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Follett VERSION 6.00, User Manual

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Chapter 21  Cataloging basics

251

To access title information,

click the TitlePeek button.

The available information

appears in your browser.

Adding, saving, copying, and editing MARC records

If the record you want doesn't exist in your database, you can create a new record

from scratch, or copy or import it from another source. If you find the record on

Alliance Plus Online, on an Alliance Plus CD, or at your union catalog, you can

copy it into your collection and add your local copy information. If you find a

close but not exact match (an earlier edition, for example), you can copy and

modify it to meet your needs. From either the selection list or the MARC View

window, you can add a new record or duplicate (copy) the selected record:

To copy a bibliographic record from Alliance Plus Online, an Alliance Plus

CD, or your union catalog database, into your local database: In the MARC

Summary of Contents for VERSION 6.00

Page 1: ...version 6 00 User s Guide User s Guide version 6 00 Portions Copyright 1984 2000 Faircom Corporation All Rights Reserved...

Page 2: ...ission This software application and the information contained in this manual are subject to change without notice Circulation Plus Catalog Plus WebCollection Plus Union Catalog Plus Alliance Plus Fin...

Page 3: ...a central server located within and under the control of your site for the purpose of managing your site s library collection If you have acquired a district license to use the Product you may instal...

Page 4: ...ides access to password protected content you agree to password protect such access at your library s server level to ensure that only your patrons can use the Product and to protect against the unaut...

Page 5: ...ISING OUT OF THE USE OF THE PRODUCT SOFTWARE OR SOURCE CODE EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGE IN NO EVENT WILL FOLLETT SOFTWARE COMPANY OR ITS LICENSORS BE LIABLE TO YOU IN ANY AMOUNT...

Page 6: ...llett s goods or services Please be aware and inform your patrons that copyright trademark and other intellectual property rights may protect content on third party Web sites and databases accessed th...

Page 7: ...e Product and documentation shall be limited to the facility for which it is acquired and d if use of the Product is discontinued at the installation specified in the purchase delivery order and the G...

Page 8: ...8 04 04 Notes...

Page 9: ...s 31 About the setup chapters 31 What you ll need 32 Getting around in System Setup 33 Chapter 2 Setting up your site 35 Identifying your library 35 Obtaining a MARC Organization Code 36 Identifying y...

Page 10: ...ories 54 Defining the tag range for your brief MARC records 54 Setting up miscellaneous Cataloging options 55 After preparing for cataloging 59 Chapter 4 Setting up Acquisitions 61 Adding vendors 61 C...

Page 11: ...evels 93 Filtering rules 94 How are the best records created 95 Setting up your union 95 Entering union catalog site information 96 Entering union cataloging information 98 Setting up your members 101...

Page 12: ...ng non circulating copies 141 Showing due dates 142 Special due dates for checkouts and renewals 143 Troubleshooting 144 Chapter 9 Renewing items 147 Renewing all or some of a patron s checkouts 147 H...

Page 13: ...ption report 171 Troubleshooting 174 Chapter 13 Circulating items with a PHD 175 Why use a PHD to circulate your collection 175 Before recording transactions with a PHD 176 Recording transactions with...

Page 14: ...ing patrons with a PHD 196 Interpreting the exception report 198 Chapter 17 Importing patron information 199 About importing patron records 199 Formatting information for the librarian s technical per...

Page 15: ...inventory 232 Deleting Missing items 232 Cataloging 233 Chapter 21 Cataloging basics 233 Cataloging 101 233 Using MARC bibliographic and authority record formats 233 Permanent or temporary 234 Starti...

Page 16: ...rd 266 Bibliographic fixed length tags 268 Variable length tags 273 What s next 277 Working with authority records 278 Creating cross references 278 Getting started 278 Adding new authority records 27...

Page 17: ...DX enabled union catalogs and members 333 Deleting tags globally 334 Deleting titles without copies globally 335 Using a scanner to delete copies 337 Using your PHD for mass updates 338 Updating cate...

Page 18: ...nformation 377 Updating address information 378 Printing your order form 379 Alliance Plus 381 Chapter 30 Alliance Plus basics 381 About Alliance Plus 381 Starting Alliance Plus 381 Choosing Alliance...

Page 19: ...ual OPAC Setup tab 415 Choosing display options 415 Selecting Bookbag options 416 Saving your settings 416 Importing the default buttons 416 Default button sets 416 What s next 418 Adding and editing...

Page 20: ...y s status from WebCollection Plus for Union 445 Enabling Patron Empowerment 445 Setting up Visual WebCollection Plus 447 Providing more information access for your patrons 448 Accessing TitlePeek 448...

Page 21: ...7 Tracing your steps 479 Using the Type In Search 480 Using the search results 481 Viewing the record 482 Using the Bookbag 484 Clearing the search station 484 Reports 485 Chapter 36 Reports basics 48...

Page 22: ...ng a Titles Without Standard Numbers Report 534 Generating a Used or Unused Copy Barcodes Report 535 Chapter 38 Circulation reports 537 Circulation reports overview 537 Generating a Category Statistic...

Page 23: ...Chapter 41 Database maintenance utilities 591 About Utilities 591 When should I run a utility 591 What if a utility is interrupted 592 Backing up your library database 592 Starting Utilities 592 About...

Page 24: ...tags 627 Tags in the Easy Editor 632 Reading and interest levels and the 521 tag 634 Reading programs and the 526 tag 635 Searchable tags 637 Tags displayed in online public access catalogs 638 Autho...

Page 25: ...enewing items 662 Checking in items 663 Collecting inventory copy or patron data 663 Erasing data from a PHD 664 Troubleshooting 664 Rebooting your Telxon PHD 667 Maintenance information 668 Storing y...

Page 26: ...r Tender 693 Setting up The Bar Tender 693 Specifying the label stock layout 693 Editing the barcode label contents 693 Printing sequential barcode labels 695 Saving sequential barcode setup 695 Print...

Page 27: ...he member sites Follett Data Exchange Server instantly updates the union and the member databases with cataloging changes made at any of the sites These changes are shared or not according to the part...

Page 28: ...a basic understanding of your operating system If you need help with OS specific tasks such as changing your screen resolution associating a program with a particular file type assigning sounds to eve...

Page 29: ...the menus displayed in the current module product information and counts for the current number of patrons titles and copies in the system About our customized training Follett Software Company offers...

Page 30: ...sc follett com Support Web page http www fsc follett com support Important If your support agreement has expired and you need service call Customer Service at 800 323 3397 What s follett talk As a Fol...

Page 31: ...e chapters Chapter 2 Setting up your site Chapter 2 Setting up your site Chapter 3 Preparing to catalog your collection Chapter 3 Preparing to catalog your collection Chapter 4 Setting up Acquisitions...

Page 32: ...nning to set up your software A list of the call number prefixes you use in your library if any A list of circulation descriptions based on the types of books you have in your collection For example 2...

Page 33: ...word MAKEITSO or your own previously defined one and click OK The Site tabs appear with the Identification tab open Menu bar To open a group of setup tabs To customize your MARC bibliographic and auth...

Page 34: ...can see product information for the application the current number of patrons titles and copies in the system and run the System Circulation Statistics and System Information Reports see Chapter 39 S...

Page 35: ...ITSO Type the password and choose OK The Site tabs appear with the Identification tab open Your site s name appears on reports and notices The person to whom library mailings are directed Your site s...

Page 36: ...ry of Congress directly fax or email requests are preferred and can speed up processing Library of Congress Network Development and MARC Standards Office 101 Independence Ave SE Washington DC 20540 44...

Page 37: ...tics page 548 Patron Statistics page 577 and System Circulation Statistics page 582 reports Setting up your barcode symbologies Before you can start scanning barcodes for library items or patrons or b...

Page 38: ...the symbology you choose Follett Classic symbologies assume a P for patron barcodes and a T for library materials Can symbologies be mixed Circulation Plus Catalog Plus allow you to use the same symb...

Page 39: ...your symbology Choose Yes If you use Follett Classic and a non Follett Classic symbology you only need to specify the non Follett Classic symbology Circulation Plus Catalog Plus always recognize and...

Page 40: ...irculation Desk This ensures that only those users who know the passwords can access the applications The Cataloging and Patron Maintenance tabs in System Setup are protected using the password for th...

Page 41: ...ten alphanumeric characters See the following table for a list of the default passwords In the Verification column text boxes type the same password again and then choose Save Module Password Alliance...

Page 42: ...replaced the PHD s memory or batteries 1 Make certain your PHD is connected to your computer To protect your equipment turn off the PHD and computer before connecting or disconnecting your PHD 2 From...

Page 43: ...ulation Plus applications Maintaining events for Catalog Plus Entering event notes for specific days throughout the year is like keeping an event log or notebook of upcoming activities for the library...

Page 44: ...the morning type 09 30 a Type a brief description of the event Adding a note for each event is optional If you want to add or edit a note for a scheduled activity put the cursor in the Event Note text...

Page 45: ...he she is allowed to keep the book is based on the patron type age or classification of the patron and the circulation type type of book For example libraries may only allow students to check out new...

Page 46: ...es and newspapers You can only assign the Temporary circulation type when you add a title during a checkout Temporary titles are automatically deleted when the item is checked in See also For more inf...

Page 47: ...s tab To edit a circulation type select one from the list and then choose Edit The desired dialog appears Note Once a circulation type is saved you cannot edit its code 2 Type a code and description t...

Page 48: ...number prefixes are BIO Biography E or EZ Easy Reading REF Reference and FIC Fiction Circulation Plus Catalog Plus use call numbers to collect circulation statistics and sort copy lists during searche...

Page 49: ...g prefixes If it finds a prefix consisting exclusively of the first or first and second characters of the deleted prefix it moves the circulation statistics to that prefix Otherwise System Setup moves...

Page 50: ...new prefix and moves any circulation statistics associated with those copies to the new prefix Important In the interest of accurate statistics and reporting you may want to define all the non Dewey...

Page 51: ...order defined in the Custom sorting group box represents the order used to organize copy lists by call number in searches and reports 2 If you want to use a customized call number sort order the Enab...

Page 52: ...e books they need The following is a list of additional reports other than the Titles by Category Report that you can generate according to category or limit by category Bibliography Inventory List by...

Page 53: ...lete or edit the Temporary category How to add or edit categories 1 To add a new category choose New in the Categories tab To edit a category select one from the list and then choose Edit The desired...

Page 54: ...ag range for your brief MARC records System Setup allows you to set starting and ending tag numbers to determine if a record is brief or full A brief record contains no information in the tags within...

Page 55: ...fining your brief record tag range may take a long time Choose Yes The Brief Record Definition progress dialog appears 4 When System Setup finishes processing choose Close in the progress dialog Setti...

Page 56: ...option see the following table To cancel changes before saving Option Description Create Cross References Lets you build cross references as you save or import authority records If you don t choose th...

Page 57: ...5 Note In the MARC View window before the actual deletion occurs a confirmation message appears This prevents unintentional deletions while you are cataloging For Union Catalog Plus Selecting this fea...

Page 58: ...itlePeek even though you have a subscription to one or both services you may need to enter your proxy configuration here This information redirects the Alliance Plus Online or TitlePeek requests from...

Page 59: ...ataloging After completing the tasks in this chapter you are ready to start creating see page 263 or importing see page 289 MARC records Note If you are importing MARC authority as well as bibliograph...

Page 60: ...04 04 60 System Setup Notes...

Page 61: ...st of vendors and funding sources in Acquisitions allows you to create new orders accurately track existing orders and maintain all pertinent acquisitions information in one place Once set up Acquisit...

Page 62: ...e Inactive 5 Account Number is a previously established account number that you have with a specific vendor This is not your Follett Customer Number 6 Clicking Address opens a new window where you ent...

Page 63: ...king on the Notes tab on your Vendor window opens a free form text entry box where you can type in any notes you want to store about that vendor Purchases tab Clicking on the Purchases tab displays mo...

Page 64: ...updates the figures in the previously mentioned fields to display any changes These new recalculated figures are read only and are not saved by the system Adding funding sources Clicking the Funding S...

Page 65: ...add edit amount fields are defined as follows Allocated The total amount allocated to this source may be set to zero Committed The total of the orders for this funding source with a status of Open Is...

Page 66: ...here you enter any ship to bill to information you want to use for ordering This information includes the information a vendor would need to contact your school or library By default contact person na...

Page 67: ...Note We recommend that you click Save at each stage of a Defaults add If you decide to cancel an update at any point none of the changes are saved Once you have established vendor and funding informa...

Page 68: ...04 04 68 System Setup Notes...

Page 69: ...y determined by who is trying to check out the item Circulation Plus lets you create as many groups of patrons as you need to describe the various types of patrons who use your library These groups ar...

Page 70: ...n type From this window you can add edit or delete a patron type You cannot delete the Student S or Faculty F patron types or the patron type that has been defined as the default on the Patron Default...

Page 71: ...oose Edit The desired dialog appears This text appears at the top of all notices before the patron name If this text box is empty only the patron name appears at the top of the notice According to thi...

Page 72: ...ation 1 appears in the patron information box of the Circulation Desk windows Select the check box to give your patrons access to the login features in OPAC Choose the password they must enter along w...

Page 73: ...etermines what information is required in order to save a patron record and could impact the way you retrieve patrons in Circulation Desk It also determines one of the fields that the patron must ente...

Page 74: ...these steps 1 In the Patron Empowerment box choose whether to allow your patrons to log on to the OPAC or to WebCollection Plus or both 2 Choose the Password field To log on the patron must enter the...

Page 75: ...ars on the Title Information page Clicking a button brings up the New Hold Reserve dialog Please note that patrons can place actual holds and reserves not requests for holds and reserves For more info...

Page 76: ...ype a block condition occurs during the next transaction Circulation Desk alerts you with a message You must address the block condition or override it with the Circulation Desk Override password befo...

Page 77: ...ue items for this patron type To use a specific date for check outs of items belonging to a circulation type enter that date here Then set the loan period of that circulation type to Fixed in the Edit...

Page 78: ...exceed the amount you type in the Fine Limit text box 2 When you finish establishing the loan period limits for this circulation type for the selected patron type choose Save The Policies tab appears...

Page 79: ...tion report see Interpreting the Daily Holds Processing exception report on page 171 Please note You can revive expired holds you cannot revive deleted holds You can edit the expiration date of a hold...

Page 80: ...utomatic deletion of expired holds and reserves The number of days the expired holds and reserves remain in the queue before being deleted The number of days a hold remains pending before expiring To...

Page 81: ...ver a partially paid fine overdue damaged lost or used defined is deleted in Circulation Desk To increment overdue fines even if the library is closed To use the Fine Limit specified in the Edit Loan...

Page 82: ...it is the most money a patron can be charged for a single copy If this is selected and you choose to show the copy price on Notices then the fine limit also appears on Notices if no copy price is spec...

Page 83: ...ue Please return them as soon as possible Standard Ready Hold Notice The items you requested are now available in the library Please bring this notice to the library as soon as possible You cannot del...

Page 84: ...ters at the top of a notice 2 After you type in the new wording and name the template choose Save 3 From the list under Template highlight the name of the template that you want to assign as the defau...

Page 85: ...stem Setup Circulation Desk uses this calendar to determine due dates calculate overdues and monitor grace periods Important Any changes you make to your calendar take effect when you reopen Circulati...

Page 86: ...ndar for the current year and then change the default annual calendar these changes won t take effect until you create a calendar for the next year 2 Select the weekday check boxes for the days you wa...

Page 87: ...example if you open the first Saturday of every month and then accidentally click the Saturday weekday button all the Saturdays for the entire year are closed You must now reopen those first Saturday...

