Alexandria v6.22.6 PDF
Preview Alexandria v6.22.6
Alexandria v6.22.6 Copyright Notice © 2004-2014 Evelyn Manufacturing Inc. All Rights Reserved Distributed under exclusive license by COMPanion Corporation. This work is protected under the copyright laws of the United States. Any reproduction of this manual or our software, in whole or in part, is not permit- ted without the proper express written authorization of Evelyn Manufacturing—except in the normal use of the software and as described in the Soft- ware License Agreement. All permitted copies shall contain the same proprietary and copyright notices as were affixed to the original. The software described in this book is furnished under a licensed agreement and may be used only in accordance with the terms of that agreement. NOTE: Unauthorized use of this software or related materials can result in civil damages and criminal penalties. Alexandria Getting Started Guide Printed July 16, 2014—v6.22.6 Printed in the United States of America by COMPanion® Corporation 1831 Fort Union Boulevard Salt Lake City, Utah 84121-3041 USA (801) 943-7277 voice, worldwide (800) 347-6439 voice—Sales, US & Canada (800) 347-4942 voice—Tech Support, US & Canada Tech Support, worldwide: [email protected] (801) 943-7752 FAX, worldwide Sales: [email protected] Web: http://www.goalexandria.com To subscribe to the free Alexandria Discussion Group, send an email to “[email protected]” and type “Subscribe Alex-Net (first name) (last name) (collection name) (Alexandria serial number)” in the body of the message. Or, sign up here: http://www.goalexandria.com/support/lib_corner/listserv/index.html Find us on Facebook: https://www.facebook.com/pages/Alexandria-Library-Management/226663827349071 Follow us on Twitter: Follow Alexandria Software @AlexandriaLib Alexandria’s Online Help: http://www.companioncorp.com/mediawiki/index.php/Alexandria Trademarks & Usage Licenses COMPanion®, Alexandria®, KeepnTrack®, Textbook Tracker® and their associated logos and icons are trademarks of COMPanion Corporation, Evelyn Manufacturing Inc., or Schjelderup LTD used under license by COMPanion Corporation. Macintosh is a trademark of Apple, Inc. Windows® is a trademark of Microsoft Corporation. Other trade names are the property of their respective corporations. OpenSSL—© 1998-2011 The OpenSSL Project. All rights reserved This product includes software written by Tim Hudson; [email protected] This product includes cryptographic software written by Eric Young; [email protected] This product includes software developed by the OpenSSL Project for use in the OpenSSL Toolkit http://www.openssl.org/ Select Z39.50 Libraries—© 1995-2005 Index Data. The VBD C++ classes are copyright © 1997, by Douglas M. Gaer This software is based in part on the work of the Independent JPEG Group. expat—© 1998, 1999, 2000 Thai Open Source Software Center Ltd. libHaru—© 1999-2010 Takeshi Kanno zlib—© 1995-2009 Jean-loup Gailly and Mark Adler cURL & libcURL—© 1998 - 2010, Daniel Stenberg, <[email protected]>, et al. libpng version—© 1998-2011Glenn Randers-Pehrson Cairo via MPL / Pixman—© 2008-2011 Red Hat, Inc. JsonCpp—© 2007-2010 Baptiste Lepilleur libssh2—© 2004-2009 Sara Golemon, Mikhail Gusarov, The Written Word Inc, Eli Fant, Daniel Stenberg, and Simon Josefsso. All rights reserved. Table of Contents Welcome to Alexandria!.................................................................... 1 TheUnparalleledPowerofAlexandria!................................................... 9 CommunicationPorts&Protocols....................................................... 10 WhereisMyAlexandriaDataFolderLocated?.................................... 11 NotesandWarningAlerts..................................................................... 11 Preparing for Alexandria................................................................. 13 AutomatingYourLibraryOverview....................................................... 13 DevelopaSecureBackupStrategy...................................................... 14 BarcodeYourCollection....................................................................... 18 DevelopMaintenanceStrategies.......................................................... 22 EvaluatetheSecurityofYourDataStation........................................... 22 Installing Alexandria........................................................................ 23 HardwareandSoftwareRecommendationsforAlexandria................. 23 TechnologyServicesCheatSheet........................................................ 24 InstallationSummary(readthisfirst)..................................................... 25 InstallingAlexandriaonMacintoshOSX............................................... 26 InstallingAlexandriaonWindows......................................................... 31 LibrarianWorkstationClientInstallerResources.................................. 37 InstallingAlexandriaLibrarians............................................................. 38 Alexandria Basics............................................................................ 41 Macintosh&WindowsCommandDifferences..................................... 41 AlexandriaOnlineHelp......................................................................... 42 HelpMenu............................................................................................. 42 FileMenu.............................................................................................. 43 EditMenu.............................................................................................. 45 ShowMenu........................................................................................... 46 ToolsMenu........................................................................................... 47 LinksMenu............................................................................................ 48 SitesMenu(DistrictLibrarianonly)....................................................... 49 WindowMenu....................................................................................... 49 LoggingInandActivatingSecurity....................................................... 51 WebServicesandOnlineModules....................................................... 53 AccessingAlexandria’sWebLibrarian................................................. 54 UpdatingYourAlexandriaSoftware..................................................... 55 AdaptiveDates...................................................................................... 