| Topics covered in this section: Maintenance Options Stocktake Menu Special Processing Menu Recovery menu Catalogue Reports |
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The catalogue menu enables administrators to maintain the items and associated material types within library's catalogue. A large number of reports are available for sorting and analysing data.
Up to 24 additional fields are available for your library's specific requirements (you will need to contact support@LMSi.com.au for assistance to configure these fields). By setting up these fields, administrators are able to add further material types, item characteristics etc. eg. A collection of images may be catalogued and a new field could be created identifying image resolution characteristics or a collection of videos may be catalogued with a new field identifying cassette length.
Catalogue Entry
This screen is used to access existing items and to add new items. It also displays list of Material Types and their related accession
numbers.
See Also term(s)
When searching by subjects alternative search strategies may be activated by
the See Also function if too many results are found. eg. Australia. To add terms
to a specific subject, Click See Also Term(s) from the Catalogue Menu >
Maintenance Options, enter Term or Subject and Click Lookup Data. Any previously
saved terms will be displayed and the user may add further terms, then hit save.
Thesaurus
Synonyms of mis-spelled terms for assistance with searching. A report can be
generated from failed OPAC searches that outlines Mis-spelled terms (Catalogue
Menu > Catalogue Reports > Failed OPAC Search
Terms). These terms can
be entered as synonyms for Key Terms/Subjects.
Enter selected Key Term/Subject, then enter the related mis-spelled term(s), a message box will appear asking the user to select the relevant mis-spelled term or to add a new mis-spelled term.
Update Subject Terms
Users are able to edit subject terms by selecting the original term from the
authority list (type term, then hit Tab), enter the new subject description and
click Process.
Related Topics:
Controls
> Catalogue Controls > Control Parameters
Generating a stock take enables a user to compare stock on the shelves with items in the LMSi database. By utilising a bar-code reader, users are able to account for all stock present on shelves and update this to a temporary file within the database. The database then analyses the data and reports discrepancies.
Users are able to manipulate data through deletions, updates and importing.
Rebuilding of the Searching, Barcode and Authority indexes: The process of rebuilding Indexes maintains the integrity and the speed of elements of your library’s database.
Reports used for analysing information contained within the Catalogue module.
Catalogue Report Writer
: Catalogue report formats are setup and maintained using this program. These reports have specifically been setup by users to quickly generate often run reports that continually have the same parameters. These reports may subsequently be modified when printing, however if they are continually modified to the same criteria, a new report should be created and added to the list (see Controls > Catalogue Controls > Report Writer).Existing reports provide a flexible means to produce Shelf List reports, Catalogue cards, data transfer formats, Bibliography listings etc. This program allows both the entry and maintenance of report formats and the actual generation of reports to designated printers. When selecting a report title, the screen that follows always displays the same fields with the pre-selected values and collating order.
Users are able to setup pre-defined parameters (Controls > Catalogue Controls > Report Writer) for specific reports based on the library’s catalogue. If a library is linked to other libraries within a region, these reports can be defined to provide information across multiple sites.
Once the report parameters have been established, a user can select the report from the Report Title list by clicking on the title and hitting the Select Report button. The preset parameters for the report will appear and the user can click Process to send the report directly to the printer, Preview to view the report on the screen or they can choose to print the current screen with the preset parameters. If a user changes any parameters on the screen, the changes will be saved once the Process or Preview button is pressed. The next time the report is run, the changed parameters will appear.
Material Statistics: provides a breakdown by GMD of number of copies held & extended value of those copies (eg. If a library has 2 copies of a book worth $25, extended value = $50) & copy status of items in the collection for each GMD.
See Also List: List of see also terms and the see also entries to which it refers. Enter the alphabetically lowest keyterm to include (eg. Australia), hit Tab and a list will be displayed for you to select from, click on term, then hit select. The previous report screen will appear, enter the alphabetically highest keyterm (eg. Zimbabwe), hit Tab to select from the list, then process the report. Process will send the report to your local printer.
Thesaurus List: List of mis-spelled terms derived from user searches. Enter the alphabetically lowest keyterm to include (eg. Australia), hit Tab and a list will be displayed for you to select from, click on term, then hit select. The previous report screen will appear, enter the alphabetically highest keyterm (eg. Zimbabwe), hit Tab to select from the list, then process the report. Process will send the report to your local printer.
Similar Authority list: Selection of an authority group will display a list of terms which have a 95% similarity with like terms. eg. selection of Author may display similar terms such as Smith and Smithy, or Smith and Smiht. This would identify obvious spelling mistakes to the user for which they could then edit the Authority list using bulk update (Catalogue > Special Processing Menu > Bulk Update) and run a Rebuild Authority List. (Catalogue > Recovery Menu > Rebuild Authority Indexes).
Key term statistics: For given indexed terms, a report of how many times the terms have been searched. Provides an indication of the interests of the library’s patrons. Eg. if basketball was at the top of the list, the library would look at acquiring more items about basketball. Use a range of terms by entering the lowest and highest value alphabetical terms eg. Lowest = basketball, Highest = horse. Click Preview to view a copy of the report on the screen, Process will send the report to your local printer, Reset will clear all fields on the screen.
Key term reference analysis: Indication of the number of items associated with each key term.
Failed OPAC search terms: This report will display a list of terms that are derived from failed OPAC searches. Most commonly these will be mis-spelled words eg. a user may enter the search term bananna (meaning banana) and the search will fail generating an entry on the Failed search term list.
Manual Spine Labels: Ability for users to manually enter spine label details for printing. Enter spine details, click Tab and repeat until completed. Once the user has entered all spine details for printing (or run out of boxes for entering details), click Print to print to your local printer. PLEASE ENSURE THAT YOUR PRINTER HAS THE CORRECT PAPER INSERTED (Initially, users will need to contact LMSi (support@lmsi.com.au) with details for your printer and type of spine labels that your library uses for configuration).
Catalogue Age Analysis by Dewey: Users are able to identify the breakdown of the age of items by Dewey number. The numbers can be grouped by range of 100’s, 10’s, 1’s, .1’s etc. Eg. Selecting 100 will provide grouping of ages by year for all items within the range of 0-99, 100-199, 199-200 etc. Selecting 10 will provide grouping of ages by year for all items within the range of 0-9, 10-19…980-989, 990-999.9999. With a large collection, this kind of report based on 0.0001 may take some time to generate.
Related Topics:
- Controls
>
Catalogue Controls
> Report Writer
- Controls
> Catalogue Controls > Control Parameters