Page 88: ...tion Desk If necessary you can also adjust your system date from the Misc tab Important The sounds today s date and inactivity timeout options are specific to the current workstation You must set up t...

Page 89: ...st a sound click Play To clear all the Circulation Desk fields automatically after a period of inactivity select this option To include patron information when extracting data check this box For more...

Page 90: ...and click OK on the message that appears The next time you start System Setup the new sounds will be available from the popup buttons see page 88 See also For more information about the Sound Properti...

Page 91: ...ett Software Company help you set up the Follett Data Exchange Server Where do we begin To help you build your union catalog we have included the following checklist to guide you through the process S...

Page 92: ...els and filtering rules the union catalog can control how and what data is exchanged with its member sites Once these rules are set the Follett Data Exchange Server updates district and member data au...

Page 93: ...ct were sharing electronic hyperlinks 856 tags or curriculum objectives these tags would not be transferred to the members Level 3 In this scenario the member sends no data to the union catalog but th...

Page 94: ...atalog if any members participate at these levels If say an 856 tag changed on a record already in the union catalog database and a Level 7 member removed that tag and sent the new record to the union...

Page 95: ...the existing record or merging the two records would produce the best results This helps ensure that the best record is in the database Bounce back rules help the better union catalog record go back...

Page 96: ...ee page 36 for instructions Your union catalog s name The person to whom all union catalog mailings are directed Your union catalog s federal or state tax exemption number The number assigned to you w...

Page 97: ...hanges before saving After selecting your address format click Save 3 For security purposes Union Catalog Plus lets you change the passwords you use to access the applications To change the applicatio...

Page 98: ...nstructions on page 44 Events entered at the union catalog cannot be deleted automatically The events you enter here are not shared exchanged with members After making your changes click Save Entering...

Page 99: ...our MARC bibliographic records and then choose Save 2 To define the call number prefixes for the union catalog select Call Num Prefixes Currently defined call number prefixes Deletes the selected call...

Page 100: ...information in the specified tag range For more information see page 54 After making any desired modifications click Save 4 A number of settings are controlled from the Misc tab For information about...

Page 101: ...group should have a meaningful description For example a group name like Elementary school libraries would be more meaningful to a patron than Bob s library group After assigning or removing the appro...

Page 102: ...he following section Defining your non DX members Instructions for setting up your DX members begin on page 106 Important For information about deleting members see page 112 Defining your non DX membe...

Page 103: ...ification tab open Only the tabs you need are enabled These three fields are required If the member needs to obtain a MARC Organization Code see page 36 for instructions Member s name The person to wh...

Page 104: ...that are appropriate for the selected symbology are enabled Each member can use a Follett Classic symbology plus one additional 8 to 14 digit symbology for their library materials If they do use Folle...

Page 105: ...open Only the tabs you need are enabled Deletes the selected circulation type Sets the selected circulation types as the default for all new copies The number of copies attributed to each circulation...

Page 106: ...Defining your DX members After you add all your members to the union catalog see What s next on page 112 Defining your DX members To add DX members to your union catalog you must connect the Follett...

Page 107: ...sage appears asking if this member will participate in automated data exchange Click Yes Once you confirm that you want to proceed with the connection the first Data Exchange Connection Builder dialog...

Page 108: ...on catalog and click Select The Data Exchange Properties dialog for the selected member appears To define how this member participates in the union catalog see the following section Setting the data e...

Page 109: ...databases When you select an option a brief explanation appears on the dialog For a complete explanation of the levels of participation see page 93 2 If there are any material types categories call nu...

Page 110: ...el Errors are logged at the specified Follett Data Exchange Server in the Windows NT 2000 Event Viewer s Application Log see the Follett Data Exchange Guide fscdx pdf Note If one Follett Data Exchange...

Page 111: ...be reflected at the union catalog For information on the site and cataloging information see page 103 To obtain a brief summary of the DX information generate a System Information Report at the union...

Page 112: ...s holdings it won t affect the title record After deleting a member you may find titles in the union catalog database without any copies To delete these records run the Global Delete Titles Without Co...

Page 113: ...ntified by a 30 character description instead If you want to replace vendor codes with descriptions use Cataloging s Global Update Copy For instructions see page 326 Considerations for non DX members...

Page 114: ...04 04 114 System Setup Notes...

Page 115: ...from the Circulation Desk windows Note Before you begin using Circulation Desk you must complete all of the tasks in Chapter 2 Setting up your site Chapter 3 Preparing to catalog your collection and...

Page 116: ...tion Desk does a few housekeeping tasks If there are any events in the system and you specified automatic deletion for expired events see page 43 the system checks the date of all events Any deleted e...

Page 117: ...d the Patron Picture window displays the photo attached to the patron s record Your library s name To print receipts for patron transactions if you have the Transaction Tracker installed To access the...

Page 118: ...he Circulation setup options see page 40 Pressing the ESC key clears all patron and title information from any Circulation Desk window You can also set up an inactivity time out option in System Setup...

Page 119: ...de The Special Due Date button is disabled in Limited Access mode Renewals When you enter the Limited Access mode the Renewals button is disabled However you can renew items by simply checking them ou...

Page 120: ...nected directly to the computer Note Since the Transaction Tracker setup options are applied to the individual workstations you must set up each workstation separately See also For more information ab...

Page 121: ...ode T 100029 Due Date 04 12 2002 Overdue Huckleberry Finn Barcode T 100031 Due Date 03 25 2002 Pending Fine 0 40 Note Pending fines are calculated as of the report date and reflect fines that may be c...

Page 122: ...k choose Hide Patron Picture from the Circulation Desk File menu Transactions 101 The basic transactions you can perform using Circulation Desk include checking out and checking in copies renewing cop...

Page 123: ...on depending on the situation While in the Check Out window if you have already scanned a patron successfully and then scan a barcode that Circulation Desk cannot identify as either a patron or a copy...

Page 124: ...st First If searching by Name sounds like type in the closest phonetic equivalent of the patron s last name If you have trouble finding a patron one way try another type of search Type the search stri...

Page 125: ...ey takes you to the top of the list and the END key takes you to the end of the list From the Whose list select the type of search you want to perform If you have trouble finding a title one way try a...

Page 126: ...tron Maintenance enter the password Edit the message and then click Save To remove the message from the patron s record click Clear and then click Save Sounds The following table describes the reasons...

Page 127: ...reserve Checkin Creates Fine If this sound is defined when you scan a copy s barcode you hear this sound if the copy generates a fine Checkin for In Library Usage If this sound is defined when you sca...

Page 128: ...ck out or renew more copies after reaching the patron type limit for number of overdue copies The Overdue limit may be set to 0 You can change it in System Setup Renewal limit reached The patron is tr...

Page 129: ...irculation policies see Circulation policies who can have what and for how long on page 76 Adding or editing a patron record You can add a new patron from the Checkouts Holds Reserves Fines or Lost Co...

Page 130: ...e following information about a patron from either Circulation Desk or Patron Maintenance current checkouts overdues holds and reserves pending fines assessed fines and circulation statistics To view...

Page 131: ...s a note at the bottom of this tab contains the current pending fine amount for those overdue items The Note tab displays any note you created in Patron Maintenance for this patron This is the only pl...

Page 132: ...ne number does not appear on the printout The following sample shows what the printout might look like Springtree Montessori 10 14 2002 03 21 pm Patron Information Page 1 Name Mulder Dana Barcode P 20...

Page 133: ...Statistics dialog appears List includes hours days months and years Enter a number from 1 to 90 Updates the current data with the patron s circulation statistics for the selected period Prints the pa...

Page 134: ...ning its barcode or by selecting it using the Find Title button This feature enables you to find out quickly when a copy is due The Copy Status window appears as follows You can access and manage the...

Page 135: ...Prints the circulation statistics for the title or copy selected Sending items to the bindery or on inter library loan Circulation Desk does not track items that you loan to other libraries or items...

Page 136: ...ng Circulation Desk or while searching for a copy Circulation Desk startup and Find Title error messages Message Cause The end of the year is approaching Be sure to create a calendar for You need to c...

Page 137: ...due dates for checkouts and renewals Important It is very important to set up your calendar in System Setup for the coming year before you check out items in Circulation Desk that will be due after ye...

Page 138: ...e the due date for the checkout is determined by the circulation policies defined in System Setup see page 77 If a ceiling date was used to determine the due date Ceiling Date Used appears next to the...

Page 139: ...n You can add a new patron from the Circulation Desk main window by selecting Add Patron from the Circulation menu and defining the patron information exactly the same way you would when adding a patr...

Page 140: ...ard back into the stack so that it can be reused with the next temporary item The option to add permanent title records allows you to quickly create a brief title record without leaving Circulation De...

Page 141: ...temporary title and copy To save the MARC bibliographic and copy record To change the barcode to the next highest available barcode For more information see Assigning barcodes on page 652 2 When you...

Page 142: ...es Its loan period is fixed at 0 zero days Assigning this circulation type to a copy has several effects You cannot circulate the copy When scanning its barcode in the Checkout window a block conditio...

Page 143: ...a special due date For example you might want to check out a collection of reference materials to a teacher for the entire semester for him her to have in the classroom Important Once activated the sp...

Page 144: ...s no reason for Circulation Desk to create the temporary title and copy Fine threshold reached The total net amount of the patron s fines not including refunds is greater than the amount you selected...

Page 145: ...kout Circulation Desk checks in the copy and checks it out to the current patron If you do not allow the checkout the copy remains checked out to the previous patron This copy is on hold for If you ov...

Page 146: ...04 04 146 Circulation Desk Notes...

Page 147: ...rons This chapter provides instructions for both renewal procedures Renewing all or some of a patron s checkouts The most common way to renew copies is from the Check Out window After retrieving a pat...

Page 148: ...overdue fines are generated during renewal processing a message appears when processing is complete showing the total of the new fines You can record payment for those fines by switching to the Fines...

Page 149: ...appears in the patron information box If any block conditions apply to the patron who is trying to renew the item a block message appears For more information about block conditions see Handling block...

Page 150: ...copy is missing and cannot be renewed Please check it in The patron is attempting to renew a copy that was not ac counted for during a previous inventory To proceed check the copy in then switch to t...

Page 151: ...n appears in the title information box This records circulation statistics for items used in the library even though they were not checked out See Reshelving items on page 152 for more information To...

Page 152: ...appears asking you to confirm the checkout If you do so the hold status of that item changes back to pending If you check out to another patron a copy that has a reserve on it and the normal circulati...

Page 153: ...copies see Adding a title during a checkout on page 139 Temporary deleted You can now reuse barcode The copy you checked in is a temporary copy Since there are no fines or holds pending on this copy C...

Page 154: ...rack of copies you loan to other libraries you should update your paperwork before you check in these copies The copy status changes from Loaned Out to Available This copy was lost The copy being chec...

Page 155: ...erdue fines are calculated depends on how you selected your options in the Fines tab in System Setup For more information about the fines option in System Setup see Activating automatic fine calculati...

Page 156: ...the amount due also indicates that the patron is owed a refund Tracking fine payments Except in the case of lost copy fines Circulation Desk does not keep a history of a fine after it has been paid in...

Page 157: ...u want to waive if any here Make sure that the total of the Payment and Waive amounts is not greater than the Amt Due To print a receipt for paid fines select this option When you click Save the recei...

Page 158: ...eipt prints to your workstation s default printer Each 8 5 x 11 page contains two copies of the receipt one for the patron and one for your records For a sample of the patron s receipt see page 156 Cr...

Page 159: ...y fine specific notes To print a receipt for the fine select this option When you click Save the receipt prints at this workstation s default printer When you finish creating the fine choose Save If t...

Page 160: ...ish editing the fine choose Save If the Amt Due is reduced to zero Circulation Desk deletes the fine from the patron s record If the Print Fine Receipt Upon Save option is selected a receipt prints to...

Page 161: ...o confirm this refund If you choose Yes the refund is deleted from the patron record Refund is also available as a fine type from the Pay Fine and New Fine windows When you issue a refund you re given...

Page 162: ...shows up as available in the system but cannot be found in your library you can change the inventory status to Missing in Cataloging Once this change is saved the copy status will change to Missing T...

Page 163: ...Note The amount in the Amount text box normally comes from the copy information The Fine Limit defined in the Policies tab in System Setup appears in the Amount text box if 1 there is no price defined...

Page 164: ...that value here because Circulation Desk does not keep track of change due The fine amount cannot be zero You cannot create a fine of 0 00 To cancel creation of a fine choose Cancel The fines for thi...

Page 165: ...il tomorrow afternoon To ensure that the patron gets the item he wants you create a hold for him The next day the patron retrieves the copy Placing a hold on a copy that is checked out at the bindery...

Page 166: ...ry is open When reserving an item you specify a copy and the date that the patron wants the item The copy is then reserved for the length of the loan period Note that the shortest reserve period is on...

Page 167: ...onally you cannot change the priority of a reserve In the queue a reserve always has priority over a hold See also Define the number of pre reserve processing days that you need in System Setup Setup...

Page 168: ...ese steps 1 In the Holds Reserves window click New The New Hold Reserve dialog appears The Specific Copy box is disabled until you select a title 2 To select the type of hold or reserve click the appr...

Page 169: ...PAC see page 473 Managing holds Circulation Desk allows you to edit the expiration date of a hold You can also move a hold up or down in the queue by changing its priority Circulation Desk does not al...

Page 170: ...ormation see Setting time limits for items on hold on page 78 Changing the priority of a hold The Hold Queue lists all the patrons waiting to receive a copy of a specified title You can open the queue...

Page 171: ...es the first time you start Circulation Desk on a given date if there are any holds or reserves in the system As Circulation Desk processes them it sends information about any actions it takes to the...

Page 172: ...Michael Ramus barcode P 6 on Arabic has expired Ready Holds Expired EXPIRE The ready hold for Gwynneth Fraser barcode P 7 on Coyote a trickster tale from the American Southwest barcode T 915234 has ex...

Page 173: ...ot automatically deleted you need to delete them manually Ready Holds Expired Circulation Desk expires a ready hold or reserve if the current date is beyond its expiration date Since the patron did no...

Page 174: ...a hold on this copy hold cannot be placed Patron already has a hold on this title hold cannot be placed There are no holdable copies available to this patron In all of these cases the patron cannot pl...

Page 175: ...ource center using a PHD When you use a PHD to circulate you do not see any block conditions or error messages as you would when circulating using Circulation Desk Since your PHD does not contain your...

Page 176: ...s as they check out and renew copies is the equivalent of the block conditions that would normally appear in Circulation Desk during a transaction For more information see page 540 Recording transacti...

Page 177: ...up For each patron type you define a loan period for each circulation type If you have many patron types and many circulation types you might not have defined all of the combinations In cases where Ci...

Page 178: ...HD model you re using If you do not want to change the transfer settings skip to step 7 Otherwise choose Edit The PHD Settings dialog appears Select the port you use to attach your PHD to your compute...

Page 179: ...opy is now on hold for Danelle White Barcode P 35 Patron information always appears above transac tion information Each transaction is classified as either SUCCESSFUL or FAILED A block condition messa...

Page 180: ...sts in your collection This copy is now on hold for The copy that was checked in satisfies a pending hold or reserve The copy status changes from checked out to on hold Put the copy on the hold shelf...

Page 181: ...irculating with your PHD again See also For information about setting up library hours see Setting your library s hours on page 85 No copies for this patron This message usually indicates that two pat...

Page 182: ...ry title and copy will be deleted when the fine or hold has been addressed If you reuse your barcodes for temporary items make sure that you do not reuse this barcode until the fines or holds have bee...

Page 183: ...y or in groups You can also import patron pictures From Patron Maintenance and Circulation Desk you can view add or edit patrons and print a summary of information about your patron s checkouts transa...