56 AlexandriaGettingStartedGuide–iii Table of Contents Site Management Window............................................................... 57 WhatisSiteManagement?................................................................... 58 SiteRecordsListandAssociatedTools................................................ 62 CurrentRecordPane............................................................................. 63 CurrentRecordPane(Continued)......................................................... 64 Introduction to Preferences............................................................ 67 Administration Settings................................................................... 73 Administration:DatabaseSettings........................................................ 75 ArchiveSettings..................................................................................... 76 RebuildSettings.................................................................................... 76 RunAlexandriaasaService.................................................................. 77 Administration:StatusSettings............................................................. 78 Administration:WebSettings................................................................ 80 Administration:EmailSettings............................................................... 83 EmailSettings........................................................................................ 84 UsingGmailasYourSMTPServer........................................................ 86 Security Preferences........................................................................ 87 Address Book Preferences.............................................................. 95 AddressBooksSettings........................................................................ 97 AddressBooks:Adding,Removing,Editing,andDuplicating.............. 98 Addresses:Adding,Removing,Editing,andDuplicating.................... 103 Localization Preferences............................................................... 111 Dates&Currencytab.......................................................................... 112 Terminologytab................................................................................... 114 Languagetab....................................................................................... 116 Calendar Preferences.................................................................... 117 Policy Preferences......................................................................... 121 SettingPoliciestoAchieveMeaningfulStatistics................................ 123 UsingthePoliciesPreferences............................................................ 124 ExceptionsMode................................................................................. 125 Patrons Preferences...................................................................... 133 PatronRulestab.................................................................................. 134 PatronsDefaultstab............................................................................ 135 PatronPicturestab.............................................................................. 136 GradeTabletab................................................................................... 137 iv–AlexandriaGettingStartedGuide Table of Contents Items Preferences......................................................................... 141 Catalogingtab..................................................................................... 145 SubjectSourcestab........................................................................... 147 CoverArttab....................................................................................... 149 LeadingArticlestab............................................................................ 151 Barcodes Preferences.................................................................. 153 Barcodestab...................................................................................... 154 Circulation Preferences................................................................ 157 UserInteractiontab............................................................................ 158 CirculationRulestab........................................................................... 161 Receiptstab........................................................................................ 164 Letterstab........................................................................................... 167 CirculationSettingstab...................................................................... 168 Researcher Preferences............................................................... 171 ResearcherOverview.......................................................................... 173 Researchertab.................................................................................... 175 Interfacetab........................................................................................ 178 An Introduction to Importing........................................................ 181 Tab-DelimitedRecords....................................................................... 183 Importing Patrons & Operators.................................................... 185 PatronFieldsbyFieldNumber .......................................................... 190 Importing Items............................................................................. 193 ItemFieldsbyFieldNumber............................................................... 201 Getting Started With Reports....................................................... 205 TheReportsWindowInMoreDetail................................................... 205 ReportCategoriesPane...................................................................... 207 ReportsTools/SearchPane.............................................................. 208 ReportSelectionPane........................................................................ 211 SelectedReportPane......................................................................... 213 Overviewtab....................................................................................... 214 Selectiontab....................................................................................... 215 Sitestab(DistributedUnion)............................................................... 