Roubaix User's Manual  Trekstor i.Beat organix 2.0 silver  Programming Manual  9 NEWSLETTER JANVIER 2015 - Over-blog  

Copyright © All rights reserved. Failed to retrieve file