Page 184: ...h menu Contains four options for finding patron records Help menu Contains options for finding the help pertaining to Patron Maintenance and the About dialog From the About dialog you can see product...

Page 185: ...mple 70900934532110 Search using the patron s ID number which is often the social security number or student number Example If you are using social security numbers for the ID type 630 98 1823 How to...

Page 186: ...go to the bottom What happens if the patron isn t found When a search doesn t result in an exact match Patron Maintenance displays one of the following A list of patrons with the closest matching pat...

Page 187: ...ation about the global maintenance of records see Chapter 16 Maintaining patron records in batches How to add or edit a patron record 1 To add a patron record in Patron Maintenance click New on the Pa...

Page 188: ...st address entered is the primary address To select the other address select it and click Select as Primary Address Deletes the selected address 2 Click New to add a new address or Edit to change the...

Page 189: ...ote To delete an important mes sage or note select Clear At the message click Yes 2 When you finish adding editing or clearing the information click Save Once the Add or Edit Patron dialog reappears c...

Page 190: ...the database open the patron s record from the Add or Edit Patron dialog and click Clear How to delete individual patron records Use any search method to locate the desired patron The patron list appe...

Page 191: ...o update e g all seniors or all patrons with a certain Location 2 You then select which field in the record to update You can use Update via PHD to update patrons whose barcodes are stored in your PHD...

Page 192: ...eachers You ve entered teacher names in the User Field 1 and changed the prompt to 2nd Period of the patron records and you want to update them all at once From the Whose list select 2nd Period From t...

Page 193: ...date Continue entering individual barcodes For every barcode you scan the Homeroom of that patron changes to 204 Updating patron records using a PHD You can quickly change Patron Status Patron Type Us...

Page 194: ...ist select the name of the field you want to update Then select or type the new contents for that field in the To combo box The field choices are Status Patron Type Location 1 Location 2 User Field 1...

Page 195: ...atrons with outstanding checkouts fines refunds or holds If you choose to do so any copies checked out to them are marked as lost and any fines refunds or holds are deleted Warning All deletions are i...

Page 196: ...ts fines refunds or holds Warning All deletions are immediate You cannot undo them by canceling the process The data cannot be recovered Remember to erase any previous scans in your PHD so that no pat...

Page 197: ...PHD Settings dialog appears Select the port you use to attach your PHD to your computer and then select the highest speed available for that port The PHD Dolphin only com municates at a speed of 9600...

Page 198: ...processing of your PHD data Patron Maintenance exception messages Exception message Meaning Barcode patron barcode not found Patron barcode transferred from your PHD for processing cannot be found in...

Page 199: ...n explains the formatting for a patron import file If you already have a properly formatted file and are ready to import skip the following section and go to Importing patron records on page 202 Forma...

Page 200: ...ntenance module version 4 00 on Sept 1 1999 19990901 There are 9 0009 patron records This is the first disk 01 in the series and is also the last disk Y in the series Anytown Elementary Patron Mainten...

Page 201: ...ing 15 ESL Address 1 Line 1 String 32 19 Ridge St Address 1 Line 2 String 32 Route 3 Address 1 Line 3 City String 32 Sycamore Address 1 Line 4 State Province String 32 Illinois Address 1 Zip Postal Co...

Page 202: ...eption report listing the patron name if possible and a brief error message Importing patron records Before you start it is very important to check four factors that impact the importing of your data...

Page 203: ...t any time click Cancel on the progress window 4 When the import is complete a message appears asking if you want to import another file When you are finished importing click Close The application gen...

Page 204: ...System Setup Verify the name field and your patron type defaults as described in Making it easier to create new patrons on page 72 Zip Code Postal Code is invalid Defaulted to blank The library Addre...

Page 205: ...you are using a Lifetouch CD you must export the pictures first To do so launch your Lifetouch Administrator s CD v4 0 In the first window select Follett Software Company from the list and click OK O...

Page 206: ...other copy of the image An error occurred saving Patron Barcode ID s picture Failed to save picture The file may be invalid Retry or obtain another copy of the image Failed to load Patron Bar code ID...

Page 207: ...and replace option of a text editor you can globally update your exported files and re import them into your database allowing global updates not found in the Patron Maintenance Global Update function...

Page 208: ...ier to create new patrons on page 72 Select the range of patrons you want to include in the export For instructions on selecting the starting and ending records see Defining a range on page 489 To lim...

Page 209: ...g from your collection The following diagram gives the big picture overview of how Inventory works There are three ways to add items to inventory Scan them directly into the Inventory main window Use...

Page 210: ...hange their copy status to Available by checking them in This ensures that all items that are Available start inventory with an inventory status of Unmarked see the table on page 211 Print a list of i...

Page 211: ...nventory only Available copies within your selected range will be assigned an inventory status of Unmarked All copies outside the range remain Marked or Missing Note Any copies with the circulation ty...

Page 212: ...Missing items see page 559 This report shows you which items can no longer be accounted for in your collection If you discover that you missed some items or an entire section of your library after fin...

Page 213: ...ication This will ensure that the correct version is loaded and serve to verify that a valid connection exists between the PHD and the application Erase any pre existing scans in the PHD Prepare remot...

Page 214: ...be done while inventory is open 8 Periodically run an Inventory List by Call Number for Unmarked items Select the range of call numbers you just scanned Review this report to determine if you have mi...

Page 215: ...eeping tasks which may generate a Daily Holds Processing exception report For more information see Starting Circulation Desk on page 115 When Inventory starts the main window appears The following gra...

Page 216: ...04 04 216 Inventory Notes...

Page 217: ...ocessing cannot be canceled and requires exclusive access to the database While it is running no other Follett applications may be open at any workstation except for the search modules such as OPAC an...

Page 218: ...ection Enter copy barcodes directly into the Inventory main window This method requires that you bring the books from your shelves to a workstation with access to the Inventory module For more informa...

Page 219: ...ory changes the inventory status to Marked The number of Copies Unmarked decreases by one and the number of Copies Marked increases by one Note At the Inventory main window if a scanned item is checke...

Page 220: ...and their copies see Adding a title during a checkout on page 139 This copy has been missing since The copy being inventoried was not accounted for during the inventory for the specified year The copy...

Page 221: ...you continue to circulate during an inventory an item you scanned may be checked out before you process the remote inventory data from the PHD Processing the scans will not check in the items in the...

Page 222: ...nd then title Check Dewey differences of Select one of the Dewey differences to discover incorrectly shelved Dewey range titles This option also helps you verify that you didn t skip a shelf when scan...

Page 223: ...ms indicated on the report Important Before you begin collecting additional scans remember to erase the previous scans from your PHD To erase scans from a PHD PHD II or PHD Laser see page 664 For a PH...

Page 224: ...uter dialog Note Remember to label your remote batch disks With the portable computer turned off move it to the section you ll be scanning and connect the scanner Turn the computer on After it boots u...

Page 225: ...er before moving it or connecting or disconnecting the scanner Use the following instructions to create the remote batch files and collect scans on a Mac OS workstation 1 On your Macintosh portable co...

Page 226: ...n on older computers 1 Insert a blank formatted high density disk into the floppy drive of a Circulation Plus workstation From the Windows Desktop double click the My Computer icon The My Computer dia...

Page 227: ...ou collect your remote inventory data see the preceding sections you need to process the data file These instructions can also be used to process a file of saved PHD scans see page 223 To process the...

Page 228: ...order errors Remote Inventory 10 13 2000 2 53pm File Name C Program Files Follett CC40 TEMP PHD00001 TXT Check order based on Call number Check Dewey difference of 100 Verify call number consistency Y...

Page 229: ...of Missing and changed the copy status to Available WARNING Current copy is at the bindery Inventory marked an item that has a copy status of At The Bindery If you want to change the copy status to A...

Page 230: ...ions or shelves were missed See Generating an Inventory List by Call Number on page 558 During the Finalize Inventory processing Inventory changes the inventory status of each remaining Unmarked item...

Page 231: ...n your collection You can then scan all of the items you missed into Inventory and finalize your inventory again Warning Do not reset Missing items until you have finalized at least one inventory Impo...

Page 232: ...e to Missing For information about changing an item s inventory or copy status in Cataloging see Chapter 24 Working with copies Note You can only change the inventory status of items that have a copy...

Page 233: ...iant unauthorized or related headings and a list of sources consulted in the process of deciding upon the authorized heading and its variant and related forms Cataloging uses authority records to crea...

Page 234: ...notes author names and so forth Follett Library Resources 1340 Ridgeview Drive McHenry IL 60050 800 435 6170 catalog number 00 150 M MARC 21 Format for Authority Data Defines the codes and convention...

Page 235: ...any mounted Alliance Plus CDs To update your CD selections select File Refresh CDs From the Cataloging main window you can click one of the toolbar buttons to search for or add a record and to access...

Page 236: ...e it Help Contains the commands used to access the help topics and glossary From the About dialog you can see product information the current number of patrons titles and copies in the system and run...

Page 237: ...g on to create and edit user accounts create and manage categories set up loan periods and generate several reports MARC Magician launches that program if you have MARC Magician version 2 0 or higher...

Page 238: ...lt password appears in the User s Guide we recommend that you create a new Access password 3 Clear the check boxes for the functions that you want to disable The following table lists the effects of c...

Page 239: ...21 852 Holdings Format by Control Number Export MARC 21 852 Disables File Export MARC 21 852 Holdings Format Import Export Authority Disables File Import MARC 21 852 Authority Format Disables File Exp...

Page 240: ...the password you defined previously and click OK Cataloging saves your password and functionality settings allowing you to limit access easily again Because Cataloging saves the information locally yo...

Page 241: ...re an exact match For the fastest results for a book in hand scan the book s ISBN barcode usually found on the back cover Make sure to select ISBN from the toolbar and not Barcode You may have to conf...

Page 242: ...ult the entire union catalog database is searched To search a single member s collection click the Members button on the Limiters dialog and select the desired member When you limit by member the sear...

Page 243: ...w the search select the reading level and or the point value Click to open the AR dialog or use the Search menu Lexile search Lexile measures refer to numeric ranges from 1 to 2400 of the Lexile Frame...

Page 244: ...nts titles by subject author reading level and or point values The resulting list includes a reading level number and the number of points a student can earn by reading certain titles You must have Re...

Page 245: ...interface You can access over 160 000 safe high quality K 12 Web sites with Find It All Knowledge Links When you purchase a subscription clicking the Find It All button on the toolbar or the Search m...

Page 246: ...olbar choose Selected Database Sources from the database drop down list Your search options vary based on the data source you choose Search Local Database Alliance Plus CD Selected Database Sources Ti...

Page 247: ...nformation on the System Setup Cataloging Misc tab For more information see page 58 in Chapter 3 Preparing to catalog your collection or for more technical information see the Installation Guide Scann...

Page 248: ...can t be found Cataloging returns a subject hitlist with the closest match highlighted Any limiters being applied to the search appear in the status bar Items with a material type icon open in the MA...

Page 249: ...e found the right record If you re searching Alliance Plus or the union catalog database make certain you check the MARC Proof Sheet Display before you save the record to your database In OPAC Display...

Page 250: ...s not display Even if the search was limited to a single member Copy Information shows all the copies attached to the record TitlePeek If you have a subscription to TitlePeek you may see a button on t...

Page 251: ...d the record on Alliance Plus Online on an Alliance Plus CD or at your union catalog you can copy it into your collection and add your local copy information If you find a close but not exact match an...

Page 252: ...tor see Setting up miscellaneous Cataloging options on page 55 If you have another source of records use one of Cataloging s import options to add the records to your database For more information see...

Page 253: ...heck box You can also globally delete MARC records that have no copies See page 335 for more information about Global Delete Titles Without Copies Printing MARC records Cataloging also lets you print...

Page 254: ...04 04 254 Cataloging Notes...

Page 255: ...itor Also if the item you re cataloging doesn t match the default material type settings you may need to make changes in the MARC Editor When duplicating a record consider how much of the original rec...

Page 256: ...standard numbers LCCN ISBN or ISSN and select the correct material type Alliance Plus adds the rest see Chapter 31 Autorecon and Reading Program Recon Tip To make this even easier Enter the title put...

Page 257: ...family or Aristotle Corporations e g Ford Motor Company Conferences e g World Peace Conference Publication Place Publisher Date City of publication or distribution Full name of the publisher or distr...

Page 258: ...n search Cataloging and OPAC or create a Bibliography Report with this information Group Field What it contains Tips Series Volume The series title if any Any information that shows the title s positi...

Page 259: ...on a forename e g Aristotle or family name must also be entered in the MARC Editor To add the subject click Add Primary term Subcategories To delete a subject from the list select it and click Remove...

Page 260: ...names associated with this title authors illustrators editors Option What it contains Tips Authors Name Dates Co authors illustrators etc Any dates associated with a name Typically these are the date...

Page 261: ...is already data in the Author Subject or Series field it appears in the Find Nearest text box If the Find Nearest text box is empty enter your search text to search for an author s name a subject hea...

Page 262: ...cated a standard number from another record Once the record is saved Cataloging displays it in the MARC View window see page 249 If you are cataloging a new title you ll need to add copy information S...

Page 263: ...rds in your collection on page 240 To add a bibliographic record from scratch continue with the following section Adding new bibliographic records To duplicate the selected bibliographic record from t...

Page 264: ...aphics posters flashcards activity cards postcards paintings Any kit with two or more media types none of which is dominant Manuscripts Archival materials Printed music sheet music Equipment games mod...

Page 265: ...ing instructions for adding and deleting tags and subfields editing fixed length tags modifying indicators and entering information in the subfields of variable length tags See also For more specific...

Page 266: ...CEMARC Standard number LCCN ISBN or ISSN 010 020 or 022 Title medium statement of responsibility 245 Imprint place publisher producer date 260 Physical description units size 300 Author if applicable...

Page 267: ...ides you with a much easier way to enter the information see Chapter 24 Working with copies Upon export Cataloging places that copy information in 852 tags If you inserted a tag in the wrong place you...

Page 268: ...008 tags The 001 Control Number 003 Control Number Identifier and 005 Date and Time tags generate automatically when you save a record and are display only See also For information about authority fix...

Page 269: ...b pages that are bound electronic or microform Note For eBooks Web pages and other electronic resources also change Form of item position 23 in the 008 tag to s electronic form Note For serials period...

Page 270: ...two or more forms that are usually related archival fonds manuscript collections r three dimensional artifact models dioramas games puzzles sculptures exhibits equipment machines microscope specimens...

Page 271: ...d click the Insert tag button or select Tag Insert Tag On the Insert Tag dialog that appears enter 006 and click Insert The Bibliographic Material Types dialog appears see page 264 Select the material...

Page 272: ...22 editable positions Select the appropriate value for each position and click OK The default category is based on the template you re using You ll only need to change the category if the template can...

Page 273: ...m and have changed the Record Type in the Leader click the material type Specific 18 34 button Check the position for Form of item or Type of material and edit as necessary Also look for any occurrenc...

Page 274: ...uring searches This is especially important if you selected to remove articles in search terms see Setting up miscellaneous Cataloging options on page 55 Common tags that have nonfiling character indi...

Page 275: ...nless the tag is required see page 267 Don t bother deleting unused subfields When you save the record unused subfields don t take up any extra space and any subfields that you added but didn t use ar...

Page 276: ...cy in your collection Find Headings allows catalogers to quickly retrieve a list of existing author subject or series headings The Find Headings button becomes enabled whenever you are in an author su...

Page 277: ...ecord Cataloging checks for the 008 and 245 tags and any other required tags It also verifies that the standard numbers LCCN ISBN ISSN are formatted correctly and that you haven t inadvertently duplic...