217 Scheduletab....................................................................................... 218 Locationstab...................................................................................... 220 InConclusion...................................................................................... 222 AlexandriaGettingStartedGuide–v Table of Contents Getting Started With Utilities......................................................... 231 TheUtilitiesWindowInMoreDetail..................................................... 231 UtilityCategoryFilters......................................................................... 233 UtilitiesTools/SearchPane................................................................ 233 UtilitySelectionPane........................................................................... 234 SelectedUtilityPane........................................................................... 234 PerformingUtilities.............................................................................. 235 InConclusion....................................................................................... 235 MovingPatronstoaNewPolicy......................................................... 236 MovingItemstoaNewPolicy............................................................. 238 Operation Management................................................................. 239 Circulation Window........................................................................ 245 Modes,CommandsandHelp.............................................................. 246 CurrentPatronandCurrentItemInformation...................................... 247 CirculationWindowTabs..................................................................... 248 UsingtheCirculationWindow............................................................. 249 UsingtheActionsMenu...................................................................... 250 SystemPatrons................................................................................... 252 OfflineMode........................................................................................ 254 Circulation Commands.................................................................. 257 CirculationCommandBasics:............................................................. 257 MakeanItemorPatronCurrent.......................................................... 257 CheckOut(.)........................................................................................ 258 SetOverrideDueDates....................................................................... 260 BookdropMode(B)............................................................................. 261 AdditionalCirculationCommands....................................................... 262 LocateaPatronbyLastName(L)....................................................... 262 LocateanItembyTitle(T)................................................................... 262 PlacingaHoldRequestonaTitle(H).................................................. 263 PlaceaForwardReservationonaSpecificCopy(G)......................... 264 RenewingAnItem(QE,R,orRA)........................................................ 266 RenewinganItem................................................................................ 267 RenewAllItems................................................................................... 267 SpecialCirculationCommands........................................................... 269 ChargingaFee(F)............................................................................... 269 DeclaringaCopyLost......................................................................... 270 CheckingItemsOutTotheDiscardedCopiesSystemPatron........... 271 vi–AlexandriaGettingStartedGuide Table of Contents Item Management......................................................................... 273 AboutMARCrecords.......................................................................... 273 ItemManagementWindow................................................................. 274 TheItemManagementWindowInMoreDetail.................................. 275 CurrentItemRecordPane.................................................................. 276 CurrentRecordTabsandSubtabs..................................................... 278 FindingItems...................................................................................... 279 AddingTitlesandCopies.................................................................... 280 DuplicatingTitlesorCopies................................................................ 283 ModifyingTitlesandCopies............................................................... 286 RemovingTitlesandCopies............................................................... 288 Title,Author,andSubjectMARCEditor............................................. 290 Patron Management...................................................................... 293 PatronRecordsListandAssociatedTools........................................ 294 CurrentPatronRecordPane.............................................................. 295 AlexandriaOperators.......................................................................... 297 DuplicatingOperators......................................................................... 302 ModifyingOperators........................................................................... 303 RemovingOperators........................................................................... 305 AlexandriaPatrons.............................................................................. 306 DuplicatingPatrons............................................................................. 308 ModifyingPatrons............................................................................... 309 RemovingPatrons.............................................................................. 310 AddingPatronorOperatorPictures................................................... 311 HowtoFindPatronsandOperators................................................... 312 AccessingtheOnlinePatronManagementWindow.......................... 314 BookmarkingOnlineInterfaces........................................................... 314 Shortcut Keys................................................................................ 315 AcceleratorandHotkeyCommands................................................... 