Page 278: ...n an indexed subject author or series heading Cataloging can use the tracing information in the authority record s 4xx and 5xx tags to create cross references in the OPACs WebCollection Plus and Catal...

Page 279: ...e MARC Editor window see page 265 Continue with How are authority records different on page 280 Note If you are running Union Catalog Plus with Data Exchange Server DX please note that DX does not aut...

Page 280: ...niform Title e g New York Times 130 Main Entry Uniform Title 440 Series Statement Added Entry 490 Series Statement 630 Subject Heading Uniform Title 730 Added Entry Uniform Title 830 Series Added Unif...

Page 281: ...taloging provides most of this information automatically It usually isn t necessary but you can change the default codes for record status and encoding level To change the Leader double click in the L...

Page 282: ...s 14 16 of the 008 tag are coded aab a search for the author or subject Jones Smith Elizabeth results in Jones Smith Elizabeth SEE Smith Elizabeth Jones Author and subject searches for Smith Elizabeth...

Page 283: ...can create exceptions for individual 4XX 5XX tags by adding the Control subfield _w to a tag and making some minor modifications Note Control subfield _w is only available for 4XX 5XX tags By default...

Page 284: ...heading from another record After saving the record Print a proof sheet of the record from the MARC Editor A proof sheet is useful for checking your own or someone else s work It shows all the tag in...

Page 285: ...copy s information you start by displaying the bibliographic record for the item in the MARC View window If you just saved a new bibliographic record you re already there otherwise you must locate th...

Page 286: ...ber and to define any call number prefixes you use see page 48 See also To create a list of available copy barcodes see Generating a Used or Unused Copy Barcodes Report on page 535 Select the one that...

Page 287: ...type or categories of a temporary copy You can t export a temporary copy You also can t change a temporary copy into a permanent one see Permanent or temporary on page 234 When the temporary copy is...

Page 288: ...ncluding fine amounts To delete an individual copy first locate the record see Finding MARC records on page 240 From the MARC View window see page 285 highlight the copy you want to delete and click D...

Page 289: ...ption to import MARC 21 authority records to support cross references in OPAC and Cataloging Select this option for your existing records that have been exported for enhancement or retrospective conve...

Page 290: ...repeated up to 3 times Note Each copy can have up to 3 levels of enumeration including a volume number The Description Enumeration fields are populated in the order the data occurs in the record For e...

Page 291: ...n the ones you re importing select Skip If you want to update your copy information select Replace Select this option to add imported titles to the Book Cart Click to assign barcodes a circulation typ...

Page 292: ...or click the Categories button to access the Copy Categories dialog Your selection here overrides the Default Circulation Type you defined in System Setup but does not override any incoming circ type...

Page 293: ...s blank That is information in the import file takes precedence over any values entered in the Assign default copy values group box If you choose Replace Existing Barcode on the Import dialog this com...

Page 294: ...the incoming records compares them to the existing records and generates an exception report but does not actually import the records A standard Open File dialog then appears Locate and select your i...

Page 295: ...ores any MARC Organization Code MOC that may be in the 852_a tag and assigns the copies to the member you specify On the Import Options dialog the Assign Barcode buttons are not available If you selec...

Page 296: ...Number if you have exported and updated your bibliographic records and now want to import them back into your database Import by control number looks at the control number in the 001 tag Cataloging c...

Page 297: ...abase Gather a sample of items from your collection preferably items that were added at different times e g last week six months ago two years ago etc Use your Winnebago software to look up each item...

Page 298: ...ur collection may be using multiple symbologies If that is the case you ll need to decide which symbology you want to use Remember that the Follett applications let you use any Follett Classic symbolo...

Page 299: ...ered your barcodes in addition to specifying a symbology you probably also provided your vendor with a range of item material numbers for the labels These numbers should match the material numbers of...

Page 300: ...in Cataloging and the OPACs and a method for limiting searches This information is included in many reports Records cataloged with the Spectrum v4 x sound template will be assigned a material type of...

Page 301: ...indicating the affected record and the contents of the skipped 590 tag is written to the exception report See also For more information about how Follett Software formats the information in the 852 ta...

Page 302: ...innebago Setup Location The location code appears on the General tab If you re importing from Winnebago s CIRC CAT v6 7 you ll need to examine your barcodes to determine the location code For help see...

Page 303: ...ecords and copies Note If you have a subscription to Alliance Plus you may want to select the Add Titles to Book Cart option so that you can recon them against an Alliance Plus data source after impor...

Page 304: ...to step 6 page 306 If your barcodes need to be reconstructed or are longer than seven characters you ll need to supply the name of your barcode symbology Select the barcode symbology of the records y...

Page 305: ...ur Ls the Barcode Wizard skips to step 5 If your format does include a location code enter the four digit code that identifies your library Enter the four digit location code for your library After en...

Page 306: ...tion report and save it when prompted Note There are three types of exception messages notes warnings and errors While messages marked Note and Warning are primarily informational e g a field was trun...

Page 307: ...g appears To check records before you import them click Preview An exception report is generated but no records are imported Insert the disk with the import file if necessary and verify the path and f...

Page 308: ...ained a MARC Organization Code of code which did not match the one specified in Site Identification The union catalog import encountered a MARC Organiza tion Code that was not found in any member conf...

Page 309: ...usted to a proper length of 40 bytes The import encountered a record with an 008 tag longer than 40 characters The import shortened the 008 tag to the proper length and added the record to your databa...

Page 310: ...s set to zero Price incoming price has been modified The import encountered a copy with a price field that had more than one price e g 34 95 51 95 Canada If the copy was added to your database only th...

Page 311: ...and authority records splitting a collection and interpreting an exception report Getting ready to export Before you start exporting make sure you have enough formatted floppy disks to hold your recor...

Page 312: ...from the submenu the Export MARC 21 852 Holdings Format dialog appears If you selected to limit the export by a range or to export individual titles by LCCN ISBN or ISSN the appropriate range group bo...

Page 313: ...o button position your cursor in the Number text box and then scan the barcode A successful scan automatically adds the record to your list For more information see Appendix H Configuring scanners If...

Page 314: ...ort to full or brief records Title Click on the Starting At and Ending At buttons to find the starting and ending entries for the range Author Click on the Starting At and Ending At buttons to find th...

Page 315: ...lso have copies that do not have a category in the specified range Only copies with categories within the range are included in the export Copies with the Temporary category are not exported If you ar...

Page 316: ...reserve attached it is not deleted If any copies remain the title record is not deleted 3 Once you have made your selections click Export A standard Save As dialog appears where you specify the target...

Page 317: ...r dialog that appears and click Select The member s full site name then appears at the bottom of this dialog and in the title bar of the progress window If checked Export deletes the member s copies I...

Page 318: ...ary s database Using the Follett applications this process involves three tasks identifying the copies that are moving to another library creating MARC record files of those titles and copies for the...

Page 319: ...split 002 split 003 and so on 3 When the export delete process is finished erase the scans in the PHD and repeat steps 1 and 2 for all the library materials that are moving 4 When you are finished im...

Page 320: ...rting At and the Ending At text boxes d Click Export e When prompted select the destination and name for the file If the new library is on the same network you can save the file to a network drive If...

Page 321: ...What it means Title Title Title not deleted due to Copy Status of copy status on Copy barcode The record contained one or more copies that did not have a status of Available Lost or Missing and so we...

Page 322: ...04 04 322 Cataloging Notes...

Page 323: ...mary information about your funding sources or vendors In the copy list form you can use the report to identify the copies you purchased with certain funds or from certain vendors In summary form you...

Page 324: ...ssing copies You may want to order replacements for the copies on these lists If not you can delete the copy records with Global Delete Lost Copies or Global Delete Missing Copies Weeding Log Every ti...

Page 325: ...nformation you enter replaces all of the subfields used to define your search So if you searched for the complete heading you need to replace the complete heading even if the information in certain su...

Page 326: ...lection For example to make the call numbers of your general fiction titles consistent you might want to change all instances of the prefix Fic to FIC Note In the context of this application a call nu...

Page 327: ...Editor These new tables allow you to edit the contents and record additional information about your funding sources and vendors Adding your existing funding source and vendor names to the tables invol...

Page 328: ...text box c On the Select Vendor dialog that appears click New d Enter your preferred vendor name and a code three alphanumeric characters The other fields are optional You can change any of the field...

Page 329: ...Follett Media Distribution in them you must run the update to link them with the indexed table entry Follett Media Distribution Even though the spelling is the same you must run the update to link the...

Page 330: ...the information you want to assign to the copies If you accidentally assign the wrong category circulation type or status to copies you can remove it en masse with a PHD see Removing categories from c...

Page 331: ...2000 2001 or 2002 remain in your database 3 To delete copies that still have fines or refunds due select the check box 4 To begin the processing click Delete and confirm your choice A progress window...

Page 332: ...he dialog appears Select the headings to delete Select the type of report To delete your subject headings 1 Choose the type of headings that you want to remove from your records This feature looks at...

Page 333: ...r instructions on rebuilding cross references see page 346 If you would like to preview the results of deleting one or more types of headings 1 Perform an export of all your MARC records To minimize t...

Page 334: ...currence of the specified tag subfield combination If you specify the subfield contents you can enter up to 100 characters but you do not need to enter the entire contents of the subfield If the data...

Page 335: ...es an exception report This report identifies all of the records edited by the Delete All process This report identifies the title LCCN and the tag number that was deleted Warning All changes made to...

Page 336: ...ged Web site or link to other electronic media select the last check box 3 To begin the processing click Delete and confirm your choice A progress dialog appears 4 When processing is finished click Cl...

Page 337: ...g in the barcode numbers press Enter or click Add after entering each one To delete a number from the list highlight it and click Remove 3 Choose whether to delete the copies if they have fines refund...

Page 338: ...ign categories and circulation types after importing records that don t contain that information or when changing circulation types or adding new categories to existing records You can assign a copy s...

Page 339: ...ransfer settings skip to step 4 Otherwise choose Edit The PHD Settings dialog appears Select the port you use to attach your PHD to your computer and then select the highest speed available for that p...

Page 340: ...e books you re taking off the New fiction list If you want to permanently delete categories from the system see How to delete categories on page 54 Warning All changes made to your copy records are im...

Page 341: ...gs dialog appears Set the port and speed for your PHD and click Save 4 Once you ve selected the correct PHD model and adjusted the PHD settings as desired simply follow the instructions displayed on t...

Page 342: ...o collect copy scans with a PHD Dolphin see page 677 To generate a Title List see page 525 2 From Cataloging s main window choose Edit Delete Copies via PHD The following dialog appears Decide whether...

Page 343: ...und The barcode coming in from the PHD couldn t be found in the database Copy of status At bindery made available The copy is located at the bindery It s status is changed to available then it is dele...

Page 344: ...mation there Note If you installed Catalog Plus to your individual workstations and not to a server each Cataloging workstation will have its own Weeding log In this case you ll need to combine the in...

Page 345: ...records are saved see the table on page 56 they are automatically entered into the keyword index as you add or modify records If you did not set this up you must periodically run the Update Keywords...

Page 346: ...delete the report If you choose Yes the Cataloging main window reappears No saves the report as a text file in the TEMP directory for viewing later Enhancing your records with the Book Cart Use the Bo...

Page 347: ...hoose a copy field call number acquisition date barcode or category and select just one copy The total number of titles in the Book Cart appears in the lower left corner of the window Titles remain in...

Page 348: ...e Book Cart appears on the status line Editing titles from the Book Cart You can edit titles directly from the Book Cart Double click a record or highlight a record and click the Edit button to enhanc...

Page 349: ...sferring them to Follett you can retrieve them in the Book Cart Click the EZ Retrieve button or select Tools Book Cart EZ Retrieve from the menu The EZ Retrieve dialog appears Click to permanently del...

Page 350: ...Author and choose to display annotations tags 505 _a 511_a or 520_a Tip To print a list of new items add titles to the Book Cart by Acquisition Date Specify a title for your report Choose a sort orde...

Page 351: ...Tools Book Cart Add to Book Cart from Cataloging menu and add a range of records see page 346 or add them individually from the main window 2 Open the Book Cart by selecting Tools Book Cart View or c...

Page 352: ...from the MARC record The Merge button is available when two or more titles have been added to the Book Cart For DX enabled union catalogs The application transfers the resultant best record to the app...

Page 353: ...Objects and fill in as needed Here are some suggestions LDR00444nrm 22 a 4500 008 960916s19uu xx nnn rneng d 037 _bName and address of manufacturer or vendor 040 _aCataloging source _cTranscribing age...

Page 354: ...on them through the OPAC See AACR2R Chapter 7 for the cataloging specifics The chief source of information is the title screen s or the container or container label Use the template for Video Film Fil...

Page 355: ...ked or Internet enabled the 856 tag can provide a direct hyperlink to many of these resources In the following sections you ll find general guidelines for the 856 tag and information on some of the ca...

Page 356: ...ACs Cataloging OPAC Display only and WebCollection Plus If the 856 tag contains a _z only the contents of _z are displayed Otherwise the URL in _u displays _3 Materials specified NR If the electronic...

Page 357: ...e shared drive and the file scheme as the access method Example To create a link to the TIGER AVI file stored on your library server include the name of the server and drive in the path In the followi...

Page 358: ...n the MARC record Just add an 856 tag with a second indicator of 2 Example A print book with references to related electronic files 245 10 _aMoby Dick or The whale _cHerman Melville illustrated by Roc...

Page 359: ...cord matches because the 650 _2 isn t indexed 245 10 _aWorld of the polar bear _cFred Bruemmer 650 1 _aPolar bears _2sears This bibliographic record doesn t match because the 650 _x is indexed 245 10...

Page 360: ...cking the Book specific button and selecting s in the list box next to Form of item 23 Note If you are using the Easy Editor just select eBook from the Material Type list on the Identification tab For...

Page 361: ...ailability conditions Example Requires an eBook device 740 Added Entry Uncontrolled Related Analytical Title R Enter the title of the electronic book if it differs from the print version s title in th...

Page 362: ...tion 650 0 _aIroquois Indians _xFiction 651 7 _aUnited States _xHistory _yFrench and Indian War 1755 1763 _xFiction 655 7 _aWar stories _2gsafd 655 7 _aHistorical fiction _2gsafd 700 1 _aBeard James F...

Page 363: ...other code that s appropriate for the carrier i e magnetic disk cartridge Leave blank Select as appropriate 008 Fixed Length Data Elements NR Position 23 Form of item Place the cursor in the 008 tag a...

Page 364: ...t version MARC record if applicable 534 Original Version Note R _z Both indicators are undefined Enter the ISBN of the print version from the 020 tag 538 Mode of Access Note R _a Both indicators are u...

Page 365: ..._aBeard James Franklin _d1919 740 01 _aFirst war path 800 1 _aCooper James Fenimore _d1789 1851 _tWorks _f1980 856 40 _uhttp www netlibrary com summary asp ID 7515 _znetLibrary s eBook 900 _a813 2 Coo...

Page 366: ...ide subject and keyword access to the Internet addresses most used by your patrons Through the software s links to these sites patrons can access the sites directly via the 856 tag displayed in OPAC T...

Page 367: ...By default the Cataloging module requires this tag to exist However you can edit the Book Monograph template so that the 300 tag is not required See Appendix C Bibliographic and authority templates fo...

Page 368: ...ctronic program 300 Physical Description R Enter the description of the carrier 500 Source of Title Proper R _a Both indicators are undefined Enter the source of the title Example Title from label 506...

Page 369: ...n has been extracted from the guidelines of the LOC OCLC and ISBD ER Because of the evolving nature of electronic resources and thus their cataloging needs the guidelines are subject to change For mor...

Page 370: ...04 04 370 Cataloging Notes...

Page 371: ...rmation to the order This lets you order replacements for worn out copies easily and quickly First you ll need to set up your Acquisitions information in System Setup This includes vendors funding sou...

Page 372: ...r is not on the list you can add one by clicking New from the Select Vendor window The Contact Person information is taken from the information you added on the System Setup Setup Acquisitions Default...

Page 373: ...d in System Setup but remains editable Billing and shipping addresses The Address tab contains the information you added in System Setup If selected in System Setup the Same as Bill To check box is se...

Page 374: ...an easily reorder a title previously cataloged 2 Select a Funding Source If the source is not on the list you can add it by clicking New from the Select Funding Source dialog 3 The Status defaults to...

Page 375: ...thods from the list 2 The fields that appear below the Find by list vary depending on what you choose from the list Order Number Starting Ending number Vendor highlight and click Select on the Select...

Page 376: ...e recommend marking line items that are unavailable as Complete rather than trying to remove them from the order For example if you ordered five items but you will be receiving only two change the Rec...

Page 377: ...oth the Add Edit Vendor dialog and the Order dialog for the changes to be saved Editing funding source information To edit a funding source click the Select button that appears next to a Funding Sourc...

Page 378: ...Funding Source dialog and the Order dialog for the changes to be saved Updating address information To open the Edit Address dialog click the Bill To or Ship To button on the Address tab in the Add Ed...

Page 379: ...Library Resources 1340 Ridgeview Drive McHenry IL 60050 Attention Order Entry Phone 888 511 5114 Issued Date 11 01 2001 Account Number SKYVW244 Order Number 4 Tax Exempt ID Bill To David Ramos 1793 N...

Page 380: ...23 Harry s Mad King Smith Dick Running Tree Publisher 1987 Book Monograph Spiral English 1st American This is an additional note for the order 4 24 95 99 80 THT 149 618 The Halloween tree Bradbury Ray...

Page 381: ...nce Plus data source When it finds matching records the application uses the information contained in the records of the data source to enhance the library records Process Misses This manual process r...

Page 382: ...see Protecting your Follett applications with passwords on page 40 Choosing Alliance Plus Online or an Alliance Plus CD During startup Alliance Plus determines if Alliance Plus Online or any Alliance...

Page 383: ...up Cataloging Misc tab For more information see page 58 in Chapter 3 Preparing to catalog your collection or for more technical information see the Installation Guide Using Alliance Plus From the menu...

Page 384: ...when you are editing a bibliographic record during a Process Misses session Alliance Contains the commands used to access the Autorecon Process Misses and Reading Program Recon options or change the d...

Page 385: ...ecord s LCCN ISBN or ISSN record type and the first eighty characters of the title stored in the 245 tag with the records on the Alliance Plus data source If both the number and the title match Allian...

Page 386: ...939 658 941 999 690 699 It then inserts new tags from the matching record on the Alliance Plus data source and copies the information from the local 001 and 003 tags to the new 035 tag If the record...

Page 387: ...rd without a standard number it skips the record To help you make the most of the Autorecon feature we suggest you run the Titles Without Standard Numbers Report see page 534 before starting the proce...

Page 388: ...ords tab under Cataloging setup in System Setup see page 54 2 Select the desired Autorecon process option and then click Proceed If you selected Replace full records or Update full record review sourc...

Page 389: ...t to start with during the Autorecon process and click Select An Autorecon progress window appears while Alliance Plus processes the bibliographic records in the library database See also For a descri...

Page 390: ...exception report and uses the application associated with text files to display the report 5 If you are using Alliance Plus CDs and want to run the autorecon against another one replace the processed...

Page 391: ...The information contained in these reports gives you the opportunity to locate and correct any bibliographic records without copies or copies without call numbers We also suggest you run the Titles W...

Page 392: ...ce Plus main window click Reading Program 2 Select Upload to upload a quiz file To upload a new quiz file select browse After the quiz file has been selected click the Upload button Once the quiz file...

Page 393: ...ck Close when the recon is completed 4 Click Close If any errors occurred during the Recon Reading process Alliance Plus generates an exception report and uses the application associated with text fil...

Page 394: ...04 04 394 Alliance Plus Notes...

Page 395: ...ognize it as being an abbreviation of Encyclopedia Britannica and skips it during an Autorecon By using the Process Misses feature after running Autorecon you can recognize the obvious abbreviation an...

Page 396: ...d to address manually using Process Misses After Autorecon is complete make sure you run a Brief Records Report see page 503 This report gives you a list of the brief records you may encounter during...

Page 397: ...n where it left off click Resume Go to step 4 If you have never started a Process Misses session have finished the previous Process Misses session or have run an Autorecon since the last Process Misse...

Page 398: ...k Next 4 From the selection list highlight the bibliographic record in the Alliance Plus data source that matches the brief record in your library database Use the Search by Std and Search by Title op...

Page 399: ...the selection list when searching a CD and an exact match when searching Alliance Plus Online The column headings change to match the selected search method Type the desired title and click Search 5 O...

Page 400: ...ry database click View Make the desired changes to the bibliographic record For instructions on updating MARC records see the instructions beginning on page 265 To skip to the next brief bibliographic...

Page 401: ...Process Misses See also For a description of the changes made to the library s bibliographic records see Replace brief or full bibliographic records on page 386 As you skip replace or update each rec...

Page 402: ...04 04 402 Alliance Plus Notes...

Page 403: ...or place holds and reserves go to System Setup Setup Patron Maintenance Patron Defaults Instructions for the setup begin on page 74 Instructions for using Patron Empowerment in OPAC begin on page 472...

Page 404: ...viated information a graphical appearance easy to use buttons and larger fonts than the text interface It incorporates pre configured searches and a simplified type in window This interface is easier...

Page 405: ...depth of your search station monitors should be greater than 256 8 bit This optimizes the speed in displaying the windows and improves the clarity of the graphics Please see your operating system doc...

Page 406: ...to other applications and the 856 tag hyperlinks and limits the ability to exit the OPAC In the text interface lets patrons save Bookbag list to hard drive or floppy disk Selecting Let patrons print...

Page 407: ...sword N A Alt Tab Disabled Not modified N A Close Window button Requires password Requires password Requires password Cmd Option Esc N A N A Returns user to Finder Cmd Q N A N A Requires password Cmd...

Page 408: ...time the application clears the current search information Bookbag and search history returns the limiter options to the default settings logs the patron out and redisplays the default interface Prov...

Page 409: ...cters in the appropriate text box enter it again in the Verification box To delete a password highlight the password and press your DELETE key Clicking Save closes the Setup dialog and returns you to...

Page 410: ...g options determine what searches are available at this search station If you clear a check box that option is removed from the Search menu and that button from the toolbar If you later re enable a se...

Page 411: ...Union Catalog Plus The Category Visual OPAC and Patron Empowerment buttons are not available The Events displayed are those of the union catalog not the members Customizing the toolbar Do you prefer l...

Page 412: ...include the description enumeration with the copy information select this box If the check box is cleared the information does not appear or print To include interest or reading grade level notes 521...

Page 413: ...nion Catalog Plus A Libraries option is available Selecting this box allows limiting the search to the collection of a specific member Clearing the box disables the Libraries button in the Limiters di...

Page 414: ...l interface In Union Catalog Plus you can set the default search scope to one member s collection Click the Libraries button and select the desired site from the list The selected member name appears...

Page 415: ...the patron clicks the Home button in Navigation It is the top level in a search hierarchy Until you choose to either load the default button set when prompted or create your own sets the list contain...

Page 416: ...ave Importing the default buttons When you select Visual OPAC Only or Let Patron Decide and you have no action buttons defined yet and click Save on any of the three Setup tabs or Config on this one a...

Page 417: ...tt Medal Newbery Medal Holidays Christmas Halloween Jewish holidays Jewish holidays Thanksgiving Day Famous People Athletes Heroes and Heroines Reading Program None If you create your own Heroes and H...

Page 418: ...tons do not meet your needs continue on to the next section to reconfigure them or add new ones If you exit Setup please note that all of the settings on these three tabs except the action button conf...

Page 419: ...the window only holds about eight action buttons you view the others in the set by clicking the left and right arrows There is no limit to the number of sets you can create You then on the Visual OPA...

Page 420: ...window in Configuration Mode The button configuration process is broken into three parts Identification naming and placing the button Image choosing its appearance and Action determining what it does...

Page 421: ...e by checking the box 4 Place the action button anywhere in the set by selecting the Order number The buttons are numbered from left to right top to bottom By default the first empty position appears...

Page 422: ...s different the image may appear distorted To make the background of your image transparent the background color must be a gray shade with color values of Red 136 Green 136 and Blue 136 If the foregro...

Page 423: ...n the set at each search station If you choose this action and choose Disable access to other applications on the General Setup tab the button is hidden from the patrons If you also have WebCollection...

Page 424: ...hen working with buttons there are a few things to remember Entering a new name here is the only way to create a new set No two sets can have the same name A button and a set can have the same name Yo...

Page 425: ...Smith s Summer Reading List In Cataloging assign that category to the desired items Configure this button to Select By Category set Starting At and Ending At to Ms Smith s Summer Reading List The patr...

Page 426: ...igure a button to open a simplified type in search window where patrons can enter a search word or term By clearing the check boxes you can limit the search buttons that appear in the window You must...

Page 427: ...is on the Visual OPAC Setup tab and therefore saved locally you can select a different set to be the home set at each search station If you ve made the Visual interface available to your patrons throu...

Page 428: ...ad a set Name the set Astronomy Since this is a new set name a new set is created In that new set create new buttons named Galaxies Neutron stars Black holes and Space Exploration Configure the Space...

Page 429: ...station to another If all your search stations will be identical but require a lot of changes to the default settings this can save you some time Note This option is not available for Mac OS search st...

Page 430: ...04 04 430 Search Stations Notes...

Page 431: ...ut making the NT 2000 server accessible to unauthorized individuals WebCollection Plus will start even if your FairCom Server is unavailable that is not started or being accessed in exclusive mode by...

Page 432: ...n the address box of your browser and press Enter The main page of WebCollection Plus appears To test the connection to the FairCom database enter a search word in the text box and click the Title ico...

Page 433: ...display in its Web pages Cascading style sheets CSS act as templates that control the formatting of the WebCollection Plus Web pages They specify particulars such as font types and sizes and backgroun...

Page 434: ...e page 448 To customize the toolbar see page 438 To temporarily disconnect from and reconnect to the FairCom Server when another process requires exclusive use of the database see page 431 To set up V...

Page 435: ...s and enter their site URLs so that users can check an item s availability see pages 441 and 445 Every member defined in Union System Setup automatically appears in the Member Information section Use...

Page 436: ...ge You can change the text that appears on the first page and on the footer that appears throughout the application Enter your text changes here Click to specify your graphics files The information in...

Page 437: ...t box If you enter an Internet address you must include the protocol e g http Changing the graphics If you d like to select your own background graphics for the pages or add your own logo on the first...

Page 438: ...ools and Services The Toolbar Setup page appears Use the Add and Remove buttons to include and exclude buttons from the toolbar Use the Move Up and Move Down buttons to define the order they should ap...

Page 439: ...bag option lets patrons create a bibliography of the items that interest them If you want to let your patrons build bibliographies select the Enable Bookbag check box under Tools and Services on the S...

Page 440: ...Mail Server text box enter the name of your mail server for example smtp washington edu 2 Choose whether or not the patrons must include their email address Select Not Required if you the library admi...

Page 441: ...nd enter their email address Click to open the page To allow patrons to email requests to the member select one or both check boxes Then enter the member s email address This entry places an Email Req...

Page 442: ...file name This text is customizable Edit the file ill txt To send the hold request a name is required This text is customizable Edit the file hold txt An email address lets the mail server notify the...

Page 443: ...2 Scroll to the Integrate with State Standards and WebPath Express box Select this check box and enter your URL 3 Select the State Standards check box 4 Enter the URL that takes your patrons to the ma...

Page 444: ...config for main in your WebCollection Plus URL Examples http 192 168 0 1 webopac config siteid smithhs http www myserver edu webopac config siteid smithhs 2 Scroll to the Integrate with State Standar...

Page 445: ...complete URL of the member s WebCollection Plus Click to open the page Enabling Patron Empowerment You can allow your patrons to log in to WebCollection Plus You can choose to allow them to view and...

Page 446: ...the patron information for printing saving or mailing To protect your patrons privacy there is an inactivity timeout of five minutes This timeout is not configurable WebCollection Plus logs the patron...

Page 447: ...WebCollection Because patrons can use any Web enabled computer to access WebCollection Plus the path availability or name of the application may not be valid for them To show any 856 tags Electronic L...

Page 448: ...include the large cover image table of contents an excerpt publisher s summary author notes and journal reviews This service allows your patrons to browse the shelves from outside the library and can...

Page 449: ...hool network you ll need to set up a password When a patron clicks the Electronic Access entry on the Title Information page for a Follett eBook a password dialog appears After the patron enters the c...

Page 450: ...b Links pages are yours to customize See also For ideas on customizing the Library or Union Information and Web Links pages see the following section Customizing your pages To enable the Events Inform...

Page 451: ...ed in the POLARIS WWWROOT WR USER site name FRENCH or SPANISH folder Web Links page By providing links to other libraries and on line services the Web Links page becomes an important resource for your...

Page 452: ...earch page enter a search term and click a search icon to start the search Note If you chose a keyword search and the keyword couldn t be found WebCollection Plus returns a Subject Search hitlist with...

Page 453: ...a default address for patrons who don t have one After saving any Setup Information changes return to the Library Search page and repeat the test For WebCollection Plus for Union We recommend that yo...

Page 454: ...uage it is stored in his browser s cookie file and is displayed by default whenever the patron visits your WebCollection Plus Patrons can switch between languages easily In addition to the usual optio...

Page 455: ...request forms Information page Web Links page The French or Spanish versions of these files are located in the POLARIS WWWROOT WR USER site name FRENCH or SPANISH folder the English versions are in PO...

Page 456: ...omplete and try again WebCollection Plus will contact the database on the next search request The database server could not be found FairCom Server is not running Restart FairCom Server The database s...

Page 457: ...Start Programs menu or from the Mac OS Apple menu To exit choose File Exit or Quit If password protection has been set up type your exit password in the dialog that appears and click OK Choosing the...

Page 458: ...our OPAC supports a variety of searches to meet your patrons needs Patrons can access all the search options using the toolbar or Search menu Power search provides a flexible keyword searching tool Fo...

Page 459: ...teaching For more information on wildcards see page 459 Some words are so common that searching on them isn t productive To save time your OPAC disregards these stop words during Keyword or Power sear...

Page 460: ...the search results The search order follows the same logic as the equation a b c cats AND dogs AND fish cats dogs fish You get only titles that mention cats dogs and fish cats AND dogs OR fish cats d...

Page 461: ...value Click to open the AR dialog The patron selects or enters a reading level range point value range and optionally a subject and or an author The patron then clicks Search to produce a list of item...

Page 462: ...itles To include titles intended specifically for beginning readers check the Include Beginning Reader Titles check box Selection of the Include Non Prose Titles check box displays items containing at...

Page 463: ...s search to yield results You must also rebuild the Reading Counts headings before a Reading Counts search may be performed See page 596 for details on rebuilding Reading Counts headings To limit by r...

Page 464: ...sort a Keyword or Power Search selection list Select a cross referenced item to go directly to the recommended topic Status shows copy availability If there are no copies for the title or if Circulat...

Page 465: ...lick it or highlight it and click Shelf Browse Displays the location availability and description of each copy To view the record above or below this one on the selection list click the Previous or Ne...