315 WindowsShortcutKeys...................................................................... 315 WindowsCirculationShortcutCommands......................................... 316 MacintoshShortcutKeys.................................................................... 317 MacintoshCirculationShortcutCommands....................................... 318 AlexandriaGettingStartedGuide–vii Table of Contents viii–AlexandriaGettingStartedGuide Welcome to Alexandria! ANoteAbouttheGettingStartedGuide: Much effort was dedicated to produce a guide for a program that will unequivocally change afterrelease.Atthetimethisguidewascompleted,alloftheinformationcontainedwithinwas as accurate as possible. However, software such as Alexandria continuously evolves through patchesandupdatesdesignedtoimprovetheexperienceforallusers.Thismeansthatsomeof thedatacontainedinthisguidemaybeoutdatedatsomepointinthefuture,especiallywhereit concernsonlinefeaturesandfunctionalityrelatingtoit.However,whenchangesdoinevitably happen, we provide additional dynamic assistance through our technical support and online helpchannels;www.companioncorp.com/mediawiki/index.php. Welcome to the family! CongratulationsonselectingAlexandriaastheinformationmanagementsystemforyourlibrary. Alexandriaisapowerfulapplicationthathelpsyoutomanageyourassetsandallowsyourpatrons tofullyaccessyourlibrary’sresources. TheAlexandriaGettingStartedGuideisdividedintosectionsthatcorrespondtothemajorareasof theprogram,providingyouwithsequential,step-by-stepinstructionsforsettingupAlexandria’s preferencesandbeyond.Ourgoalistotakeyoufromyourinitialinstallationtotheeventualcir- culationofitems,assistingyouintakingyourveryfirststepswithus. Byreadingthisguideinitsentirety(noskimping!),youwillgaintheinsightrequiredtorunAlex- andria, and thus, your library, more efficiently. You can also find an electronic version of this guideontheinstallationCD-ROMorasadownloadable.pdffromourwebsite: www.goalexandria.com. So, let’s begin! TheAlexandrialibraryautomationsystemconsistsofamaininformationservercalledtheData Station,thecentralrepositoryforallyourlibrarysysteminformation.TheDataStationishome to the Data folder, where all your crucial patron, item, and library system information (data) is saved;italsoprocessesalltheactivitiesandcommandrequestsfromnetworkedclientWorksta- tions. The Data Station can perform the same basic circulation functions (and beyond) that the ResearcherandLibrarianWorkstations(i.e.clients)arecapableofperforming. Alexandriaoffersavarietyofexpandedmodulesandclientprogramsthatcanaccesstheinforma- tion on your Data Station(s)—your license determines which clients and modules you can use. Modules and clients are available for both the Macintosh and Windows operating systems, and can easily access and communicate with your Data Station(s) to perform specific library func- tions. AlexandriaGettingStartedGuide–1 Welcome to Alexandria! Alexandria Configurations (cid:129)Hosteddatabasesarehouseddirectlyatoneofourprivate,first-class,datanetworkfacilitieson secure, access-restricted machines that are protected by battery backup, housed in a climate- controlled environment, and connected to the internet via a 100MB (minimum) fiber-optic connection.Hostedserversthatstorelibrarydataaremaintainedonhardwarethatisconfigured with hard disk drives in a RAID array; in the event of hard drive failure, service will not be interrupted.AlldataisbackedupdailyandstoredonCOMPanionservers,withanadditional dailybackupstoredsecurelyoff-siteataseparatedatanetworkfacility.Allservicesaremonitored electronically by certified professionals 24/7, so if a problem does occur, it can be addressed quickly.Equipmentmodificationandupgradesarecompletedswiftlyandscheduledduringoff- hoursandlow-useperiods. (cid:129) Controller (MDS) allows you to house multiple Data Stations on a single, centralized server. TheControllergivesadministratorsinagroupofsitestheabilitytoshareresourceswitheach other (i.e. other Alexandria libraries), yet still direct and control their own collections independently.AlexandriaControllercanupdateandarchiveallofthedatabasesatoncetoa single location. Not only does this configuration make life easier for your information technology(IT)staff,itsavestraveltimeaswell,andgiveslibrarianstheautonomytomanage theirownrecordsandpolicies.Patronshavetheabilitytoeithersearchanindividuallibrary,a group of libraries, or all libraries at once. Alexandria’s advanced search capabilities allow libraries to simultaneously access all collections in real-time. Each library can choose an appropriate license level for their patron base and anticipated usage. Each library maintains control over policies, preferences and cataloging. Before hosting your own Controller environment,considerhavingCOMPanionhostyourdataatoneofourprivate,first-class,data network facilities. If you would like to know more about our Hosted Services, please contact yoursalesrepresentativeat(800)347-6439forinformationandpricing. (cid:129)CentralUnionhousesmanylibrarycollectionsinasingularDatafolderstoredonacentralData Station.This gives management control to a sole administrator; all updates, upgrades, data backups,andothermanagementproceduresareperformedfortheentiredistrictatacentralized location.Eventhoughallyourdataiscentralizedonamainserver,patronshavetheabilityto searchanindividuallibrary,agroupoflibraries,ortheentiredistrictatonce—inreal-time!Since thereisonlyonecentralpatrondatabase,CentralUnionallowsthemostconvenientaccessto inter-libraryloans(ILL).ThoseconsideringCentralUnionshouldplantoaddressoverlapping barcode ranges, policies, preferences and cataloging. When considering add-on features, all libraries must subscribe to the same services. For more information on “Central Union” and whatisaffectedbyit,pleaseconsultAlexandria’sOn-LineHelp. (cid:129)DistributedUnion(WAN)giveslibrariansinagroupofsitestheabilitytoshareresourceswith eachother,yetstillmanageandcontroltheirowncollectionsindependently.Datafoldersare housed on separate Data Stations in each library, or at a “server farm” in a central location. Patronshavetheabilitytoeithersearchanindividuallibrary,agroupoflibraries,ortheentire districtatonce.Alexandria’sadvancedsearchfeaturesallowlibrariestosimultaneouslyaccess allcollectionsinreal-time.Eachlibrarycanchooseanappropriatelicenselevelfortheirpatron base and anticipated usage. Each library maintains control over policies, preferences and cataloging. 2–AlexandriaGettingStartedGuide
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