Page 466: ...Setup see page 406 the Elec Access information is not hyperlinked To access electronic media click the Elec Access hyperlink The electronic resource is launched in a browser Certain Elec Access hyper...

Page 467: ...these remote resources netLibrary eBooks have been integrated into the Catalog Plus application This allows patrons to link directly to the eBook from the OPAC Two extra buttons Preview and Check Out...

Page 468: ...ks including Follett eBooks in the OPAC In the full record view the Electronic Access hyperlink 856 tag is enabled Clicking the hyperlink opens the eBook file in its appropriate application This could...

Page 469: ...thor notes and journal reviews This service allows you to preview a selection without leaving your search station and can assist you in the assessment of the title s readability and contents The Title...

Page 470: ...412 patrons can override these settings and customize the limiters for their searches Once they do so the limitations display at the bottom of the window Note You may want to ask your patrons to rese...

Page 471: ...n choose to search the entire union catalog database or the collection of one member library By default the entire union catalog database is searched To search a single member s collection the patron...

Page 472: ...on Patron Empowerment If allowed in System Setup Setup Patron Maintenance Patron Defaults see page 74 your patrons can log in to view their checkouts fines and holds and even to place holds and reserv...

Page 473: ...appears after a successful login Patrons have access to three of the seven tabs in the Patron Information dialog Checkouts Fines and Holds They cannot edit any of the information it is read only In ad...

Page 474: ...y and clicks Save A message appears either confirming the transaction and providing the date and position in the queue or reporting a conflict that prevents the transaction The hold or reserve appears...

Page 475: ...aved You can also sort the report by Title Author or Author Title Deletes the selected title or empties the Bookbag Sends the report to the printer Saves the report to a file Uses the output options t...

Page 476: ...ighting the next scheduled event To search for an event listing by date enter the date e g 2 1 1999 in the search text box and click Events If the highlighted event has a note it appears here Resettin...

Page 477: ...Patron Decide on the General OPAC Setup tab see page 405 If you chose Let Patron Decide launch the visual interface by selecting Tools Go to Visual OPAC on the menu or by clicking the toolbar button I...

Page 478: ...term to several more specific terms Another application A specific Web page in your browser The Type In Search window a simplified version of the text interface The default home set buttons have been...

Page 479: ...that window is added to the Navigation list in top down order Using this list the patron can see how he or she has progressed through the levels of the hierarchy and can retrace their footsteps The pa...

Page 480: ...arch buttons The patron must enter a complete word but does not have to enter a complete term to produce results The patron can also use wildcards see page 459 for more information on these The Type I...

Page 481: ...cord display View the availability If at least one copy is available the button shows In The selection list contains the material type icon title author call number and availability for each title The...

Page 482: ...the General Setup tab the browser and opens that Web page file or eBook netLibrary eBooks however are not accessible in the visual interface See also For more about the 856 tag in the OPAC see page 4...

Page 483: ...Page 1 Title Jack and the beanstalk Author Kellogg Steven Call Number E Kel Availability This title is IN Size 28 p Description A boy climbs to the top of a giant beanstalk where he uses his quick wit...

Page 484: ...ists in the order chosen in Setup the author title call number and includes annotations if enabled in Setup and the patron s name in the title Dunlop Elementary School 10 13 2002 Bookbag for Amanda Se...

Page 485: ...termine which copies are being heavily circulated identify materials with incomplete MARC records examine lists of missing copies or patrons with outstanding fines and much more Reports divides the re...

Page 486: ...y List by Call Number Inventory List by Title Overdue Bill Notices Overdue List Patron Barcode Labels Patron Barcode List Patron Cards Patron Name List Patron Statistics Used Unused Patron Barcodes No...

Page 487: ...ol database or spreadsheet to access the config and patron databases and using the graduation year and number of patrons to calculate percentages See also Chapter 40 for more information on extracting...

Page 488: ...he Choose a Report selection list on the Cataloging Reports tab For information about the reports listed under this menu see Chapter 37 Cataloging reports This menu is not available on Mac OS Circulat...

Page 489: ...our selection Setting the report options In the option area of the Reports main window address the options for the selected report The following sections provide instructions for the most common repor...

Page 490: ...Starting At Reports highlights the first call number category patron subject or title in the library database To jump to the beginning of the selection list click an item on the list and then press HO...

Page 491: ...hem without hyphens the application adds them automatically When entering an LCCN you must either include the hyphen e g 72 75015 or replace the hyphen with a zero e g 72075015 With a properly configu...

Page 492: ...an Edit List button which appears when you select the option for Barcode List To create a barcode list click Edit List In the Barcode field scan the barcode you want to add to the report You can also...

Page 493: ...es After highlighting the desired types click OK The selection list contains the patron or circulation types created in System Setup and the number of patrons or copies belonging to each For instructi...

Page 494: ...ature to set a future date to project which items will soon be due or to print overdue bill notices From the Reports menu bar select Options Set Report Date The Set Report Date dialog appears To use a...

Page 495: ...not included in the previewed pages On Windows workstations Print Preview generates the file with a fpr extension Reports associates this file extension with WordPad WordPad is used to display the re...

Page 496: ...human from machine intelligence and how computers may be designed to mimic the human brain and learn from experience While the exact contents of each report vary the general format is similar Most rep...

Page 497: ...step 4 Otherwise choose Edit The PHD Settings dialog appears Select the port you use to attach your PHD to your computer and then select the highest speed available for that port The PHD Dolphin only...

Page 498: ...04 04 498 Reports Notes...

Page 499: ...r collection Code Table List Creates lists of the call number prefixes categories and circulation types used by the library Use this report to provide your cataloging staff with current information on...

Page 500: ...t of order or to compare the items on the shelves against the results of an inventory see page 521 Spine Pocket Labels Creates spine and or pocket labels for a selected range of copies Use this featur...

Page 501: ...conversion import or Alliance Plus Autorecon or after adding or updating the titles in the library database see page 534 Used Unused Copy Barcodes Identifies available or used copy barcodes Run the r...

Page 502: ...select it from the list If you select LCCN ISBN ISSN List click Edit List to add or remove numbers For instructions on building lists see page 491 Select the range of titles you want to include in th...

Page 503: ...ort to create a list of records to enhance using FSC s retrospective conversion process an Alliance Plus Autorecon or manual cataloging Make sure each brief record in this report has at least one stan...

Page 504: ...ge 268 Generating a Code Table List Circulation Plus Catalog Plus use three library specific labels to organize your collection call number prefixes circulation types and categories Reports comes with...

Page 505: ...n circulating eBook 58 R Regular 108 TEM Temporary 12 For Union Catalog Plus When All Members is selected the call number prefixes for the union catalog print on the first page and each member s circu...

Page 506: ...View Detailed View or Bibliography format for the report To limit the report to a specific set of call numbers enter the range here Checking this check box eliminates copies attached to titles which h...

Page 507: ...004 6 22am Copies Added Page 1 FIC ROW Rowling J K Harry Potter and the Order of the Phoenix Unabridged New York Listening Library p2003 Performance by Jim Dale Harry Potter now a fifth year student a...

Page 508: ...your total acquisitions copies and prices for each funding source or vendor For Union Catalog Plus This report is not available Limit the report by acquisition date or material type Select the conten...

Page 509: ...aterial types You can include one some or all material types This allows you to find out for example where you purchased videos and the total expenditure for them After selecting your report options c...

Page 510: ...sources or vendors may be preceded by two asterisks If so these are non indexed entries That is previous to our 5 0 software version funding sources and vendors were text entries in the copy record 85...

Page 511: ...n page 489 After selecting your report options click Print See also For a detailed explanation of the printing process see Printing the report starting on page 495 The following is an excerpt from a C...

Page 512: ...also For a detailed explanation of the printing process see Printing the report starting on page 495 The following is an excerpt from a Copies With Other Call Numbers Report Reports uses the copy cal...

Page 513: ...on selecting the starting and ending records see Defining a range on page 489 After selecting your report options click Print See also For a detailed explanation of the printing process see Printing...

Page 514: ...workstation you or your technician must install the barcode fonts to your workstation before printing barcodes To do so insert the Installation disk into your CD drive click on the Workstation tab hi...

Page 515: ...t top to bottom For example to start printing on the first label of the third row set Starting Label to 7 Offsets Use the offset options to fine tune the printing alignment The horizontal and vertical...

Page 516: ...the list They are listed in alphabetical order by description To select all of your circulation types select the All Circulation Types button For Union Catalog Plus You must first choose a member from...

Page 517: ...ries headings in your bibliographic records that do not have corresponding authority records Use this report when creating authority records or adding 4xx tags to them Use it also to discover those bi...

Page 518: ...f records that you want to examine If you select to search the database by Date Added Updated enter the desired date and time range For instructions on selecting the starting and ending ranges see pag...

Page 519: ...summary form Jackson Middle School Library 10 13 2003 4 06pm Headings Without Authorities Page 1 Heading Type Heading Number of Titles Title Subject 600 610 611 630 650 651 655 658 690 699 Cars 3 Pio...

Page 520: ...measures for the report Choose the sort order of the report The default is by Lexile Measure After selecting your report options click Print See also For a detailed explanation of the printing proces...

Page 521: ...re information about categories see page 52 After selecting your report options click Print See also For a detailed explanation of the printing process see Printing the report starting on page 495 The...

Page 522: ...abase If you choose Call Number Acquisition Date or Barcode then select the range you want to print For instructions on selecting the starting and ending ranges see page 489 If you select Barcode List...

Page 523: ...ne for spine pocket labels are in addition to the unprintable area defined in your printer s properties Template Horizontal Vertical Labels Vendor Type Item Number Offset Offset per sheet Demco Spine...

Page 524: ...also For a detailed explanation of the printing process see Printing the report starting on page 495 Label stock for spine pocket labels is available from the following vendors University Products Inc...

Page 525: ...records see Chapter 24 Working with copies Generating a Title List The Title List presents a range of titles in your collection based on title author series standard number subject or barcodes stored...

Page 526: ...SN List click the activated Edit List button to build a list of standard numbers see page 491 For instructions on selecting the starting and ending ranges see page 489 Copies To include copy informati...

Page 527: ...were scanned into the PHD The following is an excerpt from a Title List based on Author Jackson Middle School Library 10 13 2003 1 20pm Title List By Author Page 1 Author Title Author LCCN ISBN ISSN...

Page 528: ...aber Doris 1924 83006566 AC Books 920 FABER T 24104 19 95 Regular 6 4 H Club 8 Careers Titles listed 1 The following is an excerpt from a Title List based on Subject Jackson Middle School Library 10 1...

Page 529: ...ived during a given period of time This report is also useful in monitoring how long it takes to enter title information for time management purposes Type the range of time dates and hours for which y...

Page 530: ...see page 52 used to link titles together The Titles by Category Report lets you print lists containing all titles associated with a specific category or range of categories By using the Titles by Cate...

Page 531: ...ons 11 Math and Philosophy Displays the item s material type Reports retrieves this information from the Leader tag in the MARC record see page 268 Generating a Titles With Duplicate Standard Numbers...

Page 532: ...so For a detailed explanation of the printing process see Printing the report starting on page 495 The following is from a Titles With Duplicate Standard Numbers Report Jackson Middle School Library 1...

Page 533: ...copies The Titles Without Copies Report contains the following options To exclude WebPath Express bibliographic records select the first check box To exclude eBook records select the second check box...

Page 534: ...t do not contain standard numbers Circulation Plus and Catalog Plus use the standard numbers to compare your current bibliographic records to any imported records Without them you may inadvertently im...

Page 535: ...To print actual barcodes see Printing Copy Barcode Labels on page 514 Give a copy of the Used or Unused Copy Barcodes Report to your staff before they enter new copies into the library database For U...

Page 536: ...kson Middle School Library 10 13 2003 1 57pm Used Unused Copy Barcode Used Barcodes Page 1 Barcode Number Range Symbology Follett Classic T 2515 T 2520 T 2522 T 2523 T 2534 T 2578 T 2596 If you picked...

Page 537: ...s the circulation statistics for a selected range of titles or the shelf order of the copies within your collection Use this report to identify areas in your collection in need of weeding or enhanceme...

Page 538: ...based on inventory status and call numbers Use this list to compare the missing items recorded in the database to the copies on the shelves see page 558 Inventory List by Title Lists copies based on i...

Page 539: ...ing a Category Statistics Report Categories are groups created on the System Setup Setup Cataloging Categories tab see page 52 used to link titles together for curriculum or statistical purposes The C...

Page 540: ...erating a Checkouts Fines Transactions Report The Checkouts Fines Transactions Report provides you with a list of patrons with overdue copies and outstanding fines patrons with any checked out items o...

Page 541: ...ill not include items not currently overdue To include items that are not yet overdue you ll need to run the report as of a future date For information on changing the report date see page 494 All Ite...

Page 542: ...T 4300355 E181 L5 10 02 2003 2 50 Abraham Lincoln and the American political 21 95 T 4300807 457 8 11 12 2003 Total Pending Fines 2 50 Note Pending fines are calculated as of the report date and refl...

Page 543: ...any copies without call numbers are not included in the report Select the range of copies for the report For instructions on selecting the starting and ending records see page 489 Limiters To limit t...

Page 544: ...ical purposes Show Categories Lists all the categories assigned to each copy in the report After selecting your report options click Print See also For an explanation of the printing process see page...

Page 545: ...By reviewing this report you can see which areas in your collection need weeding or enhancement Note If you want to calculate circulation statistics as of a particular date use the Set Report Date fea...

Page 546: ...3 21 4 Lists the number of copies in the call number range or prefix and the percentage of the library collection represented by these copies Displays the average age of all the titles in the call nu...

Page 547: ...tion of the printing process see page 495 The following is an excerpt from a Collection Age by Subject Report Jackson School Library 10 3 2003 3 48pm Collection Age By Subject Page 1 Subject Avg Age C...

Page 548: ...the time span for the statistics Call Number Range Type in the starting and ending numbers for this report Detail level Select the level of detail for the report 1 s Lists statistics for each whole c...

Page 549: ...refix since Circulation Plus was installed and the corresponding percentage of total circulations Jackson School Library 10 3 2003 3 55pm Collection Statistics Page 1 Range Total Circs Yearly Circs La...

Page 550: ...ing a call number prefix Include statistics for copies having a call number prefix The Collection Value Report has these options Detail level Select the level of detail for the report 1 s Lists statis...

Page 551: ...enerating a Copy List by Status The Copy List by Status lets you examine a selected portion of your collection based on a specific copy status You can use this list as a reference tool while conductin...

Page 552: ...loan periods you set up for your patrons The application prints 24 due date slips per sheet If you choose A given patron type and circulation type select from the Circulation Type and Patron Type list...

Page 553: ...the original date For more information about changing the report date see page 494 Select the wording template Select the range of patrons for the notices Select the format After selecting your option...

Page 554: ...n School Library 10 3 2003 4 00pm Hold Notice Page 1 Barcode P6117 ID 3856117 Homeroom 432 Teacher Mrs Brown Graduation Year 2006 Dear Richard Grayson The items you requested are now available in the...

Page 555: ...s you requested are now available in the library Please bring this notice to the library as soon as possible TItle Call Number Barcode Expires Bats and other nocturnal creatures 428 1 T 21104 10 15 20...

Page 556: ...Defining a range on page 489 To limit the report to those titles placed on hold or reserved a minimum or maximum number of times select the checkbox es and enter the desired number Choose to include...

Page 557: ...s click Print The Hold Transactions Report has these options Select the method for searching the library database Then select the range of titles patrons or call numbers for the notices For instructio...

Page 558: ...you examine copies based on a specific inventory status This list is ideal if you want to compare the missing copies recorded in the library database to the copies on the library shelves We suggest yo...

Page 559: ...want to compare the missing copies recorded in the library database to the copies on the library shelves We suggest you run this list for unmarked copies before finalizing the inventory and for missi...

Page 560: ...n explanation of the printing process see page 495 For information about the inventory process and statuses see Chapters 19 and 20 For Global Delete Missing Copies see page 330 The following is an exc...

Page 561: ...rdue Bill Notices have these options Patrons Select the method for searching the library database Then select the range of patrons for the notices For instructions on selecting the starting and ending...

Page 562: ...s format you can choose to include To the parents guardians of This will print above the student s name and address Notice Template Select the desired wording template for the notices Reports comes wi...

Page 563: ...Standard Overdue Notice wording and did not select the Show Price for Overdues check box Jackson School Library 11 01 2003 4 20pm Overdue Bill Notices Page 1 Homeroom 143 Library Period 3rd Grad 2006...

Page 564: ...n as possible Title Call Number Barcode Due Date Fine Price A kid s first book of gardening growing plants indoors 635 FEL T 31055 10 09 2003 Overdue 9 95 Growing colors 535 6 MCM T 76589 10 09 2003 O...

Page 565: ...rn them as soon as possible Title Call Number Barcode Due Date Fine Price ABC of architecture 720 OGO T 21066 9 09 2003 Overdue 10 76 Architect a candid guide to the profession 720 23 Lew T 56789 9 09...

Page 566: ...ary database Name Location fields or User fields Then select the range of patrons for the report For instructions on selecting the starting and ending records see page 489 Note Location and User Field...

Page 567: ...ne coaches waiting T 17249 02 21 2004 Abraczinskas Emily P 33427 PB FIC RIN The second bend in the ri T 26236 02 21 2004 Printing Patron Barcode Labels Patron Barcode Labels lets you create new or rep...

Page 568: ...ifying barcodes to be printed If you select Unused Barcodes press Starting At and choose either your highest barcode or the last barcode before a gap in your barcode sequence Then select the number of...

Page 569: ...le Page Setup and choose the 8 5 x 11 paper with the smallest margins approximately 17 left right and 11 top bottom Depending on your printer you may also have to select the option for a larger print...

Page 570: ...gy Even though the symbology may be different your scanner and PHD can read the barcodes Important If Circulation Plus is installed on a server and not on your workstation make sure you have installed...

Page 571: ...an excerpt from a Patron Barcode List Jackson School Library 7 12 2001 2 30 pm Patron Barcode List Page 1 Aard Anders Anthony Aard Burton Blunt 201015 201026 Abbott Krystal Faye Acosta Arturo P1216 P...

Page 572: ...Fields are customizable patron record prompts For additional information on changing these prompts see page 72 Label Template Select the template that matches your card stock Starting Label To start p...

Page 573: ...on page 568 to install them from our CD Limits You can limit the card printing to those for certain patrons For specific patron types click Patron Types see page 493 For patrons with a specific status...

Page 574: ...printer you may also have to select the option for a larger print area Please note that the page setup reverts to its default settings when you close Reports The information on the patron card varies...

Page 575: ...Picture Patron Name Scannable Barcode or ID Generating a Patron Name List The Patron Name List lets you create customized lists of selected patrons If your library has a PHD you can use this list to...

Page 576: ...specific patron types click Patron Types see page 493 For a specific Patron Status select it from the list For patrons with certain graduation years or library card expiration dates select the Only Pa...

Page 577: ...re created and assigned by the library staff and are used to identify specific groups of patrons For information on creating and using patron types see page 69 The Summary report displays statistics a...

Page 578: ...ranger 1 8 10 11 22 21 50 22 10 Homeroom Smith 6 46 31 33 45 45 81 35 15 The following is an excerpt from the Patron Statistics Report using the detailed format Jackson School Library 10 3 2004 4 43pm...

Page 579: ...ck the type of patron barcodes you want listed in the report After selecting your report options click Print The Patron Barcode Report has these options Barcode Type Select Used or Unused Range For a...

Page 580: ...1 Barcode Number Range Symbology Follett Classic P 7450 P 7454 P 7460 P 7463 P 7464 P 7467 If you picked Used barcode numbers the report displays consecutive barcodes as a range of barcodes If you pic...

Page 581: ...t barcode used and your barcode symbology here Network problems You can find the IP address of your server and your workstation here When do holds expire Do we charge fines on grace days Access your s...

Page 582: ...ds of information about your system click the Information button The System Information Report opens in your text viewer where it can be edited or printed This report divided into sections provides a...

Page 583: ...l Fines Due 154 85 Current Holds 3 Utilization Titles 247 Copies 318 Highest Copy Barcode Used T 8842 Patrons 126 Highest Patron Barcode Used P 964 DX Records 17 Database ID 6B658CAO 7B7K 11D4 AO71 00...

Page 584: ...levels and filters of each DX member The information for each non DX member is limited to the full site name MOC and member ID If your site is a DX member the Utilization section of the report include...

Page 585: ...e first record in the extract file is a header line containing the names of the fields included in the file These fields for all four files are listed in the table at the end of this chapter Note If t...

Page 586: ...tab of System Setup Setup Circulation This adds patron fields to the Copies Titles Copy Transactions and Category Transactions data files Using extracted data Files in comma delimited ASCII format can...

Page 587: ...action data Using your data in our examples We have prepared using MS Excel a few custom reports to demonstrate some of the many possible ways to analyze your data These reports consist of a spreadshe...

Page 588: ...nDetails xls Copy Transactions Monthly Transactions xls Category Transactions Category Transactions xls Patrons Patron Graduation xls When you click OK your data will be imported formatted analyzed an...

Page 589: ...ulation Type Code Transaction Circulation Type Description Transaction Call Number Last Name First Name Middle Name Patron Barcode Patron ID Patron Type Code Patron Type Description Transaction Patron...

Page 590: ...04 04 590 Reports Notes...

Page 591: ...ted files or delete the database These utilities include the following functions Rebuild Database Empty Database Reload File Enable Disable Data Exchange Remove Patron History When should I run a util...

Page 592: ...e see Chapter 42 Backing up your database Starting Utilities Utilities requires exclusive access to the library database Before you can start Utilities you must close all of the other Follett applicat...

Page 593: ...e installed on the library computer system see page 603 About the Maintenance utilities From the Utilities Maintenance menu you can run the Check Database Integrity utility the Rebuild Keyword utility...

Page 594: ...critical error messages in the Circulation Plus or Catalog Plus applications or if the library computer system freezes use the Check Database Integrity option to diagnose the problem Important We reco...

Page 595: ...he Update Keywords option in Cataloging This option lets you build keywords for any new or modified bibliographic records For additional information on this option see page 345 Use the Rebuild Keyword...

Page 596: ...hority LCCN Control Number Lexile Category Reading Counts Use this utility if you experience any problems with any of the search options listed above If the problem only applies to certain types of se...

Page 597: ...ssed record When the utility finishes the Cancel button on the progress dialog changes to Close To exit the dialog click Close See also For a list of the MARC tags used to generate bibliographic and a...

Page 598: ...jor problems in the library database Due to the nature of these utilities we strongly recommend that you do not run the Advanced utilities unless directed to do so by Follett Software Company s Techni...

Page 599: ...e utility attempts to correct any problems it finds If it encounters a problem it cannot fix it records the problem and any suggested solutions in an exception report Important Depending upon the size...

Page 600: ...exception report along with any corrective actions taken by the utility or suggested solutions Depending on the problem the exception report may direct you to run a Maintenance or Advanced utility to...

Page 601: ...rogress of the Reload File utility If the utility encountered any problems during the process it records them here along with any suggested solutions Depending on the problem the exception report may...

Page 602: ...ou verify the decision to empty the database a second message appears asking you to finalize the decision Click Yes to proceed A progress dialog appears while the utility empties the library database...

Page 603: ...department To delete an entry in the list you ll need a special password Interpreting the Utilities exception report While the utilities are designed to repair problems in the library database they oc...

Page 604: ...keep a log containing a description of any problems you encounter and the date they occurred as well as the solutions used to correct them The following table lists the most common exception report m...

Page 605: ...ia is not an effective or safe backup method Follett Software s Backup and Restore application which is included with Circulation Plus and Catalog Plus lets you back up your library s database includi...

Page 606: ...Set 3 Set 4 Set 6 Set 6 In the above example backup your database on Monday with Set 1 use Set 2 on Tuesday etc On Friday run a backup of the system and take that backup off site The next week use Se...

Page 607: ...atabase can be running during a backup OPACs Z39 50 Server WebCollection Plus services Programs that can change the data must be stopped All Follett applications except the read applications above Cat...

Page 608: ...page 607 The main window appears with the Backup tab open To include keywords in your backup select this option If you don t back up keywords you ll need to run the Update Keywords process see page 3...

Page 609: ...e certain that you have the most recent backup on hand If you backed up to floppy disks make certain that you have the complete backup set and that they are in order Important The restore process requ...

Page 610: ...ed on the exception report that documents the restore s progress and records any problems it encounters Note If your backup file did not include keywords you ll have to rebuild them with the Rebuild K...

Page 611: ...kup Important If you are backing up open files you must be certain that the database is not updated in any way while the backup is in process i e no cataloging circulation or other utility activity Pr...

Page 612: ...rCom database server is running and then try again If your database backup routine is automated schedule Backup Prep to run before starting backup Incorporate Backup Prep using the following informati...

Page 613: ...s from a CD ROM or online database 2 A CD ROM database containing bibliographic records for titles published after 1970 Follett Software Company releases a single Alliance Plus CD ROM biannually Allia...

Page 614: ...f your library has more than one copy of a title bibliographic template Cataloging s bibliographic templates contain the tag subfield and indicator text fields frequently used for creating MARC biblio...

Page 615: ...which two or more computers on a network divide the responsibilities for communicating and responding to requests made by the library staff and patrons The client software runs on the desktop of the...

Page 616: ...ds that specify the patron s home address alternate address patron type etc database integrity A term used most often in records management to indicate that all relevant records are filed correctly da...

Page 617: ...A hold for which the expiration date has passed An expired hold cannot become pending or ready until its expiration date is extended export The process of transferring bibliographic and copy authorit...

Page 618: ...by selecting certain defined characters Follett Classic Any barcode consisting of seven or fewer characters regardless of the barcode symbology with type identifier of P T or X preceding the number f...

Page 619: ...eld in a MARC record used to express a condition MARC records allow for the use of one or two indicators for each tag which are distinguished by their positions in the record that is first position an...

Page 620: ...it number that uniquely identifies the item cataloged Entered in the 010 tag of the MARC record library calendar An area within System Setup Before the Circulation Desk module can be used to automate...

Page 621: ...on module A software component that interacts with other modules in a larger system Examples in Follett Software applications are Cataloging Circulation Desk and Utilities monograph A bibliographic it...

Page 622: ...ormation through Follett Data Exchange Server patron barcode A barcode used to identify your individual patrons Patron Maintenance A Follett Software module in Circulation Plus that allows the user to...

Page 623: ...an search for items with a particular reading level point value subject and or author ready hold A hold that is available to be picked up by the patron Rebuild File Indexes A utility that restores spe...

Page 624: ...s using a serial protocol Also called a com port See also modem port series Separate independent works usually related by subject issued at different times under a collective title For example The Riv...

Page 625: ...records connected to it transaction A transaction is an event occurring between a patron and an item in the collection e g checking out checking in placing a hold or paying a fine type identifier A s...

Page 626: ...hat runs the Web server program such as WebCollection Plus This host responds to HTTP protocol requests WebCollection Plus The online public access catalog application that allows users to search the...

Page 627: ...olumn contains the name of the tag according to the MARC 21 Format for Bibliographic Data publication Rep This column identifies each tag as repeatable or non repeatable Y Repeatable N Non repeatable...

Page 628: ...al Number Y ayz6 a6 a 024 Other Standard Identifier Y 1 acdz26 acd26 028 Publisher Number Y 0 0 ab6 ab6 034 Coded Cartographic Mathematical Data Y 3 abcdefgh jkmnpst6 adefgjkm np6 035 System Control N...

Page 629: ...6 ab6 254 Musical Presentation Statement N a6 a6 255 Cartographic Mathematical Data Y abcdefg6 abcdefg6 256 Computer File Characteristics N a6 a6 260 Publication Distribution etc Imprint R abcefg6 efg...

Page 630: ...iginal Version Note Y abcefklmn ptxz68 abcelmpt6 538 System Details Note Y a6 a6 546 Language Note Y ab36 a36 550 Issuing Body Note Y a6 a6 555 Cumulative Index Note Y abcd36 acd36 586 Awards Note Y a...

Page 631: ...rstx356 afghlorstx 356 adklmnps 740 Added Entry Uncontrolled Related Analytical Title Y 0 2 ahnp56 ah56 a 753 System Details Access to Computer Files Y abc6 abc6 790 Added Entry Local Y abcdefghijk lm...

Page 632: ...MARC record that are used when cataloging in the Easy Editor For further information on the tags their indicators and subfields see the previous Bibliographic tags table Tags in the Brief MARC Record...

Page 633: ...0a Summary Note 520a Interest Level 521a Study Program 526a Web URL 856u Description 856z Tags in the Subjects tab Field name Tag subfield Topical 650a Personal 600a Geographic 651a Local 690a General...

Page 634: ...R Must contain one of the following Preschool K 3 3 6 All Juvenile 5 8 7 10 All Secondary All Grades Young Adult Adult Professional Lexile Measures 8 _a R Can include up to a four digit Lexile value...

Page 635: ...study programs To retrieve titles in Cataloging and OPAC that belong to a program you must follow the guidelines provided in the following table 526 tag Study Program Information Note R Guidelines In...

Page 636: ...s searches examine the 526 tag for information With those search dialogs you can further limit the search to a certain reading level range point value range a subject and or an author Important For th...

Page 637: ...790 791 Call number Looks in the copy record not the MARC bibliographic record Barcode Looks in the copy record not the MARC bibliographic record ISBN 020 ISSN 022 LCCN 010 National Bibliographic Numb...

Page 638: ...n each format Tags used in brief and full record display OPAC heading Tags used Brief Full Visual OPAC Title 245 Uniform Title 210 240 Key Title 222 Added Title 246 247 Author 1XX Series 4XX 800 810 8...

Page 639: ...indicator position If the number in this column appears in parentheses the indicator is a nonfiling character Note This symbol represents a blank space and is only required when you are modifying temp...

Page 640: ...ding Corporate Name N 2 abcdefghkl mnoprstvx yz6 acfghlorst6 abcdklnp tvxyz 111 Heading Meeting Name N 2 acdefghkln pqstvxyz6 acdfghlqst6 acdeklnpt vxyz 130 Heading Uniform Title N 0 adfghklm noprstvx...

Page 641: ...om Tracing Meeting Name Y 2 acdefghikl npqstvwxy z056 acdfghilqs tw6 acdeklnp tvxyz 530 See Also From Tracing Uniform Title Y 0 adfghiklm noprstvw xyz056 afghilors tw6 adklmnpsv xyz 550 See Also From...

Page 642: ...04 04 642 Appendices Notes...

Page 643: ...e in for every new record you create Or if you always use Library of Congress subject headings modify the 650 tag changing the second indicator to 0 and deleting subfield _2 You can t delete input tem...

Page 644: ...the template and click edit to bring up the template editor Then at the template editor make the appropriate changes Click here to clear all edited information and restore the template to default valu...

Page 645: ...hat is material specific If you modify one of these tags make sure to modify the other accordingly for the material type Click on the down arrows for a list of values to choose from Click on Help for...

Page 646: ...emplate Type the default indicators here If you want the first in dicator to be blank be sure to type a blank space be fore the second indicator Inserting a tag into a template Under the Template tag...

Page 647: ...es can be broken down even further into the following components Type identifier Location code Item number Check digit Type identifier Location code Item number Check digit 3 1234 00001006 4 CODE 39 M...

Page 648: ...is description choose Follett Classic as your symbology Generic Means the barcode symbology does not use a check digit Mod 10 Symbologies with Mod 10 check digit calculations can be used for bar codes...

Page 649: ...case letters of the alphabet and the following symbols and the space Generic symbologies do not use check digits The item number portion of the barcodes must be all numeric Code 39 Mod 10 Code 39 Mod...

Page 650: ...n System Setup To cancel changes before saving You cannot edit the definition of the Follett Classic symbology If you select Follett Classic the grayed information does not cor respond to the Follett...

Page 651: ...Note Patron and library item barcodes cannot have the same identifier characters Uses a Location Code To use positions in your barcodes to identify your location select this check box For more inform...

Page 652: ...d barcode Keep the following in mind when allowing Circulation Plus and Catalog Plus to assign barcode numbers for you Before you assign a barcode one barcode must already exist that matches your symb...

Page 653: ...volt Backup battery lithium supercap super capacitor supercap super capaci tor These are general estimates The actual number of scans depends on the amount of memory in the unit To determine the maxim...

Page 654: ...e Identifier regardless of symbology Follett Classic symbologies assume a Type Identifier of P for patron barcodes and a T for library materials See also For more information about the barcode symbolo...

Page 655: ...the Read Me file which you ll find on your Follett Software CD under Extras in the USB Notes folder Downloading the application Use the following steps to load the current version of the PHD applicati...

Page 656: ...ing These instructions change based on the PHD you choose 3 Once you ve selected the correct PHD model and adjusted the PHD settings as desired simply follow the instructions displayed on the dialog A...

Page 657: ...the keys The main menu prompts and messages appear in the display screen The Telxon PHD main menu The PHD main menu is the starting place for all PHD operations To access the PHD main menu turn on the...

Page 658: ...ventory mode L To see how much memory is available in the scanner for scanned data press L Divide the number by 22 to determine how many scans the unit should hold N To see which version of the PHD ap...

Page 659: ...Laser has a scan key and a backlight key under the display and above the keypad PHD task commands While you re in a PHD data file use the keypad commands in the following table to do file maintenance...

Page 660: ...t and reenter to scan more patron or copy barcodes at any time Mastering barcode scanning Scanning barcodes is a simple operation that anyone can master If the barcodes are placed on the outside of a...

Page 661: ...upward Reverse the scan head then push it back into position PHD scanning sounds A single beep sounds when you press a key or scan a barcode A red light opposite the scanning tip facing the person op...

Page 662: ...663 Checking out and renewing items 1 To checkout or renew items once you ve accepted or changed the date the CHECKOUT prompt appears Press ENTER Yes 2 The SCAN PATRON prompt appears To select the pat...

Page 663: ...arcode scans for Inventory You can also use the inventory mode to collect patron or copy barcodes for the PHD features in Cataloging Patron Maintenance and Reports Warning To avoid accidentally changi...

Page 664: ...ing the data if you don t need the data for another process erase the scans from your PHD see below Erasing data from a PHD As soon as you ve transferred the data in your PHD to a workstation through...

Page 665: ...display the message Ready to Up date Therefore I can t load the application If you are using an older PHD model it probably contains the 56 chip You must upgrade the PHD to the 57 chip before transfe...

Page 666: ...to exit the menu If the screen has the command Select Printout Type Group I press S and then ENTER If the screen has the command What Sequence Group II press A then ENTER and then EXIT If the screen h...

Page 667: ...pplication software to the unit The PHD PHD II displays black squares If any of these conditions exist turn off your unit While holding down the SP and ENTER keys press and release the ON OFF key Cont...

Page 668: ...a soft clean lint free cloth with a mild nonabrasive cleaner and wipe the outside surfaces Take the following precautions when cleaning your PHD Do not saturate the cloth used to wipe the device Do no...

Page 669: ...ove the glued in foam insert that surrounded the battery 5 Place the rechargeable battery pack into the unit making sure that it is right side up Check to see that the battery pack is making connectio...

Page 670: ...posing of old batteries Eventually your batteries will no longer hold a charge For environmental safety we recommend that you do not throw your batteries in the trash Many companies accept used batter...

Page 671: ...install and charge the battery The HomeBase is the hub of your PHD Dolphin system not only is it the communications link between your PHD and your computer it also provides battery management Make sur...

Page 672: ...o save it When prompted for a yes no response the BKSP key equals NO BKSP also lets you return to the previous screen When entering data with the key pad before you press ENTER to save it you can use...

Page 673: ...et up page 37 in System Setup are sent to your PHD when you load the PHD application page 42 If you share your PHD with other libraries with different symbologies you ll need to reload your applicatio...

Page 674: ...irculation menu A message appears asking you to confirm the system date and time If the date and time are correct press BKSP No and skip to step 3 2 If you need to change either the date or time press...

Page 675: ...r typing a barcode press ENTER to save it 4 After you enter the patron s barcode you re prompted to enter an item barcode Scan or type the barcode of each item the patron wants Once you ve entered the...

Page 676: ...code of the last item you entered If you get called away or need to use a different PHD feature before processing the scans this lets you pick up where you stopped When you are finished collecting sca...

Page 677: ...e 679 Collecting copy barcodes You can use your PHD s copy mode to gather copy barcodes for exporting MARC records editing copies or creating reports A PHD lets you process copy records that may not h...

Page 678: ...Reviewing or deleting individual scans To step through the barcodes that are stored for a particular feature go to that feature s menu and press F3 Review scans The Review Scans screen first displays...

Page 679: ...l the scans in your PHD press ENTER Yes After deleting all the scans the PHD displays a brief confirmation Troubleshooting When attempting to send scans from or load the application to the Dolphin err...

Page 680: ...tup Site PHD tab 8 Click Load on the PHD tab and press Enter on the Dolphin to load the application File not transferred on the Dolphin File Transfer dialog The Follett application attempted to contac...

Page 681: ...strator Rights and permissions are outlined in our Installation Guide Or there are no scans in the correct memory area of the Dolphin e g the Dolphin was in F4 Copies instead of F2 Inventory when scan...

Page 682: ...n keys to select the menu options presented on the PHD Dolphin display screen SHIFT This key toggles the yellow number keys between alpha and numeric modes When the number keys are in numeric mode thi...

Page 683: ...the PHD Dolphin Note Before performing any of these procedures charge the PHD Dolphin in the HomeBase for at least six hours and erase any pre existing scans from the PHD Dolphin Loading the PHD Dolph...

Page 684: ...e any other desired on screen selections On the PHD Dolphin 5 From the Main Menu press F1 Circulation Plus 6 Press F2 Inventory 7 Press F1 Scan Items 8 Scan the copy barcodes by pressing ON SCAN to tr...

Page 685: ...the Select by list 4 Click Print Preview Print to File or Print 5 Select the PHD Dolphin radio button On the PHD Dolphin 6 From the Main Menu press F1 Circulation Plus 7 Press F3 Patrons or F4 Copies...

Page 686: ...g Update via PHD Delete Patrons via PHD 3 Select the PHD Dolphin radio button 4 Make any other desired on screen selections 5 Click Update or Delete On the PHD Dolphin 6 From the Main Menu press F1 Ci...

Page 687: ...ect the desired check boxes On the PHD Dolphin 5 From the Main Menu press F1 Circulation Plus 6 Press F4 Copies 7 Press F1 Scan Copies 8 Using the ON SCAN button scan the barcodes of the copies to be...

Page 688: ...the PHD Dolphin radio button 4 Select the desired update options 5 Click Update On the PHD Dolphin 6 From the Main Menu press F1 Circulation Plus 7 Press F4 Copies 8 Press F1 Scan Copies 9 Using the O...

Page 689: ...be removed 5 Click Remove On the PHD Dolphin 6 From the Main Menu press F1 Circulation Plus 7 Press F4 Copies 8 Press F1 Scan Copies 9 Using the ON SCAN button scan the barcodes of the copies that wi...

Page 690: ...d 5 Click Delete On the PHD Dolphin 6 From the Main Menu press F1 Circulation Plus 7 Press F4 Copies 8 Press F1 Scan Copies 9 Using the ON SCAN button scan the barcodes of the copies to be deleted 10...

Page 691: ...e PHD Dolphin 5 From the Main Menu press F1 Circulation Plus 6 Press F1 Circulation 7 Press F1 Check In or F2 Check Out 8 Press ENTER if you need to change the date or BKSP if you do not 9 Using the O...

Page 692: ...F1 F2 F3 or F4 3 Press F4 Erase CIRC INV PAT or COPY scans 4 Press ENTER to confirm that you wish to delete them To erase all scans in all four features at the same time 1 From the Main Menu press F4...

Page 693: ...Define your label stock s paper size orientation margins and labels The labels in the Preview group box change to reflect your definition Click OK Note If you ve purchased stock from Follett Software...

Page 694: ...digit Interleaved 2 of 5 A Currently not supported Codabar Mod 10 Currently not available with Mod 10 check digit Generic Code 39 Regular Code 39 Generic Interleaved 2 of 5 Interleaved 2 of 5 Generic...

Page 695: ...quential list make sure the Use Input Data File check box is not selected Define the range of the labels you want to print by setting the Identical Copies of Label to 1 and the Number of Serialized La...

Page 696: ...Record Range Options dialog change the Starting Record to 2 and then click OK To Print these labels with just the library name and the patron barcode number go to step 8 To add patron names to the ba...

Page 697: ...with a check digit after selecting the symbology and check digit type select the Data Source tab Enter the beginning barcode number in the Screen Data text field without the check digit e g 318IU00000...

Page 698: ...04 04 698 Appendices Notes...

Page 699: ...the Easy Editor and scan the ISBN Using this method allows error free data entry in a critical tag Building an LCCN ISBN ISSN list when exporting MARC records or generating a Bibliography Report or T...

Page 700: ...Before you start programming the ScanTeam 3400 CCD you ll need to verify that you have the correct scanner by doing the following 1 Determine which scanner you have by viewing the label underneath the...

Page 701: ...Laser Note The programming sheet included in this section can only be used with the ScanTeam 5400 Laser scanner DOS WIN MAC with certain software revisions Getting ready Before you start programming t...

Page 702: ...form this programming ISBN scanning is already enabled in scanner s with this software revision Programming codes for ScanTeam 5400 Laser scanner To program the ScanTeam 5400 Laser for ISBN scanning s...

Page 703: ...26 tags searching cataloging instructions 635 636 searching in Cataloging 242 searching in OPAC 461 accent symbols See diacritics access rights See Installation Guide Acquisitions adding vendors 61 bi...

Page 704: ...ing search stations See inactivity timeouts autorecon See also Alliance Plus in Book Cart 347 352 copy requirement for 385 390 description of 385 386 390 interrupting 390 keyword replacement 389 prepa...

Page 705: ...deleting 6xx tags globally 332 deleting 856 tags globally 334 335 deleting 9xx tags globally 334 335 deleting after export 316 deleting headings globally 332 deleting titles without copies automatical...

Page 706: ...s in Cataloging 286 default tag location 47 48 printing a list of copies with different call numbers 511 printing a list of copies with other call numbers 512 printing a list of copies without call nu...

Page 707: ...raphic record searches 123 125 block conditions in 138 block messages table of 127 129 checking in 151 154 checking out 137 146 command sheet 118 Date Window in 142 143 during inventory 210 212 fines...

Page 708: ...deleting with a PHD Dolphin 690 deleting with a scanner 337 duplicating 285 editing 285 288 entering into inventory 218 230 extracting transaction data 585 586 global updates 326 329 individually upda...

Page 709: ...26 diacritics using in the MARC Editor 276 diagnosing library database problems 594 directory rights See Installation Guide due dates non circulating 141 142 setting up 76 78 special 143 144 viewing i...

Page 710: ...up 88 extracting data about 585 information you can retrieve 585 patron history 585 F FairCom Server See database servers Installation Guide file formats See import file formats File Reload utility Se...

Page 711: ...330 deleting missing copies 330 deleting patron records 195 196 deleting subject headings 332 deleting tags 334 335 deleting titles without copies 335 linking copies to funding sources 327 329 linkin...

Page 712: ...ic records 291 Winnebago records 297 310 inactivity timeouts for Follett eBooks 449 468 in Circulation Desk 88 setting up in OPAC 406 in WebCollection Plus 446 indexes rebuilding keyword 595 indicator...

Page 713: ...s authority 281 bibliographic 268 templates 645 leading articles See also nonfiling characters editing indicators for 274 foreign language 58 ignoring in search terms 58 setup options 58 levels of par...

Page 714: ...raphic records MARC tags See tags MARC utilities See utilities MARC View Window in Cataloging 249 printing in 253 marked inventory status 211 material type icons changing 268 material types See also l...

Page 715: ...visual OPAC 404 electronic resources in 466 470 enabling hyperlinks 406 408 415 importing default Visual button sets 416 importing Visual button sets into WebCollection Plus 447 limiting access in 406...

Page 716: ...import 204 supported formats 190 viewing in Circulation Desk 122 patron records See also patron pictures adding in Circulation Desk 129 adding in Patron Maintenance 187 190 addresses 188 Circulation D...

Page 717: ...ith 686 entering scans into inventory 684 erasing scans in 679 692 exporting MARC records with 687 function keys 672 HomeBase connection 671 important keys 682 loading the application 683 loading the...

Page 718: ...Peek in OPAC 405 PTC 600 PTC 620 See Telxon PHDs publishing years See limiters Q question marks See wildcards QuickLinks in WebCollection Plus 448 R R circulation type 46 reading barcodes See scanning...

Page 719: ...ther Call Numbers 512 Copies without Call Numbers 513 Copy List by Circulation Type Report 516 Copy List by Status 551 552 customizing copy lists by call number 51 Date Slips 552 Extract Data 585 590...

Page 720: ...ferences as authority records are saved 56 creating keywords as bibliographic records saved 56 customizing copy lists by call number 51 data source options in Cataloging 245 247 Find It All Collection...

Page 721: ...444 Shelf List 521 shelf checking option in inventory 222 site setup See setting up sounds adding new sounds 90 alerts while checking in 152 barcode scanning 127 Circulation Desk 126 127 setting up fo...

Page 722: ...es 643 646 variable length tags 010 9XX 273 277 Technical Support contacting 30 Telxon PHDs 653 670 See also PHD PHD messages backup batteries 669 670 batteries 668 670 battery requirements 653 chargi...

Page 723: ...ng FSC products See Installation Guide union catalog notes Accelerated Reader search 242 Add Titles to Book Cart 347 assigning copies on import 295 297 Bibliography Report 502 category search 246 Code...

Page 724: ...ywords 594 595 Rebuild MARC Headings 594 596 rebuilding library database indexes 597 598 rebuilding MARC databases 599 600 reindexing keywords 595 reindexing MARC databases 596 597 Reload File 598 600...

Page 725: ...101 testing member connections 453 testing member settings 452 WebPath Express and data exchange DX 92 deleting bibliographic records 335 336 deleting bibliographic tags 334 enabling hyperlinks 57 imp...

Page 726: ...04 04 726 Index...

Page 727: ...Institution full name Library Type Elementary Special District Jr High High School Public Address County City State Province Zip Postal Code Enhancement Request Check one and indicate the product manu...

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Page 730: ...The User s Guide v6 00 04 04 A 40800A 730...

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